2023, 12-05 Study Session
AGENDA
SPOKANE VALLEY CITY COUNCIL
REGULAR MEETING
STUDY SESSION FORMAT
Tuesday, December 5, 2023 6:00 p.m.
Remotely via ZOOM Meeting and
In Person at CenterPlace Regional Event Center Great Room
2426 N Discovery Place
Spokane Valley, WA 99216
Council Requests Please Silence Your Cell Phones During Council Meeting
NOTE:Members of the public may attendSpokane Valley Council meetings in-person at the address
provided above, or via Zoom at the link below. Members of the public will be allowed to comment in-
person or via Zoom as described below. Public comments will only be accepted for those items noted on
the agenda as “public comment opportunity.” If making a comment via Zoom, comments must be received
by 4:00 pm the day of the meeting.
Sign up to Provide Oral Public Comment at the Meeting via Calling-In
Submit Written Public Comment Prior to the Meeting
Join the Zoom WEB Meeting
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CALL TO ORDER
ROLL CALL
APPROVAL OF AGENDA
PROCLAMATION:
GENERAL PUBLIC COMMENT OPPORTUNITY: This is an opportunity for the public to speak on any
subject except agenda action items, as public comments will be taken on those items where indicated. Please
keep comments to matters within the jurisdiction of the City Government. This is not an opportunity for questions
or discussion. Diverse points of view are welcome but please keep remarks civil. Remarks will be limited to
three minutes per person. If a person engages in disruptive behavior or makes individual personal attacks
regarding matters unrelated to City business, then the Council and/or Mayor may end that person’s public
comment time before the three-minute mark. To comment via zoom: use the link above for oral or written
comments as per those directions. To comment at the meeting in person: speakers may sign in to speak but it
is not required. A sign-in sheet will be provided at the meeting.
ACTION ITEMS:
1. First Reading Ordinance 23-023-CTA-2023-0003 – Jerremy Clark
\[public comment opportunity\]
2. First Reading: Ordinance 23-024 TBD Tab Fee – Erik Lamb
\[public comment opportunity\]
3. Motion Consideration: Homeless Action Plan Adoption – Gloria Mantz
\[public comment opportunity\]
4. Motion Consideration: Street & Stormwater Maintenance & Repair Services
Contract 2024 Option Year Renewal- Bill Helbig
\[public comment opportunity\]
5. Motion Consideration: Street Sweeping Service Contract 2024 Option Year Renewal – Bill Helbig
\[public comment opportunity\]
NON-ACTION ITEMS:
6. Admin Report: 2024 Fee Resolution – Chelsie Taylor
7. Admin Report: Spokane Sports funding request, 2024 TPA proceeds – Mike Basinger
8. Admin Report: Park Maintenance RFP Update – John Bottelli
Council Agenda December 5, 2023 Page 1 of 2
9.Admin Report: Construction Celebration –Bill Helbig
10. Advance Agenda – Mayor Haley
COUNCIL COMMENTS
CITY MANAGER COMMENTS
EXECUTIVE SESSION: Pending and Potential Litigation \[RCW 42.30.110(1)(i)\] & Potential
Acquisition of Real Estate \[RCW 42.30.110(1)(b)\].
(Proposed motion: I move Council adjourn into executive session for approximately 1 hour to discuss
pending and potential litigation and to discuss potential acquisition of real estate, and that no action will
be taken upon return to open session.)
ADJOURN
Council Agenda December 5, 2023 Page 2 of 2
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: First Reading Ordinance 23-023 – CTA-2023-0003; Updates to the
Clearview Triangle regulations
GOVERNING LEGISLATION: Spokane Valley Municipal Code (SVMC) 22.070.030; RCW
36.70A.106, SVMC 19.30.040
PREVIOUS COUNCIL ACTION TAKEN:
February 23, 2010 – Administrative report for revisions to clearview distances
stnd
February 7 & 28, March 13, 2012 – Administrative report, 1, and 2 reading of Ordinance
12-011 Amending Chapter 22.70
November 21, 2023 – Administrative report for CTA-2023-0003
BACKGROUND:
CTA-2023-0003 is a city-initiated code text amendment. The proposed amendments to SVMC
22.070.030 clarify that clearview triangle regulations apply to alleyways. The need for the
proposed amendment was identified because of code enforcement cases related to alleyways
and clearview triangles. While there is text in SVMC 22.70.030 includes a reference to an alley,
Table 22.70-1 and Figure 22.70-1 with specific sight distance regulations do not. The proposed
amendment clarifies that alleys are subject to clearview triangle regulations. The amendment also
adds an exemption to the clearview triangle regulations for parked vehicles provided they are
legally parked and operable. A revision to Figure 22.70-1 to clarify the measurement limits is also
included.
Pursuant to SVMC 19.30.040 modification to SVMC Titles 17 through 24 are classified as a Type
IV development application and require the Planning Commission to provide a recommendation
to City Council. On October 26, 2023, the Planning Commission conducted a public hearing on
the proposed amendment. On November 9, 2023, the Planning Commission issued their
recommendation that the City Council approve the proposed amendment.
The proposed code text amendment is included in the attached Planning Commission Findings
and Recommendations as Exhibit 1.
OPTIONS: Staff recommend amending the code text with the proposed changes; or take other
action deemed appropriate.
RECOMMENDED ACTION OR MOTION: Move to advance ordinance 23-023 to a second
reading to amend SVMC 22.070.030 with the proposed changes as stated.
BUDGET/FINANCIAL IMPACTS: There is no anticipated financial impact.
STAFF CONTACT: Jerremy Clark, Traffic Engineering Manager
ATTACHMENTS:
Draft Ordinance
PowerPoint Presentation
Planning Commission Findings and Recommendations
DRAFT
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
ORDINANCE NO. 23-023
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, AMENDING CHAPTER 22.070.030 SPOKANE VALLEY MUNICIPAL
CODE RELATED TO CLEARVIEW TRIANGLE REGULATIONS, AND OTHER MATTERS
RELATING THERETO.
WHEREAS, the City of Spokane Valley (City) adopted the Uniform Development Code (UDC)
pursuant to Ordinance 07-015 on September 25, 2007; and
WHEREAS, the UDC became effective on October 28, 2007; and
WHEREAS, in 2012, the City adopted modifications to chapter 22.70 SVMC Fencing, Screening, and
Landscaping; and
WHEREAS, such regulations are authorized by chapter 36.70A RCW; and
WHEREAS, on September 30, 2023, the Washington State Department of Commerce was notified
pursuant to RCW 36.70A.106, providing a 60-day notice of intent to adopt amendments to Spokane Valley
development regulations; and
WHEREAS, on September 28, 2023, the Planning Commission held a study session to discuss the
proposed clearview triangle revisions; and
WHEREAS, on October 6, 2023, and October 13, 2023, notice of the Planning Commission public
hearing for proposed amendments to the clearview triangle regulations was published in the Spokane Valley
News Herald; and
WHEREAS, on October 26, 2023, the Planning Commission held a public hearing to receive evidence
and information, and to provide an opportunity for public testimony. The Planning Commission subsequently
deliberated and approved findings and recommendation; and
WHEREAS, on November 21, 2023, City Council held a study session to discuss the proposed
clearview triangle revisions; and
WHEREAS, the amendments set forth below are consistent with the goals and policies of the City’s
Comprehensive Plan; and
WHEREAS, the proposed amendments to chapter 22.070.030 SVMC bear a substantial relation to the
public health, safety, and welfare of the City and its citizens.
NOW THEREFORE, the City Council of the City of Spokane Valley do ordain as follows:
Section 1. Purpose. The purpose of this Ordinance is to amend chapter 22.070.030 SVMC,
Clearview Triangle, to update regulatory text including references related to alley classification, measurement
criteria, and parked vehicles.
Section 2. Findings and Conclusions. The City Council acknowledges that the Planning
Commission conducted appropriate investigation and study, held a public hearing on the proposed amendments,
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 1 of 7
DRAFT
and recommended approval of the amendments. The City Council has read and considered the Planning
Commission’s findings and recommendation, and makes the following findings:
1. Compliance with SVMC 17.80.150(F) Approval Criteria
a.The proposed text amendment is consistent with the applicable provisions of the
Comprehensive Plan.
Findings: The proposed amendment is consistent with the following goals and
policies of Comprehensive Plan:
T-G1Ensure that the transportation system and investments in
transportation infrastructure are designed to improve quality of life
or support economic development priorities.
T-G3Strive to reduce the number of serious injury/fatality collisions to
zero.
T-P2 Consider neighborhood traffic and livability conditions and address
potential adverse impacts of public and private projects during the
planning, designing, permitting, and construction phases.
T-P9 Provide and maintain quality street, sidewalk, and shared-use path
surfaces that provide a safe environment for all users
b. The proposed amendment does bear a substantial relation to public health, safety,
welfare and protection of the environment.
Findings: The proposed amendment does bear substantial relation to public
health, safety, welfare, and protection of the environment for the following
reasons:
The proposed amendments clarify specific criteria as it relates to sight
distance triangles and right-of-way permitting requirements in order to
maintain safe conditions on the city’s transportation network.
2. Conclusion:
The proposed text amendment is consistent with the Comprehensive Plan and bears a
substantial relation to public health, safety, welfare, and protection of the environment.
3. Planning Commission Recommendation:
The Spokane Valley Planning Commission therefore recommends that the City Council
approve CTA-2023-0003.
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 2 of 7
DRAFT
Section 3. Amendment. Chapter 22.070.030 SVMCis hereby amended as follows:
22.070.030 Clearview Triangle
A. A sight distance is the length of roadway visible to a driver. The clearview triangle is the triangular area
calculated at the intersection of two streets or the intersection of an alley, private street or driveway, and a
street to provide the required sight distance and provide unobstructed vision to motorists and pedestrians.
1. For commercial approaches, alley approaches, and stop sign controlled intersections, the clearview
triangle shall be calculated pursuant to Table 22.70-1 and Figure 22.70-1.
Table 22.70-1 – Clearview Triangle Calculation for Controlled Intersections
Through Street Speed Distance to Required Sight
Case Type
11,2,3
Limit (mph) Point A in Feet Distance (BC) in Feet
Commercial approaches, alley approaches, 2515 280
2
and stop sign controlled intersections
30335
35390
Signal controlled intersection, yield Per AASHTO Green Book
controlled or all-way stop sign controlled
1.
Required sight distance shall be adjusted for grades three percent or greater, more than two lanes, skewed intersections, sharp curves, posted speeds in
excess of 35 miles per hour (mph), or for vehicles other than passenger cars pursuant to the street standards as adopted pursuant to SVMC 22.130.040.
2.
For stop sign controlled intersections, and commercial approaches, and alley approaches, use Figure 22.70-1 to determine required sight distance and
location of Point A.
3.
To determine the clearview triangle, locate points A and C, determine the required distance (BC/CB) using Table 22.70-1, locate point B and connect
points A, B, and C. The area enclosed by points A, B, C and the right-of-way is the clearview triangle, hatched area in Figure 22.70-1.
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 3 of 7
DRAFT
Figure 22.70-1 – Clearview Triangle for Commercial Approaches, Alley Approaches,
and Stop Sign Controlled Intersections
Ordinance 23-00x – Amending chapter 22.070.030SVMC – Clearview triangle Page 4 of 7
DRAFT
2. For uncontrolled street intersections (e.g., intersecting local access streets), the clearview triangle shall
be calculated pursuant to Figure 22.70-2.
Figure 22.70-2 –Clearview Triangle for Uncontrolled Street Intersections
3. For noncommercial driveways, the clearview triangle shall be calculated pursuant to Figure 22.70-3.
Figure 22.70-3 – Clearview Triangle for Noncommercial Approaches
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 5 of 7
DRAFT
B. Within the clearview triangle, the space between three and one-half feet and seven feet above the street, or
three feet and six and one-half feet above the sidewalk, shall be unobstructed from vegetation, structures,
signs, and other view obstructions in the manner shown pursuant to Figure 22.70-4.
Figure 22.70-4 – Clearview Triangle Vertical Clearance Requirements
C. Exemptions. Clearview triangle requirements shall not apply to:
1. Public utility poles;
2. Trees, so long as they are not planted in the form of a hedge and the shortest branches are trimmed to a
height of at least seven feet above the street surface;
3. Properties where the natural ground contour penetrates the clearview triangle; or
4. Traffic control devices installed by the City.
5. Parked vehicles, provided they are legally parked, currently registered, and operable.
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 6 of 7
DRAFT
Section 4. Other sections unchanged. All other provisions of chapter 22.150 SVMC not
specifically referenced hereto shall remain in full force and effect.
Section 5. Severability. If any section, sentence, clause or phrase of this Ordinance shall be held
to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall
not affect the validity or constitutionality of any other section, sentence, clause, or phrase of this Ordinance.
Section 6. Effective Date. This Ordinance shall be in full force and effect five days after
publication of this Ordinance or a summary thereof in the official newspaper of the City of Spokane Valley as
provided by law.
Passed by the City Council this _____ day of __________, 2023.
Pam Haley, Mayor
ATTEST:
Marci Patterson, City Clerk
Approved as to Form:
Office of the City Attorney
Date of Publication:
Effective Date:
Ordinance 23-00x – Amending chapter 22.070.030 SVMC – Clearview triangle Page 7 of 7
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: First Reading Ordinance No. 23-024 establishing an annual vehicle
license fee and the allowable uses of such fee for transportation improvements pursuant to
RCW 36.73.
GOVERNING LEGISLATION: RCW 35A.11.020 – Powers vested in legislative bodies of
noncharter and charter code cities; RCW 36.73 – Transportation Benefit Districts; Chapter 3.85
SVMC.
PREVIOUS COUNCIL ACTION TAKEN: The Pavement Management Program (PMP) has
been discussed at least 73 times by City Council since shortly after the City’s incorporation.
Most recently, Council discussed the PMP as part of the following relevant agenda items:
April 19, 2022 – Administrative Report on the 2021 Street Sustainability Committee’s
(SSC) efforts and next steps to improve the Pavement Management Program (PMP).
May 10, 2022 – Administrative Report discussing using the Fund 106 to fund a new
open-order contract for 2023 pavement preservation-specific projects.
June 14, 2022 – 2023 Budget Workshop including discussion on the PMP and
sustainable funding for the PMP, including Street Fund #101.
July 12, 2022 – Administrative Report on the prioritization of local access street projects.
September 27, 2022 – Administrative Report on the allocation of Capital Reserve Fund
#312, identifying $250,000 for a 2023 surface treatment pilot project.
December 6, 2022 – Administrative Report on potential funding sources for the
Pavement Management Program.
January 17, 2023 – Administrative Report on Transportation Benefit Districts as a
funding source.
September 26, 2023 – Administrative Report on formation of Transportation Benefit
Districts, including providing drafts of formation documents.
October 24, 2023 – Council approved Ordinance No. 23-018 forming the Spokane Valley
Transportation Benefit District after a properly noticed public hearing.
November 21, 2023 – Council adopted Ordinance No. 23-022 assuming the Spokane
Valley Transportation Benefit District after a properly notice public hearing.
BACKGROUND:
The City’s street network consists of roughly 450 centerline miles of roadway, including 127
centerline miles of arterials/collectors and 323 centerline miles of local access streets. This
equates to 1,025 total lane miles in the network covering roughly 9.2 million square yards (SY)
of paved surfaces, equivalent to 1,900 acres. Roughly two-thirds of the City streets’ pavement
area is attributed to local access streets. The remaining one-third of pavement area is located
on arterial or collector streets.
The City’s PMP serves two primary functions:
Preservation: Multi-year planning and implementation of pavement ‘treatments’ to
extend the life of existing paved streets and sustain the pavement condition over time.
Page 1 of 4
Maintenance: Annual costs for repairs and upkeep of snowplow operations, traffic
signals and signs, streetlights, sidewalks, potholes, crack filling, and roadside
maintenance.
Overall, to sustain the citywide average Pavement Condition Index (PCI), the City in 2019
estimated it should expend approximately $16 million annually: $10 million for preservation and
$6 million for maintenance. Those numbers have been utilized for discussion purposes, though
staff believe that 2023 current expenditures are larger due to declining pavement condition,
inflation, and increased project delivery costs. Since 2018, the City has reliably provided an
annual average recurring allocation of $8 million using the local street wear fee, local funds (e.g.
REET), and telephone utility tax and fuel tax revenues. Due to decreasing telephone utility tax
revenues, in 2019 the City began providing annual transfers of surplus general fund revenues to
Street Fund #101 for street maintenance. Those transfers have increased since 2019 and are
approximately $4.6 million in the 2024 budget.
Note that these transfers consist of surplus fund balance reserves in the General Fund from
prior years. The surplus transfers have been available primarily due to favorable sales tax
collections and lower than budgeted staffing in the City’s law enforcement contract. In the event
the City does not have available surplus, it would not be able to make such a transfer which
would reduce the existing level of service for street maintenance activities. Also, these transfers
have been accounted for in the budget as nonrecurring items.
If Council decided to make the transfers permanent recurring transfers, the General Fund would
no longer have recurring revenues exceeding recurring expenditures based on the 2024 budget.
The transfers also result in a reduction of available general funds for other priority purposes,
including public safety, significant transportation projects, economic development/tourism and
parks projects, and homeless and affordable housing-related services. The remaining
necessary funding of the PMP continues to be unfunded and the shortfall results in the City not
completing or constructing needed local access street preservation and reconstruction projects.
In 2019 and 2020, the City conducted a holistic, third-party review of its PMP. A primary
outcome from this effort revolved around conducting public outreach to identify the long-term
goal of the PMP and how to financially support that goal. As a result, the Street Sustainability
Committee was formed in 2021 to help engage the public while providing detailed insights from
a focused stakeholder group. The committee recommended several measures to address a
sustainable PMP program. These recommendations generally focused on local streets, working
on different and more economical project delivery methods, identifying alternative surface
treatment methods, and identifying additional funding sources.
Based on the Street Sustainability Committee’s recommendations, the City has taken steps to
focus on local streets, identify and implement more economical delivery methods, and to
engage in pilot projects for alternative surface treatment methods. Through a series of
discussions from 2022 and 2023, City Council identified a desire to fully or adequately fund the
PMP and focused on creation of a transportation benefit district as a means to provide
additional dedicated transportation funding. As a result of those discussions, on October 24,
2023, City Council approved Ordinance No. 23-018, which adopted chapter 3.85 of the Spokane
Valley Municipal Code and formed the Spokane Valley Transportation Benefit District (Spokane
Valley TBD). On November 21, 2023, City Council approved Ordinance No. 23-022 assuming
the powers of the Spokane Valley TBD.
On November 14, 2023, City Council heard an administrative report on funding options for the
Spokane Valley TBD.
Page 2 of 4
Though there are many options available under RCW 36.73 for TBD funding, Council has
focused on two potential options: vehicle license tab fees and sales taxes. The presentation on
November 14, 2023, contained extensive information about funding needs for street
maintenance purposes and each funding source. A copy of the presentation from November 14
is included with this item for reference. At the November 14, 2023, Council meeting, Council
gave consensus for staff to return with more information about vehicle license fees for Council
consideration.
There is limited additional information regarding vehicle license fees than what was provided to
Council on November 14. Information regarding the fees is contained below.
Vehicle License Tab Fees.
• Vehicles license tab fees are administered by the Washington Department of
Licensing (DOL). DOL is authorized to collect a fee of up to 1% for its
administrative costs.
• Staff currently estimate approximately 140,676 registered vehicles within
Spokane Valley (based on DOL as of March 2023).
• Council may approve a license fee of up to $20 at any time without voter
approval
- Estimated net revenue for $20 fee: $2,785,385
• After $20 fee has been in effect for at least 24 months, Council may increase
the fee to $40.
- Estimated net revenue for $40 fee: $5,570,770
• After the $40 fee has been in effect for at least 24 months, Council may
increase the fee to $50.
- Estimated net revenue for $50 fee: $6,963,462
• Vehicle license fees may exceed $50, but not more than $100, with simple
majority voter approval.
• Certain vehicles are exempt, including campers, farm vehicles, mopeds, off-
road and non-highway vehicles, snowmobiles, and private use single-axle
trailers.
• Implementation timeline – pursuant to RCW 82.80.140, vehicle license fees
imposed pursuant to 36.73.065 may not be collected until six months after
approval. Practically, this means that if approved by the end of 2023, the City
would not be able to start collecting tab fee revenue until approximately July 1,
2024. Accordingly, these funds would not likely be utilized until late 2024 or
early 2025. There would need to be a future 2024 budget amendment to
incorporate these fees.
Based on Council discussion regarding the vehicle license tab fees, staff have prepared a draft
ordinance that would impose a $20 vehicle license tab fee for Council consideration. Proposed
Ordinance 23-024 would (1) authorize and impose a $20 vehicles license fee on qualifying
vehicles, (2) restrict use of revenues to transportation improvements as set forth in chapter 3.85
SVMC and State law, (3) authorize collection to begin on July 1, 2024, (4) direct the Finance
Page 3 of 4
Director to notify DOL of the vehicle license fee, and (5) automatically incorporate the fees into
the Master Fee Schedule.
OPTIONS: Advance Ordinance No. 23-024 establishing an annual vehicle license fee and the
allowable uses of such fee for transportation improvements pursuant to RCW 36.73 to a second
reading; or take other action deemed appropriate.
RECOMMENDED ACTION OR MOTION: Move to advance Ordinance No. 23-024 establishing
an annual vehicle license fee and the allowable uses of such fee for transportation
improvements pursuant to RCW 36.73 to a second reading.
BUDGET/FINANCIAL IMPACTS: If approved by Council, a $20 tab fee would generate about
$2.8 million in additional City revenues. Any revenues collected under the TBD would be
restricted for use on the City’s Pavement Management Program, and a new City Fund #111
would need to be created to account for activity related to the TBD.
STAFF CONTACT: Erik Lamb, Deputy City Manager; Adam Jackson, Engineering Manager
ATTACHMENTS:
1. Slide showing revenues from tab fees
2. Draft Ordinance No. 23-024
3. Presentation from November 14, 2023, administrative report on funding options.
Page 4 of 4
Draft
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
ORDINANCE NO. 23-024
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, ESTABLISHING AN ANNUAL VEHICLE LICENSE FEE; ESTABLISHING
THE EFFECTIVE DATE OF FEE COLLECTION; ESTABLISHING SEVERABILITY AND AN
EFFECTIVE DATE; AND PROVIDING FOR CERTAIN MATTERS RELATED THERETO.
WHEREAS, the City Council (the “City Council” or “Council”) of the City of Spokane Valley,
Spokane County, Washington (the “City”) has the responsibility under the Constitution of the State of
Washington for the construction, improvement, maintenance, protection and operation of public ways
within the corporate limits of the City; and
WHEREAS, chapter 36.73 of the Revised Code of Washington (“RCW”) enables cities and
counties to create transportation benefit districts to finance and carry out transportation improvements
necessitated by economic development and to improve the performance of transportation systems; and
WHEREAS, pursuant to Ordinance No. 23-018 passed by the City Council on October 24, 2023,
the City created the Spokane Valley Transportation Benefit District (the “TBD”) and adopted a new chapter
3.85 to the Spokane Valley Municipal Code (SVMC) governing the same; and
WHEREAS, the City Council approved Ordinance No. 23-022 on November 21, 2023, wherein
the City Council assumed the rights, powers, functions, and obligations of the TBD; and
WHEREAS, RCW 36.73.065 authorizes a transportation benefit district to impose, by majority
vote, a twenty dollar ($20.00) annual vehicle license fee as authorized in RCW 82.80.140; and
WHEREAS, in accordance with RCW 82.80.140, the new vehicle license fee may not be collected
until six months after approval of this action by the City Council; and
WHEREAS, the City Council has established by resolution a fee schedule, and established fees
may be added to such fee schedule; and
WHEREAS, the City Council finds it to be in the best interest of the City to establish an annual
vehicle license fee in the amount of twenty dollars ($20.00) for the purpose of preserving, maintaining,
operating, constructing, and/or reconstructing transportation facilities in the City in accordance with
Ordinance No. 23-018 and chapter 3.85 SVMC; and
WHEREAS, it is necessary to create Fund 111 Transportation Benefit District Fund to account for
collections and expenditures of vehicle license fee revenues.
NOW, THEREFORE, the City Council of the City of Spokane Valley ordains as follows:
Section 1. Annual Vehicle License Fee Established. An annual vehicle license fee in the
amount of twenty dollars ($20.00) is hereby established. Consistent with RCW 36.73.065(4)(a)(i), as
written or hereafter amended, the annual license fee shall be collected by the Washington Department of
Licensing (“DOL”) on qualifying vehicles as set forth in RCW 82.80.140, as written or hereafter amended.
Section 2. Revenue Restrictions. The revenues received from the annual vehicle license fee
established in Section 1 of this Ordinance shall only be expended on transportation improvements as
1
Draft
provided pursuant to chapter 3.85 SVMC and State law.
Section 3. Effective Date of Fee Collection. The annual vehicle license fee authorized in
Section 1 of this Ordinance shall take effect for notices mailed in 2024 for vehicle license renewals due on
or after July 1, 2024, or as soon thereafter as DOL is reasonably able to incorporate collection of the fee;
but in no event shall the vehicle license fee be collected sooner than one hundred and eighty (180) days
after approval of this Ordinance, as provided in RCW 82.80.140(4). The vehicle license fee shall cease to
be collected upon dissolution of the TBD.
Section 4.Creating Fund 111.There is hereby created Fund 111 Transportation Benefit
District Fund which will be used to account for collections and expenditures of vehicle license fee revenues.
Section 5. Notice to Department of Licensing. The City Council directs the Finance Director
to notify DOL of the vehicle license fee established in Section 1 of this Ordinance and to request that DOL
take all steps necessary to implement collection of this fee in accordance with RCW 82.80.140.
Section 6.Master Fee Schedule. The Master Fee Schedule shall hereby automatically be
amended through this action to include the annual vehicle license fee authorized in Section 1 of this
Ordinance, effective as of the effective date of this Ordinance. A new “Schedule H – Spokane Valley
Annual Vehicle License Fees” shall be added to the Master Fee Schedule without any additional action
necessary by City Council with such information necessary to evidence the annual vehicle license fee
authorized pursuant to this Ordinance. The City Clerk is authorized to take such action necessary to revise
and publish the schedule in the Master Fee Schedule a manner consistent with this Ordinance.
Section 7. Severability. Should any section, paragraph, sentence, clause or phrase of this
Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise
invalid for any reason, or should any portion of this Ordinance be preempted by state or federal law or
regulation, such decision or preemption shall not affect the validity of the remaining portions of this
Ordinance, the vehicle license fee established herein, or its application to other persons or circumstances.
Section 8. Effective Date. This Ordinance shall be in full force and effect five days after
publication of this Ordinance or a summary thereof in the official newspaper of the City as provided by
law.
PASSED by the City Council this _____ day of _______, 2023.
CITY OF SPOKANE VALLEY, WASHINGTON
Pam Haley, Mayor
ATTEST:
Marci Patterson, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
2
Draft
Date of Publication: ___________________
Effective Date:
3
Funding Options
$6,590,920
$3,805,535
$2,785,385
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Motion: Adoption of Homeless Action Plan
GOVERNING LEGISLATION: NA
PREVIOUS COUNCIL ACTION TAKEN: Homeless Program Update to Council on September 6,
2022, January 3, 2023, February 7, 2023, May 13, 2023, September 12, 2023, October 31, 2023.
BACKGROUND:
The Spokane Valley Homeless Action Plan is a high level plan that provides a roadmap to
address, reduce and prevent homelessness in the City. As part of the plan development process,
staff reached out to the community through multiple channels, including a Spokane Valley-specific
community survey in 2021, direct contact with stakeholders, a community open house in 2023,
and input through the website. Staff have also discussed this plan at several Council meetings
since the fall of 2022.
While this plan was in development, City Council passed Resolution 23-005 declaring its intention
and commitment to operate its own homeless housing program and to meet all applicable legal
and regulatory requirements, including those set forth in chapter 43.185C RCW and established
by the State Department of Commerce (Commerce), to be a direct recipient of HHAA Local
Surcharge Funds. Commerce requires the adoption of a five-year plan (HHAA Plan) that
addresses five objectives related to end and prevent homelessness that covers the period of 2020
to 2024. The HHAA Plan will need to be updated by the end of 2024 for the subsequent five-year
period (2025-2029). Due to the aggressive timeline to adopt a HHAA Plan by January 2024, the
City Council passed a motion adopting the region’s HHAA plan on October 24, 2023. Throughout
2024, the City will develop a HHAA Plan for the subsequent five-year period (2025-2029) that
meets the objectives required by Commerce and incorporates the guiding principles and
strategies of the Homeless Action Plan.
An outline of the City’s Homeless Action Plan is attached. The plan’s introductory pages discuss
guiding principles and the three primary objectives:
1) To prevent homelessness from occurring in the first place whenever possible
2) To reduce existing levels of homelessness
3) To improve the quality of life for all Spokane Valley residents
The first half of the document provides possible strategies to work towards achieving theabove
objectives. The Council has the discretion to select and prioritize which strategies to pursue and
implement as funding becomes available.
The second half of the document provides background information related to data, funding
sources, existing interventions, etc. It provides information about the region’s homelessness crisis
and response system. Staff anticipates updating portions of the plan to address changes to the
supporting data and existing services.
Page 1 of 2
OPTIONS: Motion to adopt the Spokane Valley Homeless Action Plan or take such other action
deemed appropriate by City Council.
RECOMMENDED ACTION OR MOTION: Move to adopt the Spokane Valley Homeless Action
Plan.
BUDGET/FINANCIAL IMPACTS: N/A
STAFF CONTACT: Gloria Mantz, City Services Administrator
ATTACHMENTS: Presentation
Spokane Valley Homeless Action Plan
Page 2 of 2
23)
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Spokane Valley community survey (2021)Direct requests for stakeholder feedback (2022Community open house (2023)Draft plan on city website for community review/feedbackSeptember 6, 2022
January 3, 2023 February 7, 2023May 13, 2023September 12, 2023October 31, 2023
——————————
Plan Feedback
Council Feedback
Council Feedback (Continued)
Plan outline
Questions?
Spokane Valley Homeless Action Plan (SVHAP)
Introduction
Homelessness is one of the most challenging social issues .
To significantly preventand/or reduce homelessness, any community needs to be able to implement a
systematic,long-term response that ensures homelessness does not occur in the first placewhenever
possible or, if itcannot be prevented, is a rare, brief and one-time experience. Homelessness is not unique
to the City; however, Spokane Valleydoes have a distinct character that requires a plan that reflects the
values and goals.
Although there is not one single cause to becominghomeless, some of the more common reasonsinclude
a shortage of housingthat residents can afford, a lack of adequate or stable income,substanceuse
disorders, mental healthconcerns, and domestic violence. Themultiple causes demand a variedresponse
including prevention, diversion, reduction, andenforcement activities. In addition, approaches vary
depending upon the types of homelessness. Forexample,addressing chronic homelessness requires
differentapproachesthan situational homelessness. Veteranshave unique needs, as do homeless youth
orfamilies. Regardless of the reason for becominghomeless, the goal is for homelessnessto be a rare,
brief, and one-time experience, and inthe case of chronic homelessness, to move people intoshelter and
connected to services as quicklyas possible.
Homelessnessis a regional problem and the regionalstakeholders should mustwork
collaboratetogetherto addressaddress it, wheneverpossible. ithave a role to play in addressing it.
Regional Ccoordinatingion,planning, funding, and/oraccountability would could improve efficiency,
communication,and management. Thecurrent system relies on multiple funding sources answering to
multiple advisory boards and governing bodies. This approach is confusing and not cost effectivefor
providers that must submit funding applications and outcome reports to a variety of sources, each with
itsown particular requirements, and results in little or no coordination between service providers. It also
creates unnecessary duplication of administrative efforts and can lead to information silos and entities
working at cross purposes.
In 2023,the communityhas been discussing the possibility of forming a regional authorityto address
homelessness. As part of this discussion,severalrepresentatives from the City of Spokane Valley, Spokane
County and the City of Spokane visited Houston to learn more about the successes at reducing the number
of unsheltered homeless. In the decade after 2011, Houston reduced its homeless population by 63%,
moving 25,000 people experiencing homelessness directly into apartments and houses. Moving from a
fractured approach to a regional authority was one of the key take-aways shared by Houston. A housing-
first model combined with the rapid construction of thousands of units, the consolidation of servicesto
eliminate duplication, improve efficiencies and outcomes, and the use of data to allocate resources and
program selection to get the biggest rate of returnare other key takeaways of what made Houston
successful.
While looking at Houston and other examples can be useful, it is also important to remember that
conditions in Houston, or other communities, are not necessarily present in Spokane Valley. For example,
vacancy rates, zoning laws, and high-dollar donors like professional sports teams are different. It also
needs to be mentioned that regional cooperation comes at the cost of some local control.
The City will continue to plan and direct efforts to address homelessness within our boundaries, while
remaining open to approaches that seek to improve broader collaboration and coordination.
1
Spokane Valley Homeless Action Plan (SVHAP)
Furthermore, the City is committed to continuing to work with regional partners through the Continuum
of Care board, and on efforts like the annual Point In Time count. This planprovides strategies that could
be implementedto address homelessness andare tailored for those experiencing homelessness within
the City.
This Plan also recognizes that available funding is limited and only a few of the strategies could be funded
by the City. Further, the City does not endeavor to own or manage any future facilities or services. The
City will support community partners as it is able in providing other important services, recognizing that
it is not within ability to fund or manage many of the programs that may be needed in our
community. Many local churches and other nonprofits offer services that aim to prevent andreduce
homelessness. Partnering with these groups or other providers where feasible to support their work is
one strategy for making an impact without the City taking over or owning any specific facility or service.
This Plan is aliving document that requires ongoing review and regular updates based on changes in
legislation, community priorities, program outcomes, enforcement, and available funding.
Through work with service providers, community members, including people who have experienced
homelessness themselves, law enforcement, businesses, County officials, City Council, and City staff, the
following principleswere developed to guide creation of this action plan:
There are manypeople who are not currently homeless whomay be susceptible to becoming
homeless due to medical costs, loss of job, change in housing cost, being a victim of abuse, or
other significant life events. The City believes that aAssisting those who are at risk of
homelessness is the mosteffective means of reducing further increases in the number of those
experiencing homelessness in the City. Identifying opportunities to keep people housed is the
primary focus of the plan.
Ashared framework among all stakeholders with a clear plan of actionwill ensurethat the City
and service providersare all working cooperatively and collaborativelytowards the same goals of
preventing and reducinghomelessness and improving quality of life for our community.
It is critical that aApproaches and action developed in this plan are must fiscally responsibleand
sustainable. Further, all approaches and actions developed in this plan mustlead tomeaningful,
measurable outcomes that can be tracked toassess effectivenessat either preventing
homelessness, reducing current levels of homelessness, or improving quality of life for our
community.
The safety and well-being of the community is a priority, including residents, businesses and their
customers,andpeople experiencing homelessness.
While the Cityrecognizesthat an approach that includes both law enforcement and supportive
services is essential, the City firmly believes andrecognizes thathomelessness is not a crime.
However, any individuals engaging in illegal behaviors that impact the community will be held
accountable. Accountability is a critical component of responding to homelessness.
2
Spokane Valley Homeless Action Plan (SVHAP)
Supportforlong-term solutions that help each person experiencing homelessness findpermanent
housing with supportive servicesis critical.Ultimately, permanent housing without government
subsidies is the goal. Helping households achieve financial independence whenever possible is
critical for thelong-term success of both the household and the homeless response system.
Each person experiencing homelessness is unique with diverse needsrequiring a tailored
approach founded on trust and respect.Interventions should be data driven to get the biggest
rate of return and achieve better outcomes.Some populations are over-represented among those
experiencing homelessness, so tailoring interventions to best serve these groups is critical for
reducing or eliminatinghomelessness.
Community awareness and involvement in the initiatives is critical forsuccess.
Addressing homelessness requires a regional approach andresources, and wRegional
stakeholders should e will workcollaboratewhen possible with regional partners to leverage
resources and find solutionsfor the Cityto address homelessness.
Homelessness represents a complex social problem. The plan must beflexible, and we will
regularly review outcomes to improve our plan and adapt tochanging conditions.
Providers must adhere to these guiding principles
stated goalswith measurable outcomes.
Recognizing that funding is limited, services will be prioritized ftorthose individuals that are
willing to receive them.
Within consideration of the guiding principles above,this action planaims to achieve the following
objectives:
A.Preventing homelessness from occurring where possible
B.Reducing current levels of homelessness
C.Improving the quality of life of residents, including those experiencing homelessness.
The order of these objectives reflectsprioritiesfor action. Because sufficient resources to
address each area are not available, the City willselectpriorities and direct resources to those priority
areas first,even as it works to make progress within each objective.
The City strongly believes that kKeeping people in their homes and preventing homelessness from
occurring in the first place is a top priority. Assisting those currently experiencing homelessness to
transition back to stable housing is the next priority. Ultimately, this Plan strives to assist individuals to
become financiallyindependentand/or addiction freeso they canachieve and maintain their own housing
stabilityon their own. Making progress on these two objectives will also serve to improve the quality of
life for all Spokane Valley residents, as reduced current and future homelessness willreduce impacts of
homelessness that are felt by all members of the community. Each of these objectives areissupported by
a variety of strategies outlined in the plan below.
3
Spokane Valley Homeless Action Plan (SVHAP)
The Plan
This plan is a living document that will require regular updates to remain relevant. As needs change, goals
are accomplished, and more knowledge is gained,this planwill need to be updated to reflect the changing
landscape of homelessness in the City. The intent is to update the plan every five years, in line with the
regional Strategic Plan to Prevent and End Homelessness, which is updated on the same timeline.
Additionally, the Plan will be the basis for annual goal setting and work-plans as the City seeks to make
progress on its goals related to homelessness.
A. Prevent Homelessness
Homelessness prevention and diversion is targeted to people who are at risk of becominghomeless and
focuses on self-sufficiency and stabilization. Considered a national bestpractice, prevention is far less
expensive than providing shelter beds with accompanyingservices.Additionally, preventing homelessness
is apro-activeapproach necessary for reducing future levels of homelessness. According to one homeless
advocacy organization, children whoexperience homelessness aremore likely to experience
12
homelessness as an adult.and are approximately three times more likely to drop out of school, five
times more likely to be victims of sexual violence, and seventimes more likely to attempt suicide than
3
their housed counterparts.This means that any success in preventing homelessness now will pay
dividends in the future both for those whoare at risk of homelessness, and the community at large.
A recent county-wide housing stability survey carried out by The Zone received over 1,400 responses.Of
those from the county (outside the City of Spokane) who responded,54% said they had taken out a loan
to pay rent, 47.8% said they provide financial support to a parent, older child, or other extended family
4
member, and 28% said they have lived with others to make ends meet.
are severely cost burdened, paying more than 50% of their income on rent. These are households that are
on the verge of homelessness in many cases.
Certain groups are disproportionally represented, such asamong renters, cost burdened individuals, or
individuals at risk of being homeless. According to the2020U.S. Census Bureaudata, the overall
homeownership rate in Spokane Valley is 57.7%. Breaking that number down by race/ethnicity, white
householdsin Spokane Valleyare 1.5times more likely to be homeowners, only 30.5% of black households
are 2.6timesmore likely to rent. Native Hawaiian/Pacific Islander households in Spokane Valley are nearly
seven times more likely to rent. With the exception of Asian households, all racial/ethnic groups (including
5
households that identify astwo or more races) are morelikely to rent.This means that non-white
households are much more likely to be rent burdened and at risk of homelessness, which is also born out
in the demographic data for those who are experiencing homelessnessin our community. Funding of Any
1
Effects of Homelessness on Families -Invisible People
2
REPORT TO THE LEGISLATURE Update: Homeless Student Data 2019 (www.k12.wa.us)
3
Risk and Resilience: Differences in risk factors and health outcomes between homeless and non-homeless
students in 2017 YRBS Data Read and full paper: http://bit.ly/SHC-YRBS2018
4
2022 Rental Survey Results (squarespace.com)
5
https://www2.census.gov/programs-surveys/decennial/2020/data/
4
Spokane Valley Homeless Action Plan (SVHAP)
strategies for preventing homelessnessfrom occurring, forincreasing home ownership rates, or for
decreasing existing rates of homelessness need to be data driven take into account these realities to make
ensure that interventions have the greatest impact possible.
There are several distinct components toimplement that will aid in preventing those who are currently
housed but on the edge homelessnessfrom becoming homeless.
Increase Housing Availabilityand Affordability
Increasing the availability and flexibility of housing that Spokane Valley residents can afford is perhaps the
most critical improvement the City can make to help reduce homelessness. The correlation between
6
housing affordability to homelessnessis well documented.Without housing that Spokane Valley
residents can afford, the upward trend in homelessness will continue. Implementing the strategies
recommended in the HAP)as quickly as possible to increase housing stock in
Spokane Valley is critical to addressing the current housing crisis, and by extension the current
homelessness crisis.Shelters, outreach, diversion, and every other component outlined in this plan can
only work to reduce homelessness if there are affordable units available for those in need of homes.
The HAP identifies strategiesthat would help to increase the availability of housing thatValley residents
can afford.
income. TheCity is actively pursuing consideration and implementation of recommendations made in the
HAP. This process includes input from developers, realtors, contractors, and housing advocates to find
consensus and create buy-in for implementation of needed changes to increase the stock of housing that
Cityresidents can afford. The majority of recommendations include regulatory changesto support more
housingof various types,options. includes options
between single family homes and apartment buildings, such as duplexes, triplexes, condominiums, row
homes and cottage court housing. Developing a variety of entry level options is also critical. These
options, common throughout the United States, provide more housingoptions that can meet a variety of
needsand budgets, but they are often not compliant with current zoning regulations. The City
should lobby at the state levelfor changes to policies and codes that drive the price of home construction.
The City should also explore actions at the local level toreducedevelopmentcosts.
The City may also wish to consider direct funding of housing projects toprovide additional housing units
that are affordablemore quickly.Additionally, the City could requireor incentivizethatnew multi-family
housing developments set aside a percentage of units for Project Based Vouchers(PBV). These housing
vouchers administered by the Spokane Housing Authority are tied to a specific unit (as opposed to Section
8 vouchers that travel with the tenant to any unit they mightreside in),and guarantee a rent payment up
Creating a fund that incentivizes landlords and developers to set aside units that are affordable could be
another strategy for increasing availability. Requiring that new units remain affordable for people with
different incomes can be an effective tool for increasing the stock of units affordable to a variety of
households, without the requirements and conditions that can come along with housing vouchers.
6
Housing-Affordability-and-Stablility-Brief.pdf (usich.gov); New Research Quantifies the Link Between Housing
Affordability and Homelessness -National Alliance to End Homelessness; Homelessness Rises Faster Where Rent
Exceeds a Third of Income -Zillow Research;
5
Spokane Valley Homeless Action Plan (SVHAP)
Similarly, preserving the existing stock of affordable housing is also critical. Many affordable units are
bound by time-limited financing agreements, meaning after a certain period the owner can convert
affordable units into market-rate units. This can, and has, lead to the displacement of long-time tenants
and added to the housing crisis for low-earning households. Identifying housing where affordability
covenants may be expiring, and then working with partners to ensure affordability requirementsremain
in place, is another key strategy to ensuring sufficient housing options for households of all incomes.
Measuresthatmake it easier and less expensivefor renters to get into units can also help to reduce the
barriers those living on limited incomes face when trying to find or maintain stable housing. For example,
a limited duration universal background check and application could greatly reduce the cost of applying
for housing in a market when multiple applications are often needed before a unit can be secured. For
those living on limited or fixed incomes, $30-$50 application fees can quickly become unaffordable,
especially when low vacancy rates create intense competition for open units. Establishing programsto
help tenants pay move-in costs or to provide landlords with additional damage deposit resources could
also help low-income renters connect with open units.
The Housing and Essential Needs program managed by Goodwill for Spokane County has successfully used
payments fordouble-deposits, move-in incentives, and move-in costs to house individuals that would
otherwise have trouble being approved for a unit. But only those who have a disability, meet income
requirements, are not receiving TANF or SSI, and participate in substance use disorder treatment when
requiredare eligible. Further, program funding only covers a portion ofthose that are eligible, and actual
programenrollment is based off a needs assessment that means only those with the most acute needs
may get assistance. Washington does have a Landlord Mitigation Fundthat serves to help offset risks of
7
damages to landlords. Advertising this existing program and helping landlords comply with its
requirements could be a low-cost way to help reduce barriers for some low-income renters.
Payment Assistance and Diversion Programs
Payment assistance programs can be are one critical toolfor preventing homelessness. Payment
assistance can take the form of rental assistance, or mortgage assistance for those that may own their
home. These time-limited programs can help households weather financial storms that would otherwise
result in the loss of housing and potentially result in an eviction, which makes obtaining housing in the
future even more difficult. Payment assistance programs can beresource-intensiveandoften donot
address the underlying causesthat lead to eviction. For these reasons, rental assistance programs are
costlyand challenging to sustain. However,, butthey often cost lessthan emergency housing, and they
can help households avoid the trauma and life disruptions that can come with homelessness and help
households retain much needed assets in the case of mortgage assistance. As stated earlier, this Plan
strives to assist individuals so they can achieve and maintain their own housing stabilityso this
intervention should be short termand limited.For short-term paymentassistance to be most effective, a
plan needs to be in place so that the cycle of imminent eviction/foreclosuredoes not repeat itself.
Rental assistance programs funded by local, state and federal dollars have spent tens of millions of dollars
in Spokane County to prevent evictionsin the last few years. Despite the size of this investment, rental
assistance programs have not been sufficient to address the need for these resources, leaving many
7
Landlord Mitigation Program (wa.gov)
6
Spokane Valley Homeless Action Plan (SVHAP)
Spokane Valley households that would otherwise be eligible, without this option. According to a survey
conducted by The Zone in Spokane that has received over 1,400 responses, 47% of respondents owe back
rent, 75% say they are struggling to pay rent now or in the near future, and 56% have already received
8
eviction notices.
Diversion is an intervention designed to immediately address the needs of someone who has just lost
their housing and become homeless. Diversion is a client-driven approach; its goal is to help the person
or household find safe alternative housing immediately, rather than entering shelter orexperiencing
unsheltered homelessness. It is intended to ensure that the homelessness experience is as brief as
possible, to preventunsheltered homelessness, and to avert stays in shelter. Diversion doesnot
necessarily include but can be combined with financial assistance. Diversion assistance is often
administered through a Centralized Diversion Fund (CDF). CDF funds can be used for any one-time
intervention that is directly related to a stable housing outcome, including first/last month rent and
deposit, utilityassistance,transportation assistance, and hotel/motel vouchers to those with no
significantbarriers to permanent housing. Funds can also be used to pay for transportation to another
location if stable housing atthe destinationlocationcan be verified.
Data from the county-wide Centralized Diversion Fund managed by SNAP showan average cost of $1,800
per interventionfor the period from November 1, 2021 to September 30, 2022. Additionally, 87% of those
who accessed the CDF were still housed sixmonths after receiving assistance. According to statistics taken
from the Department of Commerce Golden Report, this number is far lower than the average cost for
either rapid re-housing or emergencyshelter intervention, which averaged$8,144and $17,500 per person
9
in 2021respectively.Diversion is a cost-effective and efficient way to help beneficiaries.The Centralized
Diversion Fund program has consistently not been able to meet the needfor assistancedue to high
demand and lack of sufficient funding.
Homebuyer Education, Foreclosure Prevention, and Affordable Home Purchase
Helping renters to stay housed is important, but connecting Asset-Limited, Income-Constrained,
-ownership opportunities is a powerful way to help families
maintain stable housing while also building generational wealth and closer connections to their
community. Entry-level home ownership options are particularly important for households trying to break
the cycle of excessive rent burdens that trap many low-earning families, many of whom pay rents higher
than what a mortgage for a similar unit would cost them. Stable housing that employees can afford is also
critical for businesses looking to fill job vacancies.
The Spokane Association of Realtors(SAR)tracks housing availability and population statistics related to
housing. According to SRA, the City is experiencing a housing supply shortage of approximately 6,251 units
or 14 percentof the current number of units in the city. With a median familyincome of $60,079, a
Spokane Valley familycan afford a $250,000 home with current mortgage rates. In November 2023,there
10
were only 36 total listings in the City at or lowerthan $250,000according to the SAR.This means that
many households seeking to become homeowners simply cannot find options within their price range. As
8
The ZoNE (thezonespokane.org)
9
State Strategic Plan, Annual Report and Audits (wa.gov)
10
Data provided on 11/8/23 by Darin Watkins, Government Affairs Director for the Spokane Association of
Realtors
7
Spokane Valley Homeless Action Plan (SVHAP)
a result, exorbitant rental expenses continue to create a significant drag on many family budgets, with no
hope of turning renting to owning in sitesight.
There are a number of programs in Spokane County that assist households in becoming homeowners, or
to stay in the homes they already own. Perhaps the most well-knownis Habitat for Humanity, which was
recently awarded ARPA funds from the City to purchase land for home ownership opportunities moving
forward.
SNAP also manages several programs focused on helping people to buy a home,or stay in the home they
already own. SNAP serves approximately 600 residents each year with Homebuyer Education, with about
Foreclosure Prevention services, 65 were in Spokane Valley. In addition, 14 Spokane Valley residents
purchased with help from SNAP in 2022 were in Spokane Valley.
Financial institutions also provide workshops to help individuals with basic financial information such as
how to become debt free, budgeting, homebuying, protecting their credit score and more. These
workshops could be extremely useful for individuals to stay housed and become homeowners.
Whether SNAP, Habitat for Humanity, or other organizations focused on increasing home ownership,
programs that help low-earning households obtain or retain homeownership are critical for addressing
thecurrenthousing unaffordability crisiswe now face. Focusing resources on entry-level homeownership
is a way to both stabilize families, build generational wealth, and provide stability in neighborhoods where
tenants in rental units come and go regularly.
Connect to EmploymentSupporttoIncreasedIncomes
Employment support can be another important way to help people avoid homelessness. Employment
support could include assistance with becoming job-ready and finding employment. This would include
job training/readiness programs, and funds available to help pay for job-related costs such as specialized
work clothing, tools, or training.
Support for individuals who want to increase their income would also fall under this category. There are
many residents who work full-time, but still struggle to pay the costs of rising rents and other basic needs.
According to local service provider, Family Promise, approximatelyhalf of the households they serve
include at least one family member who is employed. Assisting A.L.I.C.Ehouseholds to up-skill and find
better paying employment can both serve to reduce the potential for future homelessness, while also
helping to address the shortage of employees in better paying sectors. Increasedincomes would help to
meet rising rental costs, andideally wouldincrease rates of home ownership. While some agencies such
as Habitat for Humanity do offer paths to home ownership, the current median home price of $422,250
in 2022 means that only 7% of wage earners in the Spokane area are able to afford purchasing a home at
11
this median price.
Increasing income is related to education and job training opportunities. Programs such as Foundational
Community Supports (FCS) and the Basic Food and Employment Training (BFET) specialize in job training
and placement for individuals with a variety of barriers, from lack of job experience, to living with
11
Statistics provided by Tom Hormel, Washington Association of Realtors.
8
Spokane Valley Homeless Action Plan (SVHAP)
disabilities. Agenciessuch asWorkSource Spokane, Spokane Workforce Council, Next Generation Zone,
Career Path Services, and the Employment Security Department (ESD) can help those with jobs to up-skill
and seek better-paid employment opportunities. The lack of needed labor force in theourcurrent job
market has created conditions for those interested in apprenticeships or paid training opportunities to
learn new skills and get hired by firms eager to bring on additional staff. For example, manufacturing
companies like Wagstaff, Hydrofab, and Mercer Mass Timber will hire and train from within or provide a
pathway to apprenticeships to help employees develop needed skills.
Departmentactively worksto recruit employers and match them to
employees whofit the needed skill sets. Attracting quality employers and jobs providehigher income
opportunities for residents that allow them to afford rent, and ideally lead to an increase in home
ownership in our community. Employment options that provide a living wage are critical to reversing the
trend of households being priced out of the market, which is directly related to increasing homelessness.
For other individuals who areexperiencingor on the verge of homelessnessor on the verge of
homelessness, increasing income means applying for benefits such as Social Security Insurance(SSI)/Social
Security Disability Insurance (SSDI)
Outreach, Access, and Recovery (SOAR) program or Ware Law Offices for assistance applying for and
appealing rejections for Social Security benefits is one avenue to help connect some people to additional
income. Recruiting SOAR or legal assistance providers to set up shopestablish a locationin the Valley
would help make the services more accessible for those in this community rather than requiring them to
go to downtown Spokane to receive assistance, which canas this canpresent a significant barrier to some
of those who are eligible for benefits.
Families (SSVF) programand Healthcare for Homeless Vets (HCHV)is important to ensure that any
veterans we work with with are able tohaveaccess full all the benefits they may beto which they may be
entitled to, including housing assistance. In any case, having staff dedicated to making these connections
with clients, and referrals to the appropriate services,is critical.
Develop Senior & Assisted Living Housing (Including Permanent Supportive Housing)
Many of the unhoused individuals the City encounters are living with disabilities, are unable to work due
to age or other conditions,or have significant developmental or psycho-socialimpairments that make
finding and retaining a traditional apartment unlikely. During the 2022 Point In Time count, 31% of all
adult respondents self-identified as living with a serious mental illness, as compared to 4% of Spokane
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County residents estimated to be living with a serious mental illness in 2020.These individuals are
statistically overrepresented in the unhoused population and are often more vulnerable and at risk for
negative outcomes. Getting these people into housing that can meet their needs is critical for their long-
term stability.
growing senior population,
which is increasing as is the need for
affordable and safe options that meet the unique challenges faced by seniorsolder individuals. Assisted
living facilities that provide services on-site are critical to help seniors age in place and avoid the need for
12
Point in Time 2022 -Draft (arcgis.com)
9
Spokane Valley Homeless Action Plan (SVHAP)
more intensive and costly housing solutions,and to prevent them from becoming homeless. The City has
partneredwith providerssuch asSpokane Action Partners (SNAP) that focus on this specific need. Several
local housing developers and nonprofits, including churches, also workon the issue of affordable senior
housing, presenting possible opportunities for the City to support the creation of additional units for this
target population.
Assisted living options for those under age 65 who live with mental or physical impairments are also
needed. Currently, there are very few options for those who need these types of services. Requirements
for providers of assisted living facilities can be complicated and require a specific set of skills and know-
howabilitiesthat make it challenging for new providers to come online. Incentivizing exiting assisted living
facility providers of assisted living facilities to expand and take accept more Medicaid-eligible clients may
be a faster and more efficient way of bringing making additional needed beds onlineavailable.
Permanent supportive housing (PSH) is one an option that aims to provide more intensive services in
housing. PSH is subsidized, leased housing with no limit on length of stay that prioritizes people who need
comprehensive support services to retain tenancy,and utilizes admissions practices designed to lower
barriers to entry, especially as related to rental history, criminal history, and personal behaviors. PSH
units are owned and operated by housing and service providers, not local governments. Permanent
supportive housing is paired with on-site or off-site voluntary services designed to support a person living
with a complex and disabling behavioral health or physical health condition who was experiencing
homelessness or was at imminent risk of homelessness. The goal is to help the resident become a
successful tenant, to improve the residentstheirhealth status, and to connect the resident with
community-based health care, treatment, or employment services.
PSH is one important option that can help provide housing stability in housing for many of the people in
our homeless response system. However,it is not designed to provide many of the more technical or
clinical services needed by those who live with significant disabilities, including possible mental health
disorders. To serve this population, more intensive assisted living options are needed.
Create/Support a Housing Crisis Hotline
While the state-wide 211 resource line can direct residents to local resources, it is not a Diversion service
and is not equipped to help tenants at risk of homelessness navigate the often-complicatedlandlord-
tenant legal environment. Creating a housing crisis-specific hotline orbolstering the current 211 program
with diversion-related resources and expertise could be a relatively cost-effectiveway of supporting those
at risk of homelessness. Housing Alliance,
or one of the dispute resolution centers in Spokane that assists with eviction mediation could be potential
partners to assist with this type of hotline.
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Spokane Valley Homeless Action Plan (SVHAP)
B. Reduce Homelessness:
The second objective of this plan is to reduce current levels of homelessness. Because each individual and
family experiencing homelessness is impacted by their own unique set of needs and challenges, best
practice is to employ multiple strategies mustbe employedsimultaneouslyto achieve this objective.
Looking at possible interventions through a lens of matching resources to the unique needs and
experiences of those we are working with is criticalimperative.
There are significant differences in how certain populations are represented among those experiencing
homelessnessand those that are willing or able to take advantage of existing interventions. For example,
while those identifying as American Indian, Alaska Native, or Indigenous make up approximately 1% of
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, they represented 7.8% of all those counted during the 2023 Point In Time (PIT)
count. Those identifying as BlackorAfrican American
6.9% of those counted during the 2023 PIT.Further, of all races/ethnicities identified, those identifying as
American Indian, Alaska Native, or Indigenous were the only group with more unsheltered homeless than
sheltered homelessindividuals.
a much smaller sample size but find similar trends in the data. For example, while only 1.4% of Spokane
identified asBlack. And those identifying as American Indian, Alaska Native, or Indigenous are represented
general population.
With this knowledge in mind, it is critical that we look at any possible interventions through a lens of
matching resources to the unique needs and experiences of those we are working with. For example, if
we know that more Native Americans sleep outside than in a shelter in the dead of winter, it should inform
our approach for creating shelter spaces that are welcoming and approachable for all populations, and
thetypes of interventions that are effective.
The transition from homelessness to being stably housed can be seen as a continuum, with certain
interventions and resources needed in the initial stages of the process, while different resources and
interventions are needed at later stages. Ultimately, the goal is that for those we serve to become or
remain stably housed, which meansthey are not at risk of losing their housing. Whenever possible,
resources should be prioritized forindividuals who canachievefinancial independence to maintain
housing stability. Because ongoing housing subsidies are extremely expensive, and the need for such
resources is greater than the availability, it is important to transition households off housing subsidies and
into financial independence whenever possible. The following strategies outline interventions and
resources that cover the length of the continuum, from initial engagement of unhoused individuals to
stable long-term housing.
Short-TermInterventions
The first step ofinthe continuum of homelessnessto stably housed is to make making contact and
connectingwith those experiencing homelessness. This is not a one-time event, rather as it takes time to
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Spokane County, WA | Data USA
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Spokane Valley Homeless Action Plan (SVHAP)
build trust and work through initial barriers or resistance before progress can be made. Belowareseveral
critical components needed for successful initial and follow-up contacts.
Outreach and Case Management
A unified street outreach approach is critical to ensure that those who are unsheltered are identified,
directed to emergency shelter orother services, and receive ongoing engagement and case management.
Outreach teams can be comprised of homeless service providers, law enforcement, mental health and
substance use disorder professionals,and code enforcementstaff. Pairing mental health professionals
experienced in crisis management with law enforcement is an emerging best practice that can help triage
the crisis and deescalate potential conflicts. A multi-disciplinary approach to assist individuals to move
from the streets into emergency shelter, transitionalhousing,or permanent housingcan better respond
to the complicated and layered challenges faced by many people who experience homelessness.
Homeless outreach serves several different important functions. Outreach teams can help the City
respond to community concerns and emergent needs, helping to address problems before they could
growturningcritical vital for moving people
off the streets into shelter, treatment, or some other needed intervention. Theyoutreach team also
provides supplies personal necessities such as like bus passes, water, and warm clothing in the winter
when needed, as well as assistance in life-threatening environmental situations like periods of extreme
coldor heat.
The primary function of the outreach team, though, is to connect with those experiencing homelessness,
and to connect them to better options and be the first step on the path from unhoused to stably housed.
It is important that the City ensureproviders holding outreach services contracts for outreach services are
working towards the shared goal of reducing homelessness.This means that the homeless outreach teams
must be coordinating and communicating with other outreach and homeless services providers through
regular, effective case conferencing. It also means that outreach teams are securing the required
documentation
Coordinated Entry system,and tracking relevant information in the Community Management Information
System (CMIS). Data collected by outreach teams is will be critical to informdecision making and resource
allocation, so any entity contracted to provide outreach services must also be willing and able to
participate in robust data collection efforts. Currently, two social workers from Spokane Valley partners
Partners and one Spokane Valley Police officer provide outreach services in Spokane Valley. However, this
team provides these services only four days during the week. These efforts could be expanded to provide
services seven days a week by funding a second outreach team.
The current 211 system or a future Housing Crisis Hotline could be another option for a first outreach
contact with those experiencing homelessness. Through a hotline,callers could get direct information and
referrals to needed services like emergency shelteror treatment options. Better Improved advertising of
the current 211 resource and making sureensuringit is widely available would be a relatively simple way
to help direct some people to first-step resourcesthat are currently available.
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Spokane Valley Homeless Action Plan (SVHAP)
Emergency Sheltersand Hoteling
While outreach teams are critical key for first contacting and engaging people experiencing homelessness
throughout thecommunity, there needs to be a place for the people to go if they are tomove along the
continuum from homeless to stably housed. While Spokane County does offersa variety of shelter
options, none are located in the City of Spokane Valley.
Since data collection for the City began in May of 2022, we have learned thatabout50% of the homeless
individuals contacted by our outreach team were last housed inSpokane Valley, which may beis why
many of them prefer to stay here. For these individuals,the distanceto resources and separation from
their community is a major deterrent to using existing shelter optionsthat are located outside of the City.
There are others who actively avoid the City of Spokanedowntown core,where mostshelter and other
14
resources are located,due to concerns for safety and drug use/availability.Furthermore,as evidenced
by the 2022and 2023Point In Time (PIT) counts, the number of the unhoused individuals in Spokane
County exceeds the number of available beds,which means there are often challenges finding available
15
bed space, especially during cold winter months.
The City has adopted regulations governing placement and operation of emergency shelters in chapter
19.45 of the Spokane Valley Municipal Code. Emergency shelters are allowed in the Commercial Mixed
Use, Mixed Use, Regional Commercial, Industrial Mixed Use, and Industrialzones, and cannot serve more
than 20 individuals at any given time. These services must also be at least one mile apart from any other
emergency shelter, emergency housing, or Transitional Parking location. Chapter 19.45 SVMC was
designedto mitigatemany of the negative externalities that stem from overcrowded low-barrier shelters.
The aim is to create smaller, more manageable, and less chaotic shelters that also have less of an impact
on the communities where the shelters are located.
An intermediary step to year-round emergency shelter would be a temporary version set upestablished
in response to an emergent and time-limited threat to public safety. Typical scenarios forthistemporary
emergency shelter would include excessive heat or smoke in summer months, and dangerously cold
temperatures in winter months. Setting up a temporary shelter for winter months or during extended
summer heat/smokeeventswould be less expensivethan a year-round shelter option andcould be a
other less common reasons, such as sheltering residents after a fire or other natural disaster.
Chapter 19.45 SVMC alsoallowsthe City Manager to authorize the operation of a temporary emergency
shelter for up to 30 days in situations where an immediate life, health, or safety concern exists due to
unanticipated or severe environmental conditions.The city manager may authorize an extension to the
30 days for a specified period of time, if the city council has adopted a resolution pursuant to
Chapter38.52RCW declaring that the conditions which gave rise to the operation of the temporary
emergency shelter continue in effect, and constitute a threat to the life, health, and safety of the residents
14
primary reason for not accessing the regional shelter system.
15
Point in Time 2022 -Draft (arcgis.com)
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Spokane Valley Homeless Action Plan (SVHAP)
of the City. Temporary emergency shelters authorized by SVMC19.45.050are not subject to the
requirements of Chapter19.45SVMC.
Emergency hoteling is an option to provide vulnerable individuals with immediate shelter when health
and safety are at risk. This option is particularly important during winter months when cold temperatures
create deadly conditions for those who are unhoused. A hotel can also be a critical tool to get someone
into a safe space immediately while providing time for follow-up case management to occur, such as in
cases where someone may be in danger if they remain on the street or enter into a congregate shelter.
Hotelling is one tool employed by the YWCA to serve households fleeing violenceand Family Promise to
keep families out of shelters..It is one necessaryoption to include in a comprehensive response to
homelessness, albeit an This strategy option thatshould only be used for cannot be usedspecial
circumstances and for short periodsof timein all situations, or for extended periods of timebecause of
its high cost.
Day Drop-In Center
Day drop-in centers are the final component of a responsive and comprehensive shelter system providing
a space for unhoused individuals to find rest, resources, and services in one location. It is key to recognize
that a shelter, whether overnight, temporary, or day drop-in, is a place where outreach workers and case
managers canconnect with those in need of services and make progress towards housing goals.
Day drop-in centers can also provide critical services such as showers, laundry,and gear storage.
homelessness in Spokane Valley are employed. For this group,or forthose who are looking for
employment, applying for housing, or even just seeking to attend appointments,the ability to be clean
and wear clean clothes is criticala requirement for success. FurtherAdditionally, getting to a job or an
appointment wchallenge, especially if using public
transportation. A day drop-in center can help to address this critical gap in services, while at the same
time providing a needed emergency heating or cooling location during inclement weather.
Providing a space where those experiencing homelessness can be during the day to utilize services and
connect with case management is not only important for helping to transition people out of
homelessness, but it is also a benefit to arearetail locations, neighbors, and public facilities. A day drop-
in center can help mitigate the impacts of loitering, or the use of public facilities like a library as a refuge
when no other options exist.
Transitional Parking/Camping
The purpose of transitional parking or camping sites is to concentrate both the needs and services into
fewer locations to make meeting the outreach goals of contact and follow-up more feasible. Currently,
individuals who live in vehicles are continuallyon the move to avoid issues; or if they do not move
regularly, theycan become a nuisancecausingsafety and health concerns for nearby neighbors or
businesses.
Illegal encampmentspresent similar issues where individuals camp at find out-of-the way locations in
areas like the Dishman Hills or onDepartment of Natural Resources(DNR)property near Mirabeau
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Spokane Valley Homeless Action Plan (SVHAP)
Meadows to set up camp. The accumulated trash and hazardous waste area serious health and safety
concern, creatingan environment where nearby residentsfeel unsafe. In other cases, a person may
choose to stay on the move, sleeping in doorways or other protected locations for one night at a time,
leaving in the morning when the business opens, for example. In these cases, locating the individual to
offer and follow up with services is challenging.
The creation of transitional parking and allowable camping sites serves to accomplish several goals.
Camping sites would be an immediate solutionoptionwhen there is no shelter space available.
Transitional parking is beneficial as it allows for a temporary place for individuals living in vehicles to safely
park until housing can be secured. There are significant benefits in terms of mitigation when multiple
individuals are staying in a single area rather than multiple areas throughout the City. Toilets andtrash
collection are the two most obvious benefits of having a single location where homeless individuals are
allowed to stay.The other important goal of this approach is to keep unhoused individuals in one place
so that outreach, case workers, and medicalteams canlocate and engage, and begin building relationships
necessary to make progress towards stable housing. When unhoused individuals are constantly on the
move from one location to another, it is nearly impossible for service providers to locate and build a
relationship with them, or to make progress towards housing goals.
Transitional parking or camping sites could pose safety issues, lead to crime and impact nearby residents
and businesses if not run properly, rules are not enforced, etc. There are a number of sSteps that can be
taken to mitigate potential problems related to transitional parking or camping sites. First, City code limits
the total number of people whocould use such a site to 20, as well as dictating where and under what
conditions such a program could operate. Trash collection and restroom access are requirements, along
with an operations plan that includes outreach to surrounding property owners, provision of human and
social services, a security plan, and a code of conduct that addresses threatening or unsafe behavior,
substance use, safety, and cleanliness.Additional precautions for transitional parking and camping
programs could include background checks for participants to ensure the safety of all clients and staff,
and a registration system so that only those approved to participate in the program are allowed on-site.
Increased health, safety, and security concerns around sanctioned encampments are real. Local
experience with sanctioned camps hosting hundreds of individuals hasshown that the scale of the
intervention is important in mitigating potential negative community impacts. City codeslimitthe number
of people that could potentially access such a service, making an encampment the scale of Camp Hope
impossible in the City. The costs of sanitation and security for sanctioned encampments are significant,
but they need to be consideredin comparison to the sanitation and security costs that come with the
status quo. Such programs bring challenges and need to have effective management to ensure that they
do not become safety and health concerns,both for those receiving services and for the rest of the
community. The choice is between completely unregulated camping and parking throughout the
community as it exists now, and a regulated program with sanitation, security, and services provided on-
site. Given these options, it may be isa better use of limited resources and a more effective strategy to
provide a location where the impacts of parking and camping can be mitigated, and service providers are
able to build relationships and help move people out of homelessness.
Mental Health and Addiction Crisis Interventions
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Spokane Valley Homeless Action Plan (SVHAP)
Avenue in the City of Spokane, is available for law enforcement or medical facilities to make direct
referrals of individuals who may be in crisis and/or in need of withdrawal managementservices. This
who
needs assistance with mental health and/or substance use disorders. Having an on-demand facility that
can be accessed at any time has proven to be critical in responding to needs at the time they are
presented, rather than making a referral for
of follow-through. At the Crisis Stabilization Center,individuals are immediately connected with housing
specialists and other case management assistance.
because the beds are oftenfull, demonstratingthe growing need for these types of interventions. In
general,there is a lack of needed in-patient withdrawal management, addiction recovery and mental
health resources for those experiencing homelessness.This problem was made worse when one of the
C
certification to operate in 2022. Other providers, like Sequoia Detox Centers, only accept private insurance
or out-of-pocket payments, making it unaffordable for people experiencing homelessness.
Additionally, because the Crisis Stabilization Centeris located near downtown Spokane, some Spokane
Valley residents who could benefit from these services are reluctant to leave their community to access
it, so a similar service located in Spokane Valley would help reduce barriers for some who might be willing
to access these services.
Pet Boarding and Vehicle Storage
When someone is ready and willing to enter stabilization, shelter, or housing, there can be a variety of
obstacles that keep them from accessing services.The location of services is critical, as many of the people
we encounter are from this community and want to stay here, or are actively attempting to avoid
downtown Spokane where most resources are currently concentrated. Issues related to pets and vehicles
can also present barriers to those willing to access services or housing interventions.
For many people experiencing homelessness who have pets, giving them upto pursueservicesjustisnot
an option. While some shelters do allow pets, others do not. Stabilization/treatment programs do not
allow pets, and many housing options will only allow pets if they are documented service or emotional
support animals and have all the required shots and licenses.
might otherwise keep a person from accessing needed care. Likewise, assistance with obtaining necessary
certifications and paperwork, or providing needed medical treatment and vaccinations are also important
can provide these types of needed services, but capacity is often a limiting factor. Entering into an
agreement with a provider to offer these services to individuals experiencing homelessness in Spokane
Valley as needed would help address this barrier.
What to do with vVehiclestoragesfor those entering stabilization or treatment is also a challenge that
can present a barrier to those interested in accessing services. Often a vehicle is the last asset someone
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Spokane Valley Homeless Action Plan (SVHAP)
experiencing homelessnessmay have, and it can be critical for attending appointments, performing job
search, and obtaining and maintaining employment. Additionally, a vehicle may be temporarily serving as
for people in treatment can present challenges related to security, access, and liability. But addressing
this barrier can be critical for someone who is unwilling to give up a vehicle in exchange forseeking
services.
Youth/Family Services
Community stakeholders have expressed a need for a location to serve area youth, specifically older
youth. The Central Valley School District(CVSD)operates a Student and Family Engagement Center (SFEC)
that provides a wide variety of services and resources to children and their families. This program is
intended for families from the CVSDand operates on limited hours during summer break.
SFEC provides a technology center, clothing and food bank, community room for recreation and
community gatherings, laundry services, and parenting classes. A similar site that serves families outside
of the CVSD, or additional funding to the SFEC that would allow it to serve families throughout Spokane
Valley, would aid hundreds of families that are on the margins.
A dedicated site that provides a safe and healthy environment for older youth is neededin support of
prevention efforts, which are the primary focus of the SVHAP. Thiscenter could also provide internet
access, homework assistance, and case management to assist with housing, food/clothing, transportation,
and legal needs. -
homelessness. Volunteers of America (VOA) is the current provider of in-reach services in Spokane County.
Whilethiswork does include Spokane Valley, increased staffing is needed to meet the demand and need
In 2022 there were780homeless studentsin Spokane Valley, of which 168wereunaccompanied by any
family or guardian.Adedicated in-reach position for Spokane Valley youth is neededto best serve these
children and their families.--
based case management positions at University High and East Valley High to work with students and their
families experiencing homelessness or housing instability. This is a positive step for serving Spokane Valley
children and their families. Dedicating spaceandresources-reachpositions)arecritical as
part of up-stream interventionsthat will benefit Spokane Valley youth, as well as have a positive impact
on long-term trends related to homelessness in our community.
Services that are focused on stabilizing families with children and homeless youth are critical for an up-
stream approach that seeks to reduce future homelessness by providing needed interventions early in a
Children who live through homelessness are at much greater risk of having traumatic
experiences that are associated with a variety of negative outcomes, including future homelessness as an
adult. Not only is it far better for the health and wellbeing of children to address housing instability early
on, but it is also better for the community thatmustdealswith the long-term implications.
Relocation Assistance
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Spokane Valley Homeless Action Plan (SVHAP)
When stable housing is available in another community, but lack of resources makes it impossible for
those experiencing homelessness to access that housing, relocation assistance programs can play a critical
he Centralized Diversion Fund managed by SNAP,
limited funding attached, found an average cost of $383.04 per client served, and a recidivism rate of 8%.
This cost per client is far below any other permanent housing intervention funded in the current homeless
response system. Assisting people who would like to relocate is perhaps one of the cheapest and most
effective way to achieve assist individuals obtain permanent housingoutcomes for those who would want
to take advantage of this type of program. The City has set aside $10,000 for its own relocation program,
and at the time of this writing is finalizing a process for using and tracking the funds.
Medium-TermInterventions
Initial engagement and relationship building are the first piecesof the continuum from unhoused to stable
housing. Stabilization and transitional housing arethe next pieces. Once contact has been made, shelter
has been provided,and a connection to relevant service providers has been made,the next goal is to
transition the individual to medium-term housing solutions where they can stabilize and turn their
attention to nextsteps that are needed to achieve long-term housing stability.
Transitional HousingProviders
Transitional Housing(TH)is defined asaproject that provides housing and supportive services to homeless
persons or families, or other displaced individuals or families in need of protective shelter, for up to two
years with thepurposeoffacilitating homeless or otherwise displaced persons and families into
independent living. Detention and post-detention facilities, hospitals, psychiatric and/or substance abuse
and secure community transition facilities are not considered Transitional Housing.
TH can take different forms and target different populations. For example, some TH providers serve
families and others maytarget men with a history of incarceration or substance use disorders. TH is not
emergency shelter,but is also not a long-term housing solution. TH provides people with an opportunity
to make progress towards goals related to long-term housing stability such as building a positive rental
history, securing needed documentation, obtaining employment, accessing treatment interventions, and
practicing living in a space close to other tenants.
Many TH services require tenants to pay rent, but generally at costs below average market rates. While
tenants are required to sign a rental agreement, these agreements are not a traditional lease and do not
confer the same protections. For example, most THs
forced to leave for using alcohol, something that would not be possible with a traditional lease.
TH generally includesaccess to additional supportive services to assist tenants in making progress towards
long-term housing goals. Some innovative models pair housing with programming, job training, and
supportive services. The Reclaim Project One local providermanages a non-profit network of clean/sober
houses that includes health and wellness programming, alongside a for-profit contracting business. This
model serves hard-to-house program participants by combining an accessible and healthy living option
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Spokane Valley Homeless Action Plan (SVHAP)
with job training and income. The need for this type of programming is evidenced by the rapid growth of
the program, and extremely low vacancy rates for their housing.
Bridge Housing
-Out Bridge Housing Program(TWO)provides shelter and services to individuals
who are stable and ready to move forward with housing and other long-term goals. Sobriety and self-care
requirements make this a high-barrier option that is not available for those who may be struggling with
substance use disorders or who are living with significant disabilities. This option provides a relatively calm
and orderly environment for those who are ready to find employment or who are applying for housing.
This service is not a good fit for many of the unsheltered homeless individuals living in the City, but it has
requirements. Like the Stabilizationcenter, TWOprovides housing navigation and other case
management to help clients successfully plan for nextsteps.
BecauseTWOis located near downtown Spokane, some Spokane Valley residents who could benefit from
this service are reluctant to leave their community to access it.Additionally, because this servicedoes not
allow animals, some clients are reluctant to enter a program that would require them to give up their pet.
Creating a partnership with a local animal shelter to temporarily house animals for those seeking
treatment or transitional housing would help increase thenumber of individuals who could take
advantage of this option.
Homeless System Housing Referrals
Other medium-term options areaccessed through the community-wide Coordinated Entry (CE) system.
Housing and homeless programs that receivefederal, state, county, or municipal funding from the City of
Spokane, whether directly or as a pass-through,are required to participate in the regional Coordinated
Entry system and submit/accept referrals through the Community Management Information System
(CMIS). This includes the Salvation Ar-Out Bridge Housing program, rapid re-housing programs
that provideshort-term move-in and rental assistance, Transitional Housing, and Permanent Supportive
Housing programs..
Ensuring that access to the CE system is availablethrough outreach teams or a Valley-specific resource
hub, and that Spokane Valley residents who need it are receiving referrals for appropriate housing
interventions,is critical to help unhoused individuals make progress on the continuum from homeless to
stably housed. Housing referrals through CE can be placed by outreach teams, shelter providers, case
managers for transitional parking/camping sites, day drop-in centerstaff, or by youth/family service
providers.
These housing referrals are one important tool for helping those who are unhoused to access stable
housing and begin making progress on other stability-related goals. Most housing options accessed
through CE (apart frompermanent supportive housing) provide medium-term assistance. After a period
of time,the tenant is expected to take over responsibility for the rent payment, or transition to other
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Spokane Valley Homeless Action Plan (SVHAP)
long-term housing. These interventions are designed to help provide an intermediary step towards long-
term housing stability.
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Spokane Valley Homeless Action Plan (SVHAP)
The Coordinated Entry System Map:
Long-TermInterventions
Long-term solutions to reducing existing homelessness are essentially the same as the strategies needed
to prevent homelessness from occurring in the first place asoutlined in section A of this plan. Below are
several additional strategies that are often used specifically, although not exclusively,to assist those
coming out of homelessness.
Foundational Community Supports
Foundational Community Supports (FCS) is a program offering supportive housing and supported
employment assistance for Apple Health-eligible beneficiaries with complex needs. Amerigroup
Washington, Inc. workswith housing and employment providers to help clients find and maintain jobs;
acquire stable, independent housing; and gain the necessary skills to be successful.Most of the houseless
individuals are eligible for this program, although there is a
process for requesting and receiving approval that can take up to several weeks before assistance can
begin.
Once approved for services, FCS Housing Specialistscan work directly with clients to make progress on
any needed goal related to long-term housing stability, including housing assessments, identifying housing
resources, support obtaining a lease, independent living skills development, landlord relations, and crisis
management.FCS Employment Specialists can assist eligible clients by providing vocational/job-related
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Spokane Valley Homeless Action Plan (SVHAP)
discovery or assessment, planning for employment, job placement, development and coaching, and
building skills for negotiating with prospective employers.
Supportive housing and employment services under FCS are managed by a single statewide third-party
administrator (TPA) contracted by the Healthcare AuthorityAmerigroup Washington, Inc. Providers of
FCS services contract with the TPA and are reimbursed on a fee-for-service basis. This means that FCS
services could be added as an additional resource to programs already operating in the City, or as a stand-
alone service. In either case, working to make sure this resource is available for Spokane Valley residents
will provide an additional support for those seeking housing and employment assistance.
Housing Vouchers
Housing vouchers, currentlyprovided through the Spokane Housing Authority,are another tool tohat can
help promote housing stability. These vouchersprovide ongoing rental assistance for qualifying
individuals. Some of these vouchers come in the form of units that are set aside for this specific use
(Project Based Vouchers), while others provide rental assistance to tenants who canfind their own unit
within the market-rate rental environment(Section 8 vouchers). The primary constraints for use of these
vouchers are two-fold. First, there is a long waiting list for those who are eligible to receive a voucher.
And second, just because someone has received a voucher does not mean they can necessarily find a unit
that will accept the voucher. With increasing rental rates region-wide, vouchers often are not able to
cover the cost of rent. Additionally, some landlords are unwilling to rent units to those who hold a
voucher. It is illegal to discriminate against those who use a housing voucher, but itdoes still occur. These
constraints aside, housing vouchers can be one important tool in helping eligible households find housing
stability.
Making sure that these programs have a footprint in Spokane Valley to help connect our residents with
this resource is critical. Additionally, encouraging housing developments toset aside a given number of
units for voucher holders is also critical to ensure there are sufficient units available.
Hotel/Motel Conversion
One strategy to create additional affordable units for those transitioning out of homelessness and/or in
permanent supportive housing is to purchase and convert existing hotels/motels into units suitable for
long-term tenancy. The Department of Commerce has made funding available for this specific purpose
througharapid capital housing acquisition program.
The benefit of converting existing hotels/motels into permanent housing is that it takes far less time than
constructing a new building, and rehabilitation of an existing property is also generally much less
expensivethan new construction. Additionally, hotels/motels are generally already located close to public
transportation and other services. Converting hotels/motels can be doubly beneficial as it provides
needed units for those transitioning out of homelessnesswhile alsoimprovingblighted or nuisance
properties. The challenge of hotel/motel conversion comes from the ongoing operations and
maintenance costs associated with this type of housing. This type of transitional housing needs to be
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Spokane Valley Homeless Action Plan (SVHAP)
paired with robust services to ensure those transitioning out of homelessness have the support they need
to be successful,and to help hold people accountable.
The ongoing costs of service provision and maintenance wouldneed to be factored into any plan for
hotel/motel conversion. While there are few local examples to gather data, there is evidence that hotel
conversion projects contribute to increased needs for security in the area around a project. The additional
security costs and implications for neighborhoodsand businessesneed to be better understoodand
considered when implementing this strategy.
C. Improve Quality of Life:
Improving quality of life for both housed and unhoused Spokane Valley residents is the thirdobjective in
this plan. Homelessness creates significant negative impacts for both those whoare unhoused as well as
the surrounding community where they may be located. Substance abuse, mental and physical health
issues, and personal safety are critical issues facing those who are unhoused, while the surrounding
community may see increased garbage and litter from encampments, increased crime, and loss of use of
community facilities that are taken over byencampments. The thirdobjective focuses on improving the
quality of life and reducing the negative impacts forthose experiencing homelessness as well as the
surrounding community.
Day Drop-In Center
Currently, the City does not havethere are notday-time shelter space located within the City,or that is
specifically dedicated for use by homeless within
population generally congregatesalong business corridors, parks, riverbanks, and other areas ofboth
public and private open space. Further, given recent legal developments, the lack of available dedicated
paces.
Providing a safe space for individuals experiencing homelessness to go during the day couldwillbenefit
both the larger community and businesses as loitering and other related issues such as littering, property
crime, and used drug paraphernalia will be reduced to fewer locations. Those accessing the drop-in center
can more easily be connected with services and case management needed to move them towards
housing.
Day drop-in centers provide the needed support that people experiencing homelessness require to access
a variety of resources including:
1.Health care coverage, food assistance, etc.;
2.Permanent housing referrals;
3.Emergency shelter referrals;
4.General case management services;
5.Employment services; and
6.Disability assistance
23
Spokane Valley Homeless Action Plan (SVHAP)
In addition to connecting individuals to resources critical for exiting homelessness, day drop-in centers
also provide a critical space for those who are unsheltered during hours when many overnight shelters
require patrons to remain off-site. Manyovernight shelters require patrons to leave during daytime hours
and check in each evening to secure a bed for the night. Some shelters even require that patrons leave
the immediate surrounding area during daytime hours. This presents a serious problem for shelter patrons
who have nowhere they can go during the day, especially for those with health and mobility issues and
during winter months or inclement weather events. Day drop-in centers are also a benefit for
communities near shelter locations, which often struggle with the daily influx on sidewalks, parking lots,
and parks,of shelter patrons who are required to vacate their primary residence each day.
The City has adopted regulations governing placement and operation of day drop-in centers and similar
emergency shelters in chapter 19.45 of the Spokane Valley Municipal Code. Generally, such uses are
allowed in the FMR, CMU, MU, RC, IMU, and I zones, andcannot serve more than 20 individuals at any
given time. These services must also be at least one mile apart from any other emergency shelter or
emergency housing service.
Encampment and Trash Clean-Up
The City is committed to cleaning up homeless encampments and trash on City-owned properties.
Additionally, the City is active in various clean-up efforts within the City on both public and private
property. The City actively works with the Department of Transportation, Department of Natural
Resources, local water districts, Spokane County Parks, and Union Pacific/BNSF Railroads to enforce clean-
up of camps and trash on their properties in and around the City. However, when cooperation is not
effective, code enforcement has played an important role in compelling partnering agencies and private
landowners to address trash and camping on their properties. City staff have regularly assisted in these
clean-up efforts to support our partners as they struggle to address encampments and trash on their
properties.
The City provides several avenues for residents to contact City staff regarding encampments, shopping
carts,
the City. The complaint form is currently located at https://www.spokanevalley.org/311. The City
provides contact information through the resource guide distributed to partners and residents, as well as
through City and partner websites and through walk-in inquiries. City staff regularly fields calls and
website submissions from concerned residents related to encampments and trash,and will continue to
provide timely and effective responses to community concerns related to this issue.
The City has also created a phone app used by the City housing and homeless team, code enforcement
and law enforcement to document encampments and trash. This tool allows users to log a location and
status of a specific site, such as an occupied camp, abandoned camp, or trash. The app tracks which camps
have received 48-hoursnotice to vacate, which sites are ready for cleanup, and which sites have been
cleaned up. This is a valuable tool for documenting issues that need to be addressed, and also improving
24
Spokane Valley Homeless Action Plan (SVHAP)
Business Community Outreach and Information
In response to conversations with local businesses and the Spokane Valley Chamberof Commerce, the
City hasdevelopeda guide for businesses of best practices and tools to address the impacts of
homelessness. This resource includes two areas of focus. The first is information about preventative
measures a business can take to mitigate potential impacts. The second has todo with tools that business
owners can use when they encounter problems on their property related to homelessness, such as using
s reporting tools to get follow-up from the homeless outreach team when needed. This guide will
outreach efforts with local businesses to address the concerns they face related to homelessness.
In partnership with the Valley Chamber,the City will continue to organize informational events with
community stakeholders to express concerns, receive information, and build alliances. An intentional and
ongoing effort to engage stakeholders throughout the community, including businesses, is a critical piece
of the effort to mitigate quality of life concerns related to homelessness.
D. Government and Legislative Advocacy:
One final objective of this plan is to advocate for robust and ongoing legislative advocacy at local, state,
and federal levels. Many times actions taken at the Federal or State level, whether legislative or in the
courts,have a significant impact on how local governments can plan and implement important actions.In
16
2018, a federal court ruling, Martin v. City of Boise,set significant restrictions on enforcement ofpublic
loitering and camping laws, generally identifying consideration of shelter availability when enforcing
certain criminal provisions related to homelessness.
At the State level, homelessness prevention and reduction has increased in importance, and more
programs have been created and funding made available. However, in many cases the resources and
funding come with requirements that not all agencies will want to agree to, such as weakening zoning
laws and mandating certain types of housing.
Where appropriate the City should consider advocating for changes in state and federal law and for
funding programs where such changes or funding support elements of this plan. The City should also
consider regional cooperation and collaborative efforts to address homelessness as they may fit within
the elementsof this plan.
Finding ways to reduce construction costs for priority forms of housing. While the City can make
some changes at the local level impact construction costs, action is also needed at the state level
to spur construction of needed units in our community.
Dedicating larger portions of the Housing Trust Fund and other funding sources towards priority
populations, such as low-income seniors who may be homeless or at risk of becoming homeless.
Increasing funding and support for housing of individuals who have complex and ongoing needs.
Permanent Supportive Housing is not sufficient for people with complex ongoing needs, and
16
920 F.3d 584 (9th Cir. 2019).
25
Spokane Valley Homeless Action Plan (SVHAP)
sufficient space does not exist in the current stock of assisted living options. Increasing housing
support for such groups is critical, but reducing barriers for new providers to enter the field of
complex long-term care is also critical.
Conclusion
in the first placewhenever possible.
effective way to address this growing challenge. Focusing up-stream to address some of the root causes
will help stem the inflow of those experiencing homelessness. Further, we believe that preventing
homelessness from occurring in the first place reducesthe amount of human suffering, trauma, and
negative outcomes often experienced by those who live through homelessness.
However, we understand that homelessness does exist today, and that it results in significant personal
and community costs for all those affected. If the City wants to reduce these costs on the community, it
should Therefore, we mustalso work to reduce existing rates of homelessness. To do this, the City needs
to ensure sufficient access to short, medium, and long-term interventions that can help move people
through the continuum of unhoused to stably housed. Bolstering available resources in any one of these
areas would be a success, but without sufficient supportsand options along the entire spectrum,
bottlenecks will occur and reduce our ability to achieve our objective of reducing homelessness.
Aregional approach to addressing homelessness is necessaryto make progress in this area. Homelessness
is not the problem of a single jurisdiction and does not start or stop at the border between cities. The
current system of competing governing bodies and priorities has ledto a disjointed approach that can
result in confusion, inefficiency, and criticisms. The entire region could benefit from the right coordinated
approach. The City will continue to work collaboratively with area stakeholders to improve
communication and collaboration around efforts to reduce homelessness. Additionally, the City will
continue to plan and implement our own plan for addressing homelessness within our own borders.
26
Spokane Valley Homeless Action Plan (SVHAP)
Supporting DataCurrent Status as of 2023
Before understanding the scope of need or being able to identify actions within the three primary
objectives, the existing status of those experiencing homelessness, the number, type, and location of
services available within the City and surrounding region, and available funding need to must be
understood.
A. Measuring Homelessnessand Housing Instability:
Getting an accurate count of how many individuals are experiencing homelessness and housing instability
in our community at any given time is a challenge. The itinerant nature of homelessness and instability
combined with lack of resources meansthose experiencing homelessnessor instabilityare often
constantly on the move. Those living in vehicles often find out-of-the way places to park to avoid conflicts,
making it difficult to get an accurate count. individuals or families who are doubled-up, couch surfing, or
living in hotels are often overlooked and go uncounted.Those experiencing housing instability are at much
higher risk of becoming homeless, or may lapse back and forth from unstably housed to homelessness as
circumstances and weather change.
within our City limitsto fully understand homelessness in ourCity. The apps that were developed are
currently being used by the outreach team, and should be available to additional City partners in months
to come, is an important step in the right direction. The data we have collected so far has proven useful
inhelping us understand homelessness in the City, and tracking our interactions and work with those we
encounter. As we continue to make strides and collect more data about homelessness in the City,we will
use the information to inform future planning and execution.
Despite these challenges, the City has collecteddata from several sources that help to inform our
understanding of the scope of homelessness in our community.The following identifies information about
the number of homeless within the City and greater Spokane region.
Annual Point In Time (PIT) Count
The annual PIT count is a County-wide effort carried outover a five-day period each winter. Those who
are sheltered (staying in a shelter) and unsheltered are counted. The 2023PIT count found 2,390homeless
individuals in the County,a 36% increase over 2022. Of all those counted,955were unsheltered. This
unhoused population represents a 16% increase over 2022 numbers, and a 76.5% increase since2020. Of
the 955unhoused individualscounted in 2023, 80 were counted in Spokane Valley. Further,according to
2022 PIT data (the most recent year for which the more granular data is available),13% of respondents
indicated that the City of Spokane Valley was the last place they were housed before experiencing
homelessness. The City participates in the effort by dedicating staff time and recruiting volunteers to
ensure an accurate count of those experiencing homelessness in Spokane Valley.
27
Spokane Valley Homeless Action Plan (SVHAP)
State data on homelessness and housing instability
Since 2014 the WA State Department of Commerce has produced the Snapshot of Homelessness report,
which is designed to supplement the annual PIT count. The Snapshot report includes those who may not
-up or youth who are couch surfing.
These unstably housed groups are omitted from the annual PIT count. The Snapshot draws from data of
those receiving public assistance, Medicaid-funded medical care, or housing services. According to the
Snapshot report, in January of 2022 Spokane County had 16,946 households that were either homeless
or unstably housed.This number bolsters the argument that the PIT is a significant undercount of those
17
experiencing homelessness in our community.
County-wide housing instability survey and rental assistance report
housing instability in Spokane Valley. According to reporting from Spokane County, there were 2,448
households in Spokane Valley that received rental assistance through one of six recent assistance
programs. The Zone in Northeast Spokane was recently commissioned to conduct a survey looking at
housing instability in the county and received 1,476 responses. Of respondents who indicated they lived
in a Spokane Valley zip code, 38% indicated they were worried about an eviction, 40% said they had taken
out a loan to pay rent, and 62% had skipped paying two or more bills to pay rent.
School district statistics
Spokane Valley school districts each have staff dedicated to counting and working with students whomeet
the McKinney-Vento Act definition of homelessness. The HUD definition of homelessness only counts
those whoare literally homeless, in a shelter, or fleeing domestic violence;the McKinney-Vento Act
counts those as homeless who are without a stable night-time residence. This would include students who
are couch surfing with friends, living in hotels, or moving from location to location, either on their own or
with family members. Using this metric, we know that in 2021-22 theCity of Spokane Valley had 780
family support.
Citydata collection tools
While the PIT Count and CMIS provide regional data about the number of homeless within the County,
the City has developed several in-house tools to collect and track data related to homelessness to improve
our understanding of the scope of homelessness within the City. One tool is used to perform short surveys
to collect required data for funders, such as race, gender and income. Additional questions seek to learn
when a person became homeless, where they were last housed, and if they identify any mental health or
substance use issues. The tool also identifies a geographic location of where the data was collected. This
17
GAO Report to Congress Finds Increase in Homelessness, Likely Undercount by HUD | National Low Income
Housing Coalition (nlihc.org)
28
Spokane Valley Homeless Action Plan (SVHAP)
tool helps the City gain a better understanding of how many people are experiencing homelessness in
Spokane Valley, who they are, how often we interact with them, and where they are located. This location-
based information canquickly summarize the extent of homelessness in our community providing data to
redirect services, funding, and resources as necessary.
Another tool is used to document camp locations (both occupied and abandoned), trash, vehicles
(occupied or abandoned), or other quality of life concerns. This tool is available to City staff and relevant
partners, such as the Spokane Valley Police Department and work crews to facilitate coordination of
abatement where necessary.
Community Management Information System (CMIS)
The CMIS system is the central database used to track and refer clients in the regional homeless system.
Most service providers and funders, including the City, are part of the CMIS system. While some notable
providers such as the Union Gospel Mission do not add data to CMIS, it is the primary source of data to
understand how many people in the homeless community are accessing shelter, receiving housing
referrals and housing placements, and to inventory for related services.
Outreach team feedback
we contact unhoused individuals and connect them to services,and are critical for understanding the
changes in patterns and trends related to homelessness in our community. They are also primarily
B. Types and Causes of Homelessness:
A University of Pennsylvania paper breaks homelessness down into three useful classifications that are
18
often used when thinking about how to address the problem:chronic, transitional, and episodic. These
classifications, eachdefined by the duration of homelessness experienced and the range of supportive
servicesneeded, can be useful in identifying gaps in services and for prioritizing resources.
Chronic homelessnessis defined by HUD as a person who has experienced homelessnesscontinuously for
at least 12 months, or on at least four separate occasions in the last threeyears,where the combined
occasions total a length of time of at least 12 months. Chronic homelessness has a greater environmental
and economic impact on cities than short term homelessness,and engenders more complaints and
community concerns.When people think about homelessness, a person who could be classified as
chronicallyhois often what comes to mind.
18
Kuhn, R., & Culhane, D. P. (1998). Applying Cluster Analysis to Test a Typology of Homelessness by Pattern of
Shelter Utilization: Results from the Analysis of Administrative Data. Retrieved from
https://repository.upenn.edu/spp_papers/96
29
Spokane Valley Homeless Action Plan (SVHAP)
Transitional homelessnessis defined as a person experiencing homelessness for a short period of time,
often as the result of a major life change or catastrophic event such as losing a job, a medical condition or
domestic abuse. Those who are experiencing transitional homelessness may be employed but unable to
pay rent, may be living in a vehicle, or might be stayingbriefly in a shelter or temporary housing system.
Episodic homelessnessis defined as a person who has experienced homelessness for up to 60 days, has
had two or more moves in the last 60 days, or who islikely to continue to be unstably housed because of
disability orbarriers to employment. Those experiencing episodic homelessness lap in and out of
homelessness over a period of months or years.
Those working to address homelessness often refer to a fourth category as well, which is hidden
homelessness. People experiencing hidden homelessness are in temporary living situations without clear
plans to obtain stable, long-term housing. This would include people who are couch surfing, living in
hotels, or doubled-up with family and friends. People in this situation are often missed, as they may not
access homelessness resources and are not counted during the PIT. Realistically,we have no idea how
manypeople in our community may fit into this category.
While giving an exact number of people in our community that may fit into one of the above categories is
impossible, we do havedata to help provide several estimatesfor consideration. According to the survey
some 70% reported being homeless for more a year or more, which means they would qualify as
reported being homeless for between 30 days and six months. The remainder, 17%, reported being
homeless for between six months and one year. These statistics are not surprising, asthe Outreach Team
is primarily focused on cases where people experiencing visible homelessness are sleeping in high-traffic
locations.
Estimating rates of Transitional or Episodic homelessness are more complicated, as people in these
categories are generally much less visible, and for far shorter periods of time. For estimates about these
groups we can look to data from the Spokane Valleypublic school districts. Schools track children who
experiencing homelessness, using the federal McKinney-
any student who lacks a stable, primary night-time residence. These are cases of homelessness that often
go unnoticed, asthechildrenmay be
this definition of homelessness, in 2022 there were 780 homeless students in Spokane Valley, of which
168 were unaccompanied by any family or guardian. Multiplying this number by all thenon-school aged
children and parents of these children, and we can estimate a number of several thousand Spokane Valley
residents who meet this definition of homeless.
Lack of Housingthat Spokane Valley Residents Can Afford
Lack of housing -income residents is also a
significant contributor to homelessness. The Spokane region has been experiencing a housing crisis for
years, with the supply of accessible housing falling far short of the documented need in our community.
As a result, the cost for rental housing has increased significantly squeezing out many individuals and
30
Spokane Valley Homeless Action Plan (SVHAP)
families who were already living on the margins. In 2021,rents increased by 23.8% in the region, with the
19
median price for a one-bedroom unit increasing to $965, and $1,327 for a two-bedroom unit.
According to the City of Spokane Valley(COSV) Housing Action Plan, in 2021, approximately 48% of
Spokane Valley renters were cost burdened (paying more than 30% of income on housing), and 25% of
renters wereseverely cost burdened (paying more than 50% of income on housing). A paper by the
Federal Reserve indicates that families with children are most likely to be rent-burdened, followed by
seniors. It further states
in income may leave them unable to pay rent and could lead to eviction. Moreover, households that have
little income left after paying rent may not be able to afford other necessities, such as food, clothes, health
care, and transportation. The large share of income required for housing also limits the ability to save and
20
The Government Accountability Office (GAO) published a report in August of 2020 with a statistical
analysis that found median rent increases of $100 a month were associated with a 9% increase in
21
homelessness in the areas they examined.In their book,Homelessness Is a Housing Problem, the
University of Washington professor Gregg Colburn and the data scientist Clayton Page Aldern
he most relevant factors in the homelessness crisis are
22
rent prices and vacancy rates.While the experience of coastal cities may not specifically address the
situation in Spokane County, the finding that poverty, drug use, and mental illness are not the cause of
ed context and
understanding of what we are experiencing in this City,as we have also seen rapidly increasing rent prices
and historically low vacancy rates.
Affordability Indices (HAI) that looks at the extent to which housing is over or under priced when
23
compared to incomes.A Value of 100 on the HAI Index means that a household with a median income
has exactly enough income to qualify for a mortgage on a median priced home. An index value above 100
indicates that a household earning the median income has more than enough to qualify for a mortgage
on a median priced home. For example, a composite HAI of 115 means that a household earning the
median family income,has 115% of the income required to qualify for a conventional mortgage.
Alternatively, a value of 85.0 would indicate that the household only has 85% of the income required to
qualify for a mortgage on a median priced home.
Graph A, taken from the 2023PIT count data, shows the relationship between housing affordability and
homelessness. As housing affordability (represented by the HAI line) decreases (becomes less affordable),
homelessness (represented by the PIT line) experienceda corresponding increase.
19
https://www.apartmentlist.com/wa/spokane#rent-report
20
-Income Families:: Larrimore, Jeff and Schuetz, Jenny, Board of
Governors of the Federal Reserve System.
21
GAO-20-433, HOMELESSNESS: Better HUD Oversight of Data Collection Could Improve Estimates of Homeless
Population
22
The Obvious Answer to Homelessness -The Atlantic
23
Housing Affordability Indices | (uw.edu)
31
Spokane Valley Homeless Action Plan (SVHAP)
While many of the people experiencing homelessness in our region today may not have been in the
market to purchase a home, we know that when households who would have previously been in a
position to purchase are forced instead to rent, it puts added pressure on the rental market and drives
24
rent costs up and vacancies down for everyone.Many individuals experiencing homelessness receive
Social Security/Disability or some other sort of monthly benefit, such as VA benefits, or are even
36% of the individuals experiencing homelessness in Spokane Valley,had some sort of income. While in
the past a fixed income or the earnings for someone working a low-wage job may have been sufficient
to pay for a modest one or two-bedroom apartment, the increase in housing market rates has priced
many of these people out of the market and into homelessness. Graph A:
2503000
2500
2390
200
2000
1757
150
1500
100
1000
70
65.5
50
500
00
HAI*PITLinear (HAI*)Linear (PIT)
24
Soaring home prices are pushing buyers to the rental market-Vox;
a home in their city (nypost.com); Concern Over Rent Ticking Time Bomb Sparks Creation Of New Schemes
(realestate.com.au)
32
Spokane Valley Homeless Action Plan (SVHAP)
Mental Health/Substance Use/Disabilities
Many of the Spokane Valley homeless population suffer from mental illness, a substance use disorder,
and/or some form of disability. Self-reporting data from the 2022PIT countfound that 31% of adults
reported serious mental illness, versus 4% of Spokane County residents in 2020. Twenty-three percent of
adults reported a substance use disorder, compared to an average of 9% state-wide between 2014-2017.
These realities are related to homelessness for many of the unhoused members of our community. This
underscores the need to address homelessness from an approach led by those with experience in trauma,
addiction,and mental illness, such as specially trained social workers, working in conjunction with law
enforcement.It also underscores the need for an approach that can help individuals address a wide range
of needs when transitioning out of homelessness.
Family Conflict and Domestic Violence
Family conflict has been identified as another significant contributor to homelessness, particularly among
youth and young adults. Similarly, domestic violence is another major contributor to homelessness in our
community. Homeless individuals are approximately ten times more likely to be survivors of domestic
25
violence than the general population of Spokane County.
C. Spokane County Shelter Network:
A necessary component of planning is to identify existing resources. The following table describes
existing shelters within Spokane County. Of note for this plan, there are currently no existing
overnight shelters located within Spokane Valley.
Table A:
Spokane CountyShelter Inventory
Name/LocationPopulation # Beds Entry Notes
ServedAvailable*Requirements**
House of CharityMen & 158Low barrier23 beds are for respite and are
Womenset aside for contracted
partners like Providence or
Community Court.
Trent Resource and Men & 350Low barrier
Assistance Center Women
(TRAC) (owned by
City of Spokane)
Salvation Army Men & 60High Barrier, by 30 Phase II beds, and 30 Phase
Way Out Bridge Womenreferral onlyIII beds
Housing
25
33
Spokane Valley Homeless Action Plan (SVHAP)
Truth MinistriesMen only66Low barrierCheck-in/check-out times. No
pets allowed. The City
contracts for two dedicated
beds.
UGMMen only200High barrier60-day time-limit unless client
is making progress on goals
and working to get into
another UGM program.
Hope HouseWomen only100Low barrier80 beds are standard shelter
beds, and20 beds are set aside
for respite and are held/paid
for by partners who refer
women with specific needs. 1
bed contracted/set aside for
CoSV.
YWCAWomen & 37Only for those Household makeup determines
their children fleeing DV. Low bed availability, so sometimes
onlybarrierfewer than 37 beds available.
UGMWomen & 222High barrier60-day time-limit unless client
their children is making progress on goals
onlyand working to get into
another UGM program.
Families only17 roomsBy referral only. 8 rooms are Transitional
ShelterMust have a Housing rooms (up to 6
child in custody months) prioritizes 18-24yo,
at least 51% of or actively fleeing DV. 9 rooms
time, or are emergency shelter, w/30
pregnant. Low-daytimelimit with possibility of
barrierextension.
Family Promise Families only104Low-barrierCurrently seeking funding to
Emergency Shelterexpand capacity by 25 beds
CrosswalkTeens only 18Low barrier
(13-17yo)
Young Adult Young adults 44Low barrier
Shelteronly (18-24yo)
*Number of beds available has fluctuated with restrictions and additional funding related to the COVID-
19 pandemic.
**Low Barrier means there are no sobriety or referral requirements for entry. High Barrier shelters may
require sobriety to access services and/or a referral.
34
Spokane Valley Homeless Action Plan (SVHAP)
D. Available Services:
Current City Positions/Contract Services
City Staff
The City of Spokane Valley has been building a housing and homelessness program even prior to
development of this plan. The Housing and Homeless (H&H) Coordinator position was created in 2021
and represented an acknowledgement of and investment in addressing the issue of homelessness within
the City. Similarly, in 2022, the City created a full-time Homeless Outreach Officer position within the
Spokane Valley Police Department and the City applied for and received a Spokane County Homeless
Housing Assistance Act grant for a full-time Outreach Specialist. The Outreach Specialist is an employee
of Spokane Valley Partners but works as a team member with the Homeless Services Officer and H&H
the core of the homeless response
team for the City.
Enforcement regularly partners with the H&H Coordinator to address issues such as individuals sleeping
in vehicles, encampments on private property, and clean-upof trash. The Street Division assists with
locating and removing encampments under bridges or on other street infrastructure. The Economic
Development Department assists with the creation and dissemination of materials such as resource
guides and media re
Contracted Services
with issues related to homelessness in our community. From responding to Crime Check calls to providing
critical medical interventions, community resources go to addressing the impacts of homelessness in our
community every day. The dedicated Homeless Outreach Officer is specifically assigned to address
concerns around homelessness, and the Crime Prevention Officer spends significant time working with
businesses and residents to mitigate the impacts of homelessness on private property.
The City has committed to cleaning up camps and trash on city-owned properties. The City spends
thousands of dollars annually contracting with work crews to remove camps and trash related to
homelessness. A work crew from the Geiger corrections facility has been an importantpartner the City
contracts with to perform this work. However, due to staffing issues and rules around when the Geiger
crew is available, the City also contracts with local businesses like the Reclaim Project to perform this
work.
35
Spokane Valley Homeless Action Plan (SVHAP)
Regional Services
The City pays into the regional system that funds projects addressing homelessness county-wide. Through
recording fees and other funding mechanisms, the City contributes a significant amount of funds each
year that go to a variety of programs benefiting Spokane Valley residents. The following table details the
programs funded and number of recipients served through Housing and Homeless Assistance Act (HHAA)
.
Table B:
Jan 2020 -Dec Beneficiaries Total Verified Total Grand Total % of
2021 HHAA OriginatingCounty Beneficiaries Beneficiaries verified/reported
Subrecipientsfromthe City Beneficiaries Reported Reported County
of Spokane Reportedfrom (includes beneficiaries
ValleyUnknown Unknown served from
LocationsLocations)CoSV
St. Margaret's 701191,2491,3685.1%
Shelter, ES & TH
Services
Family Promise -52701,3561,4263.6%
Open Doors
Shelter
The Salvation Army 336221227412.0%
ES & TH Services
Volunteers of 437637954.4%
America Hope
House
Volunteers of 300456045665.8%
America Crosswalk
SNAP County 26533018951951.1%
Outreach
YWCA Safe Shelter 59107010755.1%
for Survivors and
Children
House of Charity 1573611,3351,6969.3%
Emergency Shelter
Spokane 468724333013.9%
Workforce Council
Prevention
Family Promise -00036Subrecipient did
Bridges Programnot
record/report
location data
Total Beneficiaries 1,0251,6684,5876,29116.3%
Served by Area
36
Spokane Valley Homeless Action Plan (SVHAP)
Looking at the data in Table C, it is important to acknowledge that over 4,500 beneficiaries were from
unknown locations, and that the Family Promise Bridges Program did not collect or report this data. It is
safe to assume, then, that some percentage of the recipients from unknown locations were also from the
City, which would make the total of City residents served even greater than the 1,025 individuals identified
in these numbers. Of the location-based services listed above (which does not include Outreach), only the
YWCA has a site located within the City. This means that City residents seeking these services are required
to navigate transportation and take additional time out of school or work, sometimes with children, to
receive assistance.
Regional Collaboration
The City recognizes that the City of Spokane, Spokane County, and non-profit providers are already
providing services throughout the region. Accordingly, the City acknowledges the work already occurring
and participates in a variety of the existing regional entities and efforts related to homelessness.
Identification of existing landoes not overlap or
create unnecessary duplication with existing services and solutions. The following list identifies certain
key existing regional and local efforts related to homelessness:
Spokane County: Spokane County administers a variety of housing funding programs, including
Community Development Block Grant (CDBG) and Homeless Housing Assistance Act (HHAA) funds
through the Spokane County Housing and Community Development Advisory Committee
(HCDAC). While the City is eligible to become an entitlement jurisdiction and to receive CDBG
funds directly, it has not done so to date and relies on an interlocal agreement with Spokane
County to assist in distribution of CDBG funds towards City projects and purposes. In order to
provide City input in the distribution of CDBG funds, the City has four representatives on the
HCDAC. While the City has representativeson the HCDAC, the City does not have direct control
over the distribution of CDBG funds. As the SVHAP is implemented, the City mightconsider
assuming direct control over CDBG funds in order to fund identified City programs or projects.
The City also participates in distribution of Consolidated Homeless Grant (CHG) funding. The City
has also participated in regional discussions about use of state funding to address homelessness
on State-owned right-of-way property.
Continuum of Care (CoC): The CoC is a regional planning board made up of service providers,
elected officials, community members, educators, businesses and other stakeholders. Broadly,
the purpose of the CoC -wide planning and strategic use of resources
to address homelessness; improve coordination and integration with mainstream resources and
other programs targeted to people experiencing homelessness; improve data collection and
performance measurement; and allow each community to tailor its program to the particular
26
The CoC is responsible for administering all
HUD funds related to homelessness that come to the county. It is also responsible for developing
26
Introductory Guide to the Continuum of Care (CoC) Program (spokanecity.org)
37
Spokane Valley Homeless Action Plan (SVHAP)
-Year Strategic Plan to Prevent and End Homelessness. This plan lays out a roadmap
for a regional response to homelessness, and provides guidelines that any program funded
through HUD or applicable County dollars must follow when providing homeless services. City
funds that go to the County to support homeless services are bound by the requirements laid out
,
receive a portion of funding to provide mu
funding applications, monitoring, evaluation, and reporting requirements. The H&H Coordinator
is co--Committee. This sub-committee, along with Veterans,
Families, and Youth sub-committees, is one of four permanent sub-committees tasked with
informing and making recommendations to the CoC regarding t
homelessness. The City is also represented in the CoC with a board member selected from the
City Council.
Local groups/committees: The H&H Coordinator leads a monthly Valley Huddle meeting which
brings together key stakeholders, including: Spokane Valley Police Department, Spokane Valley
Fire Department, Spokane Valley Schools, Spokane Valley Partners, Spokane Valley Community
Advocates, Catholic Charities, Volunteers of America, Spokane Neighborhood Action Partners,
Frontier Behavioral Health, Washington State Parks, Department of Natural Resources,
Washington Department of Transportation, Spokane Valley Parks, Spokane Regional Health
District, United Way, Spokane Valley Library, Greater Good Northwest, Pioneer Human Services,
interested Spokane Valley citizens, and others. The focus of thesemeetingsis to discuss updates,
challenges, and approaches to addressing homelessness in Spokane Valley. The City also
participates in the Greater Valley Service Network, and regularly works with the Greater Spokane
provide information and address business
concerns.
Regional events and initiatives: The City has supported and participated in a number of regional
events and initiatives related to homelessness. The City participated in planning and day-of
implementation of the regional Homeless Connect event which connects people to services and
supports the regional Point In Time Count effort. In 2022,the CoSV fully participated in the annual
PIT count for the first time, recruiting volunteers and focusing on Valley-specific locations to
ensure a more accurate count than in years past when SpokaneValley was largely overlooked.
Collaboration with housing developers: The City has initiated conversations and developed
relationships with housing developers like Spokane Housing Authority, Habitat for Humanity, and
Community Frameworks. The City recognizes that more housing options accessible to low-income
households are needed in our community, and that it is critical to develop and move projects
levels.
38
Spokane Valley Homeless Action Plan (SVHAP)
E. Available Funding:
The following table outlines the different sources of revenue available to support programming to
address homelessness:
Table C:
Funding currently collected by the City
Funding SourceFunding Summary of Funding Amount Funding Access
EligibilityAllowable Usescollected/available
(2021)*
Local Homeless Affordable housing and City will
Homelessness
Housing homeless programs control/administer all
Affordable
Assistance Act (capital; O&M; variety HHAA dollars for its
Housing
(HHAA) of services)jurisdiction beginning in
Recording 2024.
Fees**
Affordable and 0.0073% sales tax $Approximately Internally available for
Affordable
Supportive rebate for funding $580,000available City use within State
Housing
Housing Sales affordable housingnow, and guidelines.
and Use Tax approximately
Credit$222,000additional
per year.
One-Time Funding
American Rescue Federal funds for $16,000,000One-time funds only.
Homelessness
Plan ActCOVID-19; assumes Internally available for
Affordable
services provided for City use within Federal
Housing
homelessness and guidelines.
increasing access to
affordable housing
39
Spokane Valley Homeless Action Plan (SVHAP)
Funding currently collected by the County
Funding SourceFunding Summary of Funding Amount Funding Access
EligibilityAllowable Usescollected/available
(2021)
Affordable Primarily for affordable The County allocates
Homelessness
Housing for All housing, can be used funds to participating
Affordable
County for shelter operating cities for eligible housing
Housing
Recording Fee costs (no capital use); activities pursuant to an
Surchargeno direct City use interlocal agreement.
allows use by County The City must work with
through interlocal the County to enter into
agreement.an agreement for use of
these funds.
Consolidated Grants available for The City must apply to
Homelessness
Homeless Grant homeless programsthe County to access this
(CHG)funding.
Available funding sources currently not collected/accessed
Funding SourceFunding Summary of Funding Amount Funding Access
EligibilityAllowable Usescollected/available
(2021)
General Property City discretion to raise N/AWould require Council to
Homelessness
Taxes (banked, general fund dollars for follow the normal levy-
Affordable
levy lid lifts)either affordable setting process, and
Housing
housing or requires no special
homelessness purposes procedure nor voter
(capital; O&M; other approval.
services).
Affordable Property tax of up to N/ACouncil must first
Affordable
Housing Levy$0.50 per $1,000 declare an emergency
Housing
assessed value for 10 regarding the stock of
consecutive years for affordable housing, then
affordable housing voters must approve the
programs.levy by a simple
majority.
Sales and Use 0.1% sales and use tax N/AThe City may impose the
Homelessness
Tax for Housing for funding affordable tax by either a majority
Affordable
Related Serviceshousing and of persons voting, or
Housing
emergency, through councilmanic
transitional, and action.
supportive housing. Can
also use for mental and
behavioral health-
related uses.
40
Spokane Valley Homeless Action Plan (SVHAP)
REET II Funds to Authorization to use N/AThe City may only use
Homelessness
Support 25% or $100,000 REET II fundsfor
Affordable
Affordable (whichever is greater) homelessness if it
Housing
Housing and for capital projects documents in its capital
Homelessnessrelated to affordable facilities plan that it has
housing and enough funds over the
homelessness.next two years for
capital projects
identified in state code,
acquisition,
construction,
reconstruction, repair,
replacement,
rehabilitation, or
improvement of streets,
and sanitary sewer
Housing Trust Grants available to local N/ATo date the City has
Homelessness
Fund Grantsgovernments for never received Housing
Affordable
projects related to Trust Fund dollars.
Housing
affordable housing or
homelessness; priority
given to non-profits and
housing authorities.
Tax Increment Funds public N/AMust be established by
Affordable
Financing (TIF)improvements of Council ordinance. The
Housing
designated areas, TIF boundary area
including the purchase, cannot be the entire city
rehabilitation, retrofit jurisdiction, and a
for energy efficiency, jurisdiction cannot have
and construction of more than two active
affordable housing.TIFs at any given time.
*With theexception of one-time ARPA funding, HHAA funding beginning in 2024, and the Affordable and
Supportive Housing Sales and Use Tax Credit, the City does not directly collect or distribute the funds
listed in thistable. More data is needed regarding available amounts as the City moves to implement the
SVHAP.
**These funds are passed to Spokane County through an interlocal agreement, and then distributed to
programs that benefit the county at large, including the City of Spokane Valley.
41
Spokane Valley Homeless Action Plan (SVHAP)
F. Existing Goals Related to Homelessness:
The City has already adopted several planning documents that include goals related to addressing
with the goals in these plans can serve as a starting point forsetting objectives for 2023 and beyond. What
follows are goals related to addressing homelessness outlined in these existing plans.
H-G4: Work collaboratively with local stakeholders to develop a Homeless Response System
specific to the needs of the Valley
H-G5: Work closely with and support the Regional Homeless System and ensure continuity of care
for community members that are unsheltered and unstably housed in the Valley and throughout
our region
H-P8:Ensure the provision of homeless and housing services have commensurate on-site support
to maintain the character of neighborhoods and minimize public service calls.
H-P11: Engage in active recruitment of service providers that desire to serve Valley residents
through targeted programs focused on homeless service delivery.
H-P12: Support the implementation of the Continuum of Care Five-Year Strategic Plan to End
Homelessness.
H-P13: Continue as active members on regional committees that address homelessness and
housing instability such as the Continuum of Care Board and the Housing and Community
Development Advisory Committee.
H-P15: Encourage and support new projects and programs which seek to assist in maintaining
housing stability or provide exits from homelessness to housing.
H-P16: Analyze and collect data through our local Community Management Information System
and use this data to help drive homeless and housing policy
Approach to the Housing Element
heading:
Co-Location of Homeless and Homeless Prevention Services
The City of Spokane Valley has a strong network of various non-profits, faith-based organizations and
school districts that help serve those who are facing housing instability as well as households that are
unsheltered. What has historically been missing are locations in the City where access to these services
are easily obtainable. Specifically, a high degree of reliance has been on the City of Spokane to physically
house these services, which in turn requires City of Spokane Valley residents to travel when resources are
needed. The City supports co-location facilities in its jurisdiction within close proximity of public
transportation. These facilities would house various providers that seek to serve those experiencing
homelessness and housing instability.
42
Spokane Valley Homeless Action Plan (SVHAP)
Additionally, such services should be well connected to existing systems of care within our region to
encourage and support ease of referrals and reduction of duplication in services.
Supporting Affordable Housing for all Households
The provision of Affordable Housing is critical to meet the needs of those households that have special
needs or are on fixed incomes. Any build out of Affordable Housing in the City should align with existing
programs and systems that seek to serve those that are unsheltered or unstably housed. The City should
strive to work with regional providers to streamline and coordinate the distribution of limited resources.
nessOversight
Ordinance.
Provide staff support to the Continuum of Care and the development of the 5-Year Plan to Prevent
and End homelessness.
Provide Staff Support for the Spokane County Housing and Community Development Advisory
Committee and the development of the 5-Year Consolidated Plan.
Collaborate with Spokane County and the City of Spokane to incorporate a transitional bridge
shelter and young adult shelter into the regional homelessness system.
Participate, review proposals, monitor, and evaluate performance of service providers receiving
Homeless Housing Assistance Act funding from recording fees, Consolidated Homeless Grant
funding, and Housing and Urban Development funding.
Create, implement and manage a Spokane Valley Homelessness Huddle Team consisting of Police,
Fire, Parks, City Attorney, Contract Administration and Homeless Outreach Services with the
purpose of exiting individuals from homelessness and maintaining publicspace for intended uses
by all citizens.
Identify and engage with homeless individuals located in Spokane Valley, creating and maintaining
a database of individuals and campsites allowing for effective and consistent outreach services.
Progress has already been made on some of these goals, such as managing the Homeless Huddle group,
and collecting data on individuals experiencing homelessness and locations where it is occurring. Other
goals are on-going, and do not have distinct ending points, such as supporting and participating in regional
efforts through the Continuum of Care. Work in these ongoing areas will continue. Finally, some goals,
such as the addition of new housingunits that are accessible to low-income householdsin the City are
long-term goals that will take years to make significant process.
G. Community Feedback
The City has conducted several community outreach efforts to solicit feedback about priorities and
preferences for action related to addressing homelessness in Spokane Valley. A survey conducted by the
community, and their preferences for possible services and interventions. The survey received 318
responses. A Community open house in March 2023 attracted over 60 participants to prioritize strategies.
43
Spokane Valley Homeless Action Plan (SVHAP)
Results FromThe Community Survey
How often do you come upon unsheltered individuals in
our City?
50.00%
40.00%
30.00%
Responses
20.00%
10.00%
0.00%
1-3 times per week4-6 times per weekDailyNever
Would you support small(less than 20 individuals)
separated emergency or temporary housing throughout
the City in locations served by public transit?
70.00%
60.00%
50.00%
40.00%
Responses
30.00%
20.00%
10.00%
0.00%
YesNoOther (please specify)
44
Spokane Valley Homeless Action Plan (SVHAP)
Please rank your preference for locating emergency
shelters for adult singles/couples.
50.00%
45.00%
40.00%
35.00%
30.00%
25.00%
1 (least preferred)
20.00%
15.00%
2
10.00%
3
5.00%
4 (most preferred)
0.00%
Small facilities inIn a facility that canWherever a serviceOther
existingaccommodate manyprovider wants to
neighborhoods apeople along abuild and/or locate
single-family house,corridor served bythe facility
duplex, ortransit
apartment unit
Please rank your preference for locating a Day Drop in
Center (a facility devoted to providing day time shelter
and resources for those currently unsheltered)
70.00%
60.00%
50.00%
40.00%
1 (least preferred)
30.00%
2
3 (most preferred)
20.00%
10.00%
0.00%
Close proximity toClose proximity to knownOther
emergency sheltersencampments
45
Spokane Valley Homeless Action Plan (SVHAP)
What should the City's role be in response to
homelessness and/or housing instability?
50.00%
45.00%
40.00%
35.00%
30.00%
25.00%
20.00%
Responses
15.00%
10.00%
5.00%
0.00%
The City should continue toThe City should only offerThe City should partner with
participate in the existingservices for those living in thethe County
regional systemCity
Priorities Identified At The Community Open House
Attendees of the community open house were asked to give feedback of the draft Homeless
Action Plan. As part of this process, they were given an opportunity to prioritize from a list of
possible interventions and programs related to the three primary goals of the plan: Prevent
homelessness, reduce existing homelessness, improve quality of life for all Spokane Valley
Residents.A number of the strategies described overlap between several of the goals.
Increasing housing availability and affordability, for example, is relevant to both preventing
homelessness from occurring, and reducing existing levels of homelessness. The following
strategies were highlighted as priorities by those who attended the open house:
Short-Term Interventions Make Contact and Form Connections 170votes
The creation of a day drop-in center inside the City, and support for mental health and
addiction crisis interventions received 46 votes each. Creating a day drop-in center falls under
reducing homelessness as it creates a space to connect with people and follow-up on needed
services. It also falls under improving quality of life because it would create a space for those
experiencing homelessness to be during the day instead of in businesses, or public facilities like
the library. While expanding mental health and addiction crisis interventions is critical for
46
Spokane Valley Homeless Action Plan (SVHAP)
reducing existing levels of homelessness, it would also be an important tool to helping some
people avoid becoming homeless.
In this category outreach and case management received 33 votes, and youth/family service
centers received 20 votes.
Increase Housing Availability and Affordability 72 votes
Within this category of interventions
types of housing in more areas, including off-street parking requirements that increase the cost
26 of the 72 votes.Increasing housing availability and
affordability falls under both the goal of preventing homelessness, and the goal of reducing
existing homelessness. Ensuring that people on fixed incomes or working lower-wage jobs can
afford to stay in their homes is critical tostemming the future tide of homelessness. And
ensuring that there are units that those working their way out of homelessness can afford when
they are ready is necessary if we are to reduce existing levels of homelessness.
Requiring new multi-family developments to include a certain percentage of affordable units
was the next highest vote-getter in this category, receiving 9 votes.
Develop Supportive Housing Options44votes
The third most popular category of interventions had to do with providing more housing
options to support those that need higher levels of assistance to remain stably housed. This
group included Permanent Supportive Housing for individuals living with disabilities who also
have a history of chronic homelessness and require more ongoing on-site case management (18
votes), as well as assisted living options for those with physical or mental impairments (16 votes
for non-senior housing, 10 votes for senior-specific housing).
Increase Income 41 votes
Helping residents increase their income through targeted job training and placement received
18 votes. Connecting them with Foundational Community Supports services to provide ongoing
employment and housing support (similar to job and housing-specific casemanagement)
received 14 votes. And Helping those eligible for some sort of benefits like disability, veterans,
or retirement benefits to connect to and receive those benefits received 9 votes.
47
Spokane Valley Homeless Action Plan (SVHAP)
Medium-Term Interventions to Reduce Homelessness 37 votes
In this category of intervention there were three different strategies described: Utilizing the
current homeless system housing referrals through Coordinated Entry (20 votes), bridge
housing, which is generally high-barrier clean & sober shelters (9 votes), and transitional
housing, which is generally also clean & sober housing but can last for up to two years while a
person buildes a rental history, employment, etc (8 votes).
SVHAP Feedback Outreach List
This Plan was shared with representatives of the following stakeholders:
Spokane Valley PartnersSNAP
Spokane Valley Fire DepartmentFamily Promise
Goodwill Industries of the Inland Reclaim Project
Northwest
Community Frameworks
Spokane Valley Police Department
Habitat for Humanity
Washington Department of
Allusion Opps LLC
Transportation
Hello for Good
Spokane Valley Parks Department
Spokane Valley Chamber of
Washington State Parks
Commerce
Volunteers of America
Truth Ministries
Catholic Charities Eastern
Spokane Low Income Housing
Washington
Consortium
Frontier Behavioral Health
Smith-Barbieri Progressive Fund
Spokane County Library District
League of Women Voters
Spokane Valley Community
YWCA
Advocates
Greater Good Northwest
United Way
Providence
Spokane Dream Center
Empire Health Foundation
Greater Valley Support Network
Spokane Housing Authority
Central Valley School District
Spokane Valley community
East Valley School District
members involved with the monthly
Valley Huddle
West Valley School District
Continuum of Care boardCity of Spokane homeless services
staff
Jewels Helping Hands
Homeless Coalition
Washington State Department of
Natural Resources
48
Spokane Valley Homeless Action Plan (SVHAP)
Feedback was received from the following stakeholders:
Volunteers of AmericaSpokane Valley Police Department
Washington State ParksSpokane Valley Partners
Family PromiseSpokane Low Income Housing
Consortium
SNAP
League of Women Voters
Continuum of Care board, including
Singles and veteran sub-committeesCity of Spokane homeless services
staff
Community Frameworks
SpokAnimal
Spokane Valley Chamber of
CommerceCommunity open house event with
60+ attendees
Goodwill Industries of the Inland
NorthwestMultiple Spokane Valley residents
Greater Valley Support Network
H. 2023 Work Plan Activities While the SVHAP outlines a variety of needs, priorities and
long-term or ongoing goals related to addressing homelessness in Spokane Valley, a set of short-
term objectives or work plans for 2023 is needed to help guide work and make progress towards
the longer-term goals. In 2023, short-term objectives include:
1.Award ARPA funding for Housing & Homelessness purposes
Spokane Valley and supporting regional efforts that address ongoing needs. The City Council has
identified priorities for the ARPA funds, and City resources more generally. These priorities are
preventing homelessness from occurring in the first place when possible, and support for families
with minor dependents and for youth.
With these priorities in mind, the Council awarded ARPA funds to the following agencies, in order
of award size:
$1,460,000 to Reclaim Project
The City has been expanding its partnership with Reclaim over the past year, and this ARPA award
is a part of that growing relationship. The award will pay for two Transitional Housing locations
in Spokane Valley for men, for the initial loan paymentof a home base location in Spokane Valley,
and several years of program staffing. With the for-profit component of the organization, after
this initial investment it is anticipated that business income will be sufficient to fund all future
programming. The Cityalready contracts with Reclaim to provide weed abatement, graffiti
49
Spokane Valley Homeless Action Plan (SVHAP)
removal, and clean-up services. The home base will not only serve as a location for programming
like sobriety-based social groups, but will also provide a base of operationsfor theirValley work
crews.
and the for-profit work crews provide employment opportunities and purpose. The combination
of accountable, community-focused housing along with employment has shown great results,
hy of providing opportunities for those seeking to better
their situation. The
Valley, and who would have chosen to stay in our community if the option had been available.
Thedirect potential candidates from
Spokane Valley into the new Transitional Housing options, helping to create more opportunities
and options for those that the team encounters on a daily basis.
$1,095,000 to Family Promise of Spokane
Family promise of Spokane (FPS) has been in contact with the City for some time regarding the
need for family services in Spokane Valley. In 2023 Spokane County awarded funding to Family
ARPA award will ensure that families transitioning out of homelessness have access to the
resources they need tobe successful, as well as adequate staffing and administration for this
y location families will be served by school-based
-Vento
liaisons), a landlord relationship coordinator who will help build relationships needed to get
families into units,and direct client assistance to help families quickly overcome barriers to
gaining and stabilizing housing such as assistance paying for critical documents, utilities, move-in
costs, employment uniforms or equipment, etc.
$500,000 to Volunteers of America Eastern WA
Volunteers of America (VOA) has been planning and raising funding for construction of a new
youth (13 17 years old) shelter/program facility, called Crosswalk 2.0. The current shelter is
located in the heart of downtown Spokane, which is recognized as creating significant safety
concerns for the children staying there. The new facility will be located near Spokane Community
College
youth aged 16-20 who are enrolled in an educational program and/or employed to assist them
in obtaining certificates/degrees and livable wage jobs. The new location will also be much closer
This project will be
completed with significant financial support from Spokane County and City of Spokane as well,
as it is a regional resource that aims to address a regional need.
50
Spokane Valley Homeless Action Plan (SVHAP)
$471,729 to Spokane Neighborhood Action Partners
Spokane Neighborhood Action Partners (SNAP) was awarded a portion of their request for gap
funding to complete the 60-unit Broadway Senior Housing project. The $24 million dollar project
is being constructed on land already owned by SNAP, and will serve seniors at or below 60% of
the Area Median Income(AMI)
long-term affordability. All units will be accessible, allowing residents to age in place even with
mobility changes. There will be a variety of community areas and amenities including a
community room with a kitchen, on-site management, a Service Coordinator, small gathering
spaces, walking paths, garden beds, laundry on each floor, free 24-hour monitored call system,
and wi-fi throughout.
$471,728 to Habitat for Humanity Spokane
Habitat for Humanity was awarded a portion of their request to fund land acquisition for the
future development of entry-level home ownership options , specifically for households earning
between 45%-65% of AMI. Habitat provides permanently affordable homeownership services in
partnership to individuals and families that would not otherwise be able to qualify for a
conventional mortgage. The program will serve those meeting income requirements, are
experiencing housing instability due to inadequate/unsafe living
conditions/overcrowding/homelessness, and agree to partner by contributing 250 hours of
sweat equity, saving for closing costs, and completing partnership requirements.
These awards reflect the priorities put forward by the City Council and will bring needed services
and options to Spokane Valley for populations experiencing homelessness or at risk of
homelessness, as well as supporting the addition of much-needed affordable units for seniors
and home ownership opportunities for low-income families.
Two million dollars in ARPA funds have yet to be distributed. These last ARPA funds have been
ear-marked to support the development of housing in Spokane Valley targeted at those who earn
80% or less than the Area Median Income (AMI). Exact priorities haveyet to be articulated by the
Council, and the RFP process for these funds has not yet begun. But through partnerships and
collaboration with a variety of nonprofit and for-profit housing developers the City is confident
that when it allocates these funds they will go towards adding additional units of housing needed
in our community.
2.Establishment of Housing Homeless Program.
On July 25, 2023, Council adopted a resolution to assume control over available document
recording fees and establish a Spokane Valley homeless housing program. To be able to start
implementing this program in January 2024. Council also passed a resolution on September 12,
51
Spokane Valley Homeless Action Plan (SVHAP)
2023 establishing an interim task force and appointed the members. On October 24, 2023,
to fund the homeless outreach team for six months and fund shelter beds for women and men.
The interim task force will develop a Five Year Plan for 2025-2029 and proposepotential funding
recommendations for 2024.
3.Investigate a property acquisition for possible services in Spokane Valley.
4.Connect with and recruit service providers to serve Spokane Valley residents.
5.
population.
6.In collaboration with partners, assist 10 individuals experiencing homelessness in
Spokane Valley in obtaining permanent housing.
7.Continue developing and implementing a responsive, efficient process for removing trash,
vehicles, encampments as necessary. Work with contracted crews, SCOPE volunteers, and
outreach team to address issues on public lands, work with government agency partners
to address issues on their properties, and code enforcement to address issues on private
property.
8.Collaborate with and support regional housing providers in creating 50 new affordable
housing units.
9.Implement one to tworecommendations from the Housing Action Plan.
10.Create inventory tracking for the numberof permanent affordable units in Spokane
Valley, numberof new units (affordable and market rate), and numberof existing units
converted to permanent affordable units.
52
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Motion Consideration: Street and Stormwater Maintenance & Repair
Services Contract – 2024 Option Year Renewal
GOVERNING LEGISLATION: chapter 39.04 RCW.
PREVIOUS COUNCIL ACTION TAKEN:
March 10, 2020 Approved motion to execute the Street & Stormwater Maintenance
Contract.
December 15, 2020 Approved motion to renew the Street & Stormwater Maintenance
Contract for 2021.
December 7, 2021 Approved motion to renew the Street & Stormwater Maintenance
Contract for 2022.
December 13, 2022 Approved motion to renew the Street & Stormwater Maintenance
Contract for 2023.
BACKGROUND: This contract consists of asphalt repair, roadway shoulder repair and grading,
gravel road grading, crack sealing, sidewalk and path repair, guardrail repair, fencing repair,
drainage structure repair and installation, curb, gutter and inlet repair and installation, and other
related work.
The contract is based on labor, equipment and material rates. Historical average labor,
equipment and material rates were used to establish estimated quantities for bidding.
The City advertised for bids in early 2020. We received 2 bids and Poe Asphalt was the lowest
responsive and responsible bidder. The contract award in 2020 was $1,500,000. The approved
2021, 2022 and 2023 option years were $1,515,439.95, $1,530,307.70, and $1,566,980.77
respectively. The 2024 option year will be the fourth of four option years that may be exercised.
Per the contract specifications, the hourly labor rates will change based on the prevailing wage
changes. Prevailing wages are required on this contract as the work is considered a “Public
Work.” The hourly increase in prevailing wages per work classification is 2.07% to 5.30%. The
estimated increase in hourly labor rates based on estimated hours is $18,137.70. The 2024
contract based on hourly rate increases is $1,585,120.00. Equipment and material rates stay
constant for each option year exercised.
Poe has provided a good level of service throughout the 2023 contract year and staff recommends
exercising the 2024 option year contract.
OPTIONS: 1) Renew the maintenance and repair contract, 2) not renew the contract, or 3) provide
additional direction to staff.
RECOMMENDED ACTION OR MOTION: Move to approve the 2024 contract renewal to Poe
Asphalt Paving Inc. in an amount not to exceed $1,585,120.00 for street and stormwater
maintenance and repair service and authorize the City Manager to finalize and execute the
contract.
BUDGET/FINANCIAL IMPACTS: This contract is included in the 2024 budget and will be
financed from Fund #101 Street Fund and Fund #402 Storm Management Fund.
STAFF CONTACT: Bill Helbig, Community & Public Works Director
ATTACHMENTS: Contract Renewal Letter & Contract Prevailing Wage Rates (2024)
Street and Stormwater Maintenance and Repair Services 2024 Contract Rates
Contract #19-162
Item #TradeOccupation
20232024Increase
1***Superintendent$ 76.07$ 77.57$ 1.50
2***Foreman$ 73.67$ 75.17$ 1.50
3Cement MasonsJourney Level$ 74.29$ 76.40$ 2.11
4Fence ErectorsFence Erector$ 51.72$ 53.62$ 1.90
5FlaggersJourney Level$ 54.94$ 56.74$ 1.80
6LaborersGeneral Laborer$ 63.91$ 65.81$ 1.90
7LaborersAsphalt Raker$ 65.29$ 67.22$ 1.93
8LaborersConcrete Crewman$ 67.88$ 69.78$ 1.90
9LaborersGuard Rail$ 71.58$ 73.48$ 1.90
10LaborersPipelayer$ 68.50$ 70.43$ 1.93
11LaborersTraffic Control Supervisor$ 57.68$ 59.58$ 1.90
12Power Equipment OperatorsBlade(finish & bluetop)$ 74.44$ 76.96$ 2.52
13Power Equipment OperatorsH.D. Mechanic$ 74.48$ 77.00$ 2.52
14Power Equipment OperatorsPaving Machine$ 74.09$ 76.59$ 2.50
15Power Equipment OperatorsRollerman$ 74.09$ 76.59$ 2.50
16Power Equipment OperatorsScreed Operator$ 74.09$ 76.59$ 2.50
17Power Equipment OperatorsPower Broom$ 73.99$ 76.43$ 2.44
18Power Equipment OperatorsBackhoes & Hoe Ram$ 74.38$ 76.59$ 2.21
19Power Equipment OperatorsVactor Guzzler, Super Sucker$ 60.34$ 62.84$ 2.50
20Power Equipment OperatorsRoto Mill$ 74.09$ 76.59$ 2.50
21Power Equipment OperatorsPosthole Auger or Punch$ 78.27$ 80.74$ 2.47
22Power Equipment OperatorsBackhoe (45,000 GW & under)$ 74.07$ 76.56$ 2.49
23Truck DriversDump Truck (E. WA-690)$ 73.58$ 74.88$ 1.30
24Truck DriversDump Truck & Trailer (E. WA-690)$ 73.41$ 74.71$ 1.30
25Truck DriversOther Trucks (E. WA-690)$ 72.93$ 74.23$ 1.30
26Truck DriversTransit Mixer$ 59.58$ 60.54$ 0.96
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
December 5, 2023
Contract No. 19-162.07
Poe Asphalt Paving, Inc.
2732 North Beck Road
Post Falls, ID 83854
Re:Implementation of 2024option year, Agreement for Street and Stormwater
Maintenance and Repair Services, Contract number 19-162,executedMarch 13,
2020.
Dear Mr. Poe,
The City executedanAgreementfor provision of Street andStormwater Maintenance
th
and Repair ServicesonMarch 13, 2020,by and between the City of Spokane Valley,
hereinafter “City”,and Poe Asphalt Paving, Inc. hereinafter“Contractor” and jointly
referred to as “Parties.”
The original Agreementstates that itwas for one year, with fouroptional one-year terms
possible if the parties mutually agree to exercise the options each year. This is the fourth
offourpossible option years that can be exercised and runs through December 31, 2024.
The citywould liketo exercise the 2024option year of the Agreement. Theincreasein
Compensation as outlined in Exhibit Ato the Agreement, includes the labor and material
cost negotiated and shall not exceed $1,585,120.00.Thehistory of the annual renewals,
includingdollar amounts,is set forth as follows:
Original contract amount …………………………………...$ 1,500,000.00
2021Renewal …...………………………………………….$1,515,439.95
2022Renewal …...………………………………………….$ 1,530,307.70
2023 Renewal………………………………………………$1,566,980.77
2024Renewal………………………………………………$1,585,120.00
All of the other contract provisions contained in the original Agreement shall remainin
place and remain unchanged in exercising this option year.
If you agreewith exercising the 2024option year, pleasesign below to acknowledge the
receipt and concurrence to perform the 2024option year. Please return two copies to the
City for execution, along with current insurance information. A fully executed original
copy will be mailed to you for your files.
CITY OF SPOKANE VALLEY POE ASPHALT PAVING, INC.
John Hohman, City Manager Name
Title
ATTEST:
Marci Patterson, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Motion Consideration: Street Sweeping Service Contract – 2024 Option
Year Renewal
GOVERNING LEGISLATION: RCW chapter 39.04; RCW 90.48; Chapter 173-200 WAC; Title 33
U.S.C. 1251-1376
PREVIOUS COUNCIL ACTION TAKEN:
February 25, 2020 - Approved motion to execute Street Sweeping Services Contract.
December 15, 2020 - Approved motion to renew the Street Sweeping Services Contract
for 2021.
December 7, 2021 - Approved motion to renew the Street Sweeping Services Contract for
2022.
December 13, 2022 - Approved motion to renew the Street Sweeping Services Contract
for 2023.
BACKGROUND: In 2019, City staff prepared a Request for Bid for Street Sweeping Services
and received a bid proposal from AAA Sweeping. The proposal was reviewed by staff and found
to be responsible and acceptable. Council awarded the bid to AAA Sweeping, LLC. This contract
may be extended up to four additional one year terms if mutually agreed by both parties. This will
be the fourth of four renewal terms that may be exercised by the City. The contract award in 2020
was $560,000, the approved 2021 option year was $567,840, and approved 2022 option year
was $584,875.20 and the approved 2023 option year was $602,422.00. The 2024 option year
contract amount will be $620,495.00.
Upon request by the Contractor, contract specifications note that the City and Contractor may
negotiate a rate increase for each option year exercised but shall not be increased or decreased
by more than the percent change in the Consumer Price Index for All Urban Consumers (CPI-U)
or 3%, whichever is smaller. The CPI-U increased 3.7% for the contract specified period.
The Contractor requests a 3.0% hourly rate increase based on the following items:
Prevailing wage rates increased from 3.99% to 4.50%; and,
Fuel Price increases.
Staff verified that the 3.0% rate increase is reasonable based on increases in wages and fuel.
AAA Sweeping provided a good level of service throughout the 2023 contract year and staff
recommends exercising the 2024 option year with the 3.0% hourly rate increase and the renewal
amount will also reflect the 3.0% increase to the contract.
OPTIONS: 1) Renew the Street Sweeping contract, 2) not renew the contract, or 3) provide
additional direction to staff.
RECOMMENDED ACTION OR MOTION: Move to approve the 2024 contract renewal to AAA
Sweeping in an amount not to exceed $620,495.00 for street sweeping and authorize the City
Manager to finalize and execute the contract.
BUDGET/FINANCIAL IMPACTS: This contract is included in the 2024 budget and will be
financed from Fund #101 Street Fund and Fund #402 Storm Management Fund.
STAFF CONTACT: Bill Helbig, Community & Public Works Director
ATTACHMENTS: Contract Renewal Letter
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
December 5, 2023
Contract No. 19-161.04
AAA Sweeping, LLC
PO Box 624
Veradale, WA 99037
Re:Implementation of 2024option year, Agreement for
Street Sweeping Services, Contract number 19-161,executed February 27, 2020.
Dear Mr. Sargent:
The City executedanAgreementfor provision of Street Sweeping ServicesonFebruary
27, 2020,by and between the City of Spokane Valley, hereinafter “City”,and AAA
Sweeping LLC, hereinafter“Contractor” and jointly referred to as “Parties.”
The original Agreementstates that it was for one year, with fouroptional one-year terms
possible if the parties mutually agree to exercisethe options each year. This is the fourth
of fourpossible option years that can be exercised and runs through December 31, 2024.
The citywould like to exercise the 2024option year of the Agreement. The
Compensation as outlined in Exhibit A, to the Agreement, includes the laborand material
cost negotiated and shall not exceed $620,495.00. Thehistoryof the annual renewals,
including dollar amounts,is set forth as follows:
Original contract amount.......................................................$560,000.00
2021Renewal.........................................................................$ 567,840.00
2022Renewal.........................................................................$ 584,875.20
2023 Renewal.........................................................................$ 602,422.00
2024Renewal.........................................................................$ 620,495.00
Allthe other contract provisions contained in the original Agreement shall remainin
place and remain unchanged in exercising this option year.
If you agreewith exercising the 2024option year, please sign below to acknowledge the
receipt and concurrence to perform the 2024option year. Please return two copies to the
City for execution, along with current insurance information. A fully executed original
copy will be mailed to you for your files.
CITY OF SPOKANE VALLEY AAA SWEEPING, LLC
John Hohman, City ManagerName
Title
ATTEST:
Marci Patterson, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
information admin. report pending legislation executive session
AGENDA ITEM TITLE: Proposed resolution repealing and replacing the Master Fee Schedule
for 2024.
GOVERNING LEGISLATION: The Master Fee Schedule setting 2023 fees was established via
Resolution #22-023 and was adopted by the City Council on December 13, 2022.
PREVIOUS COUNCIL ACTION TAKEN: Although the revenue impact of City fees is included in
the 2024 Budget, no previous Council action has been taken nor have discussions taken place
regarding changes to the attached proposed Resolution #23-XXX. Revenues generated by the
fee resolution in 2024 account for:
$4,124,600 or 6.62% of total General Fund recurring revenues of $62,316,100.
$5,600,000 or 99.29% of total Stormwater Management Fund recurring revenues of
$5,640,000.
BACKGROUND: Part of the annual operating budget development process involves City
Departments reviewing the Master Fee Schedule that is currently in place and determining
whether changes in the fees charged and/or language used in the governing resolution should be
altered. Recommended changes to the fee schedule are as follows:
Under Schedule A – Planning – The Community and Public Works Department is proposing
fees increase by the automatic increase implemented in 2021. This increase is the lesser of
80% of the change from September to September of the Consumer Price Index for All Urban
Consumers (CPI-U), West Region, or 4%. The actual CPI increase as of September 2023 was
3.90%, and 80% of that was 3.12%, meaning that the automatic increase for 2024 was
calculated at 3.12%. The 3.12% increase did not affect any fees of $16 or less.
Under Schedule B – Building - The Community and Public Works Department is proposing
fees increase by the automatic increase implemented in 2021, as described above under
Schedule A. The automatic increase was not implemented for the Building Permit Fees or
Stormwater Utility Charges as those are adjusted under a separate process. Additional
changes under Schedule B are as follows:
o Stormwater Utility Fee increased to $60 annually based on the automatic increase
implemented in 2022. This increase is equal to the change from September to September
of the Consumer Price Index for All Urban Consumers (CPI-U), West Region. The actual
CPI increase as of September 2023 was 3.90%, and as such, the automatic increase for
2024 was calculated at 3.90%.
Under Schedule C – Parks and Recreation – The Parks and Recreation Department is
proposing some changes to the fee schedule to clarify and simplify various fees related to
Aquatics and CenterPlace.
Aquatics – increase swim lesson fee from $40 to $48 to aid in cost recovery of the
program.
CenterPlace
o Increase the damagedeposit for Senior Center Wing meeting roomfrom $52 to
$75 to align with the damage deposits we collect for other meeting rooms and park
shelter reservations.
o Increase the Self-Catered Event fee for groups in meeting rooms from $52 to $75
to match the pricing of self-catered events in the Fireside Lounge and Great Room
and make the pricing consistent.
o Host/Hostess (after hours) fee increased from $25 to $30 per hour. Each after-
hours event requires a minimum of two staff members in the building, and this
increase will aid in cost recovery for part time staff wages.
o Sound System fee of $42/day removed. This equipment is no longer used at
CenterPlace and has been replaced with Wireless Blue Tooth Speakers.
o Package Storage fee of $5 per box per day added for storage of event packages
that arrive 2 or more days prior or remain 2 or more days after an event.
o Pallet Storage fee of $50 per pallet per day added for storage of event pallets that
arrive 2 or more days prior or remain 2 or more days after an event.
Any other changes are minor for clarification or grammar.
OPTIONS: Proceed with the proposed fee resolution and amendments to the Master Fee
Schedule as presented this evening, with or without further modifications.
RECOMMENDED ACTION OR MOTION: Staff recommends the proposed Resolution #23-XXX,
repealing and replacing the Master Fee Schedule, be placed on the December 19, 2023, Council
agenda for approval consideration.
BUDGET/FINANCIAL IMPACTS: The proposed changes are not expected to have a significant
impact on 2024 General Fund or Stormwater Utility Fee revenues.
STAFF CONTACT: Chelsie Taylor, Finance Director
ATTACHMENTS:
Memo from the Community and Public Works Department that provides a detailed description
and rationale for the proposed fee changes.
Memo from the Parks and Recreation Department that provides a detailed description and
rationale for proposed fee changes.
Regional Aquatic Fee Comparisons - 2023 rates
Consumer Price Index, West Region — September 2023 News Release from October 12,
2023.
A strike-through/underlined copy of the proposed Resolution #23-XXX showing recommended
changes.
10210ESpragueAvenueSpokaneValleyWA99206
Phone:(509)720-5240Fax:(509)720-5075permitcenter@spokanevalley.org
Memorandum
Date:11/30/2023
To:Chelsie Taylor,Finance Director
From:Greg Baldwin, Development Services Coordinator
CC: Bill Helbig, Community &Public WorksDirector
Jenny Nickerson, BuildingOfficial
Oksana Zhukov, Accountant/Budget Analyst
Re:2024Fee Resolution Proposals
TheCommunity and Public Works Department would liketo propose the following changes to the
current Master FeeSchedule resolution for 2024. We have attached acopy of the Bureau of Labor
Statistics from the U.S. Department of Labor for the Consumer Price Index for AllUrban Consumers
Price Index (CPI-U), West Region,from September 2022–September 2023asrequired in Resolution
No. 20-016.The “all items”index increased 3.9percentfor the 12 months ending September2023.
The Master Fee Schedule-Automatic Annual Adjustmentis calculated at 80% ofany change from
Septemberto September of the CPIindex. The calculation is 3.9%X.80 = 3.12%.In no event shall the
cumulative change in rates or charges be more than four percent (4%) per year. The Final Automatic
Annual Adjustment is 3.12% in accordance with the Master Fee Schedule.
We have made changes to the Master Fee Schedule reflecting this 3.12% fee increasefor the proposed
2024Master Fee Schedule.Unit priceswererounded to the nearest dollar.Fees $16and under are not
affected by the 3.12% increase.
ScheduleA –Planning
Fees havebeen adjusted byadding this 3.12% fee increaseto the base fee value detailed inthe 2024
permit feepublished in the Master Fee Schedule.
Schedule B –Building
Fees have been adjustedby adding this 3.12% fee increase to the base fee value detailed inthe2024
permit feepublished in the Master Fee Schedule. This 3.12% fee adjustment did not includeBuilding
permitfees, which are updatedthroughthe InternationalCodeCouncil (ICC) published updates.
1| Page2024Master Fee Schedule Resolution Proposal–Supporting Documents
PARKS AND RECREATION DEPARTMENT
John Bottelli, Parks&Recreation Director
2426 North Discovery PlaceSpokane Valley,WA 99216
Phone: (509) 720-5200Fax: (509) 720-5250
Email: parksandrec@spokanevalley.org
Memorandum
Date:November 10, 2023
To:Spokane Valley City Council
From:John Bottelli, Parks&Recreation Director
Re:2024Master Fee Schedule Update
Parks & Recreation is requesting the following changes to Schedule C of the 2024Master
Fee Schedule:
AQUATICS
1.Swim Lesson fee increase from $40to $48.
Explanation: Swim lessons are typically subsidized as a service to the community to aid in
drowning prevention and life skills development. In 2023 it cost about $134,000 to put on both
a.m. and p.m. lessons, and through our swim lesson registrations we recovered about60% of
that cost. After performingaregionalanalysis of swim lessonfees, the proposedfee of$48 (an
increase of $1 per lesson)keepsswim lessonsan affordable option for families in Spokane Valley
while providing additional revenue to offset expenses. At full enrollment, this fee would generate
approximately $15,000 in additional revenue to keep our cost recovery around 60% in 2024. A
comparison ofSpokane County and City of Spokane swim lessonfeesis also provided.
CENTERPLACE
Note: Rental rates at CenterPlace have generally not increased in 15years (since 2009). For 2024, minor
adjustments to the fee schedule are proposed to clarify and simplify certain pricing and to add/remove
prices for new or no longer available items whileoverallCenterPlace Operations are evaluated.
Changesproposed for 2024are as follows:
1.Conference Center Wing Section
a.Meeting Room per-hour rate:no change in fee but deletedtext:“(day and
evening use)”from per-hour fee.
1
Explanation: The hourly rate for a meeting room is the same day or night; this language is
unnecessary and confusing to customers, so it has been deleted.
2. Senior Center Wing Section
a. Meeting Room damage deposit increased from $52 to $75.
Explanation: In 2023 a modest increase was made to the meeting rooms deposits to
provide additional security for our assets and to align with the damage deposit we collect
for park shelter reservations ($75). We did not, however, adjust the rate for a Senior
Center Wing meeting room. This change makes our pricing consistent. Most damage
deposits are returned to the customer.
3. Miscellaneous Section
a. Self-Catered Event fee for groups in meeting rooms increased from $52 to $75.
Explanation: in 2023 the self-catered event fees for Sunday weddings were adjusted to
be unique to the event room vs. the number of expected guests and aligned to match the
room deposit amounts for the Fireside Lounge and Great Room. We did not, however,
adjust the rate for self-catered events in meeting rooms to reflect the new meeting room
deposit amount of $75. This change makes our pricing consistent.
b. Host/Hostess (after hours) fee increased from $25 to $30 per hour.
Explanation: Each after-hours event requires a minimum of two staff members in the
building; this small increase aids in cost recovery for part-time staff wages.
c. Sound System fee of $42/day removed.
Explanation: This equipment is no longer used at CenterPlace and has been replaced
with Wireless Blue Tooth Speakers that are listed elsewhere in the fee schedule.
d. Package Storage fee of $5 per box per day added for storage of event
packages that arrive 2 or more days prior or remain 2 or more days after an
event.
Explanation: With an increase in trade shows and events requiring delivery of items this
fee is intended to offset staff costs incurred to manage, store, and move event packages
that are not able to be stored in the event space due to early arrival or late removal.
e. Pallet Storage fee of $50 per pallet per day added for storage of event pallets
that arrive 2 or more days prior or remain 2 or more days after an event.
Explanation: With an increase in trade shows and events requiring delivery of items this
fee is intended to offset staff costs incurred to manage, store, and move event pallets that
are not able to be stored in the event space due to early arrival or late removal.
Encl: Please see attached Parks & Recreation Fees Comparisons (Market Comparisons - 2023 Rates)
2
2 hr rental /
available select
Fridays and Sundays
Ages 0-2Ages 3-5Ages 6-59Ages 60+
Spokane County
3.006.005.00
1,000.00
Free
$
$ $ $ $ 8 weeks
$ 55.00 30 min session $ 65.00 45 min session
evenings
Saturday, Sunday
2 hr rental for up to 300
people / available Friday,
City of Spokane
58.00
800.00
$
$
$ 8 weeks138.00
Market Comparison - Aquatics Fees
30 min session30 min session
/ available Saturdays
people / available Saturdays
depending on staff availability
depending on staff availability
2 hr rental for fewer than 100
2 hr rental for 100-200 people
City of Spokane Valley
1.00
40.0075.00
300.00400.00
$ Children 5 and under freeFreeAll Ages
$
$ 9 weeks215.00$ $
Open Swim
Pool Rental
2023 RATES
Swim Lessons
Swim Team
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
RESOLUTION NO. 23-XXX
A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON,
REPEALING AND REPLACING RESOLUTION 22-023, AND APPROVING THE 2024 MASTER
FEE SCHEDULE, AND OTHER MATTERS RELATING THERETO.
WHEREAS, it is the general policy of the City to establish fees that are reflective of the cost of services
provided by the City; and
WHEREAS, the City uses a resolution to establish the schedule of fees for City programs, permits and
services, and periodically the fee resolution and fee schedule must be amended to incorporate new or modified
services; and
WHEREAS, Council desires to approve the resolution and accompanying fee schedule.
NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane
County, Washington, as follows:
Section 1. Adoption. The Master Fee Schedule is hereby adopted as provided herein and as shown
and incorporated in the attached schedules.
Section 2. Repeal. Resolution 22-023 is hereby repealed in its entirety.
Section 3. Effective Date. This Resolution shall be in full force and effect January 1, 2024.
th
Approved this 19 Day of December, 2023.
ATTEST: CITY OF SPOKANE VALLEY
___________________________ _______________________________
Marci Patterson, City Clerk Pam Haley, Mayor
Approved as to form:
___________________________
Office of the City Attorney
Resolution 23-XXX Fee Schedule for 2024 Page 1 of 18
MASTER FEE SCHEDULE
Fee Schedule Page No.
Schedule A: Planning 3
Schedule B: Building/Engineering 5
Schedule C: Parks and Recreation 11
Schedule D: Administrative 14
Schedule E: Other Fees 15
Schedule F: Police Fees 15
Schedule G: Transportation Impact Fees 16
Resolution 23-XXX Fee Schedule for 2024 Page 2 of 18
MASTER FEE SCHEDULE
Schedule A – Planning
Automatic Annual Adjustment
Unless otherwise specifically amended, Schedule A of this Master Fee Schedule shall be reviewed and
automatically adjusted annually to reflect (80%) of any change from September to September of the Consumer
Price Index for All Urban Consumers (CPI-U), West Region, 1982-84=100, published by the United States
Department of Labor, Bureau of Labor Statistics, or other comparable index if not published. In no event shall
the cumulative change in rates or charges be more than four percent (4%) per year. Unit prices shall be rounded
to the nearest dollar. The automatic adjustment shall be effective January 1 of each year. No other fee
schedules shall be affected by such automatic adjustment.
FEE AMOUNT
AMENDMENTS
Comprehensive Plan Amendment $ 2,704.002,788.00
Zoning or other code text amendment $ 2,704.002,788.00
APPEALS
Appeal of Administrative Decision $ 811.00836.00
Appeal of Hearing Examiner Findings $ 1,082.001,116.00
Transcript/record deposit on Appeals of Hearing Examiner Decisions $ 170.00175.00
Appeal of Administrative Decision - Code Enforcement Final Decision
pursuant to chapter 17.100 SVMC $ 541.00 unless558.00 unless otherwise
waived pursuant to SVMC 17.110
ENVIRONMENTAL REVIEW
STATE ENVIRONMENTAL POLICY ACT (SEPA)
Single Dwelling (when required) $ 303.00312.00
All other developments $ 379.00391.00
Environmental Impact Statement (EIS) Review, minimum deposit $ 2,380.002,454.00
Addenda of existing EIS Review $379.00391.00
SHORELINE
Substantial Development Permit - under $50K $ 1,082.001,116.00
Substantial Development Permit - over $50K $ 1,731.001,785.00
Shoreline Exemption $ 649.00669.00
CRITICAL AREAS
Floodplain Permit not associated with a subdivision $ 541.00 558.00
Floodplain Permit associated with a subdivision $ 541.00558.00 + $ 56586.00 per lot
LAND USE ACTIONS
SUBDIVISIONS
Preliminary plat $ 2704.00 2,788.00 + $ 44.00 per45.00 per lot
Final Plat $1540.00 1,588.00 + $10.00 per lot
Time extensions – file review and letter $ 541.00558.00
Resolution 23-XXX Fee Schedule for 2024 Page 3 of 18
SHORT PLATS
Preliminary 2 to 4 lots$2,163.002,230.00
Final plat 2 to 4 lots$ 1,298.001,338.00
Preliminary plat 5 to 9 lots $ 2,163.002,230.00 + $ 27.0028.00 per lot
Final plat 5 to 9 lots$ 1,406.001,450.00 + $ 27.0028.00 per lot
Time extensions – file review and letter$541.00558.00
PLAT ALTERATION
Subdivision plat $1,298.001,338.00
Short plat $ 811.00836.00
PLAT VACATION $ 1,594.001,644.00
BINDING SITE PLAN
Binding site plan alteration $ 2,163.002,230.00
Change of Conditions $ 2,163.002,230.00
Preliminary binding site plan $ 2,163.002,230.00
Creating lots within final binding site plan via Record of Survey $ 1,622.001,673.00
Final Binding Site Plan $ 2,163.002,230.00
AGGREGATION/SEGREGATION
Lot line adjustment $ 270.00278.00
Lot line elimination $ 216.00223.00
Zero lot line $ 216.00 223.00 + $ 10.00 per lot
OTHER PLANNING
Administrative Exception $ 541.00558.00
Variance $ 1,704.001,757.00
Administrative Interpretations $ 379.00391.00
Home Occupation Permit $ 108.00111.00
Accessory Dwelling Units (ADU) $ 324.00334.00
Conditional Use Permit $ 1,731.001,785.00
Temporary Use Permit $ 541.00558.00
Small Cell Permit Application $ 541.00 558.00 for up to five sites + $ 108.00 111.00 per additional site
Hourly Rate for City Employees $ 66.0068.00
Document Recording Service by Staff Hourly
Street Vacation Application $ 1,477.001,523.00
Pre-application Meetings $ 270.00278.00*
*Fee shall be deducted from land use application, building or commercial permit fees when application is
filed within one year of pre-application meeting.
ZONING map amendments (rezone)* $ 3,786.003,904.00
Planned residential development plan $ 2,163.002,230.00 + $28.00 29.00 per lot
Planned residential development modification $ 568.00586.00
Zoning letter $ 227.00234.00
*If rezone is combined with other action(s), cost of other action(s) is additional
Resolution 23-XXX Fee Schedule for 2024 Page 4 of 18
Schedule B – Building
Automatic Annual Adjustment
Unless otherwise specifically amended, Schedule B of this Master Fee Schedule shall be reviewed and
automatically adjusted annually to reflect (80%) of any change from September to September of the Consumer
Price Index for All Urban Consumers (CPI-U), West Region, 1982-84=100, published by the United States
Department of Labor, Bureau of Labor Statistics, or other comparable index if not published. In no event shall
the cumulative change in rates or charges be more than four percent (4%) per year. Unit prices shall be rounded
to the nearest dollar. The automatic adjustment shall be effective January 1 of each year.
Stormwater Utility Charges on Developed Parcels shall be reviewed and automatically adjusted annually to
reflect any change from September to September of the Consumer Price Index for All Urban Consumers (CPI-
U), West Region, 1982-84=100, published by the United States Department of Labor, Bureau of Labor
Statistics, or other comparable index if not published. In no event shall the cumulative change in rates or
charges be more than four percent (4%) per year. Unit prices shall be rounded to the nearest dollar. The
automatic adjustment shall be effective January 1 of each year.
Building permit fees shall not be included in the annual automatic adjustment because updates occur semi-
annually through the International Code Council (ICC) published updates. No other fee schedules shall be
affected by such automatic adjustment.
Fee Payment
Plan review fees are collected at the time of application. Such fees may be adjusted during plan review.
Overages or under payments shall be appropriately adjusted at the time of permit issuance.
Plan review fees are separate from and additional to building permit fees. Permit fees and any other unpaid
fees shall be collected prior to issuance of the permit.
Fees for outside professional services required during the permit process shall be paid by the applicant.
Examples of outside professional services include review by contract reviewers, special inspection or
construction services, consultant services for special topics, surveying or other services required to determine
compliance with applicable codes.
Fee Refund Policy. Refunds authorized under this policy apply only to Schedule B.
PLAN REVIEW FEES
Plan review fees are non-refundable once any plan review work has been started.
Paid plan review fees may be refunded when an eligible request is received in writing.
At a minimum, a $66.0068.00administrative fee shall be retained.
If the paid plan review fee is less than $ 66.0068.00, no refund is authorized.
If the paid plan review fee is more than $ 66.0068.00, the amount for refund shall be calculated
at the rate of 100% of the paid plan review fee minus $ 66.0068.00.
PERMIT FEES
Permit fees are non-refundable once work authorized by the permit has begun.
Paid permit fees may be refunded when an eligible request is received in writing.
At a minimum, a $ 66.0068.00 administrative fee will be retained when fees are refunded.
If the paid permit fee is less than $ 66.0068.00, no refund is authorized.
If the paid permit fee is more than $ 66.0068.00, the refund shall be calculated at the rate of
95% of the paid permit fee minus $ 66.0068.00.
For any application taken or permit issued in error, a full refund of fees paid shall be made. No portion of the
paid fees shall be retained.
Resolution 23-XXX Fee Schedule for 2024 Page 5 of 18
FEES
GENERAL
Hourly Rate for City Employees $ 66.0068.00
Overtime rate for City Employees (1.5 times regular rate) $ 99.00102.00
Investigation fee: Work commenced without required permitsEqual to permit fee
Working beyond the scope of work $ 162.00167.00
Replacement of lost permit documents Hourly rate; 1 hour minimum
Revisions to plans requested by the applicant or permit holder shall be charged the hourly rate with a minimum
of one hour. Revised plans submitted in response to reviewer correction letters are not subject to the hourly
assessment.
Washington State Building Code Council Surcharge (WSBCC) – see the Washington State Building Code
Council website for fees.
BUILDING PERMIT:
Building permit fees for each project are set by the following fees. The figures below shall be used to determine
the building permit fees and plans check fees based on the value of the construction work as stated by the
applicant or the value calculated by the Building Official using the latest valuation data published in the
Building Safety Journal by the International Code Council, whichever value is greater.
Valuations not listed in the Building Safety Journal:
Building Type Valuation Per Square Foot
Residential garages/storage buildings (wood frame) $ 21.0022.00
Residential garages (masonry) $ 24.0025.00
Miscellaneous residential pole buildings $ 21.0022.00
Residential carports, decks, porches $ 17.0018.00
Building Permit Fee Calculation
Total Valuation ___ Building Permit Fee______________
$1.00 to $25,000.00 $69.25 for first $2,000.00 +
$14.00 for each additional $1,000.00 (or fraction thereof)
Up to and including $25,000.00
$25,001.00 to $50,000.00 $391.25 for first $25,000 +
$10.10 for each additional $1,000.00 (or fraction thereof)
Up to and including $50,000.00
$50,001.00 to $100,000.00 $643.75 for first $50,000.00 +
$7.00 for each additional $1,000.00 (or fraction thereof)
Up to and including $100,000.00
$100,001.00 to $500,000.00 $993.75 for first $100,000 +
$5.60 for each additional $1,000.00 (or fraction thereof)
Up to and including $500,000.00
Resolution 23-XXX Fee Schedule for 2024 Page 6 of 18
$500,001.00 to $1,000,000.00 $3,233.75 for first $500,000.00 +
$4.75 for each additional $1,000.00 (or fraction thereof)
Up to and including $1,000,000.00
$1,000,001 and up $5,608.75 for first $1,000,000.00 +
$3.15 for each additional $1,000.00 (or fraction thereof)
Plan Review Fee Calculation % of Building Permit Fee
Plans review fee (general) 65%
Plans review fee – Group R-3 occupancies (single family less than 7,999 sq. ft.) 40%
Plans review fee – Group R-3 occupancies (single family 8,000 sq. ft. or more) 65%
Plans review fee – Group U occupancies (sheds, barns, et.) 25%
OTHER PERMITS:
SITE PLAN REVIEW
New Residential Home Site Plan Review $ 324.00334.00
Residential Accessory Structure Site Plan Review $ 86.0089.00
Commercial Site Plan Review $ 595.00614.00
DEMOLITION PERMIT
Single Family Residence $ 50.0052.00 flat fee
Commercial Building $ 141.00145.00 flat fee
Garage or accessory building associated with residence or commercial building $ 23.0024.00 flat fee
Foundation Only Building Permit: 25% of building permit fee
Swimming Pools, over 2 feet in depth $ 66.0068.00 + plumbing fees
Re-roof (no plan review charge unless submitted for review) Based on Project Valuation
Change of Use or Occupancy Classification Permit Hourly
TEMPORARY CERTIFICATE OF OCCUPANCY
Commercial or Multifamily Building $ 216.00223.00
Residential Building $ 162.00167.00
Manufactured Home (FAS) Placement Permit $ 54.00 per56.00 per section
Permit or Application Expiration Extension $66.0068.00
Towers, elevated tanks, antennas Hourly
SIGN PERMIT:
Sign Permits are subject to the assessment of the WSBCC fee as noted in Schedule B “General” section and
the following review fees.
Sign Plan Review Fee $ 92.0095.00
Wall Sign Permit $ 81.0084.00 per sign (flat fee)
Freestanding or Monument Sign Permit $ 108.00111.00 per sign (flat fee)
Resolution 23-XXX Fee Schedule for 2024 Page 7 of 18
RIGHT-OF-WAY (ROW) PERMIT:
A traffic plan and traffic plan review isrequired if more than 50% of the width of any street is closed or if a
single arterial lane is closed. A minimum plan review fee of $683.00 (hourly rate for City employees) applies
to all right-of-way permits that require a traffic plan. If additional staff time is required, it shall be charged at
the hourly rate.
Fees for outside professional services required during the permit process shall be paid by the applicant.
Examples of outside professional services include review by contract reviewers, special inspection or
construction services, consultant services for special topics, surveying or other services required to determine
compliance with applicable codes.
TYPES OF ROW
Non-cut obstruction without clean up $79.0081.00
Non-cut obstruction with clean up $ 119.00123.00
Pavement cut obstruction, non-winter $ 216.00223.00
Pavement cut obstruction, winter $ 227.00234.00
Working without a permit 100% Permit Fee
Commercial Approach Permit $ 81.0084.00
Residential Approach Permit $ 76.0078.00
Multiple Use Permit – overhead $ 119.00123.00 per 1/4 mile
Multiple Use Permit – underground $ 703.00725.00 per 1/4 mile
Erosion/Sediment Control – Site Inspection $ 108.00111.00
Oversized Load Permit Fee $ 81.0084.00
Structure Transport Permit $ 162.00167.00 per section
ENGINEERING PERMITS
GRADING PERMIT:
100 cubic yards (cu yd) or less $ 27.0028.00
101 to 1,000 cubic yards $ 27.0028.00 for first 100 cu yd. +
$7.00 each additional 100 cu yd
1,001 to 10,000 cubic yards $ 135.00139.00 for first 1,000 cu yd +
$10.00 each additional 1,000 cu yd
10,001 to 100,000 cubic yards $ 243.00251.00 for first 10,000 cu yd+
$ 37.0038.00 each additional 10,000 cu yd
100,001 to 200,000 cubic yards $ 568.00586.00 for first 100,000 cu yd +
$ 27.0028.00 each additional 10,000 cu yd
200,000 or more cubic yards $ 676.00697.00 for first 200,000 cu yd +
$ 27.0028.00 for each additional 10,000 cu yd
GRADING PLAN REVIEW FEE:
100 cubic yards (cu yd) or less $ 22.0023.00
101 to 1,000 $ 27.0028.00
Resolution 23-XXX Fee Schedule for 2024 Page 8 of 18
1,001 to 10,000 $ 37.0038.00
10,001 to 100,000 $ 37.0038.00 for first 10,000 cu yd +
$ 27.0028.00 each additional 10,000 cu yd
100,001 to 200,000$189.00195.00 for first 100,000 cu yd +
$ 27.0028.00 for each additional 10,000 cu yd
200,001 or more$676.00697.00for first200, 000 cu yd +
$ 27.0028.00 for each additional 10,000 cu yd
Grubbing & Clearing Only (without earth being moved) $ 74.0076.00
Paving Permit (greater than 5,000 sq. ft. – new paving only)$285.00294.00
OTHER ENGINEERING
Design Deviation $ 162.00167.00
STORMWATER UTILITY CHARGE ON DEVELOPED PARCELS:
Each single-family unit $58.0060.00 annual
All other properties each $58.0060.00 per 3,160 sq. ft impervious surface
MECHANICAL PERMIT:
Plan review fees for mechanical permits shall be collected at the time of application as noted in the “Fee
Payment” section of this schedule. Permit fees shall be collected when the permit is issued.
Mechanical Permit Fees
A. BASIC FEES
1. Basic fee for issuing each Stand-Alone permit $ 40.0041.00
2. Basic fee for each Supplemental permit $ 8.00
B. UNIT FEES (in addition to the basic fee)
1. Installation or relocation of Furnaces and suspended heaters
a. up to and including 100,000 btu $ 15.00
b. over 100,000 btu $ 18.0019.00
2. Duct work system $ 11.00
3. Heat pump and air conditioner
a. 0 to 3 tons $ 15.00
b. over 3 tons to 15 tons $ 23.0024.00
c. over 15 tons to 30 tons $ 28.0029.00
d. over 30 tons to 50 tons $ 40.0041.00
e. over 50 tons $ 69.0071.00
4. Gas water heater $ 11.00
5. Gas piping system $1.00 per outlet
6. Gas log, fireplace, and gas insert installation $ 11.00
7. Appliance vents installation; relocation; replacement $ 10.00 each
8. Boilers, compressors, and absorption systems
a. 0 to 3 hp – 100,000 btu or less $ 15.00
b. over 3 to 15 hp – 100,001 to 500,000 btu $ 23.0024.00
c. over 15 – 30 hp – 500,001 to 1,000,000 btu $ 28.0029.00
d. over 30 hp – 1,000,001 to 1,750,000 btu $ 40.0041.00
e. over 50 hp – over 1,750,000 btu $ 69.0071.00
9. Air Handlers
a. each unit up to 10,000 cfm, including ducts $ 15.00
Resolution 23-XXX Fee Schedule for 2024 Page 9 of 18
b. each unit over 10,000 cfm $ 18.0019.00
10. Evaporative Coolers (other than portable) $11.00
11. Ventilation and Exhausts
a. each fan connected to a single duct $ 11.00
b. each ventilation system $ 15.00
c. each hood served by mechanical exhaust $15.00
12. Incinerators
a. residential installation or relocation $ 23.0024.00
b. commercial installation or relocation$25.0026.00
13. Unlisted appliances
a. under 400,000 btu $ 56.0058.00
b. 400,000 btu or over $ 113.00117.00
14. Hood
a. Type I $ 56.0058.00
b. Type II $ 11.00
15. LP Storage Tank $ 11.00
16. Wood or Pellet Stove insert $ 11.00
17. Wood stove system – free standing $ 28.0029.00
PLUMBING PERMIT:
Plan review fees for plumbing permits shall be collected at the time of application as noted in the “Fee
Payment” section of this schedule. Permit fees shall be collected when the permit is issued.
A. BASIC FEES
1. Basic fee for issuing each Stand-Alone permit $ 40.0041.00
2. Basic fee for each Supplemental permit $ 8.00
B. UNIT FEES (in addition to the basic fee)
1. Each plumbing fixture on a trap $ 6.00 each
(includes garbage disposals, dishwashers, backflow device, drainage, hot tubs, built-in water
softener, water closets, lavatories, sinks, drains, etc.)
2. Water Heater $ 6.00 each
3. Industrial waste pretreatment interceptor $ 18.0019.00
(includes its trap and vent, except kitchen type grease interceptors functioning as fixture traps.)
4. Repair or alteration of water piping, drainage or vent piping $ 6.00 each fixture
5. Atmospheric type vacuum breaker $ 6.00 each
6. Backflow protective device other than atmospheric type vacuum breakers $ 6.00 each
7. Medical gas $ 6.00 per outlet
8. Interceptors $ 6.00 each
Resolution 23-XXX Fee Schedule for 2024 Page 10 of 18
Schedule C – Parks and Recreation
ADMINISTRATIVE FEES
Basic fees to be considered when applying rates
Administrative Fee $32.00
Refuse Fee $52.00
AQUATICS
Pool admission (age 5 and under) free
Pool admission (age older than 5) $1.00
Pool punch pass (25 swims) $20.00
Weekend family discount – 1 child under 13 free with paying adult
At the discretion of the City Manager, the Parks and Recreation Department may on occasion offer free
admission open swim days.
Swimming Lessons $40.0048.00
Swim Team Fee$75.00
Pool Rental (fewer than 100 people) $300.00 for 2-hr rental
Pool Rental (101-200 people) $400.00 for 2-hr rental
Refundable Pool Damage Deposit $150.00
ALCOHOLIC BEVERAGE PERMIT $10.00
CENTERPLACE
Conference Center Wing
Auditorium (presentation system included) $79.00 per hour
Auditorium (presentation system included) $475.00 per day
Auditorium (presentation system included) $236.00 per half day
Auditorium Refundable Damage Deposit $75.00
Executive Conference Room $52.00 per hour
Executive Conference Room ½ day $156.00 per 4 hours
Executive Conference Room full day rental $416.00 per day
Executive Conference Room Refundable Damage Deposit $75.00
Meeting Room (day and evening use) $42.00 per hour
Meeting Room $263.00 per day
Large Meeting Room $75.00 per hour
Large Meeting Room $225.00 per half day
Large Meeting Room $450.00 per 9 hr. day
Meeting Room $131.00 per half day
Meeting Room Refundable Damage Deposit $75.00
Portable Sound System $150.00 per event
Bluetooth Speaker (includes hand-held or lapel microphone) $75.00
Platinum Package $500.00 per event
Great Room
Multi-use/Banquet Hall $105.00 per hour
Multi-use/Banquet Hall - Wedding Ceremony - 2 hours $500.00
Resolution 23-XXX Fee Schedule for 2024 Page 11 of 18
Multi-use/Banquet Hall – Wedding Reception – 10 hours $1,310.00
Multi-use/Banquet Hall $840.00 per 9 hr session
Multi-use/Banquet Hall $1,575.00 all day (6 a.m.-1 a.m.)
Small Dining Area $52.00 per hour
Refundable Deposit $210.00
Refundable Deposit – Weddings $500.00
Table Settings (linens and tableware) $3.00 per place setting
Pipe & Drape rental $100.00 per /day
Senior Center Wing
Lounge with Dance Floor $105.00 per hour
Lounge with Dance Floor – Wedding Ceremony – 2 hours $500.00
Lounge with Dance Floor – Wedding Reception – 6 hours $850.00
Refundable Lounge deposit $210.00
Refundable Lounge deposit – Weddings $500.00
Meeting room (evening use) $42.00 per hour
Meeting room (evening use) $131.00 per 4 hrhrsession
Meeting room (weekend use) $262.00 per day
Meeting room (weekend use) $131.00 per half day
Meeting room deposit $52.0075.00
West Lawn and CenterPlace
Rental fee $3,500.00 per day
West Lawn Wedding Ceremony - 2 hours (with CenterPlace Reception) $1,000.00
West Lawn Plaza Rental $2,000.00 per day
- North Meadow additional $500.00 per day
North Meadow Rental $1,000.00 per day
West Lawn Plaza Rental - 1/2 day $1,000.00
- North Meadow additional $250.00
North Meadow Rental – ½ Day $500.00
Outdoor Venue Refundable Damage Deposit $500.00
Miscellaneous
Self-Catered Event fee for groups bringing their own food in on Sundays
Groups in meeting rooms $5275.00
Groups in Fireside Lounge $210.00
Groups in Great Room $500.00
Host/Hostess (after hours) $2530.00 per hour
Presentation System $262.00 per day
(includes projector, podium, DVD/VCR sound system, camera system)
Room Setup $26.00 per hour
Satellite Video Conferencing $262.00 per hour
Sound System $42.00 per day
Additional Microphones $25.00 each
Technical Support $42.00 per hour
LCD Projector/ Television $25.00 per hour
LCD Projector/ Television $100.00 per day
Linens Only $10.00 per table
Wine glass only rental $0.50 per glass
Conference Phone $100.00 per event
Easel Paper Pad $20.00 per pad
Laptop Usage $50.00 per event
Package Storage received two days before or after contracted event $5.00 per box per day
Resolution 23-XXX Fee Schedule for 2024 Page 12 of 18
Pallet Storage received two days before or after contracted event $50.00 per pallet per day
Business Incentive Rental Policy – The Parks & Recreation Director has the authority to reduce the room
rental rate by one hr. when the rental meets the following criteria: minimum of 25 participants; utilize a
classroom at CenterPlace eight or more times per calendar year; and use in-house caterer for a meal each
reservation.
PICNIC SHELTER RESERVATION
(For groups fewer than 200 people)
Browns – large red (up to five hours) $100.00
Browns – small green (up to two hours) $40.00
Edgecliff (up to five hours) $100.00
Discovery Playground (up to two hours) $40.00
Greenacres – large (up to five hours) $100.00
Mirabeau Meadows (up to five hours) $100.00
Mirabeau Meadows – shelter and stage (up to five hours) $150.00
Mirabeau Springs – shelter and dock (up to two hours) $250.00
Sullivan (up to five hours) $100.00
Terrace View (up to five hours) $100.00
Valley Mission (up to five hours) $100.00
EVENT RESERVATION – include shelter
(For groups of 200 or more people)
Events include but are not limited to activities such as car shows, tournaments, or high-risk activities.
The Parks and Recreation Director shall make the final determination.
General fee (up to five hours): $175.00
Non-profit applications with proof of qualifying as a 501(c)(3) entity (up to five hours): $100.00
EVENT PHOTOS
Mirabeau Springs shelter and dock $150.00 per hour
st
BALL FIELD RENTAL/USE $26.00 1 hour +
$15.00 each additional hour
REFUNDABLE FACILITY DAMAGE DEPOSIT
Fewer than 200 people $75.00
Weddings, Special Events and events with 200 or more people $300.00
SPECIAL EVENTS (See Spokane Valley Municipal Code 5.15)
Application Fee $50.00
RECREATION
Recreation program fees are established at amounts to recover costs, as specified in the Parks and Recreation
revenue policy.
Resolution 23-XXX Fee Schedule for 2024 Page 13 of 18
Schedule D – Administration
COPY FEE
Paper copies up to 11”x17” (b/w or color) $0.15 per page*
Paper copies larger than 11”x17” (b/w or color) $0.87 per square foot*
Scanned copies of paper records $0.10 per page *
Electronics records uploaded to email, cloud-based storage,
CD/DVD, or flash drive $0.05 per every 4 electronic
files or attachments*
Records transmitted in electronic format $0.10 per GB*
Digital Storage Media Device (CD/DVD, flash drive) Actual Cost*
Envelope Actual Cost*
Postage Actual Cost*
Records sent to outside vendor for reproduction Actual Cost*
Customized Service Charge - When the request would require the use of IT expertise to prepare data
compilations or when such customized access services are not used by the agency for other business purposes,
the agency may charge the actual cost. The agency must notify the requestor that it will be doing a customized
service and can require a 10 percent deposit.*
*It is the intent of the City of Spokane Valley to recover the cost of providing public records when the total
cost, including but not limited to the per-page, device, envelope, or postage costs, amounts to $5.00 or more.
Copy charges above may be combined to the extent more than one type of charge applies to copies responsive
to a particular request. When combining fees associated with the request, the City will determine the total cost
and charge accordingly.
Copy charges are assessed for each installment of records provided to the requestor. A deposit of 10% may be
required on public record requests.
NSF CHECK RETURN FEE $26.00
CREDIT CARD TRANSACTION PROCESSING FEE 2.5% of transaction amount
Applies to all City fees paid by credit card/debit card except
for those fees under Schedule F – Police Fees (amount of the
alarm fee is intended to cover the total cost of administering
the false alarm program, including, but not limited to, payment
processing fees). Credit card transaction processing fees are
non-refundable.
Resolution 23-XXX Fee Schedule for 2024 Page 14 of 18
Schedule E – Other Fees
BUSINESS REGISTRATION
Business Registration $25.00 annual
Nonprofit Registration $10.00 annual
Out-of-City Business Registration with
annual revenues equal to or less than $2,000 (SVMC 5.05.020(D)) $0.00
Adult Entertainment*
Establishment License, Live Adult Entertainment $1,575.00
Establishment License, Adult Arcade $1,575.00
Adult Arcade Device License $157.00
Manager License $157.00
Entertainer License $157.00
Late Adult Entertainment License Fee* (charged in addition to the license fee)
7 to 30 calendar days past due 25% of license fee
31 to 60 calendar days past due 50% of license fee
61 and more calendar days past due 75% of license fee
Appeal of Administrative Determination – Adult Entertainment License*
Adult Entertainment License denial, suspension or revocation pursuant
to SVMC 5.10 $1,050.00
*Delegation of Authority from City Manager to the Spokane County Sherriff’s Office to act as the Licensing
Administrator for the purposes of administering and enforcing Chapter 5.20 SVMC.
Tow Operator Registration Fee $105.00 annual
Schedule F – Police Fees
FALSE ALARM RECOVERY FEE $65 per incident
Amount of the fee is intended to cover the total cost
of administering the false alarm program, including,
but not limited to, payment processing fees.
Resolution 23-XXX Fee Schedule for 2024 Page 15 of 18
Schedule G – Transportation Impact Fees
SOUTH BARKER CORRIDOR TRANSPORTATION IMPACT FEE SCHEDULE
Pursuant to chapter 22.100 SVMC and the adopted South Barker Corridor Study and South Barker Corridor
Transportation Impact Fee Rate Study, the following fees are the transportation impact fees applicable within
the South Barker Corridor area identified in the South Barker Corridor Transportation Impact Fee Rate Study.
Base Rate = $1,153per PM Peak Trip
Land Use Group ITE Code ITE Land Use Category Impact Fee Per Unit
210Single Family & Duplex$1,084 per dwelling unit
Residential
220 Multi-Family (Low-Rise) -Not Close to Rail $588 per dwelling unit
Transit
310 Hotel (3 or More Levels)$680 per room
Services 492 Health Club$3.98 per sq ft
912 Bank $15.74 per sq ft
520 Elementary School $2,052 per employee
Institution 522 Middle School$2,236 per employee
525 High School $1,856 per employee
975 Drinking Establishment $7.46 per sq ft
Restaurant 934 Fast Food Restaurant (with drive-thru)$17.13 per sq ft
938 Coffee Shop with Drive-Thru (no indoor seating) $1,912 per drive-thru lane
820 Shopping Center $2.78 per sq ft
Retail 841 Automobile Sales - Used/New $4.32 per sq ft
945 Convenience Store/Gas Station -GFA(4-5.5k) $8,921 per pump
110 Light Industry/High Technology $0.75 per sq ft
140 Manufacturing $0.85 per sq ft
Industrial
150 Warehousing $0.21 per sq ft
151 Mini-Storage $19.37 per storage unit
710General Office$1.66 per sq ft
Office720Medical Office / Clinic$4.53 per sq ft
750 Office Park $1.50 per sq ft
ITE Trip Generation manual, 11th Edition
“sq ft” means square foot.
“pump” means vehicle servicing position / gas pump.
“room” means available hotel room.
Pursuant to chapter 22.100 SVMC, transportation impact fees for uses not listed in the rate table shall
be based on (1) the most similar land use category identified in the table, or (2) the base rate and the
most similar land use category identified in ITE Trip Generation Manual, as documented by a trip
generation and distribution letter in accordance with Section 3.2 of the Spokane Valley Street
Standards.
Resolution 23-XXX Fee Schedule for 2024 Page 16 of 18
MIRABEAU SUBAREA TRANSPORTATION IMPACT FEE SCHEDULE
Pursuant to chapter 22.100 SVMC and the adopted Mirabeau and North Pines Road Subarea Transportation
Impact Fee Rate Study, the following fees are the transportation impact fees applicable within the Mirabeau
subarea identified in the Rate Study.
Base Rate = $698 per PM Peak Trip
Land Use Group ITE Code ITE Land Use Category Impact Fee Per Unit
210Single Family & Duplex$657per dwelling unit
Residential
220 Multi-Family (Low-Rise) -Not Close to Rail per dwelling unit
$356
Transit
310 Hotel (3 or More Levels)$412 per room
Services 492 Health Club$2.41 per sq ft
912 Bank $9.54 per sq ft
520 Elementary School $1,243 per employee
Institution 522 Middle School$1,355 per employee
525 High School $1,125 per employee
975 Drinking Establishment $4.52 per sq ft
Restaurant 934 Fast Food Restaurant (with drive-thru)$10.38 per sq ft
938 Coffee Shop with Drive-Thru (no indoor seating) $1,159 per drive-thru lane
820 Shopping Center $1.69 per sq ft
Retail 841 Automobile Sales - Used/New $2.62 per sq ft
945 Convenience Store/Gas Station -GFA(4-5.5k) $5,405 per pump
110 Light Industry/High Technology $0.45 per sq ft
140 Manufacturing $0.52 per sq ft
Industrial
150 Warehousing $0.13 per sq ft
151 Mini-Storage $11.73 per storage unit
710 General Office $1.01 per sq ft
Office 720 Medical Office / Clinic $2.75 per sq ft
750 Office Park $0.91 per sq ft
ITE Trip Generation manual, 11th Edition
“sq ft” means square foot.
“pump” means vehicle servicing position / gas pump.
“room” means available hotel room.
Pursuant to chapter 22.100 SVMC, transportation impact fees for uses not listed in the rate table shall
be based on (1) the most similar land use category identified in the table, or (2) the base rate and the
most similar land use category identified in ITE Trip Generation Manual, as documented by a trip
generation and distribution letter in accordance with Section 3.2 of the Spokane Valley Street
Standards.
Resolution 23-XXX Fee Schedule for 2024 Page 17 of 18
NORTH PINES ROAD SUBAREA TRANSPORTATION IMPACT FEE SCHEDULE
Pursuant to chapter 22.100 SVMC and the adopted Mirabeau and North Pines Road Subarea Transportation
Impact Fee Rate Study, the following fees are the transportation impact fees applicable within the North Pines
Road subarea identified in the Rate Study.
Base Rate = $2,195 per PM Peak Trip
Land Use Group ITE CodeITE Land Use CategoryImpact Fee Per Unit
210Single Family & Duplex$2,063 per dwelling unit
Residential
220 Multi-Family (Low-Rise) - Not Close to Rail per dwelling unit
$1,119
Transit
310 Hotel (3 or More Levels) $1,295 per room
Services 492 Health Club$7.57 per sq ft
912 Bank $29.97 per sq ft
520 Elementary School$3,906 per employee
Institution 522 Middle School $4,258 per employee
525 High School $3,533 per employee
975 Drinking Establishment $14.21 per sq ft
Restaurant 934 Fast Food Restaurant (with drive-thru) $32.62 per sq ft
938 Coffee Shop with Drive-Thru (no indoor seating)$3,640 per drive-thru lane
820 Shopping Center $5.30 per sq ft
Retail 841 Automobile Sales -Used/New $8.23 per sq ft
945 Convenience Store/Gas Station -GFA(4-5.5k) $16,983 per pump
110 Light Industry/High Technology $1.43 per sq ft
140 Manufacturing $1.62 per sq ft
Industrial
150 Warehousing $0.40 per sq ft
151 Mini-Storage $36.87 per storage unit
710 General Office $3.16 per sq ft
Office 720 Medical Office / Clinic $8.62 per sq ft
750 Office Park $2.85 per sq ft
ITE Trip Generation manual, 11th Edition
“sq ft” means square foot.
“pump” means vehicle servicing position / gas pump.
“room” means available hotel room.
Pursuant to chapter 22.100 SVMC, transportation impact fees for uses not listed in the rate table shall
be based on (1) the most similar land use category identified in the table, or (2) the base rate and the
most similar land use category identified in ITE Trip Generation Manual, as documented by a trip
generation and distribution letter in accordance with Section 3.2 of the Spokane Valley Street
Standards.
Resolution 23-XXX Fee Schedule for 2024 Page 18 of 18
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE:Spokane Valley Tourism Promotion Area (TPA)Sports Recruitment and
Marketing Services in 2024
GOVERNING LEGISLATION: Chapter 35.101 RCW; SVMC 3.21
PREVIOUS COUNCIL ACTION TAKEN:
On September 20, 2022, City Council adopted Ordinance 22-016, establishing a City-wide
TPA, with an effective date of January 1, 2023 for the TPA Commission.
On June 6, 2023, Council heard a presentation and request from Spokane Sports to use
$300,000 in TPA-generated revenue for sports recruitment and marketing services. By
consent, Council directed staff to bring forward a motion to authorize City Manager or
designee to execute a contract with Spokane Sports for $300,000 to provide sports
recruitment and marketing services for 2023.
On June 20, 2023 Council approved a motion to authorize City Manager or designee to
execute a contract with Spokane Sports for $300,000 to provide sports recruitment and
marketing services for 2023.
BACKGROUND:
On May 18, 2023, the TPA Commission discussed a proposal from Spokane Sports to utilize
$300,000 in TPA free revenues for sports recruitment and marketing services in 2023. After
deliberation and unanimous motion, the Commission recommended the City Council approve the
proposal from Spokane Sports.
On June 6, 2023, City Council heard a presentation and request from Spokane Sports to use
$300,000 in TPA-generated revenue for sports recruitment and marketing services. By consent,
Council directed staff to bring forward a motion to authorize the City Manager or designee to
execute a contract with Spokane Sports. On June 20, 2023 Council approved a motion to
authorize the City Manager or designee to execute a contract with Spokane Sports for $300,000
to provide sports recruitment and marketing services for 2023.
The City and Spokane Sports signed an agreement for sports recruitment and marketing services
in July 2023. The agreement allows the City and Spokane Sports to enter into up to four annual
renewals of this agreement (if agreed upon by both parties), with each renewal defined by a new
scope of services and fee for that particular year.
Spokane Sports has requested to renew this agreement and utilize $400,000 in TPA fee revenues
in 2024 to provide sports recruitment and marketing services. Services would be focused on
several marketing components, including support for the City’s legislative services and requests
for capital project funding; event scouting; technical research and design, as well as ongoing site
visitations for the cross course facility; project management related to event development, bidding
and production; establishment and management of grant programs; retention of legacy events
and creation of new events; and positioning of the City via participation in industry events and
tradeshows; marketing programs in collaboration with 116 & West; lead generation for Spokane
Valley hotels; and destination marketing promotion.
On Nov. 16, 2023, Spokane Sports presented a proposal to the TPA Commission to use $400,000
in TPA fee revenue in 2024 to support sports recruitment and marketing services. After
deliberation, Commissioners unanimously recommended that City Council approve this request.
OPTIONS: Consensus for staff to bring forth a motion at an upcoming Council meeting, to
authorize the City Manager or designee to execute a contract renewal with Spokane Sports for
$400,000 to provide sports recruitment and marketing services for 2024, or take other action as
deemed appropriate.
RECOMMENDED ACTION OR MOTION: Consensus for staff to bring forth a motion at an
upcoming Council meeting, to authorize City Manager or designee to execute a contract renewal
with Spokane Sports for $400,000 to provide sports recruitment and marketing services for 2024
BUDGET/FINANCIAL IMPACTS: $400,000 from TPA fee revenues to support sports recruitment
and marketing in Spokane Valley.
STAFF CONTACT: Mike Basinger, Economic Development Director
ATTACHMENTS: Spokane Sports Presentation
2024 Scope of Services and Fee Request
On Deck
Exhibit A:
Date November , 2023
Prepared for Spokane Sports
Project Name Sports Tourism
Sports
Tasks Timeline
1.January-$230,000
Target Staff Travel and efforts:December 2024
RCO Grant Meeting | January 2024 (pending scope of grant)
GSI Legislative Fly-in Meeting | January 2024
Research, vetting, planning, and delivery of proposals for funding sources–
grants, tax, sponsorship
2.ti
Target Staff Travel:
2024 NCAA Regional Cross Country Championships
November 2024 | Multiple Sites
2024 NCAA DI Cross Country National Championships
November 2024 |Madison, WI
2024 NCAA DII Cross Country National Championships
November 2024 |Sacramento, CA
2024 NCAA DIII Cross Country National Championships
November 2024| Terre Haute, IN
2024 USA Cycling Cyclocross Championships
December 2024 | Louisville, KY
Apple Ridge Cross Country Site Visit
September 2024 | Yakima, WA
3.-
Collaborate with City of Spokane Valley staff and other partners on the
following:
Concept vetting; user group discussion, sport governing body course
requirements, public access and amenities
Facility research: best practices for operational models,
design/construction process
Site evaluation, initial mapping, final mapping, course measurements and
certification readiness
Development of project timeline for Flora Park
1
Collaborate on site plan and design; to include cross country running
course, cyclocross course, club house, crows nest, parking, equipment
needs
Collaborate on potential funding opportunities and grant applications–
research, proposal building, presenting
4. Technical Specialists–Trips to Spokane
Planned trips to Spokane to provide technical advice, insight, and product
positioning:
Jason Drake: Technical Site Visit—Race Director, Decision Influencer
January 10-14, 2024 |January 31-February 4, 2024 |December 7-9, 2024
NCAA DI Championship Committee, Mountain West Conference, Fresno
State
Blake Bolden: Technical Site Visit–Race Director, Decision Influencer
December 7-9, 2024 |NCAA DI Championship Committee, USA Track &
Field
Scott Abbott: Technical Site Visit–Race Director, Decision Influencer,
Announcer |January 11-14, 2024
Mike Jay: Technical Site Visit–Race Director, Decision Influencer,
Announcer | January 31-February 4, 2024
Athletic Timing: Timing, Seeding, Results, Decision Influencer
January 2024 | February 2024
Tara McCarthy: Technical Site Visit–Race Director, Decision Influencer
USA Cycling | Date TBD
Ramsey Baker: Aggregate Sports–Sponsorships, Naming Rights, Strategic
Initiatives | April 2024
5. –
Staff Hours to leverage the following elements:
Research, vetting, and building event frameworks
Event biding, negotiation, contracting
Event delivery and production
Engagement, informing, and development of concept with key vendors;
timing company, live streaming company, merchandise, medical
providers, event booking and contract platform
staff htc–
Grants and :
Task Timeline
1. ti January-December $75,000
Development of grant program where regional event organizers can apply for 2024
support.
Target Pillars:
Promotion: standardized signgage/marketing package
2
Facility: Financial assistance to identify, negotiate, and cover cost of
facility to run event
Attendee Experience: Financial assistance to enhance attendee
experience; athletes, coaches, VIPs, officials
2.Retenti
Effort associated with retaining and growing cornerstone events that
have a positive economic impact on the city.
Ex: Growing PNQ to three weekends of competition; coordinating
effort with hotels, facilities, tourism outlets, regional businesses
Coordinate master calendar of events in Spokane County to maximize
major event hosting
3.ti–
Concept development for new events
Analysis of market trends
Technical event development and management
Resource development and allocation
Budget scope, vendor procurement
Local community access, clubs, schools, clinics
staff htc
efforts–
Tasks Timeline
1.January 2024-$80,000
Hosting Costs Associated with client visits to Spokane:December 2024
Sport Governing Bodies: WIAA, National Federation High School Sports,
USA Track & Field
Collegiate Conferences: WCC, Big Sky, WAC, Pac 12, GNAC, Northwest
Conference, Mountain West Conference
National Running Brands: Hoka, Brooks, Nike, Saucony, On Running
2.Industr –
Target Staff Travel:
2024 USA Track & Field Annual Meeting
November 28-30, 2024|Orlando, FL
2024 USTFCCCA Annual Meeting
December 2024|Denver, CO
Business of Running Events Conference
July 8-10, 2024|Colorado Springs, CO
3.–
Independent and collaborate effort with 116 & West:
Digital and print presence; focus on earned media
3
Videography; documentary style video of permanent cross course
development
Photography; destination
staff htc
efforts–
Tasks Timeline
January-December $15,000
1.
2024
Promotion of Spokane Valley hotels, restaurants and other tourism-related
businesses at sporting events organized by Spokane Sports during
agreement period:
•Building of hotel database for Spokane Valley properties
•Disbursement of hotel leads to Spokane Valley properties for upcoming
and prospecting events
•Development and distribution of attendee guide that highlights Spokane
Valley attributes
•Promotion of Spokane Valley during stakeholder projects, tradeshows,
conferences, and meetings
•Collecting and reporting analytics (as feasible) regarding impacts to
Spokane Valley businesses–economic impact calculator, survey data,
registration information, event performance
staff htc
efforts–
00
summary report at the end of the contract period:
with the city.
events industry during the contract period.
An outline of sports events that were NOT directly funded or booked with contractual funds, but indirectly
promoted the city and possibly generated revenue for city businesses.
4
the Scope o
Work), shall not exceed $400,000.
5
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: Dec 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Park Maintenance RFP Update
GOVERNING LEGISLATION:N/A
PREVIOUS COUNCIL ACTION TAKEN: Contract 16-174 Awarded 12/17/2016;
Administrative Report: Parks Maintenance Contract, 11/15/2022; Administrative Report: Parks
Maintenance Update, 5/30/2023; Administrative Report: Park Maintenance Contract, 8/8/2023.
BACKGROUND: The City of Spokane Valley offers a diverse range of parks and trails
throughout its parks system for use and enjoyment of residents and visitors.
As a contract city, Spokane Valley has contracted with Senske Services for most of its Parks
System Maintenance needs since 2005. Three successive contracts for Parks Maintenance
Services for the City of Spokane Valley have been competitively bid through RFP processes,
the first in 2004, the second in 2009, and the third in 2016, and each contract has subsequently
been awarded to Senske.
The current Parks Maintenance contract, which commenced in 2017, will expire on December
st
31, 2023. Over the past 12 months staff held three discussions with Council regarding park
maintenance services and how best to structure future Parks Maintenance RFP(s) to be
competitively bid for new contracts beginning in 2024.
On August 8, 2023, staff outlined two alternatives for future park maintenance contract: a Single
Contractor and a Multiple Contractor model. Ultimately, Council gave consensus for staff to
move forward with a Multiple Contractor model that would include separate contract
opportunities for different types of parks (a general park agreement for most parks, a “linear
park” agreement for the Appleway and Centennial Trail, and possibly a third “premier park”
agreement for some of the cornerstone parks/facilities, such as Balfour, Mirabeau Park and
CenterPlace). The new model would also separate out needed park services that are not
traditionally provided by landscaping companies, such as janitorial and event services. Finally,
the new model would separate out other miscellaneous services such as facility maintenance
repairs, graffiti removal, etc. Additionally, due to the potential number of contracts and the need
to provide daily “eyes on parks” Council agreed that the multiple contractors model would
require two additional FTE’s – a Park Operations and Maintenance Coordinator to manage the
contracts and to visit parks daily to ensure work is being performed by each contractor in a
timely manner, as well as a Park Maintenance Worker to perform necessary and routine daily
maintenance work.
The first step in implementing this plan has been developing and publishing the attached
Request for Proposals (RFP) for the Landscape Maintenance component of the Parks
Maintenance model.
Detailed information regarding park maintenance needs, the RFP, RFP process, submittals
received, and budgetary impacts are included in the attached presentation. Below is a brief
summary of such information.
Staff issued the RFP on October 9, 2023 for up to three separate Landscape Maintenance
contracts: Linear Parks and Roadways; Signature Parks; and Designated Parks. A Pre-
th
Submittal meeting was held on October 18which was attended by multiple individuals
representing three different landscaping companies. Ultimately two firms submitted proposals by
the November 9 deadline for multiple contracts. Pursuant to the RFP, a staff Evaluation
Committee reviewed and scored the proposals for the purpose of forming a recommendation to
be presented to Council. The City Council retains the authority to review all proposals and select
the proposal or proposals that best meet the needs and interests of the City.
Staff will provide a presentation to Council outlining the RFP process, the proposals submitted,
and the Evaluation Committee’s recommendation, including budget impacts, for Council
discussion. Staff is seeking consensus to bring back a motion to award the contracts for
landscape maintenance services at a future City Council meeting.
Note that an RFP for janitorial and event services to cover the remaining necessary services will
be issued in the near future. The two staff authorized by City Council pursuant to the 2024
budget will be hired in early 2024.
OPTIONS: Council consensus for staff to return with a motion for contract award selection(s); or
other action as deemed appropriate.
RECOMMENDED ACTION OR MOTION: Consensus for staff to return on December 12, 2023
with a motion to award the contracts for Landscape Maintenance of Linear Parks, Signature
Parks, and Designated Parks to identified contractors, and to authorize the City Manager to
finalize and execute such contracts in substantially the form as provided in the RFP.
BUDGET/FINANCIAL IMPACTS: The 2023 Parks Maintenance Budget was $972,455. The
preliminary 2024 Parks Maintenance Budget includes a 50% increase as a placeholder plus two
additional FTEs which are estimated at $219,522. Implementation of the Landscape
Maintenance Service contract(s) as recommended by the evaluation committee and additional
Park Maintenance services and associated costs is anticipated to require an increase of
$670,752 to the 2024 Parks budget. Finance has indicated that the General Fund can currently
support this increase based on estimated 2024 budgeted revenues and expenditures. More
detail is shown in the presentation, attached to this RCA.
STAFF CONTACT: John Bottelli, Parks & Recreation Director
ATTACHMENTS: PowerPoint Presentation; RFP Advertisement, RFP Addenda and Other
Notices, RFP Submittal Responses, and RFP Evaluation Committee Score Sheets.
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7, 2023
Introduction
The City of Spokane Valley(the “City”)is seeking proposals from qualified entities for landscape
maintenanceat City parks, trails, andother open spaces as described in the attached Special
Provisions. The City is known for its unique array of recreational amenities that offer a diverse
range of activities for all to enjoy. These include eleven developed City Parks, CenterPlace
Regional Event Center, a dance hall, three outdoor swimming pools, two paved multi-modal trails,
open space along the Spokane River, and undeveloped park land. The City developed a Parks and
Recreation Master Plan in 2005and updated that plan in 2013 and again in 2019. With over 340
acres of park and open spaces,this is an opportunity for an entity, or multiple entities, to have a
positive impact on the entire community. The work by the selected entityor entitieswillbe very
visible to community members and will provide first impressions for visitors. As such, the selected
entity or entities must take pride inand understand the importance ofmaintaining the parks, trails,
and other open spaces to the standards and expectations of the City.
This RFP isdivided into three categories, each with its own Special Provisions. Those categories
are Linear Parks & Roadway Landscape Maintenance, DesignatedParks Landscape Maintenance,
and Signature Parks Landscape Maintenance. Entities may submit proposals for one, two, or all
three of the scopes of servicelisted in the Special Provisions. An entity that submits proposals for
more than one scope of serviceis not guaranteed to be awarded allof the contracts for which it
submits. For instance, the City may award zero, one, two, or three contracts to anentitythat
submits proposals for all three scopes of service. The remainder of this RFP package provides
information regarding submittal requirements, evaluation criteria, selection process, and Special
Provisions for each scope of work. City staff will conduct initial evaluations of each proposal and
bring forward recommendations to City Council. City Council retains the authority to review all
proposals and select the proposal or proposals that best meet the needs and interests of the City.
All contracts are subject to City Council approval.
Background information
The City of Spokane Valley is a non-charter code city organized under Title 35A RCW, and has a
Council-Manager form of government. The City Council consists of seven members elected at-
large. The Mayor is elected by theirfellow Councilmembers and serves as the Chair of the
Council. The City Manager directs all City operations. The City Manager seeks at all times to
develop and implement a “best practices” approach in operating the City government and to
achieve a balanced, efficient, economical, and quality service delivery.
The City of Spokane Valley incorporated March 31, 2003, and is currently the ninth largest city in
Washington, encompassing 38.5 square miles. Its current population is approximately 107,100.
The City is part of the larger Spokane metropolitan area of approximately 550,000. The City
generally considers itself to be a “contract” city, with many core services provided by contract
with private or other public entities.
Communications
All communications related to responding to this RFP are to be directed to:
John Bottelli, Parks & Recreation Director
jbottelli@spokanevalleywa.gov
509 720-5400
Entities that wish to receive updates or addenda should emailpbischoff@spokanevalleywa.gov or
call 509-720-5401 to register their contact information with the City. IfJohn Bottelli is
unavailable, communications related to responding to this RFP may be directed to Patty Bischoff,
Parks & Recreation Administrative Assistant, at pbischoff@spokanevalleywa.gov or 509-720-
5401. Unauthorized contact regarding this RFP with other City employees or City
Councilmembers shall result in automatic disqualification. Any communications by John Bottelli
or Patty Bischoff will be considered unofficial and non-binding on the City.
Pertinent Attachments
A. Business Statement
B. Representations and Certifications
C. Wage Law Compliance – Responsibility Criteria
D. Example Contract and attachments
E. Base Bid Schedules for corresponding scopes of service:
E1 Base Bid Schedule for Linear Parks & Roadway Landscape Maintenance
E2 Base Bid Schedule for Designated Parks Landscape Maintenance
E3 Base Bid Schedule for Signature Parks Landscape Maintenance
F. Special Provisions for corresponding scopes of service:
F1SP-1 “Special Provisions for Linear Parks & Roadway Landscape Maintenance”
F2SP-2 “Special Provisions for Designated Parks Landscape Maintenance”
F3SP-3 “Special Provisions for Signature Parks Landscape Maintenance”
General Description of Scopes of Service
There are three separate scopes of servicedescribed in the three attached Special Provision
documents. The following is a list of the Special Provisions, and a general description of the
services soughtin each. However, this list and general description is for information purposes
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
only. Entities are directed to review and respond to this RFP by paying close attention to the
details of the specific Special Provision documents to which the entity is submitting.
SP-1 Special Provisions for Linear Parks & Roadway Landscape Maintenance
The City is requesting proposals for complete maintenance of specified linear parks, open
space, paved trails and associated trailhead parking lots such as the Centennial Trail and
Appleway Trail, walkways and other facilities as indicated in SP-1. Work also includes
landscape maintenance for irrigated stormwater drainage areas, open space, medians, rights-
of-way, and other grassy facilities. General expectations of these services includebut are not
limited tomowing, trimming, aerating, fertilizing, spraying for pests and weeds, pressurized
irrigation maintenance, stormwater drainage swale inspections, litter control, pruning of
trees/shrubs, edging, raking, sweeping, pressure washing, maintenance of picnic benches and
trash receptacles, and snow removal of parking lots and walkways. See SP-1 “Special
Provisions for Linear Parks and Roadway Landscape Maintenance.”
SP-2 Special Provisions for Designated Parks Landscape Maintenance
This contract is specifically for landscape maintenance and other services in designated park
properties and undeveloped land as listed in the Special Provisions. The maintenance and other
services include but are not limited to mowing, trimming, edging, raking, sweeping, washing,
spraying for pests and weeds, aerating, fertilizing, watering, litter control, garbage removal,
snow removal of parking and walkways, , storage of picnic benches and trash receptacles,
placing of straw bales in winter sledding areas, and forestry operations such as trimming,
removal or spraying to maintain healthy trees and shrubbery on Park and Recreation property.
See SP-2 “Special Provisions for Designated Parks Landscape Maintenance.”
SP-3 Special Provisions for Signature Park Landscape Maintenance
This contract is specifically for landscape maintenance and other services in two of the City’s
signature parks (Mirabeau Point Park & Balfour Park). The maintenance and other services
include but are not limited to mowing, trimming, edging, raking, sweeping, washing,
spraying for pests and weeds, aerating, fertilizing, watering, litter control, garbage removal,
snow removal of parking lots and walkways, , storage of picnic benches and trash
receptacles, maintenance of the Mirabeau Springs waterfall and pond, and forestry operations
such as trimming, removal or spraying to maintain healthy trees and shrubbery on Park and
Recreation property. See SP-3 “Special Provisions for Signature Park Landscape
Maintenance.”
Schedule
The City anticipates the following schedule for completion of the selectionprocess, however, the
schedule is subject to change at the sole discretion of the City:
RFP publication date: October 9, 2023
Pre-Submittal Meeting: October 18, 2023 3:00 p.m. 10210 East Sprague
Avenue, Spokane Valley, WA 99206 Rm: N212
RFP submission date: 5:00 p.m. November 7, 2023
City Staff Review: November 14, 2023
Recommendation to Council: November 21, 2023
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
How to Respond
Submit two copies of written responses no later than 5:00 p.m. on November 7, 2023 to City of
Spokane Valley, Attn: John Bottelli, Parks Recreation Director, 10210 East Sprague Avenue,
Spokane Valley, WA 99206. Limit written responses, excluding attachments, to 10 pages.
Submittals shall be signed by authorized representatives of the responding entity. In addition to
the required two hard copies, submissions may be submitted via email to John Bottelli at
jbottelli@spokanevalleywa.gov. Unsigned proposals shall not be considered. Written proposals
not received by 5:00 p.m. on November 7, 2023 shall not be considered by the City. The
responding entity is responsible for ensuring that written responses are received by the City by the
time and date specified herein and accept all risk of late delivery, regardless of fault. An entity
may not withdraw its proposal after the time for submittal has passed, or before the award and
execution of the contract.
Submittal Requirements
Submittal requirements vary depending on theSpecial Provisions for which the entity is submitting
its proposaland are described below. An entity wishing to submit a proposal for more than one
contract is required to submit a proposal for each category.
1. Special Provisions for Linear Parks & Roadway Landscape Maintenance
A. Entity History. Describe the entity’s experience in providing landscape maintenance
services, and summaries of previous work that details the entity’s capability to perform the
scope of landscape maintenance services listed in the Special Provisionsfor Linear Parks
& Roadway Maintenance. Please provide at least two references that the City may contact.
B.Supervisor and Employees. The entity shall designate a supervisor to oversee the
contract who shall have the authority to represent and act for the entity. Please provide the
experience and qualifications of the designated supervisor. Provide the number of
employees that will be dedicated to fulfilling the terms of the Special Provisionsfor Linear
Parks & Roadway Maintenance. Provide a list of roles, qualifications, and any necessary
licenses held by employees that will carry out the work described in the Special Provisions
for Linear Parks & Roadway Maintenance.
C. Equipment. Provide a list of equipment and vehicles that will be utilized to perform
the services described in the Special Provisionsfor Linear Parks & Roadway Maintenance.
Also list secured storage areas that will be utilized to store equipment and supplies for
provision of these services.
D. Proposed Work Plan. Provide a detailed draft work plan as described in Chapter 2,
section 2.1 of the Special Provisions that demonstrates the entity’s understanding of the
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
scope of services to be provided pursuant to the Special Provisions for Linear Parks &
Roadway Maintenance.
E. Complete Base Bid Schedule. Provide a completed base bid schedule for the lump sum
quantities indicated for this scope of service.
F. Miscellaneous. Provide any other information that the entity feels is relevant to the
City in making its selection.
Naming of a reference is considered permission to contact the reference. The City may contact
outside individuals, whether offered as references or not. The City retains the right to use such
information in its decision. Submittal of a response is agreement that the City may contact and
use such information.
2. Special Provisions for Designated Parks Landscape Maintenance
A. Entity History. Describe the entity’s experience in providing landscape maintenance
services, and summaries of previous work that details the entity’s capability to perform the
scope of landscape maintenance services listed in the Special Provisions for Designated
Parks Landscape Maintenance. Please provide at least two references that the City may
contact.
B. Supervisor and Employees. The entity shall designate a supervisor to oversee the
contract who shall have the authority to represent and act for the entity. Please provide the
experience and qualifications of the designated supervisor. Provide the number of
employees that will be dedicated to fulfilling the terms of the Special Provisions for
Designated Parks Landscape Maintenance. Provide a list of roles, qualifications, and any
necessary licenses held by employees that will carry out the work described in the Special
Provisions for Designated Parks Landscape Maintenance.
C. Equipment. Provide a list of equipment and vehicles that will be utilized to perform
the services described in the Special Provisions for Designated Parks Landscape
Maintenance. Also list secured storage areas that will be utilized to store equipment and
supplies for provision of these services.
D. Proposed Work Plan. Provide a detailed draft work plan as described in Chapter 2,
section 2.1 of the Special Provisions that demonstrates the entity’s understanding of the
scope of services to be provided pursuant to the Special Provisions for Designated Parks
Landscape Maintenance.
E. Complete Base Bid Schedule. Provide a completed base bid schedule for the lump sum
quantities indicated for this scope of service.
F. Miscellaneous. Provide any other information that the entity feels is relevant to the
City in making its selection.
Naming of a reference is considered permission to contact the reference. The City may contact
outside individuals, whether offered as references or not. The City retains the right to use such
information in its decision. Submittal of a response is agreement that the City may contact and
use such information.
3. Special Provisions for Signature Park Landscape Maintenance
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
A. Entity History. Describe the entity’s experience in providing landscape maintenance
services, and summaries of previous work that details the entity’s capability to perform the
scope of landscape maintenance services listed in the Special Provisions for Signature
Parks Landscape Maintenance. Please provide at least two references that the City may
contact.
B. Supervisor and Employees. The entity shall designate a supervisor to oversee the
contract who shall have the authority to represent and act for the entity. Please provide the
experience and qualifications of the designated supervisor. Provide the number of
employees that will be dedicated to fulfilling the terms of the Special Provisions for
Signature Parks Landscape Maintenance. Provide a list of roles, qualifications, and any
necessary licenses held by employees that will carry out the work described in the Special
Provisions for Signature Parks Landscape Maintenance.
C. Equipment. Provide a list of equipment and vehicles that will be utilized to perform
the services described in the Special Provisions for Signature Parks Landscape
Maintenance. Also list secured storage areas that will be utilized to store equipment and
supplies for provision of these services.
D. Proposed Work Plan. Provide a detailed draft work plan as described in Chapter 2,
section 2.1 of the Special Provisions that demonstrates the entity’s understanding of the
scope of services to be provided pursuant to the Special Provisions for Signature Parks
Landscape Maintenance.
E. Complete Base Bid Schedule. Provide a completed base bid schedule for the lump sum
quantities indicated for this scope of service.
F. Miscellaneous. Provide any other information that the entity feels is relevant to the
City in making its selection.
Naming of a reference is considered permission to contact the reference. The City may contact
outside individuals, whether offered as references or not. The City retains the right to use such
information in its decision. Submittal of a response is agreement that the City may contact and
use such information.
Additional Submittal Requirements
In addition to the submittal requirements for each scope of service, the respondent entity
shall provide one copy of the following:
1. Business Statement(Attachment A to this RFP)
2. Representations and Certifications (Attachment B to this RFP)
3. Wage Law Compliance – Responsibility Criteria (Attachment C to this RFP)
4. List any adverse determinations made against the responding entity by any and all regulatory
agencies, either federal or state,in the last three years including general description of the
matter and resolution, and any corrective measures that may have been made as a result of such
determinations.
Evaluation Criteria
The entity’s response to each scope of service will be evaluated by City staff as set forth
immediately below in order for staff to make recommendations to City Council:
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
1. Entity and individual qualifications, capabilities, and past experience. 30points.
2. Understanding of the scope of services as demonstrated by submittal response. 15 points.
3. Cost of services. 55 points.
The following formula will determine the amount of points awarded for this category:
Price of Lowest Cost Proposal
Price of Proposal Being Evaluated x 55 points = Awarded Points
Pricing proposals for each individual scope of services shall be based on that scope alone. The City
understands that there may be price benefits if you are awarded multiple contracts due to
economies of scale. You may include any information regarding this in your submittal. The city
may consider any cost benefits in bundling two or three proposals together.
The evaluation criteria above is solely for staff to form recommendations to be presented to
City Council. City Council retains the authority to review all proposals and select the
proposal or proposals that best meet the needs and interests of the City. All contracts are
subject to City Council approval. The City reserves the right to utilize new or revised evaluation
criteria at its sole discretion. Responding entities may be requested to interview with members of
the Proposal Evaluation Committee.
Addenda, Modifications and Clarifications
1. The City reserves the right to change the RFP schedule or issue addenda to the RFP
at any time. All such addenda will become part of the RFP. The City will provide notification of
addenda in the same manner as distribution of the RFPand will be emailedto any prospective
bidders who have provided their contact information through registration. It is the responder’s
responsibility to confirm as to whether any addenda have been issued. The City also reserves the
right to cancel or reissue the RFP.
2. The City reserves the right to request that any responding entity clarify its proposal
or to supply any additional material deemed necessary to assist in the evaluation and risk
assessment of the proposal, and the entity. Modification of a proposal already received will be
considered only if the modification is received prior to the submittal deadline.
Evaluation and Selection
The City reserves the right to award the contract to the responding entity which best meets the needs
and interests of the City, or to reject all responses as set forth below. The following steps are
anticipated:
Step 1. Receipt and review of proposals and written responses.
Step 2. City follow-up with respondents and possible interviews.
Step 3. Initial reference and information check.
Step 4. Selection of entity.
Step 5. Negotiation of contract.
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
NOTE: Selection of provider and approval of contract is subject to City Council approval.
Contract
Please note that the City expects all submitting entitiesto consent to the City contract, terms and
conditions, and does not anticipate agreeing to any modifications or exceptions. Any exceptions
or modifications to the contract proposed by an entity must be noted in the responsive submittal.
The City reserves the right to negotiate and revise any or all contract terms and conditions prior to
contract signature.
Insurance Requirements
As noted in the proposed contract..
Rejection of Proposals
The City reserves the right to reject any or all submittals, portions, or parts thereof. The City
reserves the right to obtain services through other means.
Non-Collusion
Submittal and signature of a proposal swears that the document and proposal is genuine and not a
sham or collusive, and not made in interest of any person not named, and that the responding entity
has not induced or solicited others to submit a sham offer, or refrain from proposing.
No Costs
The City shall not be responsible for any costs incurred by any respondents in preparing,
submitting, or presenting its response to the RFP or interview process, if applicable. The City shall
not be responsible for any costs incurred by the responding entity selected by the City prior to the
date of the contract.
Non-Endorsement
As a result of the selection of a responding entity, the City is neither endorsing nor suggesting the
responding entity’s services are the best or only solution. The responding entity agrees to make
no reference to the City in any literature, promotional material, brochures, sales presentation or the
like without prior express written consent from the City.
Ownership of Documents
Any reports, studies, conclusions and summaries submitted by the responding entity shall become
the property of the City.
Public Records
Under Washington State law, the documents (including all such items as described in RCW
42.56.010 for the term “writing”) submitted in response to this RFP (the “documents”) become a
public record upon submission to the City, subject to mandatory disclosure upon request by any
person, unless the documents are exempted by a specific provision of law. If the City receives a
request for inspection or copying of the documents, it will promptly notify the person submitting
the documents to the City (by U.S. mail and electronic mail if the person has provided an e-mail
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
address) and upon written request of such person, received by the City within five days of the
providing of such notice, will postpone disclosure of the documents for a reasonable period of time
as permitted by law to enable such person to seek a court order prohibiting or conditioning the
release of such documents. The City assumes no contractual obligation to enforce any exemption.
Assurance of Non-Discrimination. The City, in accordance with the provisions of Title VI of
the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations,
including the Department of the Treasury’s Title VI regulations, 31 CFR Part 22 and other
pertinent executive orders such as Executive Order 13166, directives, circulars, policies,
memoranda, and/or guidance documents, hereby notifies all entities that it will affirmatively
ensure that any contract entered into pursuant to this advertisement, disadvantaged business
enterprises and all others will be afforded full and fair opportunity to submit proposals in response
to this invitation and will not be discriminated against on the grounds of race, color, national origin
(including limited English proficiency), disability, age, or sex (including sexual orientation and
gender identity) in consideration for an award.
The City of Spokane Valley in accordance with Section 504 of the Rehabilitation Act (Section
504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis
of disability, in all of its programs and activities. This material can be made available in an
alternate format by emailing John Whitehead at jwhitehead@spokanevalleywa.gov or by calling
509-720-5111.
Request for Proposals for Landscape Maintenance – Parks, Trails and Open Spaces
Spokane Valley, WA
Publication Date: October 9, 2023
Attachment A
BUSINESS STATEMENT
Please complete and submit with your response.
1. Name of business:
2. Business address:
3. Phone: Business fax: e-mail:
6. Name of owner:
4. Business classification (check all that apply):
Individual ______ Partnership______ Corporation ______
5. Washington State UBI number:
6. Washington State Contractors License Number: ____________________
7. Federal Tax Identification Number:______________________________
8. State Industrial Account Identification Number:____________________
9. State Excise Tax Number:_____________________________________
10. Employment Security Department Number:_______________________
11. City of Spokane Valley Business License Number:__________________
(required prior to contract execution)
12. Does the company maintain insurance in amounts specified by the City contract:
Yes: No:
(General liability insurance of at least $2,000,000 per occurrence;
$2,000,000 aggregate, Combined Single Limit (CSL); Automobile liability
of at least $1,000,000 per accident CSL; Professional Liability, if applicable, of at least
$2,000,000.)
If no, describe the differences:
13. Are there claims pending against this insurance policy? Yes: No:
If yes, please explain the nature of the claims:
14. Has the company or anybody in the company ever been disqualified or terminated by any public
agency? Yes: No:__________
15. Proposal offers shall be good and valid until the City completes the award or rejects the proposals.
Failure to concur with this condition may result in rejection of the offer. Does the firm accept this
condition? Yes: No:
I certify that to the best of my knowledge, the information contained in this proposal is accurate and
complete, and that I have the legal authority to commit this company to a contractual agreement.
SIGNATURE: Date: _________________
PRINT NAME AND TITLE OF SIGNER:
Attachment B
REPRESENTATIONS AND CERTIFICATIONS
I __________________, declare under penalty of perjury under the laws of the State of Washington that
the following Representations and Certifications are true and correct:
REPRESENTATION: I am the _______________(position) for __________________ (company name),
(hereinafter “Entity”), and have been duly authorized to make all such representations and certifications
herein on behalf of the Entity. Any reference herein to “I,” “me,” or “we” means the Entity.
ANTI-KICKBACK REPRESENTATION: No officer or employee of the City of Spokane Valley, having
the power or duty to perform an official act or action related to this submittal, has, nor will they acquire any
interest in this submittal, or have solicited, accepted or granted a present or future gift, favor, service, or
other thing of value from or to any person involved in this submittal.
REPRESENTATION: In submitting this proposal I represent that the proposal documents have been read
and understood, that the site has been visited and or that I have become familiarized with the local
conditions under which the work is to be performed, that by signature of this proposal I acknowledge all
requirements and that I or authorized representatives of the Entity have signed all certificates contained
herein.
NON-COLLUSION: That the Entity and all associated members, officers, and employees of such Entity
have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise
taken any action in restraint of free competitive bidding in connection with the project for which this
proposal is submitted.
I CERTIFY that pursuant to RCW 39.04.350(1)(d) and RCW 39.06.010, no final determination of violation
of RCW 50.12.070(1)(b), 51.16.070(1)(b), or 82.32.070(2) has been made by the Washington State
Departments of Employment Security, Labor And Industries or Revenue respectively dated within two
years of the date of the closing of this request for proposals. I understand further that no proposal may be
submitted, considered or contract awarded for a public work to any person or entity that has a determination
of violation of the above referenced statutes within two years from the date that a violation is finally
determined and the date of this request for proposal closing.
I CERTIFY that the Entity is not in violation of RCW 39.04.350(1)(d) and RCW 39.12.065(3) with regard
to payment of prevailing wages.
I CERTIFY that pursuant to RCW 39.04.350(1)(f), all necessary members, officers, and employees of the
Entity have:
CHECK ONE:
____ Completed the appropriate training on prevailing wage and public works requirements prior
to contract award; or
____ Completed three or more public works projects and has held a valid Washington business for
three or more years.
A copy of evidence of such training or exemption from the Department of Labor and Industries has been
attached to this Representation and Certification Form. Training is available online at www.lni.wa.gov.
I CERTIFY that pursuant to RCW 39.06.020, if selected, I will verify the responsibility criteria for all
subcontractors as set forth in RCW 39.04.350(1).
I CERTIFY that to the best of my knowledge the information contained in this proposal is accurate and
complete and that I have the legal authority to commit this Entity to a contractual agreement. I understand
that the Entity may not withdraw its proposal after close of the submittal period or before the award and
execution of the contract. I realize the final funding for any service is based upon budget levels and the
approval of the City of Spokane Valley.
I CERTIFY that by signing the signature page of this proposal, I am deemed to have signed and have agreed
to the provisions of this declaration.
Signed on the ___ day of ________, 2023 at ______________, _____
(city or county) (state)
Name: _________________________________________________
Person and entity submitting proposal (print)
Signature: ______________________________________________
Title: ________________________________
Attachment C
Contractor Certification
Wage Law Compliance - Responsibility Criteria
FAILURE TO RETURN THIS CERTIFICATION AS PART OF THE BID PROPOSAL
PACKAGE WILL MAKE THIS BID NONRESPONSIVE AND INELIGIBLE FOR
AWARD
I hereby certify, under penalty ofperjury under the laws of the State of Washington,on behalf of the
firm identified below that, to the best of my knowledge and belief, this firm has NOT been determined by
a final and binding citation and notice of assessment issued by the Washington State Department of
Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to
have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or
49.52 within three (3) years prior to the date of the Request for Proposals.
Bidder Name: ________________________________________________ ______
Name or Contractor/Bidder – Print full legal entity name of firm
By: __________________________________________ _______________________________________________
Signature of authorized Print Name of person making certifications for firm
Title:________________________________________ Place: ________________________________________
Title of person signing certificate Print city and state where signed
Date: ______________________________
Attachment D
LANDSCAPE MAINTENANCE AGREEMENT
\[Applicable Scope of Service\]
<Name of Contractor>
THIS AGREEMENT(the “Agreement”) is made by and between the City of Spokane Valley, a
code city of the State of Washington (“City”) and _______________________________, (“Contractor”)
jointly referred to as the “Parties”.
IN CONSIDERATION of the terms and conditions contained herein the Parties agree as follows:
1.Work to Be Performed. Contractor shall do all work and furnish all labor, supervision, tools, materials,
supplies and equipment and other items necessary for the \[Applicable Scope of Service\] (hereinafter “Work”)
in accordance with the Contract Documents. The Contract Documents include theSubmittal Response,
Addenda, Special Provisions, InsuranceCertificates,andthe PerformanceandPaymentBonds which are by
this reference incorporated herein and made part hereof (the “Contract Documents”), and shall perform any
changes in the work in accordancewith the Contract Documents.The terms and provisions in this Agreement
shall control over any inconsistent or incompatible terms in any other Contract Document.
Contractor shall, for the compensationset forth in the Contractor’s bid proposal attached hereto, assume and
be responsible for the cost and expense of all work required for completing the Work and related activities
provided for in the Contract Documents (exceptthose items mentioned therein to be furnished by the City) to
City’s satisfaction.
The City Manager, or designee, shall administer and be the primary contact for Contractor. Upon notice from
City, Contractor shall promptly commence work, complete the same in a timely manner, and cure any failure
in performance under this Agreement.
Unless otherwise directed by City, all work shall be performed in conformance with the Contract Documents,
and all City, State and federal standards, codes, ordinances,regulations and lawsas now existing or as may be
adopted or amended. Contractor acknowledges review of the Contract Documents and accepts the same.
2.Term of Contract. This agreement shall be in full force and effect beginning January 1, 2024, and shall
remain in effect for three years, with oneadditional three-year renewal optionwhich may be exercised by the
City Manager or designee. Renewals, if any, shall coincide with the calendar year.
Either Party may terminatethis Agreement with a minimum of 90days’ written notice atany time during a
contract term. In the event of such termination, the City shall pay the Contractor forall work previously
authorized and satisfactorily performed prior to the termination date.
3. Liquidated Damages. See section 4, Compensation, and section 5, Payment for detailsregarding
incompleteor unsatisfactory Work.
4. Compensation. Contract shall be compensated as follows:
(a)The City shall pay the Contractorup to$________ annuallyinclusive of sales tax, at the then current
rate, for as full compensation forall Work as identified in the Contract Documents. Compensation
may be adjusted pursuant to the Special Provisionsfor subsequent contract years or renewals. If
Parks Maintenance Agreement 2024Page 1 of 9
Contractor does not provide services hereunder for a full calendar year, then the payment due under
this subparagraph shall be prorated.
(b)Force account maintenance work. Upon the request of the City for the Contractor to complete
specific workoutside the scope of the lump sum contract, the City shall pay the Contractor on a time
andmaterials basisfor all work completed and materialsused based on an estimate provided by the
Contractorand approved by the City. Force account maintenanceshallnot exceed $25,000.
5. Payment. Contractor shall be paid in monthly installments. The Contractor shall submit invoices to the
City which document the work performed for the previousmonth. The City shall pay the Contractor within
30 days of receipt of aproperly submitted invoice that has been approved by the City, except as described in
section 5(a) and 5(b) below. Upon request, the Contractor shall providefurther documentation to support the
invoice.
(a) Pursuant to RCW 60.28 et seq.,5% of the compensation due Contractor shall be retained by City and
administered in accordance with applicable Washington law.
(b) The City reserves the right to withholdpaymentunder thisAgreement for that portion of the Work (if
any) which is determined in the reasonable judgment of the Contract Administratorto be incomplete
or noncompliant with the Contract Documents,Special Provisions,City standards,City code, or
federalor state standards. The amount withheld shallbe determined in the reasonable judgment of
the Contract Administrator, based on the estimated value of the incomplete or noncompliant work,
which was not timely remedied pursuant to section 2.4of theSpecial Provisions.
6. Notice. Noticeother than applications for paymentshall be given in writing as follows:
TO THE CITY: TO THE CONTRACTOR:
Name: Marci Patterson, City Clerk Name:
Phone: (509)921-1000 Phone:
Address: 10210East Sprague Ave Address:
Spokane Valley,WA 99206
7. Applicable Laws and Standards. The Parties, in the performance of this Agreement, agree to comply
with all applicable federal, state, and local laws, codesandregulations.
8. Certification Regarding Debarment, Suspension, and Other Responsibility Matters – Primary
Covered Transactions.
A. By executing this Agreement, the Contractorcertifies to thebest of its knowledge and belief, that
it and its principals:
1. Are not presentlydebarred, suspended,proposed for debarment, declared ineligible, or
voluntarily excluded from coveredtransactions by any federal department or agency;
2. Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission or fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local) transaction or contract under a public transaction; violation of federal or state antitrust
statues or commission of embezzlement,theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
Parks Maintenance Agreement 2024Page 2 of 9
3. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the offenses
enumerated inparagraph (A)(2) of this certification; and
4. Have not withina three-year period preceding this application/proposal had one or more
public transactions (federal, state, or local) terminated for cause or default.
B. Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this Agreement.
9. Prevailing Wages onPublic Works. Contractor, any subcontractor, or other person doing work under this
Agreement, shall comply with the requirements of chapter 39.12RCW, and shall pay each employee an
amount not less than the Prevailing Rate of Wage,asspecified by the Industrial Statistician ofthe Washington
State Department of Labor and Industries (“L&I”). If employing labor in a class not shown, Contractor shall
request a determination of the correct wage rate for the class and locality fromthe Industrial Statistician.
Contractor shall provide a copy of any such determinations to City.
Before commencing, during, and upon completion of the work, Contractorshall file all forms and pay all fees
required by L&I and shall indemnify and hold City harmless from any claimsrelated to its failure to comply
with chapter 39.12RCW.
The following information is provided pursuant to RCW 39.12.030:
A. State of Washington prevailing wage rates applicable tothis public works project, published by
L&I are located at the L&I website address:
https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
B. This Projectis located in Spokane County.
C. The effectiveprevailing wage date is the same date as the bid due date as referenced in the
original request for bids and as may be revised by addenda.
A copy of the applicable prevailing wage rates isalso available for viewing at the offices of City located at
10210 East Sprague, SpokaneValley, WA 99206. Upon request, City will mail a hard copy of the applicable
prevailing wages for this project.
10. Relationship of the Parties. It is understood, agreed,and declared that Contractor shall bean
independent contractor,and not the agent or employee of City, that City is interested in only the results to be
achieved, and that the right to control the particular manner, method and means in which the services are
performed is solely within the discretion of Contractor. Any and all employees whoprovide services to City
under this Agreement shall be deemed employees solely of Contractor. Contractor shall be solely responsible
for the conduct andactions of all its employees under this Agreement and any liabilitythatmay attach thereto.
As such, the Contractor shall besolelyresponsible for the safety of all Contractor employees and shall
comply with all appropriate state safety and health standards, codes, rules, and regulations, including, but not
limited to, those promulgated under the Washington Industry Safety and Health Act, chapter 49.17 RCW, and
Title 296 WAC.
11. Ownership of Documents. All drawings, plans, specifications, and otherrelated documents prepared by
Contractor under this Agreement are and shall be the property of City andmay be subject to disclosure
Parks Maintenance Agreement 2024Page 3 of 9
pursuant to chapter42.56RCW, or other applicable public record laws.
12. Records. The City or State Auditor or any oftheir representatives shall have full access to and the right
to examineduring normal business hoursall of Contractor’s records with respect to all matters covered in this
Agreement. Such representatives shall be permitted to audit, examine and make excerpts or transcripts from
such records andtomake audits of all contracts, invoices,materials, payrolls and record of matters covered by
this contract for a period of three years from the date final payment is made hereunder.
13. Warranty. Unless provided otherwise in the Contract Documents, Contractor warrants that all Work and
materials performed orinstalled under this Agreementare free from defect or failure for a period of one year
following final acceptance by City, unless asupplier or manufacturer has a warranty for a greater period,
which warranty shall be assigned or transferred to City. Inthe event a defect or failure occurs in work or
materials, Contractor shall, within the warranty period, remedy the same at no cost or expense to City. This
warranty provision shall not be construedto establish a periodof limitation with respect to Contractor’s other
obligations under this Agreement.
14. Contractor to Be Licensed and Bonded. Contractor shall be duly licensed, registeredand bonded by the
State of Washingtonat all times this Agreement is in effect.
15. Contractor to Provide Performance and Payment Bonds. Contractor shall provide a payment bond
and a performance bondeachin the full amount of the contract on the City’s bond forms, which shall be
executed and attached to this Agreement as part of the Contract Documents.
16. Insurance. Contractorshall procure and maintain for the duration of the Agreement, insurance against
claims for injuries topersons or damage to property which may arise from or in connection with the
performance of the work hereunder by Contractor, its agents, representatives, or employees.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types described below:
1.Automobile liabilityinsurance covering all owned, non-owned, hired, and leased vehicles.
Coverage shallbewritten on Insurance Services Office (ISO) form CA 00 01 or a substitute
form providing equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage.
2.Commercial general liability insuranceshall be written on ISO occurrence formCG 00 01
and shall cover liability arising from premises, operations, independent contractors,
products-completed operations, stop gap liability, personal injury and advertising injury, and
liability assumed under an insured contract. The commercial general liability insurance shall
be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85.
There shall be no endorsement or modification of the commercial general liability insurance
for liability arising from explosion, collapse or underground property damage. City shall be
named as an insured under Contractor's commercial general liability insurance policy with
respect to the work performed for City using ISO Additional Insured endorsement CG 20 10
10 01 and Additional Insured-Completed Operations endorsement CG 20 37 10 01 or
substitute endorsements providing equivalent coverage.
3.Workers’ compensation coverage as required by the industrial insurance laws of the State
of Washington.
B. Minimum Amounts of Insurance. Contractor shall maintainthe following insurance limits:
Parks Maintenance Agreement 2024Page 4 of 9
1.Automobile liabilityinsurance with a minimum combined single limit for bodily injury
and property damage ofno less than$1,000,000 per accident.
2. Commercial general liabilityinsurance shall be written with limits no less than $1,000,000
each occurrence,$2,000,000 general aggregate, andno less thana $2,000,000 products-
completed operations aggregate limit.
C. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the
following provisions for automobile liability, professional liability and commercial general liability
insurance:
1.Contractor’s insurance coverage shall be primary insurance withrespectto City. Any
insurance, self-insurance, or insurance pool coverage maintained by City shall be excess of
Contractor’sinsurance and shall not contribute with it.
2.Contractor shall fax or send electronically in .pdf formata copy of insurer’s cancellation
notice within two business days of receipt by Contractor.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A:VII.
E. Evidence ofCoverage. As evidence of the insurance coverages required by thisAgreement,
Contractorshall furnish acceptable insurance certificates to City at the time Contractorreturns the
signed Agreement, which shall be attached to this Agreement as part of the Contract Documents.
The certificate shall specify all of the parties who are additional insureds, and shallinclude applicable
policy endorsements, and the deduction or retention level. Insuring companies or entities are subject
to City acceptance. If requested, complete copies of insurance policies shall beprovided to City.
Contractorshall be financially responsible for all pertinent deductibles, self-insured retentions, and/or
self-insurance.
17. Criminal Background Checks. Contractor agrees that itshall not ask or direct any person to go to any
City Parkproperty inthe performance of this Agreement, whether the person is an employee or volunteer,
unless that personhas passed a criminal background check by an agreed upon entity that performs criminal
background checks as a part of its regular services.
18. Indemnification and Hold Harmless.
Contractor shalldefend, indemnify and holdthe City, its officers, officials, employees and volunteers
harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arisingout of or in
connection with the performance of this Agreement, exceptfor injuries and damages caused by the sole
negligence of the City.
However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of liability for damages arising out of bodily injury to persons or damages to property
caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials,
employees, and volunteers, the Contractor’s liability hereunder shall be only to the extent of the Contractor’s
negligence. It is further specifically and expressly understood that the indemnification provided herein
constitutes the Contractor’s waiver of immunity under Industrial Insurance, Title 51 RCW,solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of
this section shall survive the expiration or termination of this Agreement.
Parks Maintenance Agreement 2024Page 5 of 9
19. Waiver. No officer, employee, agent or other individual actingon behalf of either party has the power,
right orauthority to waive anyofthe conditions or provisions of this Agreement. No waiver in one instance
shall be held to be waiver of any other subsequent breach or nonperformance. All remedies afforded in this
Agreement or by law, shall be taken and construed as cumulative, and in addition to every other remedy
provided herein or by law. Failure of either party to enforce at any timeany of the provisions of this
Agreement or to requireat any time performance by the other party of any provision hereofshall in no way be
construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any part
thereof.
20. Assignment and Delegation. Neither party shall assign, transfer, or delegate any or all of the
responsibilities ofthis Agreement or the benefits receivedhereunder without first obtaining the written
consent of the other party.
21. Confidentiality. Contractormay, from time to time, receive information which is deemed by City to be
confidential. Contractorshall not disclose such information without theprior express written consent of City
or upon order of a Court of competent jurisdiction.
22. Disputes. All disputes arising under or related to this Agreementthat cannot be resolved through
informal discussion and negotiations shall be resolved by litigation filedinthe Superior Courtfor Spokane
County, unless otherwise required by applicable federal or state law.
23. Subcontractor Responsibility. As required by RCW 39.06.020, Contractor shall verify responsibility
criteria for each first tier subcontractor and its subcontractors of any tier that hires other subcontractors shall
verify responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor,
at the time of subcontract execution, meetsthe responsibility criteria listed in RCW 39.04.350(1) and
possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractorlicense
if required by chapter 70.87 RCW. This verification requirement must be included inevery subcontract of
every tier.
24. Jurisdiction and Venue. This Agreementis entered into in Spokane County, Washington. Venue shall
be in Spokane County, State ofWashington.
25. Entire Agreement. This Agreement constitutes the entire and complete agreement between the parties
and supercedes any prior oral or written agreements. This Agreement may not be changed, modified or
altered except in writing signed by the Parties.
26. Anti-kickback. No officer or employee ofCity, having the power orduty to perform an official act or
action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited,
accepted or granted a present or future gift,favor, service or other thing of value from any person with an
interest in this Agreement.
27. Business Registration. Prior to commencement of Workunder this Agreement, Contractorshall register
with theCity as a business.
28. Assurance of Compliance with Applicable Federal Law. During the performance of this Agreement,
the Contractor, for itself,its assignees, and successors in interest agrees as follows:
A. Compliance with Regulations. Contractor shall comply with the federal laws set forth in
subsection G, below (“Pertinent Non-Discrimination Authorities”) relative to non-discrimination in
Parks Maintenance Agreement 2024Page 6 of 9
federally-assisted programs as adopted or amended from time-to-time, which are herein incorporated
by reference and made a part of this Agreement.
B. Non-discrimination. Contractor, with regard to the work performed by it during this Agreement,
shall notdiscriminate on the grounds of race, color, or national originin the selection and retention of
subcontractors, including procurements of materials and leases of equipment. Contractor shall not
participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations,
including employment practices when the contract covers any activity, project, or program set forth
in Appendix B of 49 CFR Part 21.
C. Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all
solicitations, either by competitive bidding, ornegotiation made by Contractor for work to be
performed under a subcontract,including procurements of materials, or leases of equipment,each
potential subcontractor or supplier shall be notified by Contractor of Contractor’s obligations under
this Agreement and the Acts and the Regulations relative to non-discrimination on the grounds of
race, color, or national origin.
D. Information and Reports. Contractor shall provide all information and reports required by the
Acts, the regulations, and directives issued pursuant thereto, and shall permit access to its books,
records, accounts, other sources of information, and its facilities as may be determined by the City or
the WSDOT to be pertinent to ascertain compliance with such Acts, regulations, and instructions.
Where any information required of Contractor is in the exclusive possession of another who fails or
refuses to furnish the information, Contractor shall so certify tothe City orthe WSDOT, as
appropriate, and shall set forth what efforts it hasmade to obtain the information.
E. Sanctions for Noncompliance. Inthe event of a Contractor's noncompliance with the non-
discrimination provisions of this Agreement, the City will impose such contract sanctions as it or the
WSDOT may determine to be appropriate, including, but not limited to:
1. Withholding payments to Contractor under the Agreement until Contractor complies;
and/or
2. Cancelling, terminating, or suspending the Agreement, in whole or in part.
F. Incorporation of Provisions. Contractor shall include the provisions of paragraphs of these
Contract Clauses in every subcontract, including procurements of materials andleases of equipment,
unless exempt by the Acts, regulations and directives issued pursuant thereto. Contractor shall take
action with respect to any subcontract or procurement as the Cityor theWSDOT may direct as a
means of enforcing such provisions, including sanctions for noncompliance. Provided, that if
Contractor becomes involved in, or is threatened with litigation by a subcontractor or supplier
because of such direction, Contractor may request that the City enter into any litigation to protect the
interests of the City. Inaddition, Contractor may request the United States to enter into the litigation
to protectthe interests of the United States.
G. Pertinent Non-DiscriminationAuthorities: During the performance of this Agreement, the
Contractor agrees to comply with the following non-discrimination statutes and authorities; including
but not limited to:
Parks Maintenance Agreement 2024Page 7 of 9
Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, nationalorigin); and 49 CFR Part 21; and 49 Part
26;
The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42
U.S.C. §4601), (prohibits unfair treatment of personsdisplaced or whose property has been
acquired because of Federalor Federal-aid programs and projects);
Federal-AidHighway Act of 1973, (23 U.S.C. §324 et seq.), (prohibits discrimination on the
basis of sex);
Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. §794 et seq.), as amended,
(prohibits discrimination on the basis of disability); and 49 CFR Part 27;
The Age Discrimination Act of 1975, as amended, (42 U.S.C. §6101 et seq.), (prohibits
discrimination on the basis of age);
Airportand Airway Improvement Act of 1982, (49 U.S.C. §471, Section 47123), as
amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of
1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the
terms "programs or activities" to include all of the programs or activities of the Federal-aid
recipients, sub-recipients and contractors, whether such programs or activities are Federally
funded or not);
Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the
basis of disability in the operation of public entities, public and private transportation
systems,places of public accommodation, and certain testing entities (42 U.S.C. §§12131-
12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37
and 38;
The FederalAviation Administration's Non-discrimination statute (49 U.S.C. §47123)
(prohibits discrimination on the basis of race, color, national origin, and sex);
Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations andLow-Income Populations, which ensures Non-discrimination against
minority populations by discouraging programs, policies, and activities with
disproportionately high and adverse human health or environmental effects on minority and
low-income populations;
Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of Limited English proficiency (LEP). To ensure compliance with
TitleVI, you must take reasonable steps to ensure that LEP persons have meaningful access
toyour programs (70 Fed. Reg. at 74087 to 74100); and
Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because ofsex in education programs or activities (20 U.S.C. §1681 et seq.).
Parks Maintenance Agreement 2024Page 8of 9
29. Severability. If any section, sentence, clause or phrase of this Agreement should be heldto be invalid for
any reason by a court of competent jurisdiction, such invalidity shall not affect the validity of any other
section, sentence, clause or phrase ofthis Agreement.
30. Attachments. Attachments and Exhibits incorporated into this Agreement are:
Contract Documents
The Parties have executed this Agreementthis day of__________, 2023.
CITY OF SPOKANEVALLEY: Contractor:
Mark Calhoun, CityManager By:
Its: Authorized Representative
ATTEST: APPROVED AS TO FORM:
Christine Bainbridge, City Clerk Office of the City Attorney
Parks Maintenance Agreement 2024Page 9 of 9
BOND NO:
CONTRACTOR’S PAYMENT BOND(NON-FEDERALLY FUNDED PROJECT)
to City of Spokane Valley, Washington
The City of Spokane Valley, Spokane County, Washington, has awarded to _____________________________________
(Contractor), as Principal, a contract for the construction of the project designated as (PROJECT NAME), Project No. (Project
#)in Spokane Valley, Washington, and said Principal is requiredunder the terms of the Contract to furnish a payment bond in
accordancewith chapter 39.08 Revised Code of Washington (RCW).
The Principal, and ________________________________________________________________(Surety), a corporation
organized under the laws __________________ and licensed to do business in the State of Washington as surety and named in
the current list of “Surety Companies Acceptable in Federal Bonds” as published in the Federal Register by the Audit Staff
Bureau of Accounts, U.S. TreasuryDept., are jointly and severally held and firmly bound to the City of Spokane Valley,as
Obligee,in the sum of $ total Contract amount(including Washington State sales tax), subject to
the provisions herein.
Thispaymentbond shall become null and void, if and when the Principal, its heirs, executors, administrators, successors, or
assigns shall pay all persons in accordancewith chapters39.08 and 39.12RCW,including all workers, laborers, mechanics,
subcontractors, andmaterialmen, and all persons who shall supply such contractor or subcontractor with provisions and supplies
for the carrying on of such work; and shall indemnify and hold harmless the Obligee from all loss, cost or damage which
Obligee may suffer by reason of the failure of Principal to make such required payments;and if such payment obligations have
not been fulfilled, this bond shall remain in full force and effect.
The Surety for value received agrees that no change, extension of time, alteration or addition to the terms of the Contract, the
specifications accompanying the Contract, or to the work to be performed under the Contract shall in any way affect its
obligation on this bond, except as provided herein, and waives notice of any change, extensionof time, alteration or addition
to the terms of the Contract or the work performed. The Surety agrees that modifications and changes to the terms and conditions
of the Contract that increase the total amount to be paid the Principal shall automatically increase the obligation of the Surety
on this bond and notice to Surety is not required for such increased obligation.
This bond may be executed in two original counterparts, and shall be signed by the parties’ duly authorized officers. This bond
will only be accepted if it is accompanied by a fully executed and original power of attorney for the officer executing on behalf
of the surety.
PRINCIPAL(CONTRACTOR)SURETY
Principal SignatureDateSurety SignatureDate
PrintedNamePrinted Name
Title Title
Name, address, and telephone of local office/agent of Surety Company is:
BOND NO:
CONTRACTOR’S PERFORMANCE BOND
to City of Spokane Valley, Washington
The City of Spokane Valley, Spokane County, Washington, has awarded to _____________________________________
(Contractor), as Principal, a contract for the construction of the project designated as (PROJECT NAME), Project No. (Project
#)in Spokane Valley, Washington, and said Principal is requiredunder the terms of the Contract to furnish a performance bond in
accordance with chapter 39.08 Revised Code of Washington (RCW).
The Principal, and ________________________________________________________________(Surety), a corporation,
organized under the laws of __________________ and licensed to do business in the State of Washington as surety and named in
the current list of “Surety Companies Acceptable in Federal Bonds” as published in theFederal Register by the Audit Staff Bureau
of Accounts, U.S. Treasury Dept., are jointly and severally held and firmly bound to the City of Spokane Valley,as Obligee,in the
sum of $ total Contract amount(including Washington State sales tax), subject to the provisions herein.
Thisperformance bond shall become null and void, if and when the Principal, its heirs, executors, administrators, successors, or
assigns shall well and faithfully perform all of the Principal’s obligations under the Contract and fulfill all the terms andconditions
of all duly authorized modifications, additions, and changes to said Contract that may hereafter be made, at the time and in the
manner therein specified; shall warranty the work as provided in the Contractandshallindemnify and hold harmless the Obligee
from any defects in the workmanship and materials incorporated into the work for the period identified in the Contract; and if such
performance obligations have not been fulfilled, this bond shall remain in full force and effect.
The Surety for value received agrees that no change, extension of time, alteration or addition to the terms of the Contract, the
specifications accompanying the Contract, or to the work to be performed under the Contract shall in any way affect its obligation
on this bond,and waives notice of any change, extension of time, alteration or addition to the terms of the Contract or the work
performed. The Surety agrees that modifications and changes to the terms and conditions of the Contract that increase the total
amount to be paid the Principal shall automatically increase the obligation of the Surety on this bond and notice to Surety is not
required for such increased obligation.
This bond may be executed in two original counterparts, and shall be signed by the parties’ duly authorized officers. This bond will
only be accepted if it is accompanied by a fully executed and original power of attorney forthe officer executing on behalf of the
surety.
PRINCIPAL(CONTRACTOR)SURETY
Principal SignatureDateSurety SignatureDate
PrintedNamePrinted Name
Title Title
Name, address, and telephone of local office/agent of Surety Company is:
Attachment E1
BaseBidSchedulefor Annual Linear Parks and Landscape Maintenance
Bid Schedule A: Roadway Landscaping
ITEM # ITEM DESCRIPTION UNITS QTY. PRICE/UNIT TOTAL
1 Mowing, Trimming, Edging and Standard Irrigation LS 1
Maintenance – Roadway LandscapeFacilities
2 Core Aeration– Roadway Landscape Facilities LS 1
3 Fertilization – Roadway Landscape Facilities LS 1
4 Weed Control and Chemical Spraying – Roadway LS 1
LandscapeFacilities
5 Tree and Shrub Trimming and Maintenance – LS 1
Roadway Landscape Facilities
$
Subtotal
Bid Schedule B: Linear Parks
PRICE/UNITTOTAL
ITEM # ITEMDESCRIPTION UNITS QTY.
6 Mowing, Trimming, Edging and Standard Irrigation LS 1
Maintenance – Irrigated Linear ParkFacilities
7 Core Aeration– Irrigated Linear Park Facilities LS 1
8 Fertilization – Irrigated Linear Park Facilities LS 1
9 Weed Control and Chemical Spraying – Irrigated LS 1
Linear Park Facilities
10 Tree and Shrub Trimming and Maintenance – LS 1
Irrigated Linear Park Facilities
11 Landscape Bed Maintenance – Irrigated Linear Park LS 1
Facilities
12 Noxious Weed Control and Chemical Spraying – LS 1
Unimproved Linear ParkFacilities
13 Litter Control – Unimproved Linear Park Facilities LS 1
14 Mowing and Trimming – Unimproved Linear Park LS 1
Facilities
15 Tree and Shrub Pruning and Maintenance – LS 1
Unimproved Linear ParkFacilities
16Sweeping – Paved Trails LS 1
17 Vegetation Control – Paved Trails LS 1
18Garbage Removal – Paved Trails LS 1
19 Weed Control and Chemical Spraying – Paved Trails LS 1
20 Benches, Kiosks and Trail Fixtures Maintenance LS 1
21Parking Lot and Sidewalk/Pathway Snow Removal LS 1
$
Subtotal
22 Force Account Maintenance & Repairs EST $ 25,000 $25,000
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Attachment E1
Bid Schedule A:
Bid Schedule B:
Force Account: $25,000
*BID TOTAL:
*(Items 1-21 are the cost for the contract. Item 22 is then added for the total cost.
Item 22 may or may not be utilized during the contract term.)
Person/Entity Name: Signature of Bidder: __________________
Company: Date: _____________________________
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Attachment E2
BaseBidSchedulefor Annual Designated Parks and Landscape Maintenance
ITEM # ITEMDESCRIPTION UNITS QTY. PRICE/UNIT TOTAL
1 Mowing, Trimming, Edging and Standard Irrigation LS 1
Maintenance
2 Core Aeration LS 1
3 FertilizationLS 1
4 Weed Controland Chemical Spraying LS 1
5 Tree and Shrub Trimming and Maintenance LS 1
6 Landscape Bed MaintenanceLS 1
7Noxious Weed Control and Chemical Spraying –LS1
Unimproved Areas
8Litter Control–Unimproved AreasLS1
9 Mowing and Trimming – Unimproved Areas LS 1
10 Sweeping LS 1
11Garbage Removal LS 1
12 Weed Control – Hardscapes LS 1
13 Bollards Park Benches, Picnic Tables, Park Kiosks LS 1
and Other Park Fixtures
14 Valley Mission Sledding Hill LS 1
15Parking Lot and Sidewalk/Pathway Snow Removal LS 1
16 Force Account Maintenance & Repairs EST $ 25,000 $25,000
*BID TOTAL:
*(Items 1-15 are the cost for the contract. Item 16 is then added for the total cost.
Item 16 may or may not be utilized during the contract term.)
Person/Entity Name: Signature of Bidder: __________________
Company: Date: _____________________________
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Attachment E3
BaseBidSchedulefor Annual Signature Parks and Landscape Maintenance
ITEM # ITEMDESCRIPTION UNITS QTY. PRICE/UNIT TOTAL
1 Mowing, Trimming, Edging and Standard Irrigation LS 1
Maintenance
2 Core Aeration LS 1
3 FertilizationLS 1
4 Weed Controland Chemical Spraying LS 1
5 Tree and Shrub Trimming and Maintenance LS 1
6 Landscape Bed MaintenanceLS 1
7Noxious Weed Control and Chemical Spraying –LS1
Unimproved Areas
8Litter Control–Unimproved AreasLS1
9 Mowing and Trimming – Non-Irrigated Areas LS 1
10 Sweeping LS 1
11Garbage Removal LS 1
12 Weed Control – Hardscapes LS 1
13 Bollards Park Benches, Picnic Tables, Park Kiosks LS 1
and Other Park Fixtures
14 Mirabeau Springs Waterfall and Pond LS 1
15Parking Lot and Sidewalk/Pathway Snow Removal LS 1
16 Force Account Maintenance & Repairs EST $ 25,000 $25,000
*BID TOTAL:
*(Items 1-15 are the cost for the contract. Item 16 is then added for the total cost.
Item 16 may or may not be utilized during the contract term.)
Person/Entity Name: Signature of Bidder: __________________
Company: Date: _____________________________
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
SPECIAL PROVISIONS
FOR
LINEAR PARKS & ROADWAY
LANDSCAPE MAINTENANCE
Proposals Due: 5:00 p.m., November 7, 2023
1 GENERAL REQUIREMENTS AND CONTRACT PROVISIONS
This Chapter includes ¢®³± ¢³ ¬ ¦¤¬¤³ ¯±®µ¨²¨®² andrequirements for
payment approval.
1.1 WORK SUMMARY
The City of Spokane Valley is requesting Bids for the complete maintenance of specified linear
parks, open space, and paved trails including the Centennial Trail and Appleway Trail, and
associated trailhead parking lots, walkways and other facilities operated by the Parks and
Recreation Department, which includes the City Gateway at the intersection of E. Appleway Blvd
and Thierman Road. General expectationsof these servicesinclude:
mowing
trimming
edging
spraying for pests and weeds
aerating
fertilizing
pressurized irrigation maintenance and repair
litter control
tree/shrub pruning and maintenance
raking
sweeping
pressure washing
maintenance of picnic benches and trash receptacles
snow removal of parking lots and walkways
The City is also soliciting bids with this same contract for roadway landscape maintenance of
irrigated stormwater drainage areas, open space, medians, rights-of-way, and other grassy
facilities operated by the Public Works Department and generally supportingthe City’s
roadway system. General expectations of these services include:
mowing
trimming
edging
spraying for pests and weeds
aerating
fertilizing
pressurized irrigation maintenance and repair
litter control
tree/shrub pruning and maintenance
raking
swale inspections
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Additionally, this contract includes the supplying of all labor, materials and supplies necessary
to fulfill the terms of the contract.The work description above isnot all inclusive but is
representative of a comprehensive landscape service and maintenance contract.
This contract does not include janitorial services for park restrooms and park reservations.
1.2 OBJECTIVE
The objective of this linear parks and roadway landscaping contract is to provide consistently well-
maintained spaces that are clean, healthy, and safe. The City is seeking a high-quality contractor
that is responsive, reliable, and provides superior service.
1.3 GENERAL INFORMATION
These Special Provisions focus on maintenance of the paved Centennial Trail and Appleway Trail,
their associated amenities (benches, parking lots, trail crossings, etc.), as well as irrigated rights of
way and road frontages within the City. The Centennial Trail is a 40-mile paved trail that runs
from the Idaho State Line to Nine Mile Falls, Washington. The City maintains approximately 6.85
miles of the Centennial Trail within the City’s municipal boundaries through an Inter-Agency
Agreement with Washington State Parks and three other jurisdictions. The Appleway Trail is
approximately 6.4 miles long, beginning at North Farr Road on the west end, then running easterly
along Appleway Avenue, and continuing eastward through the former Milwaukee Railroad Right-
of-Way to the westerly boundary of the City of Liberty Lake. Both trails include various paved
and gravel parking lots, trail access points, improved turf and landscaping areas, and related
pathways, sidewalks, and plazas. The various irrigated rights of way and roadway landscape areas
comprise approximately 14 acres of additional irrigated turf.
1.4 CONTRACT TYPE
This Contractis a lump sum fixed fee, purchased service-type Contract.Prevailing wagesare
required to be paid to the Contractor’s employees per chapter 39.12 RCW.
Pursuant to RCW 60.28 et seq., 5% of the compensation due to the contractor shall be retained
by the City and administered in accordance with applicable Washington law. The City will
release the retainage annually when the affidavit of wages paid has been approved by the WA
State Department of Labor and Industries.
Contractor to Provide Performance and Payment Bonds. The contractor shall provide a
payment bond and a performance bond in the full amount of the contract on the City’s bond forms.
A sample of the payment and performance bonds are attached to the sample contract.
1.5 MINIMUM REQUIREMENTS
1. Firms submitting must have experience in the provision of landscape maintenance
services similar in nature and scope to those described in these Special Provisions.Anemphasis
on public park system maintenance is preferred due to the critical nature of frequent interaction
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
with our citizenry.
2. Firms must have sufficientequipment and vehicles to perform the services outlined
herein.
3. Firms must have employees to fulfill the necessary roles and who meet the necessary
qualifications to carry out the work described in these Special Provisions.
4. Knowledge ofand compliance withfederal, state, and local laws and regulations
including but not limited to pesticide applications,licenses and requirements.
5. Firms must have adequate locked, secured storage including inside storage for the
equipment and supplies necessary to complete the work herein.
6. Response time is critical to this contract. Successful firm shall be located within the City
of Spokane Valley or be able to demonstrate the ability to consistently respond when called within
30 minutes.
7. Successful firms shall be required to obtain a City of Spokane Valley business
registration form.
1.6 CONTRACT ADMINISTRATOR
The City Manager’s designated Administrator for this contract is the Parks & Recreation Director
or his/her assigns. The day-to-day field inspection and oversight of the contract will be
administered by City Parks & Recreation Department personnel for the linear park facilities and
by Public Works Department personnel for the roadway landscape facilities following these
Special Provisions.
1.7 ONE GENERAL CONTRACTOR
1.7.1 Subcontractors
The Contractor shall neithersubcontract nor assign any obligation or interest in this
agreement without theprior written approval of the City. All subcontracted work will
remain the sole responsibility of the general Contractor and the general Contractor will
remain the sole contact with the City.
1.7.2 Contractor’s Supervisor
The Contractor shall designate a competent supervisor for the work. The supervisor
shall have the authority to represent and act for the Contractor.
1.8 CONTRACT DOCUMENTS
The complete Contract includes these parts: The Linnear Parks and Roadway Landscape
Maintenance Agreement, Submittal Response, Addenda, these Special Provisions, Insurance
Certificates, and the Performance and Payment Bonds. These parts complement each other in
describing the complete work. Any requirement binds as if stated in all parts. The contractor
shall provide any work or materials clearly implied in the Contract even if the Contract does not
mention it specifically.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
1.9 CONTRACT TERM
The contractshall commence on the date the contract is executed and continue through the
end of the 2026 calendar year.
Thereafter the contract may be renewed for an additional three-year term. Either party may
terminate the contract with a minimum of 90 days’ written notice directly preceding the end of
any contract term. Renewals shall coincide with the calendar year.
1.10COMPENSATION
Thelumpsumfixedpriceitemsincludeallsupplies,labor,material,components,equipment,
insurance and bondcosts, and appurtenances necessary tocomplete theserviceswhichshall
conform to the best practice known to the trade in design, quality, material, and workmanship
and be subject to these Special Provisions in full.
These Special Provisions shall be construed as minimum performance. Prices shall remain
firm for the duration of the contract except as noted in section 1.19 of these Special Provisions.
1.11 CONTRACTOR REQUIRED QUALIFICATIONS
The Contractorreaffirmsmeeting all requiredqualifications and will remain qualifiedthroughout
the duration ofthe Contractand subsequent contract renewals. The Contractor represents and
warrants to the City that it has all licenses, permits, qualifications, insurance, and approvals of
whatsoever nature which are legally required of the Contractor to practice its profession. The
Contractor shall maintain a City of Spokane Valley business license. If the Contractor’s status
changes at any time, the Contractor shallimmediately informtheAdministratorof thechange in
qualification status. The Contractor shall also supply in writing to theAdministrator the
Contractor’s written plan and timeframe for reinstatement of acceptable status.
1.12 EXAMINATION OF WORK SITES
The Contractoracknowledges visiting theworkareasandbecoming fullyacquaintedwith
site conditions to understandthe facilities,difficulties, and restrictionsattending the execution
of the maintenance work under the contract prior to executing this contract. The failure or
omission of the Contractor to receive or examine any form, instrument, or other documents,
or to visit the sites and get acquainted with conditions existing therein and verifying project
area dimensions, shall in no way relieve the Contractor from obligation with respect to his/her
original proposedbidor to this contract.
1.13 CONTRACTOR SUPPLIED EQUIPMENT, MATERIALS &
SUPPORT FACILITIES
Unless stated otherwise and agreedin writing,theContractor is expectedtoprovide all
materials and supplies required to execute Contract obligations. This will include, but not be
limited to equipment, support facilities, disposal containers, oil and fuel, etc.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
1.13.1 Support Facilities
TheCitywillnotprovideequipmentstorage,shopfacilities,workspace,oroffice
spaceaspart of this contract.
The Contractor willbe responsible for providing allsupportfacilities at theirown
location(s).The Contractorshallfurnish at its own expense, storage and/or repair
facilities for equipment. The Contractor will not be required to locate such facilities
within the City.
1.13.2 EquipmentIdentification
All vehicles used by the Contractormust beclearly identifiedwith the name of the
company.
1.14VERIFICATION OFCOMPLIANCE
Non-compliancewithany applicablelaw, rule, permit requirement,or regulationrelatedto this
work shall be reported to the City immediately. The City may requirethat theContractor
provide a reportof the infraction(s) and steps that will be taken by the Contractor to regain
compliance. Any continued non-compliance is grounds for the City to penalize the Contractor,
up to and including withholding of payment, or early dismissal from the Contract.
1.15 DEBRIS DISPOSAL
Allcollected material, debris, and litter becomes the property of the Contractor andshall be
disposed of in amanner consistent with federal, state,and local laws. The Contractor shall pay
all costs associated with disposal of the collected material, including collection, storage,
transportation, and tipping fees.
1.16 CHANGES, CORRECTIONS, AND CLARIFICATIONS
1.16.1 Changes
The City reserves the right to make,at any time during thecontract term, such changesin
quantities and such alterations in these Special Provisionsas are necessary to satisfactorily
complete themaintenance work. Such changes in quantities and alterations shall not invalidate
the Contract nor release the Performance andPayment Bond, andthe Contractor agrees to
perform the maintenance work as altered. Among others, these changes and alterations may
include:
Deleting any part of the maintenance work
Increasing or decreasing quantities
Altering Special Provisions
Altering the way the maintenance work is to be done
Adding new maintenance work
Altering facilities, equipment, materials, services, or sites, provided by the
Contracting Agency
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Ordering the Contractorto speed up or delay the maintenance work
Anychange that affectstheoverallContracteffortand amount of maintenance workto be
performed or that costs or saves Contractor and/or City resources shall be documented through
a contract amendment and shall indicate any associated impacts on price, schedule, or
performance. The City will execute a written contract amendment, negotiated with the
Contractor, prior to the implementation ofany change unless orderedby the City through
emergency action(s). Any change not executed through written documentation and acceptance
will not be valid unless the change is determined to be a Correction and/or Clarifications.
1.16.2 Corrections & Clarifications
To continuously improve City operations and return value to citizens and rate payers,
Corrections and/or Clarifications to these Special Provisions may be required from time to time.
Where a change is of no value in time or cost to either the Contractor or the City, it will be
determined to be a Correction and/or Clarification and shall be updated within and become part
of these Contract documents through addendum. The City reserves the right to update and revise
the Special Provisions reflecting any changes by addendum with the optional contract annual
renewal.
1.17 PREVAILING WAGES
The Contractor shall comply with all state and federal laws relating to the employment of labor
and wage rates to be paid. The hourly wages and benefits of laborers, workers, or mechanics
shall not be less than the applicable prevailing wages published by the Department of Labor &
Industries (LNI) for Spokane County. Find the most recent prevailing wage rates at LNI’s website
at:
https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
th
The contractor shall use rates effective November 7, 2023; if renewal options are exercised the
Contractor shall pay wages for the most recently published and effective LNI rates available
prior to renewalcontractexecution.
No payment will be made until the Contractor has submitted a “Statement of Intent to Pay
Prevailing Wages.” No final payment or release of any bond will be made on a Contract Term
until the Contractor has submitted an “Affidavit of Wages Paid”. These documents must be
certified by the industrial statistician of the Washington State Department of Labor and
Industries and the “owners” copy shall be in the possession of the City.
1.18 PAYMENT AUTHORIZATION
1.18.1 CityInspection
The City will periodicallyinspect the work andcondition of facilities under the care of the
Contractor. If the Contractor’s work or conditions at the City’s facilities are shown to not meet
these Special Provisions, the Contractor will be notified of the deficiency and allowed to respond
tomeet the standard pursuant to Section 2.4 of these Special Provisions. If the deficiency is not
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
madewhole withinthe time specified,the Administratorreservestherightto withhold payment
pursuant to section 5(b) of the Landscape Maintenance Agreement.
1.18.2 Contractor Reports
The Contractor shall complete and transmit to the City the referenced reporting documents
included in these Special Provisions, including the following at the identified frequency:
Annual work plans – annually by March 1 (or fourweeks prior to spring operations)
Periodic reports – with each invoice
Annual report –annually by November 15
Contractor reports shall distinguish between the two unique schedules of work included in this
contract: linear parks and roadway landscaping.
1.18.3 Pay Estimate Submittal, Review, & Approval
Payments shall be madeafterreview, approval, andauthorization by the City. Payment
authorization shall be conditioned upon the submittal of an invoice setting forth abreakdown
of work and services that have been provided as specified in Section 2.5.2 – Periodic Reporting.
Invoices shall distinguish between two unique work schedules: Roadway Landscaping and
Linear Parks. Invoices for work in the roadway landscaping facilities may besubmitted monthly
for 9 equal amountsfrom Aprilthrough November. Invoices for work in the linear park facilities
may be submitted monthly for 12 equal amounts from Januarythrough December.
1.19 ADDITIONAL OPTION YEARS & ANNUAL FEE ADJUSTMENT
The Contractor and/or the City may request anadjustment of the lump sum fixedfee annually,
and at renewal, and no later than November 1st for thefollowing calendar year. Such prices shall
be negotiated by the City and Contractor and shall notbe increased or decreased bymorethan
the percent change in the Consumer Price Index for All Urban Consumers (CPI-U) or 3%,
whichever is smaller. The reference point will be the CPI-U for September. The source of
this percent change shall be the U.S. Department of Labor, Bureau of Labor Statistics.
If the City chooses to exercise the option years, the Contractor must update andpayprevailing
wagesto the mostrecently published and effectiveWashington State Department of Labor&
Industries rates for the next contract optionterm.
2 GENERAL SPECIFICATIONS
This Chapterdiscusses generalitems on Contractor andCity conductinexecuting
the work.
2.1 WORK PLAN
2.1.1Annual Work Plan
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
TheContractorshallsubmit anannualworkplanto theCityin accordance with Section
1.18.2 – Contractor Reports. The plan communicates who,when,and how the Contractor
will complete all planned work during the course of the year. Adjustments to the plan
during theyearmay benecessaryandthe Contractor is to workwith Citystaff on any
necessary revisions.
The Annual Work Plan should indicate such things as:
Contact Information: contractor owner, supervisor(s), and crew lead(s),
including cell phone and, if applicable, email address.
Planned invoicing amounts, periods, contact information, and a sample invoice
with associated periodic report.
Generalschedulesfortypical, weeklyroutinework, forexample:
o mowingSprague (areas1420 and1430)on Mondays
o watering Mission (area 1460) on Tuesday and Friday
o mowing City Gateway (area CG-1) on Mondays
o irrigated systeminspections <by location, zone, week>
Specificschedule forothertaskworkthat is not weekly,for example:
o Aeration<application timeframe, i.e. month, week>
o Fertilization <application months or timeframe>
o Weed Control <application months or timeframe>
o Winterization <application timeframe, i.e. month, week>
o Backflow testing <application timeframe>
What types of equipment will be used, where, and when
Any product or material information the contractor intends to use during the year
(i.e. fertilizers, herbicides, pesticides, etc.)
Self-inspection plan and reporting
Employee uniform example
2.1.2WeeklyWork Plans
IfdifferentfromtheAnnualWorkPlan, theContractorshallsubmitanemailto City
designated staff and identify weeklyworkplans indicatingwhere the Contractor willbe
working and what activities will be performed. It may be sent up to one day in advance
for the next work period.
2.2 CONTRACTOR’S EMPLOYEES
2.2.1Licenses
Contractorand staff whoare supplying servicesunder this agreement shall at all times
possess and carry a valid driver’s license issued bythe State of Washington andhave all
applicable certifications and licenses required to perform the contracted work.
2.2.2 Uniforms
Contractor employees shall be dressed professionally for the landscape industry. Uniform
approval is required by the city.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
2.3 PRESERVATION OF PROPERTY
The Contractor shall exercise due care to avoid injury to existing improvements, structures,
utilityfacilities, adjacent property, trees,shrubbery, andmotorvehicles.In the event of
property damage, the Contractor shall notify the property owners and City within 24 hours of
the time of occurrence. If such objects are injured or damaged by reason of the Contractor’s
operation, they shall be repaired at the Contractor’s expense to a condition as good as when the
Contractor entered upon the work.
Repairs to damaged property shall be made within 48 hours, except utility lines which shall
be repaired immediately and in accordance with the appropriate building code underpermits
issued bythe City.
2.4 COMPLAINTS AND DEFICIENCIES
Allcomplaints and deficiencies, with regardstothis Contract shall be addressed and abated as
soon as possible after notification, to the satisfaction of the City. The City will notify the
Contractor by telephone,email, in writing, and/or other agreed upon method of each matter.
City notifications to the Contractor will include a description of the issue and location.
2.4.1Deficiencies
Allwork deficiencies of Contractor shall be corrected within 24 hours of notification
from the City unless noted otherwise in these Special Provisions, or otherwise agreed to
in writing to extend the time.
Written notification may bee-mailed, hand delivered or post mailed. As soon as the
Contractor has corrected the listed deficiencies, the Contractor shall notify the
designated City staff and request inspection of the corrective work. Deficiencies listed
in the notice of deficiency shall not be considered as having been corrected until the
designated City staff has inspected the site to verify that the listed deficiencies have been
corrected and has approved the corrective work in writing.
2.4.2Failure to Perform
If the Contractor does not remedy the deficiency within the time allotted per 2.4.1, the City may
withhold payment pursuant to section 5(b) of the Landscape Maintenance Agreement..
2.5 INSPECTIONS & REPORTING
Contractor reports shall distinguish between the two unique schedules of work included in
this contract: linear parks and roadway landscaping. Either a singular report or two
separate reports is acceptable.
2.5.1 City Inspections
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
TheCitywill periodicallyinspecttheconditionof eacharea depicted in theseSpecial
Provisions. The conditions shall bemeasured basedon these Special Provisions and
City staff judgment.
2.5.2Periodic Reporting
The Contractor shall provide self-inspections and/orrecords ofwork it performs in each
area depicted in these Special Provisions to provide as backup for each period invoiced.
2.5.3 Annual report
The Contractor shall submit an annual reportby November15 each year that includes, at
a minimum:
A review of the Annual Work Plan’s scheduled tasks compared to
the actual deliverables, including a comparison of whether or not
tasks were consistently or reliably completed.
A description of new or existing landscaping deficiencies and
recommended remedies.
Any recommendations for changes to Special Provisions that improve efficiency
to the objective of this contract.
2.6 LOST AND FOUND
All lost and found items shall be noted and locked in an agreed upon location. A record of lost and
found items when encountered shall be submitted to the Administrator. The City shall be
responsible for receiving calls and returning items to the public. Items not claimed shall be
disposed of in a fair and appropriate manner at the City’s discretion; the contractor shall never
dispose of any items without specific direction from the City to do such. In no case will the items
be returned to the finder unless warranted by law.
2.7PARK MAINTENANCE SCHEDULE
The park use season isJanuary 1 –December 31(year-round). Active growing season shall be
considered March 1 – November 15. This may vary depending on weather/use. During the active
growing season, linear parksand trailsmay require a maintenance presence up to sevendaysper
week. Mowing, fertilizing, aerating, watering, and similar maintenance operations that impact
public use of the park facilities are generally required to be performed Monday-Friday between
the hours of 6:00AM and 5:00PM. The Contractor shallwork around public use and always be
courteous and respectful to park visitors. Weekend use by the public is extensive and weekend
cleaning and other maintenance may be required. Park facilities are open and available for public
thth
use from 6:00AM –9:00PM, April 15 through October 15 and from 6:00AM to 7:00PM,
thth
October 16 through April 14.
2.8 SERVICE LEVELS SUBJECT TO CHANGE
These statements represent the City’s attempt to provide an overview of anticipated services. It
should be understood by the bidders that the City park system is not static. The contractor’s ability
and willingness to work in a dynamic system in a unique public/private partnership is critical to
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
the success of this contract.Changes in quantities or service levelsmay, at the discretion of the
City, be addressed in contract amendments or through annual price adjustments as contemplated
in Section 1.19.
3WORK SPECIFICATIONS –STANDARD MAINTENANCE
IRRIGATED AREAS
This Chapterdescribes thework to be performed in irrigated areas including
standards, schedule,quantity,and location.
3.1 MOWING, TRIMMING, AND EDGING
3.1.1 General Requirements
Mowing, trimming, and edging of all irrigated turf (roadway landscaping sites, linear park
trailheads and improved trail crossings and City Gateway) is expected to occur weekly.
Turf mowing shall be at or between heights of 2.5 to 3.0 inches. Turf shall not exceed 4.5
inches between turf mowing. Turf shall be cut at a uniform height (no scalping or uneven
cutting). Measurements shall be taken in park areas that are representative of average
conditions. Drainage areas, etc., that receive above normal irrigation may exceed 4.5
inches if the representative target areas are within standards. Mowing during wet
conditions that leave noticeable rutting shall not be permitted. Bare patches shall be
reseeded.
3.1.2 Schedule
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The expected mowing season is from April 1– November 15 of
each year. The estimated number of mowing cycles is approximately 32 cycles. Mowing
of each area shall be completed on the same day that mowing begins.
3.1.3 Equipment
Mulching equipment shall be used. Blades must be sharp and mower equipment
maintained to prevent damage to turf. Mower decks shall be properly adjusted and
operated to prevent scalping of turf.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.1.4 Trimming, Edging, and Tree Rings
Trimming shall include hard edging on all surfaces. Areas around concrete or metal
fixtures shall be trimmed. Contractor shall not mechanically trim around base of trees and
damage bark. The Contractor shall chemically treat a 1-foot radius of turf at the base of
each tree and maintain the treated area free of grass, weeds, litter, and debris thereafter.
3.1.5Grass Clippings
Clippings shall be mulched and left evenly disbursed on the turf. Clippings shall be mowed
and bagged or swept by the contractor to remove windrows or other heavy accumulations.
Grass clippings shall be blown from sidewalks, trails, and other walkways the same day
that mowing occurs.
3.1.6 Mowing Damage by Contractor
The Contractor is responsible for all replacement and rehabilitation costs forturf, grass,
trees, sprinklers, private property, and anything else that may be damaged during mowing,
trimming or edging. Mowing shall not take place under wet conditions which may cause
turf damage or leave ruts or depressions. Wear and tear or damage to fixtures or vegetation
by mowers is not acceptable. Care shall be exercised to prevent damage to trees and shrubs,
fixtures, and irrigation systems.
3.1.7 Litter / Debris and Cleanup
When onsite for scheduled work, the contractor shall perform cleanup. Litter cleanup
includes but is not limited to cigarette butts, paper, cardboard, rocks, any plastic, rubber or
metal foreign objects, wood, tree branches, leaves, cloth, etc. Debris cleanup includes but
is not limited to weeds, grass from around the base of plants, and visible clumps of grass
clippings.
Debris/Litter pickup shall be completed in all Irrigated Areas included in these Special
Provisions and prior to all other work to be performed each service day.
3.1.8 Measurement& Location
Measurement for mowing, trimming, and edging shall be included in Lump Sum for
“Mowing, Trimming, and Edging and Standard Irrigation Maintenance” as applicable to
Roadway Landscape Facilities and Linear Park Facilities. Approximate turf area for
roadway landscape facilities is 559,770square feet. The approximate turf area for irrigated
linear park facilities is 42,754 square feet. See maps and tables in the Appendices for more
details.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.1.9Payment
Payment for mowing, trimming, and edging shall be included in the lump sum Contract
price for “Mowing, Trimming, and Edging and Standard Irrigation Maintenance”
(separately) for Roadway Landscape Facilities and Linear Park Facilities and shall be paid
for furnishing all tools, labor, equipment, and materials required.
3.2 STANDARD IRRIGATION MAINTENANCE
3.2.1General Requirements
The Contractor is responsible for the operation and regular adjustment of all
irrigation/sprinkler systems under this contract. The contractor shall provide the proper
amount of water and coverage to maintain healthy turf and underlying soil structure. The
contractor shall use a variety of means to maintain healthy turf including, but not limited
to altering timers, changing heads and nozzles, adding heads, subtracting heads, adding
water lines, or changing and adding zones.
The Contractor is responsible for the standard maintenance and repair of all
irrigation/sprinkler systems under this contract. This includes all piping, heads, risers,
valves, controllers, clocks, drains, backflow preventers, meters, sub-irrigation type
emitters, and all other existing components needed and necessary to water the irrigated
areas effectively and efficiently.
The contractor is responsible for regular inspection and testing of all sprinkler zones to
ensure proper operations and functionality of the irrigated systems.
At a minimum, the Contractor shall test and inspect, once every two weeks, the full
functionality of the following Roadway and Stormwater Landscaping zones as shown in
Appendix A:zones1310, 1340, 1410, 1420, 1430, 1480, 1490, 1570, and 1580;and the
Linear Park location shown in Appendix F: CG-1 (City Gateway).
Maintenance and repair work resulting from these tests and inspections is to be included in
periodic reports.
Irrigating water on concrete, pavement, and unimproved areas shall be minimized.
Standard maintenance is considered operational maintenance on all elements of the system
not requiring special equipment, labor, or parts.
Maintenance not covered under this section will be covered under Section 7, “Force
Account Maintenance –Irrigated Areas”. This determination will be made by the City.
3.2.2Schedule
The expected irrigation season each year will be from April 15 to October 15. The
contractor will propose specific dates to activate and winterize the system each year and
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
receive approval from the City based on need and weather conditions. Winterizing is the
responsibility of the contractor. The Contractor shall coordinate water service meter
removals with applicable water purveyors. All freeze damage is the responsibility of the
contractor.
3.2.3Backflow Prevention Requirements
The City has backflow prevention devices on all systems. Meeting backflow prevention
requirements and testing is the responsibility of the Contractor on behalf of the City.
Testing may be required as often as once a year for each metered location to meet the
requirements of Water Purveyors. The frequency of testing is determined by the Water
Purveyor. The City will forward any notifications of testing required by the Water
Purveyor to the Contractor. The Contractor is required to respond to the notice, provide
any testing, and report to the City the outcome of the test and final reporting to the Water
Purveyor.
3.2.4 Payment
Payment for standard maintenance shall be included in the lump sum Contract price for
“Mowing, Trimming, Edging and Standard Irrigation Maintenance” (separately) for
Roadway Landscape Facilities and Linear Park Facilitiesand shall be paid for furnishing
all tools, labor, equipment, and materials required.
3.3 CORE AERATION
3.3.1General Requirements
Aeration of the bottoms of bio-infiltration, roadside swale facilities, and irrigated trailhead
or trail crossing facilities shall be performed. Core aeration shall be performed by a hollow
tine aerifier machine with ½-inch diameter core, 3 ½-inches deep, and the frequency of
cores shall be 6-inches or less apart. Coring shall take place when the ground is moist but
not wet, within one day of irrigation of the turf.
3.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Aeration of trailhead and trail crossing facilities shall be performed
twice per year, once in the spring as soon as conditions permit and again in the fall after
th
August 15. Aeration of Roadway Landscape Facilities shall be performed once per year
and must coincide with either the spring or fall aeration schedule described above.
The contractor shall notify the City one week prior to performing the work.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.3.2Measurement
Measurement shall be Lump Sum for “Core Aeration” as applicable to Roadway
Landscape Facilities and Linear Park Facilities. Approximate area of roadway landscape
facilities is 279,663 square feet. Approximate area of linear park facilities is 42,754 square
feet. See maps and tables in the Appendices for more details.
3.3.3 Payment
Payment shall be lump sum Contract price for “Core Aeration” (separately) for Roadway
Landscape Facilities and Linear Park Facilities and shall be paid for furnishing all tools,
labor, equipment, and materials required.
3.4FERTILIZING
3.4.1General Requirements
The contractor shall keep all assigned areas included in this Contract fertilized. Granular
or liquid fertilization is acceptable. Fertilization on turf, trees, shrubs, and approved
plantings will occur to maintain healthy, green, and attractive landscape. The Contractor
shall follow application rates and restrictions. If liquid fertilizer is used, spraying shall
not occur during windy, rainy, or other climatic conditions known to reduce the
effectiveness or safety of the product being applied. Where applicable, sprayed areas are
to be posted.
3.4.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Fertilization of improved turf shall be performed three times per
st
year, once in the spring, before June 1, once in the summer, and once in the fall, after
st
September 1. Applications shall be at optimal times and shall be outlined in the
contractor’s annual work plan. Spot treatments during the summer may be necessary to
actively support distressed areas.
New trees shall be fertilized for the first three years to ensure tree survival. During the
first year, new trees shall be fertilized spring and fall, then once per year for the next two
years.
The contractor shall notify the City one week prior to performing the work.
The contractor shall supply documentation to the City indicating if, when and how
chemically sensitive individuals were notified pursuant to any requirements. The
documentation shall be supplied to the City within 12 hours after the notification takes
place, what the application is, and at what time the application occurred or will occur.
Records of public contract made shall be included in the annual report per Section 2.5.3.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.4.3Approved Fertilizer
City Approved List:
o Recommended Nitrogen-Phosphorus-Potassium ratio 3:1:2 to 4:1:2
Other N-P-K fertilizers outside the recommended ratio can/shall be submitted to
the City for approvalbased on soil analysis by a lab selected by contractor and
approved by owner.
3.4.4Fertilizer Safety
When applying fertilizer, the Contractor shall take precautions to avoid any impact on
human and environmental health, and to ensure fertilizer does not move off target.
Applications are made only by trained employees following all recommendations and
restrictions given on the individual product labels.
3.4.5 Measurement
Measurement shall be Lump Sum for “Fertilizer” as applicable to Roadway Landscape
Facilities and Linear Parks Facilities. The approximate turf area of roadway landscape
facilities is 559,770 square feet. The approximate area of the irrigated City Gateway and
linear park trailheads and trail crossing facilities is 42,754 square feet.
3.4.6 Payment
Payment shall be lump sum Contract price for “Fertilization” (separately) for Roadway
Landscape Facilities and Irrigated Linear Park Facilitiesand shall be paid for furnishing
all tools, labor, equipment, and materials required.
3.5 WEED CONTROL AND CHEMICAL SPRAYING
3.5.1General Requirements
The contractor shall keep all improved and irrigated areas included in this Contract weed
free. Chemical spraying on turf, trees, shrubs, and approved plantings will occur to maintain
a healthy, green, and attractive landscape. All chemical spraying shall followthe state and
federal pesticide applicators requirements and guidelines including licensing. The
Contractor shall follow application rates and restrictions. Where applicable, sprayed areas
are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied. The Contractor shall chemically
treat a 1-foot radius of turf at the base of each tree and maintain the treated area free of
grass, weeds, litter, and debris thereafter.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.5.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Weed Control and Chemical Spraying shall be performed four
times per year, applied uniformly throughout the appropriate season, except for the
Roadway Landscape zones specified herein, which are to receive only two applications per
year: zones 1270, 1280, 1330, 1350, 1360, 1365, 1370, 1460, 1470, 1540, 1590, and 2570.
Specific application timeframes shall be identified in the Annual Work Plan. Spot
treatments during the summer may be necessary to control excessively weedy areas.
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur. Records of public contract made shall be
included in the annual report per Section 2.5.3.
3.5.3 Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
. Choice of
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf
herbicide shall be communicated to the City in the work plan pursuant to section 2.1 of
these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
3.5.4 Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.
3.5.5 Measurement
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying” as
applicable to Roadway Landscape Facilities and Irrigated Linear Park Facilities.
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
3.5.6Payment
Payment shall be lump sum Contract price for “Weed Control and Chemical Spraying”
(separately) for Roadway Landscape Facilities and Irrigated Linear Park Facilities and shall
be paid for furnishing all tools, labor, equipment, and materials required.
3.6 TREE AND SHRUB TRIMMING AND MAINTENANCE
3.6.1General Requirements
Tree and shrub maintenance is on an “as needed basis”. Trees and shrubs that are
encroaching on sidewalks or roadways, or diseased, dead/dying shall be trimmed or
removed/replaced as appropriate. Sidewalk and roadway clearance shall comply with
chapter 22.70 SVMC. The City shall be notified of intent to remove any trees or shrubs
prior to starting work. All potentially dangerous conditions regarding trees shall be
corrected immediately or reported to the City. Contractor shall make an ISA Certified
Arborist available as needed.
3.6.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Tree and shrub trimming shall be performed at least once per year
in the spring.
3.6.3Measurement
Measurement shall be Lump Sum for “Tree and Shrub Timming and Maintenance” as
applicable to Roadway LandscapeFacilities and Irrigated Linear Park Facilities.The
approximate number of trees and shrubs in roadway landscapefacilities is listed in Chapter
8 –Appendix B.The approximate number of trees and shrubs in irrigated City Gateway,
Linear Park trailheads and trail crossing facilities is listed in Chapter 8 –Appendix F and
Appendix D.
3.6.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and
Maintenance” (separately) for Roadway LandscapeFacilities and Irrigated Linear Park
Facilities and shall be paid for furnishing all tools, labor, equipment, and materials
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
required.
3.7 LANDSCAPE BED MAINTENANCE
3.7.1General Requirements
Organic/Inorganic groundcover in linear park trailheads and trail crossing facilities shall
be maintained to preserve the intended coverage and use. Soil and/or weed barrier shall
have 100% coverage either by raking or adding additional ground cover.
3.7.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.Ground cover deficiencies shall be corrected no less than three
times per year. Landscaping beds shall be weeded no less than three times per year. City
Gateway shall be planted with annuals in the spring and kept weed free throughout the
growing season.
3.7.3Measurement
Measurement shall be Lump Sum for “Landscape Bed Maintenance.” The approximate
area of the irrigated City Gateway, linear park trailheads and trail crossing facilities is
28,353 square feet.
3.7.4Payment
Payment shall be lump sum Contract price for “Landscape Bed Maintenance” and shall be
paid for furnishing all tools, labor, equipment, and materials required.
4 WORK SPECIFICATIONS – STANDARD MAINTENANCE
UNIMPROVED AREAS
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City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
City, including standards, schedule,quantity,and location.
4.1 NOXIOUS WEED CONTROLAND CHEMICAL SPRAYING
4.1.1 General Requirements
The contractor shall control noxious weeds along the Appleway Trail and throughout the
unimproved areas of the Former Milwaukee Railroad Right-of-Way. Additionally, the
Contractor shall control noxious weeds along the Centennial and throughout the City-
owned Myrtle Point Natural Area and the natural areas surrounding the 6 Centennial Trail
trailheads / trail access points within the City.All chemical spraying shall follow the state
and federal pesticide applicators requirements and guidelines including licensing. The
Contractor shall follow application rates and restrictions. Where applicable, sprayed areas
are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied.
4.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Chemical spraying shall occur at least once per year, or as directed
by the Spokane County Noxious Weed Control Board for control of state identified noxious
weeds. Spot treatments during the summer may be necessary to control excessively weedy
areas.
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur.
4.1.3Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list.
Please refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf . Choice
of herbicide shall be communicated to the City in the work plan pursuant to section 2.1
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
of these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
4.1.4Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulationsas well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.
4.1.5Measurement
Measurement shall be lump sum for “Noxious Weed Control and Chemical Spraying–
Unimproved Linear Park Facilities.” The approximate areas of the unimproved Former
Milwaukee Railroad Right-of-Way and the Myrtle Point Natural Area, both of which may
contain noxious weeds, are shown in Appendices D and E.
4.1.6 Payment
Payment shall be lump sum Contract price for “Noxious Weed Control and Chemical
Spraying” and shall be paid for furnishing all tools, labor, equipment, and materials
required.
4.2 LITTER CONTROL
4.2.1General Requirements
Litter includes paper, cardboard, plastic, rubber or metal, foreign objects, wood, cloth, etc.
Large or otherwise visible accumulations, such as multiple items of litter in the same
location, dumped mattress or appliance, largeaccumulation of trash or debris, etc. shall be
removed as soon as possibleafter being reported or noticed by contractor.
4.2.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Litter pickup shall be completed weekly.There is a general
expectation that litter will always be picked up incidental to other work.
4.2.3Measurement
Measurement shall be lump sum for “Litter Control – Unimproved Linear Park Facilities.”
The approximate areas of the unimproved Former Milwaukee Railroad Right-of-Way and
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
the Myrtle Point Natural Area, are shown in Appendices D and E.
4.2.4Payment
Payment shallbe lump sum Contract price for “Litter Control –Unimproved Linear Park
Facilities” and shall be paid for furnishing all tools, labor, equipment, andmaterials
required.Large accumulations of illegally dumped material may be eligible for
compensation under Unexpected Maintenance as outlined in Chapter 7.
4.3 MOWING AND TRIMMING
4.3.1General Requirements
Mowing and trimming of ground vegetation in the unimproved (un-irrigated) Former
Milwaukee Railroad Right-of-Way along the Appleway Trail and the city-owned parcel
between Mirabeau Parkway and the Centennial Trail shall be at a height of 4-6 inches and
growth shall not exceed 10 inchesbetween mowing and trimming intervals. Due to uneven
surfaces and natural obstructions in these areas a variety of equipment such as flail mowers
and hand trimmers may be required.
4.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The entire Appleway Trail corridor from University Rd to the
Liberty Lake City Limits is expected to be mowed until growth ceases in the summer. The
estimated number of mows is 6-8 occurrences .
4.3.3Measurement
Measurement shall be lump sum for “Mowing and Trimming –Unimproved Linear Park
Facilities.” The approximate area of the unimproved Former Milwaukee Railroad Right-
of-Way is 30.65 acres and the City-owned parcel between Mirabeau Parkway and the
Centennial Trail (parcel 45101.9068) is 1.11 acres.
4.3.4Payment
Payment shall be lump sum Contract price for “Mowing and Trimming – Unimproved
Linear Park Facilities” and shall be paid for furnishing all tools, labor, equipment, and
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
materials required.
4.4 TREE AND SHRUB TRIMMING AND MAINTENANCE
4.4.1General Requirements
Tree and shrub maintenance in the unimproved areas of the Former Milwaukee Trail Right-
of-Way (Appleway Trail Corridor) is on an “as needed basis”. Trees and shrubs that are
encroaching on trails or diseased, dead/dying shall be trimmed or removed as appropriate.
Cityshall be notified of intent to remove any trees or shrubs prior to starting work. All
potentially dangerousconditions regarding trees shall be correctedimmediately or reported
to the City.Contractor shall make an ISA Certified Arborist available as needed.
4.4.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Tree and shrub trimming shall be performed at least once per year
in the spring.
4.4.3Measurement
Measurement shall be Lump Sum for “Tree and Shrub Timming and Maintenance –
Unimproved Linear Park Facilities.” The approximate number of trees and shrubs in the
unimproved areas of the Former Milwaukee Railroad Right-of-Way (Appleway Trail
Corridor) are shown in Appendices D and E.
4.4.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and Maintenance
–Unimproved Linear Park Facilities” and shall be paid for furnishing all tools, labor,
equipment, and materials required.
5 WORK SPECIFICATIONS – PAVED TRAILS, TRAIL
CROSSINGS, AND TRAILHEAD PARKING LOT
MAINTENANCE
This Chapter describes the work tobe ¯¤±¥®±¬¤£ ® ³§¤ ¯®±³¨® ®¥ ³§¤ #¤³¤¨ «
4± ¨« ³§ ³ ±´² ³§±®´¦§ ³§¤ #¨³¸ ®¥ 3¯®ª ¤ 6 ««¤¸ ² ¶¤«« ² ³§¤ !¯¯«¤¶ ¸ 4± ¨«,
including standards, schedule, quantity, and location.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
5.1 SWEEPING
5.1.1General Requirements
Unless otherwise noted, hard surfacesincluding parking lots, pathways, sidewalks and
paved trail surfacesshallbe swept, vacuumed or blown off as needed to maintain a clean
appearance. Parking lots shall beswept each spring to remove all sand, leaves, pinecones,
and other debris accumulated over the winter. The Contractor shallsweep all parking lots
one additional time as scheduled through the summer/fall seasons. Paved trail and pathway
surfaces shall be swept at least four times per year. However, due to storms, etc. hard
surfacesmay require additional sweeping,which shallbe the responsibility of the
contractor.
5.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Paved parking lots shall be swept a minimum of two times per year
and paved trails and pathways shall be swept a minimum of four times per year.
5.1.3Measurement
Measurement shall be Lump Sum for “Sweeping –Paved Trails.” The approximate areas
(sq feet) of paved trails, pathways, sidewalks and parking lots associated with the
Appleway and Centennial Trail is listed in Appendices D and E.
5.1.4Payment
Payment shall be lump sum Contract price for “Sweeping – Paved Trails” and shall be paid
for furnishing all tools, labor, equipment, and materials required.
5.2 VEGETATION CONTROL
5.2.1General Requirements
Appleway Trail and Centennial Trail shoulders shallbe mowed, trimmed,or sprayed as
needed to eradicate weeds, and remove vegetation for a minimum of two feet on each side
of the Trail and associated public trail spur connections. Vegetation shall be cut back
further if necessary to maintain line-of-sight for safety on curves. Overhanging tree limbs
shall be cut to maintain a minimum clearance of 10 feet. Hazardous trees shall be removed
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
pursuant to ISA standards.
5.2.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Generally vegetation control needs are more intensive along the
Centennial Trail corridor. Trimmingof weeds and grasses, brushcontrol,and tree limb
clearingshall occur a minimum of three times per year.
5.2.3Measurement
Measurement shall be Lump Sum for “Vegetation Control – Paved Trails.” The
approximate length (miles) of the Appleway and Centennial Trails is shown in Appendices
D & E.
5.2.4Payment
Payment shall be lump sum Contract price for “Vegetation Control – Paved Trails” and
shall be paid for furnishing all tools, labor, equipment, and materials required. Hazardous
tree removalmay be eligible for compensation under Unexpected Maintenance as outlined
in Chapter 7.
5.3 GARBAGE REMOVAL
5.3.1General Requirements
In addition to policing and removal of litter, the Contractor shall collect and dispose of
garbage from trash containersand doggie pot stationsalong the Appleway and Centennial
Trails. Trash containers,as noted in Appendices D & E are available for use by the
Contractor and are considered adequate. Additional containers may be provided by
Contractor. Where decorative containers are desired by the City, the City shall purchase
those containers. Containers shall be dumped when 3/4 full or at any time that offensive
odors or pests are present or if the container has not been dumped for four days. All
containers shall be lined with a plastic liner and all doggie pot stations shall be replenished
with compatible waste bags. Vehicle access to cans may be limited in some locations.All
costs associated with garbage collection, transport, and disposal shall be the responsibility
of the contractor.
5.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Litter control along trails shall occur at least weekly April through
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
September and then monthly although there isa general expectation that litter will always
be picked up incidental to other work. Emptying of trash containers shall occur at least
twotimes per week (or more as may be needed per section 5.3.1 above) from April through
October and weekly (or more as may be needed per section 5.3.1 above) from November
through March.
5.3.3Measurement
Measurement shall be Lump Sum for “Garbage Removal – Paved Trails.” The approximate
number of trash containers and doggies pot stations on the Appleway and Centennial Trails
is shown in Appendices D & E.
5.3.4Payment
Payment shall be lump sum Contract price for “Garbage Removal – Paved Trails” and shall
be paid for furnishing all tools, labor, equipment, materials and tipping fees required. Large
accumulations of illegally dumped material may be eligible for compensation under
Unexpected Maintenance as outlined in Chapter 7.
5.4 WEED CONTROL AND CHEMICAL SPRAYING
5.4.1General Requirements
Weeds in cracks in parking lots, sidewalks, paved trails and other hard-scape areas shall be
sprayed for eradication and control.
5.4.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.
5.4.3Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf . Choice
of herbicide shall be communicated to the City in the work plan pursuant to section 2.1 of
City of Spokane Valley Bid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements
5.4.4Herbicide Safety
Applications shall be made only by trained and licensed employeesfollowingall state and
federal regulationsas well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.Any
product/chemical used shall conform to local, state, and federal laws and regulations.
5.4.5Measurement
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying – Paved
Trails.” The approximate quantity (sq feet) of hard-scape areas on the Appleway and
Centennial Trails is shown in Appendices D & E. Contractor should take care to inspect
hard-scape areas prior to bidding to determine quantity of needed maintenance under this
section.
5.4.6Payment
Payment shall be lump sum Contract price for “Weed Control and Chemical Spraying –
Paved Trails” and shall be paid for furnishing all tools, labor, equipment, materials,and
tipping fees required.
5.5 BOLLARDS AND OTHER TRAIL FIXTURES AND AMENITIES
5.5.1General Requirements
Trail bollards, benches, picnic tables, mile markers, decorative trash receptacles, and
other trail amenities shall be the responsibility of the Contractor to be kept clean and in
good working condition. Trail Bollards shall be removed and immediately placed back in
position whenever access is required by the Contractor on the trails. Bollards shall
remain locked and not left unsecured. Benches, picnic tables, informational kiosks,
doggie pot stations, picnic tables or other trail fixtures shall be wiped clean, or pressure
washed when needed. Missing or damaged bollards or locks or other trail fixtures
needing replacement or repair shall be immediately reported to the Administrator or
designee and may be eligible for compensation under Unanticipated Maintenance as
outlined in Chapter 7.
5.5.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Work Plan, see section 2.1.1.Inspection and maintenance shall occur not less thantwo
times per week from April through October and weekly from November through March.
There is a general expectation that trail fixtureinspection and maintenance shall always
occur incidental to other work.
5.5.3Measurement
Measurement shall be Lump Sum for “Bollards and Other Trail Fixtures and Amenities.”
The approximate number of bollards, kiosks, benches, trash containers, doggies pot
stations and other trail fixtures on the Appleway and Centennial Trails is shown in
Appendices D & E
5.5.4Payment
Payment shall be lump sum Contract price for “Bollards and Other Trail Fixtures and
Amenities” and shall be paid for furnishing all tools, labor, equipment, and materials
required. Repair or replacement of damaged fixtures may be eligible for compensation
under Unexpected Maintenance as outlined in Chapter 7.
5.6 PARKING LOT AND SIDEWALK/PATHWAY SNOW REMOVAL
5.6.1 General Requirements
Snow removal from trailhead parking lots, trailhead pathways and plazas, and municipal
sidewalks associated with trailheads and trail crossings and the City Gateway shall
commence at 1” or more accumulation on level surfaces. Exceptions: paved sections of the
Centennial Trail and Appleway Trail are not plowed in winter. Snow shall be removed
within eighthours following the measurable accumulation of 1”. All areas shallbe sanded
with salted sand at all entrances and exits. All parking lots shall be sanded as icy conditions
dictate. Snow may be plowed to the perimeter of the property. If accumulations interfere
with parking or other use, or damage fences or encroach on neighboring properties, snow
may be required to be hauled from the site. If accumulation levels and weather forecasts
indicate that natural melting of snow is reasonably predictable, contractor may request
approval from Administrator or designee to forego removal.
Ice Melt: Contractor shall berequired to spread a commercial ice melt product which is
deemed safe to turf, plants, and physical structures onmunicipal sidewalks associated with
linear park properties including theCity Gatewayand other areas, as may be designated,
to maintain free of ice during hours which that facility may reasonably be in use by the
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
public.
5.6.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Scheduling shallaccommodate usage demand. Schedule to be
worked out with Director.
5.6.3Measurement
Measurement shall be Lump Sum for “Parking Lot and Sidewalk/Pathway Snow
Removal.” The approximate quantities (sq feet) of parking lots, plazas, pathways, and
sidewalksassociated with the Appleway Trail trailheads and trail crossings, the Centennial
Trail trailheadsand trail property frontages, and the City Gateway is shown in Appendices
D & E & F.
5.6.4Payment
Payment shall be lump sum Contract price for “Parking Lot and Sidewalk/Pathway Snow
Removal” and shall be paid for furnishing all tools, labor, equipment, materials, and
supplies required.
6 INSPECTION
6.1 General Requirements
The Contactor shall perform visual site inspections when onsite for scheduled work and as
required per Section 3.2.1. The Contractor shall contact the Cityif any, but not limited to,
the following are found or needed:
Irrigation sprinkler system repair requirements
Pest and disease infestation
Structural Damage to drywells, catch basins, and inlets
Evidence of poor drainage
o Plugged pipe
o Sediment and debris accumulation near aprons, curb inlets and sidewalk
inlets
o Sediment and debris accumulation in the swale
Dry or dead turf in irrigated areas.
Removal and replacement of bark
Illegal dumping
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
Tree, plant, or shrub removal and replacement
Tree, plant, or shrub trimming
Dead or Stolen PlantMaterial
Accident cleanup
Miscellaneous damage to City owned landscaping
Fence damage
Graffiti
Damage to benches, tables, kiosks, signs, mile markers, or other trail fixtures
Cracked asphalt, potholes, or crumbling edges of trail surfaces
Damage to curbs or pathways
Damaged or missing bollards or bollard locking mechanisms
Area lights not working
Potential homeless encampments
Maintenance requirements identified by these inspections that are not covered under
previous sections may be paid per Chapter 7 “Force Account Maintenance.” The
determination of whether the work is unanticipated maintenance shall be made by the City.
TheCity may also request other maintenance on a time and materials basis for services not
otherwise contemplated in these Special Provisions.
7 FORCE ACCOUNT MAINTENANCE
7.1 General Requirements
The City may approve unanticipated maintenance work up to $25,000 at its sole
discretion. If requested, Contractor shall provide a proposal outlining time and
materials costs for the maintenanceand explain how the work is outside the scope
of these Special Provisions. No unanticipated maintenance work shall commence
prior to written approval from the City.
Potential unanticipated maintenance may have specific requirements, which
include but are not limited to the following examples:
7.2 TREE REMOVAL AND REPLACEMENT
7.2.1General Requirements
All potentially dangerous conditions regarding trees in irrigated areas shall be
corrected immediately and reported to the City. The City shall be notified of the
contractor’s intent to remove any trees or shrubs prior to starting work.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
The Contractor shall remove dead or severely unhealthy trees and provide a
replacement of each removed tree. Hazardous trees shall be removed pursuant to
ISA standards Contractor shall make an ISA Certified Arborist available as needed.
Any transplanted replacement trees shall:
Meet the requirements of chapter 22.70 SVMC for street trees.
Closely match existing trees along the corridor.
Approval of the City prior to installation.
Minimum of 1½ inch caliper.
7.2.2 Three-Year Maintenance for Transplanted Trees
Transplanted trees (first three years after planting) must be watered (by hand if
necessary), trimmed, mulched, and staked, according to generally accepted
standards to ensure survival.
Transplanted trees shall be fertilized for the first three years to ensure tree survival.
The first year, new trees will be fertilized spring and fall, then once per year for the
next two years.
7.2.3 Payment
Payment will be made in accordance with the Contract.
7.3 DEAD OR STOLEN PLANT MATERIAL
7.3.1General Requirements
The Contractor will replace any dead plant material and plants that have been
damaged beyond the control of the Contractor. The contractor will provide a cost
to replace dead or stolen plant materials within seven (7) days after observation or
notified of same. Contractor will replace any plant material damaged or destroyed
by the Contractor at no cost to the City.
The Contractor shall report to the City any plant material not exhibiting normal
growth and vigor. If it has been determined that the materialis beyond reviving, a
written report recommending replacement shall be given to the City. This report
shall include: (a) Identify the location, size and type of type of plant; (b) Identify
the reason for the decline; (c) Cost of replacement. No replacement plantings shall
be done without consent of the City.
7.3.2Payment
Payment will be made in accordance with the Contract.
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
7.4 PEST AND DISEASE CONTROL
7.4.1General Requirements
Where mice, skunks, ground squirrels, insects or other pests are present in and
around facilities, the Contractor will control them with approved poisons or traps
in accordance with all state and local laws and in a manner acceptable for public
areas. This includes the control of insects in irrigation power or control boxes.
The Contractor will propose a treatment based on the identification of the insect or
disease to the City for approval prior to initiating treatments.
7.4.2Payment
Payment will be made in accordance with the Contract.
7.5 IRRIGATION SPRINKLER SYSTEM
7.5.1General Requirements
The Contractor is responsible for the operation, maintenance, and repair of all
irrigation/sprinkler systems under this Contract. Force account maintenance of this
system is considered maintenance on those elements of the system requiring special
equipment, labor, or parts. Force account maintenance may include, but is not
limited to the following:
Replace special item controllers
Replace water meters
Deep excavation valve replacement
Sub-irrigation type emitters
Significant additions or subtractions to water line or zone adjustments.
Maintenance not covered under this section will be covered under Section 3.2,
“Standard Irrigation Maintenance.” This determination will be made by the City.
7.5.2Payment
Payment will be made in accordance with the Contract.
8 LOCATIONS AND ESTIMATED QUANTITIES
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
The attachedappendices containsite specific exhibit maps, and associated tablesdetail
the approximate quantities and the locations of the work to be performed under this
contract.
Appendix A: Map of Roadway and Stormwater Landscaping Sites
Appendix B: Table of Estimated Quantities for Roadway and Landscaping Sites
Appendix C: Map of Linear Park Facilities and City Gateway Site
Appendix D: Table of Estimated Quantities for Appleway Trail Locations
Appendix E: Table of Estimated Quantities for Centennial Trail Locations
Appendix F: Table of Estimated Quantities for City Gateway Site
City of Spokane ValleyBid Proposal Documents
Linear Parks and Roadway Landscape Maintenance Contract No.: ________
#1#1
Spokane Spokane
County #3County #3
East Spokane East Spokane
Water
MetersWater District
Fence
Cyclone
0No--
40Yes3Vera40Yes1Vera40Yes3Vera90No3Irvin30Yes4Consolidated
unkNo--unkNo--unkYes1unkYesModernunkNo3VeraunkYes4VeraunkNo2VeraunkNo4unkNo4Modern900No1Consolidated900No2ConsolidatedunkNo3ConsolidatedunkNo1Consolidated
Heads
NetafimNo2NetafimNo2
Sprinkler
(approx.)
,
------
_
Fir
Pine
Sentry
unknownunknown
Greenspire
Hornbeam
Cherry, Maple,
shrubs & bushesshrubs & bushes
Maple, Orn. PearMaple, Orn. Pear
Green/Purple Ash,
Hornbeam, Orn. PearHornbeam, Orn. PearHornbeam, Orn. Pear
Pine, shrubs & bushes
ETC.) (SF)TOTAL AREA (SF)Trees (approx.)Tree Types
Area (TREES,
SHRUBS, BARK,
Other Landscape
10/4/2023
Page 1 of 1
Appendix B
(SF)SWALE TURF (SF)TOTAL TURF (SF)
SIDE SLOPE TURF
ROADWAY LANDSCAPING SERVICES QUANTITIES (approx.)
198,66281,445279,663559,77077,808637,57864840
FLAT TURF (SF)
POND BOTTOM/
Totals:
LOCATION NAME
1270Sullivan Road, 24th to 16th Roadside Swalesn/an/a20,90020,900020,90001280Sullivan Road, S 424 & 502, Roadside Swales (2)n/an/a3,6003,60003,60001300Willamette Road Bio-Infiltration
Strip6,200006,20006,200191310Appleway, Dora to Park, Roadside Swalesn/an/a26,10026,100026,10051133016th & Dishman-Mica Bio-Infiltration Facility (1)9,50016,000025,500025,500411340Appleway
Swales, Farr to University n/an/a11,20011,200011,2000135016th, Pines to Keller Bio-Infiltration Facilities (4)7,10018,900026,000026,00001360Evergreen, 16th to 6th Bio-Infiltration Facilities
(3)66,4005,700072,100072,1004136516th, Warren to Sullivan Bio-Infiltration Facilities (4)25,50020,500046,00012,20058,20011370Sullivan, 16th to 4th Roadside Swalesn/an/a12,30012,3001,00013,300131410S
prague, Park to Thierman Roadside Swalesn/an/a42,16342,163042,163781420Sprague, Park to Argonne Park Stripsn/an/a25,70025,700025,700921430Sprague, Mullan to University Park Stripsn/an/a49,40049,40004
9,4001401460Mission near Progress Bio-Infiltration Facility (1)21,1000021,10028,80049,90001470Broadway, Moore to Flora Bio-infiltration Facilities (4)9,6001,000010,60019,70030,30001480Appleway,
Sprague to Barker Roadside Swalesn/an/a44,30044,300044,300971490Appleway, Barker to City Limit Roadside Swalesn/an/a40,00040,000040,0001001540Pines & Mansfield Bio-Infiltration Facilities
(6)30,8000030,800030,80001570Mission/Flora Roundabout Bio-Infiltration Facilities (4)12,4621,745014,20716,10830,315121590Barker, I-90 to Jackson Bio-Infiltration Facilities (4)10,00017,600027,600027
,60002570Sullivan Bridge, SW Corner Swale__4,0004,000_4,000_
NUMBER
LOCATION
Fixed
Tables
Benches /
Area
Lights
1 3 1 1 2 1
1 2 1 1 2 2 3
2 3 1 1 1 1 30
Doggie
Stations
7 168
2 2 2 2 2 2 5 2 2 2
2 2 2
1 21
27,98415,72042,444
Gravel
1
Trail (sq ft)Bike Racks
14
1 2 2 2 1 2 2 2 1
2 2 1 1 1 6 86,148
412
6,193
/ Plazas
(sq feet)Bollards
32
1 2 2 2 2 2 2 2 1 1 2 2 2 2 2 2
Sidewalks
7,2007,9447,824
32,38015,80431,53615,32415,03617,48415,60015,48031,15223,556
(sq ft)
Paved Trail
13 6 3 4 15 8 8 8 6 8 8 17 13 4 9 18,076
)
Ft.)
Gravel
1,558
Parking (Sq
Paved
(Sq Ft)
Parking
13,740 16,152 264,564
(Sq Ft)
Restrooms
30,732 6,098 7,405 13,504
Drinking
1,570 240 1,159 1,906 1,199 437 3,927 581
Fountains
Trash
Appendix D
Containers
9
2 236 1 10,153 1,341 1 1 1,089
1,047 162 1 1,794 1 2
502
Beds (Sq Ft) 2 2 1 2 2 1 2 1 1 2 2
1 1 2 22
Landscaping
Shrubs
(approx.)
180 205
196 28,353
Linear Park Quantities - Appleway Trail (approx.
Trees
(approx.)
53 32 31 13 37 37 53 15 124 21 33 55
62 52 193 1 812
(Acres)
28 10 14 50 30 21 36 23 36 28 14
24 27 12 21 466
Unimproved
2,3024,1083,8842,0892,4273,8233,5391,7751,4311,3162,3221,2471,2361,8939,362
feet)
Turf (sq
Irrigated
1,516 1,638 1,838 1,200 1,975 2,428 2,861 1,687 835 848 1,047 2,082 1,569 2,135
4,694 30.65
Size
(Acres)
5.18 2.48 0.94 1.10 4.72 1.43 2.33 1.44 0.95 1.30 1.52 3.22
1.92 0.60 1.52 37 17 38 42,754
Length
(Miles)
0.86 5.92 2.99 1.33 1.48 5.60 1.98 2.96 2.00 1.50 1.75 1.96 4.06
2.56 0.87 2.20 2.34 1.59 4.50 48.45
d
d
d
d
APPROX. TOTALS6.28
University Rd TrailheaBowdish Rd CrossingS Union Rd CrossingRobie Rd CrossingPines Rd Crossing & TrailheaMcDonald Rd CrossingBlake Rd CrossingEvergreen Rd CrossingBest Rd Crossing &
TrailheaAdams Rd CrossingProgress Rd CrossingSullivan Rd CrossingConklin Rd CrossingSteen Rd CrossingFlora Rd CrossingTschirley Rd Crossing & Trailhea
ATC-1 ATS-1University to Bowdish0.50 ATC-2 ATS-2Bowdish to S Union0.25 ATC-3 ATS-3S Union to Robie0.11 ATC-4 ATS-4Robie to Pines0.13 ATC-5 ATS-5Pines to McDonald0.51 ATC-6 ATS-6McDonald
to Blake0.25 ATC-7 ATS-7Blake to Evergreen0.25 ATC-8 ATS-8Evergreen to Best0.28 ATC-9 ATS-9Best to Adams0.22
AT-ExtFarr to University0.62
ATC-10 ATS-10Adams to Progress0.25 ATC-11 ATS-11Progress to Sullivan0.26 ATC-12 ATS-12Sullivan to Conklin0.50 ATC-13 ATS-13Conklin to Steen0.38 ATC-14 ATS-14Steen to Flora0.13 ATC-15
ATS-15Flora to Tschirley0.26 ATC-16 ATS-16Tschirley to Greenacres0.44ATS-17Greenacres to Barker0.27ATS-18Barker to Ridgeline HS0.67
NUMBERLocation Name
LOCATION
Note: "ATC" = Appleway Trail CrossingNote: "ATS" = Appleway Trail SectionNote: "AT-Ext" = Appleway Trail Extension
1
Connects
Spur Trail
Kiosk
Signs /
2 6
Fixed
Tables
1 2 1 1 1 4 10
Benches/
Picnic
Tables
19
Doggie
Stations
2 1 2
1 5 1 1 1 1 2
2,4961,2101,0622,717
)
(sq ft)Bollards
Sidewalk
Pathway /
2 3 2 1 7 4 28
Trail
52,800
(sq ft)
Paved
2 3 3 7 4 3 20,434
Ft)
Gravel
1,453 361,680
Parking (Sq
Ft)
Paved
12,020 2,193 20,322
Parking (Sq
(Sq Ft)
Restrooms 20,322 29,260
Appendix E
126 11,720 126
Drinking
FountainsRestrooms
52,800 44,880 3
Trash
Containers 52,800 52,800 52,800 52,800 2 17,540
1 3
11111211121
0.856
Length
(Miles)
Linear Park Quantities - Centennial Trail (approx.
Mile 6-7Mile 7-8Mile 8-9Mile 9-10Mile 10-11Mile 11-12Mile 12-13Totals54.986.8518
NumberLocation NameSize (Acres)Parcel ID
Location
CTM-6CTH-1Barker Rd Trailhead0.5655083.90631CTM-7CTH-2Flora Rd Trailhead0.6555073.0458CTM-8CTH-3Old Mission Trailhead0.18N/A (ROW)1CTM-9CTH-4Sullivan Trailhead0.13N/A (ROW)1CTM-10CTH-5Mirabeau
Springs Trailhead21.2845101.90953CTM-11CTH-6Mirabeau Meadows Trailhead45101.90952CTM-12CTNA-1Spokane Valley Vacant Parcel1.1145101.9068CTNA-2Mytrtle Point Natural Area31.0745046.9062CTH:
Centennial TrailheadCTM: Centennial Trail MileCTNA: Centennail Trail Natural Area
(sq ft)Area Lights
Gravel
Roadway
ft)Signs
Paved Trail /
Sidewalks (sq
Beds (Sq Ft)
Landscaping
Shrubs
(approx.)
Trees
(approx.)
Appendix F
feet)
Turf (sq
Irrigated
0.6114907411784264180240
Size
(Acres)
y
Linear Park Quantities - Gity Gateway (approx.)
CG-1West City Gatewa
NUMBERLocation Name
LOCATION
SPECIAL PROVISIONS
FOR
DESIGNATED PARKS
LANDSCAPE MAINTENANCE
Proposals Due: 5:00 p.m., November 7, 2023
1 GENERAL REQUIREMENTS AND CONTRACT PROVISIONS
This Chapter includes ¢®³± ¢³ ¬ ¦¤¬¤³ ¯±®µ¨²¨®² andrequirements for
payment approval.
1.1 WORK SUMMARY
The City of Spokane Valley is requesting Bids for landscape maintenance servicesin designated
parks, open spaces, and natural areas operated by the Parks and Recreation Department. General
expectations of these services include:
mowing
trimming
edging
spraying for pests and weeds
aerating
fertilizing
turf reseeding and rehabilitation
pressurized irrigation maintenance and repair
backflow device testing
mowing non-turf (unimproved) areas
litter control
garbage removal
tree/shrub pruning
landscaping bed maintenance
raking
sweeping
pressure washing
maintenance of picnic tables, benches, trash receptacles, and other park fixtures
snow removal of parking lots and sidewalks
placing haybales in winter sledding areas
Additionally, this contract includes the supplying of all labor, materials and supplies necessary
to fulfill the terms of the contract.Thework description above isnot all inclusive but is
representative of a comprehensive landscape service and maintenance contract.
1.2 OBJECTIVE
The objective of this designated parks landscape maintenance contract is to provide exceptional
parks that are “clean, green, and open.” The City is seeking a high-quality contractor that is
responsive, reliable, and provides superior service. The successful contractor will consistently
improve the quality of maintenance across the City’s Parks and Recreation System for its
programs, residents and visitors.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
1.3 GENERAL INFORMATION
These Special Provisionsfocus on general landscapemaintenance ofcertain neighborhood parks,
community parks, natural open space areas, and currently undeveloped park properties
encompassing a total area of approximately 180 acres. Park improvements include irrigated turf,
landscaping beds, trees and shrubs, pathways, parking lots, picnic shelters, sport courts,
playgrounds, splash pads, and other amenities such as picnic tables, benches, bleachers, trash
receptacles, and fencing. These properties support a wide range of recreational opportunities for
City residents and visitors including passive and active recreation, organized programs, summer
day camps, youth sports camps, special events and park reservations. A 16-court sand volleyball
complex at Browns Park is programmed and operated by the Evergreen Regional Volleyball
Association and requires careful coordination with park maintenance contractor(s). The City also
owns three outdoor pools: Terrace View Pool, Park Road Pool, and Valley Mission Pool. The City
pools are maintained and operated by the Valley YMCA through a separate agreement.
Additionally, there are three other special use facilities that are maintained and operated by outside
entities through agreements with the City: Splashdown Family Water Park within Valley Mission
Park, and a Western Dance Hall and Radio-Controlled Car Track at Sullivan Park.
The specific park properties included in the scope of services for this contract are:
Browns Park (8.2 acres) located at 3101 S. Pines Road
Castle Park (2.7 acres) located at 6415 S. University Roa d
Edgecliff Park (4.7 acres) located at 800 S. Park Road
Greenacres Park (8.6 acres) located at 1311 N. Long Road
Sullivan Park (16.1 acres) located at 1901 N Sullivan Road
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Terrace View Park (9.2 acres) located at 13525 E. 24 Ave.
Valley Mission Park (23.3 acres) located at 11123 E. Mission Avenue
Valley Mission Park South Property (7.23 acres) located 11202 E Mission Ave.
Park Road Poolgrounds(2 acres)located at 906 N Park Road
MyrnaPark(12 acres)located at 22310 E. Saltese Lake Road(outside City limits)
Flora future park property (46.2 acres) located approx. 2600 N Flora Road
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Avenue
Ponderosa future park property(17.6 acres) located at 11515 E. 47
Summerfield future park property (24.5 acres) located approx. 5201 N Progress
1.4 CONTRACT TYPE
This Contractis a lump sum fixed fee, purchased service-type Contract.Prevailing wagesare
required to be paid to theContractor’s employees per chapter 39.12 RCW.
Pursuant to RCW 60.28 et seq., 5% of the compensation due to the contractor shall be retained
by the City and administered in accordance with applicable Washington law. The City will
release the retainage annually when the affidavit of wages paid has been approved by the WA
State Department of Labor and Industries.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Contractor to Provide Performance and Payment Bonds. The contractorshall provide a
payment bond and a performance bond in the full amount of the contract on the City’s bond forms.
A sample of the payment and performance bonds are attached to the sample contract.
1.5MINIMUM REQUIREMENTS
1. Firms submitting must have experience in the provision of landscape maintenance
services similar in nature and scope to those described in these Special Provisions.Anemphasis
on public park system maintenance is preferred due to the critical nature of frequent interaction
with our citizenry.
2. Firms must have sufficient equipment and vehicles to perform the services outlined
herein.
3. Firms must have employees to fulfill the necessary roles and who meet the necessary
qualifications to carry out the work described in these Special Provisions.
4. Knowledge of and compliance with federal, state, and local laws and regulations
including but not limited to pesticide applications, licenses and requirements.
5. Firms must have adequate locked, secured storage including inside storage for the
equipment and supplies necessary to complete the work herein.
6. Response time is critical to this contract. Successful firm shall be located within the City
of Spokane Valley or be able to demonstrate the ability to consistently respond when called within
30 minutes.
7. Successful firms shall be required to obtain a City of Spokane Valley business
registration form.
1.6 CONTRACT ADMINISTRATOR
The City Manager’s designated Administrator for this contract is the Parks & Recreation Director
or his/her assigns. The day-to-day field inspection and oversight of the contract will be
administered by City Parks & Recreation Department personnel following these Special
Provisions.
1.7 ONE GENERAL CONTRACTOR
1.7.1Subcontractors
The Contractor shall neither subcontract nor assign any obligation or interest in this
agreement without the prior writtenapproval of theCity.Allsubcontractedwork will
remain the sole responsibility of the general Contractor and the general Contractor will
remain the sole contact with the City.
1.7.2 Contractor’s Supervisor
The Contractor shall designate a competent supervisor for the work. The supervisor
shall have the authority to represent and act for the Contractor.
1.8 CONTRACT DOCUMENTS
The complete Contractincludes these parts: TheDesignated Parks Landscape Maintenance
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Agreement,Submittal Response, Addenda,these Special Provisions, Insurance Certificates,and
the Performance and Payment Bonds. These parts complement each other in describing the
complete work. Any requirement binds as if stated in all parts. The contractor shall provide
any Work or materials clearly implied in the Contract even if the Contract does not mentionit
specifically.
1.9 CONTRACT TERM
The contractshall commence on the date the contract is executed and continue through the
end of the 2026 calendar year.
Thereafter the contract may be renewed for an additional three-year term. Either party may
terminate the contract with a minimum of 90 days’ written notice directly preceding the end of
any contract term. Renewals shall coincide with the calendar year.
1.10 COMPENSATION
The lump sum fixed price items include all supplies, labor, material, components, equipment,
insurance and bondcosts, and appurtenances necessary tocomplete theserviceswhichshall
conform to the best practice known to the trade in design, quality, material, and workmanship
and be subject to these Special Provisions in full.
These Special Provisions shall be construed as minimum performance. Prices shall remain
firm for the duration of the contract except as noted in section 1.19 of these Special Provisions.
1.11 CONTRACTOR REQUIRED QUALIFICATIONS
The Contractorreaffirmsmeeting all requiredqualifications and will remain qualifiedthroughout
the duration ofthe Contractand subsequent contract renewals. The Contractor represents and
warrants to the City that it has all licenses, permits, qualifications, insurance, and approvals of
whatsoever nature which are legally required of the Contractor to practice its profession. The
Contractor shall maintain a City of Spokane Valley business license. If the Contractor’s status
changes at any time, the Contractor shallimmediately informtheAdministratorof thechange in
qualification status. The Contractor shall also supply in writing to theAdministrator the
Contractor’s written plan and timeframe for reinstatement of acceptable status.
1.12 EXAMINATION OF WORK SITES
The Contractoracknowledges visiting theworkareasandbecoming fullyacquaintedwith
site conditions to understandthe facilities,difficulties, and restrictionsattending the execution
of the maintenance work under the contract prior to executing this contract. The failure or
omission of the Contractor to receive or examine any form, instrument, or other documents,
ortovisitthesitesandgetacquaintedwithconditionsexistingthereinandverifyingproject
area dimensions, shall in no way relieve the Contractor from obligation with respect to his/her
originalproposedbidorto this contract.
1.13 CONTRACTOR SUPPLIED EQUIPMENT, MATERIALS &
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
SUPPORTFACILITIES
Unless stated otherwise and agreedin writing,theContractor is expectedtoprovide all
materials and supplies required to execute Contract obligations. This will include, but not be
limited to equipment, support facilities, disposal containers, oil and fuel, etc.
1.13.1 Support Facilities
The City will not provide equipment storage, shop facilities, workspace, oroffice
spaceaspart of this contract.
The Contractor willbe responsible for providing allsupportfacilities at theirown
location(s).The Contractorshallfurnish at its own expense, storage and/or repair
facilities for equipment. The Contractor will not be required to locate such facilities
within the City.
1.13.2 EquipmentIdentification
All vehicles used by the Contractormust beclearly identifiedwith the name of the
company.
1.14 VERIFICATION OF COMPLIANCE
Non-compliancewithany applicablelaw, rule, permit requirement,or regulationrelatedto this
work shall be reported to the City immediately. The City may requirethat theContractor
provide a reportof the infraction(s) and steps that will be taken by the Contractor to regain
compliance. Any continued non-compliance is grounds for the City to penalize the Contractor,
up to and including withholding of payment, or early dismissal from the Contract.
1.15 DEBRIS DISPOSAL
Allcollected material, debris, and litter becomes the property of the Contractor andshall be
disposed of in amanner consistent with federal, state,and local laws. The Contractor shall pay
all costs associated with disposal of the collected material, including collection, storage,
transportation, and tipping fees.
1.16 CHANGES, CORRECTIONS, AND CLARIFICATIONS
1.16.1 Changes
The City reserves the right to make,at any time during thecontract term, such changesin
quantities and such alterations in these Special Provisionsas are necessary to satisfactorily
complete themaintenance work. Such changes in quantities and alterations shall not invalidate
the Contract nor release the Performance andPayment Bond, andthe Contractor agrees to
perform the maintenance work as altered. Among others, these changes and alterations may
include:
Deleting any part of the maintenance work
Increasing or decreasing quantities
Altering Special Provisions
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Altering the way the maintenance work is to be done
Adding new maintenance work
Alteringfacilities, equipment, materials,services, or sites, provided by the
Contracting Agency
Ordering the Contractorto speed up or delay the maintenance work
Any change that affects the overall Contract effort and amount of maintenance work to be
performed or that costs or saves Contractor and/or City resources shall be documented through
a contract amendment and shall indicate any associated impacts on price, schedule, or
performance. The City will execute a written contract amendment, negotiated with the
Contractor, prior to the implementation ofany change unless orderedby the City through
emergency action(s). Any change not executed through written documentation and acceptance
will not be valid unless the change is determined to be a Correction and/or Clarifications.
1.16.2 Corrections & Clarifications
To continuously improve City operations and return value to citizens and rate payers,
Corrections and/or Clarifications to these Special Provisions may be required from time to time.
Where a change is of no value in time or cost to either the Contractor or the City, it will be
determined to be a Correction and/or Clarification and shall be updated within and become part
of these Contract documents through addendum. The City reserves the right to update and revise
the Special Provisions reflecting any changes by addendum with the optional contract annual
renewal.
1.17 PREVAILING WAGES
The Contractor shall comply with all state and federal laws relating to the employment of labor
and wage rates to be paid. The hourly wages and benefits of laborers, workers, or mechanics
shall not be less than the applicable prevailing wages published by the Department of Labor &
Industries (LNI) for Spokane County. Find the most recent prevailing wage rates at LNI’s website
at:
https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
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The contractor shall use rates effective November 7, 2023; if renewal options are exercised the
Contractor shall pay wages for the most recently published and effective LNI rates available
prior to renewalcontractexecution.
No payment will be made until the Contractor has submitted a “Statement of Intent to Pay
Prevailing Wages.” No final payment or release of any bond will be made on a Contract Term
until the Contractor has submitted an “Affidavit of Wages Paid”. These documents must be
certified by the industrial statistician of the Washington State Department of Labor and
Industries and the “owners” copy shall be in the possession of the City.
1.18 PAYMENT AUTHORIZATION
1.18.1 CityInspection
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
TheCitywill periodicallyinspecttheworkandcondition of facilitiesunderthecareofthe
Contractor. If the Contractor’s work or conditionsat the City’s facilities are shown to not meet
these Special Provisions, the Contractor will be notified of the deficiency and allowed to respond
tomeetthe standard pursuant to Section 2.4 of these Special Provisions. If the deficiency is not
made whole within the time specified, the Administrator reserves the right to withhold payment
pursuant to section 5(b) of the Landscape Maintenance Agreement.
1.18.2 Contractor Reports
The Contractor shall complete and transmit to the City the referenced reporting documents
included in these Special Provisions, including the following at the identified frequency:
Annual work plans – annually by March 1 (or fourweeks prior to spring operations)
Periodic reports –with each invoice
Annual report –annually by November 15
1.18.3 Pay Estimate Submittal, Review, & Approval
Payments shall be madeafterreview, approval, andauthorization by the City. Payment
authorization shall be conditioned upon the submittal of an invoice setting forth abreakdown
of Work and services that have been provided as specified in Section 2.5.2 – Periodic Reporting.
Invoices may be submitted monthly for 12 equalamounts fromJanuary through December.
1.19 ADDITIONAL OPTION YEARS & ANNUAL FEE ADJUSTMENT
The Contractor and/or the City may request anadjustment of the lump sum fixedfee annually,
and no later than November 1st for thefollowing calendaryear. Such pricesshallbe negotiated
by the City and Contractor and shall not be increased or decreased by more than the percent
change in the Consumer Price Index for All Urban Consumers (CPI-U) or 3%, whichever
is smaller. The reference point will be the CPI-U for September. The source of this percent
change shall be the U.S. Department of Labor, Bureau of Labor Statistics.
If the City chooses to exercise the option years, the Contractor must update andpayprevailing
wagesto the mostrecently published and effectiveWashington State Department of Labor&
Industries rates for the next contract optionterm.
2 GENERAL SPECIFICATIONS
This Chapterdiscusses generalitems on Contractor andCity conductinexecuting
the work.
2.1 WORK PLAN
2.1.1Annual Work Plan
The Contractor shall submit an annual work planto theCity in accordance with Section
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
1.18.2 –Contractor Reports.Theplan communicateswho,when,andhowtheContractor
will complete all planned work during the course of the year. Adjustments to the plan
during theyearmay benecessaryandthe Contractor is to workwith Citystaff on any
necessary revisions.
The Annual Work Plan should indicate such things as:
Contact Information: contractor owner, supervisor(s), and crew lead(s),
including cell phone and, if applicable, email address.
Planned invoicing amounts, periods, contact information, and a sample invoice
with associated periodic report.
General schedules for typical, weekly routine work, for example:
o mowing Valley Mission Park on Mondays
o wateringSullivan Parkon TuesdayandFriday
o mowing Castle Parkon Wednesdays
o irrigated system inspections <by location, zone, week>
Specific schedule for other task work that is not weekly, for example:
o Aeration <application timeframe, i.e. month, week>
o Fertilization <application months or timeframe>
o Weed Control <application months or timeframe>
o Winterization <application timeframe, i.e. month, week>
o Backflow testing <application timeframe>
What types of equipment will be used, where, and when
Any product or material information the contractor intends to use during the year
(i.e. fertilizers, herbicides, pesticides, etc.)
Self-inspection plan and reporting
Employee uniform example
2.1.2WeeklyWork Plans
If different from the Annual Work Plan, theContractor shall submit an email to City
designated staff and identify weeklyworkplans indicatingwhere the Contractor willbe
working and what activities will beperformed,. It may be sent up to one day in advance
for the next work period.
2.2 CONTRACTOR’S EMPLOYEES
2.2.1Licenses
Contractorand staff whoare supplying servicesunder this agreement shall at all times
possess and carry a valid driver’s license issued bythe State of Washington andhave all
applicable certifications and licenses required to perform the contracted work.
2.2.2 Uniforms
Contractor employees shall be dressed professionally for the landscape industry. Uniform
approval is required by the city.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
2.3PRESERVATION OFPROPERTY
The Contractor shall exercise due care to avoid injury to existing improvements, structures,
utilityfacilities, adjacent property, trees,shrubbery, andmotorvehicles.In the event of
property damage, the Contractor shall notify the property owners and City within 24 hours of
the time of occurrence. If such objects are injured or damaged by reason of the Contractor’s
operation, they shall be repaired at the Contractor’s expense to a condition as good as when the
Contractor entered upon the Work.
Repairs to damaged property shall be made within 48 hours, except utility lines which shall
be repaired immediately and in accordance with the appropriate building code underpermits
issued bythe City.
2.4 COMPLAINTS AND DEFICIENCIES
Allcomplaints and deficiencies, with regardstothis Contract shall be addressed and abated as
soon as possible after notification, to the satisfaction of the City. The City will notify the
Contractor by telephone,email, in writing, and/or other agreed upon method of each matter.
City notifications to the Contractor will include a description of the issue and location.
2.4.1Deficiencies
Allwork deficiencies of Contractor shall be corrected within 24 hours of notification
from the City unless noted otherwise in these Special Provisions, or otherwise agreed to
in writing to extend the time.
Written notification may bee-mailed, hand delivered or post mailed. As soon as the
Contractor has corrected the listed deficiencies, the Contractor shall notify the
designated City staff and request inspection of the corrective work. Deficiencies listed
in the notice of deficiency shall not be considered as having been corrected until the
designated City staff has inspected the site to verify that the listed deficiencies have been
corrected and has approved the corrective work in writing.
2.4.2Failure to Perform
If the Contractor does not remedy the deficiency within the time allotted per 2.4.1, the City may
withhold payment pursuant to section 5(b) of the Landscape Maintenance Agreement.
2.5 INSPECTIONS & REPORTING
2.5.1CityInspections
The City will periodically inspectthe condition of each area depicted in these Special
Provisions. The conditions shall bemeasured basedon these Special Provisions and
City staff judgment.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
2.5.2PeriodicReporting
The Contractor shall provide self-inspections and/orrecords ofwork it performs in each
area depicted in theseSpecial Provisionsto provideasbackupforeachperiodinvoiced.
2.5.3 Annual report
The Contractor shall submit an annual reportby November15 each year that includes, at
a minimum:
A review of the Annual Work Plan’s scheduled tasks compared to
the actual deliverables, including a comparison of whether or not
tasks were consistently or reliably completed.
A description of new or existing landscaping deficiencies and
recommended remedies.
Any recommendations for changes to Special Provisions that improve efficiency
to the objective of this contract.
2.6 LOST AND FOUND
All lost and found items shall be noted and locked in an agreed upon location. A record of lost and
found items when encountered shall be submitted to the Administrator. The City shall be
responsible for receiving calls and returning items to the public. Items not claimed shall be
disposed of in a fair and appropriate manner at the City’s discretion; the contractor shall never
dispose of any items without specific direction from the City to do such. In no case will the items
be returned to the finder unless warranted by law.
2.7 PARK MAINTENANCE SCHEDULE
The park use season is January 1 – December 31 (year-round). Active growing season shall be
considered March 1 – November 15. This may vary depending on weather/use. During active
growing season, the designated parks may require a maintenance presence up to seven daysper
week. Mowing, fertilizing, aerating, watering, and similar maintenance operations that impact
public use of the park facilities are generally required to be performed Monday-Friday between
the hours of 6:00AM and 5:00PM. Contractor shall work around public use and always be
courteous and respectful to park visitors. Weekend use by the public is extensive and weekend
cleaning and other maintenance may be required. Park facilities are open and available for public
thth
use from 6:00AM – 9:00PM, April 15 through October 15 and from 6:00AM to 7:00PM,
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October 16 through April 14.
2.8 SERVICE LEVELS SUBJECT TO CHANGE
These statements represent the City’s attempt to provide an overview of anticipated services. It
should be understood by the bidders that the City park system is not static. The contractor’s ability
and willingness to work in a dynamic system in a unique public/private partnership is critical to
the success of this contract. Changes in quantities or service levels may, at the discretion of the
City, be addressed in contract amendments or through annual price adjustments as contemplated
in Section 1.19.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
3 WORK SPECIFICATIONS – STANDARD MAINTENANCE
IRRIGATED AREAS
This Chapter describes theWork to beperformed in irrigatedareasincluding
standards, schedule,quantity,and location.
3.1 MOWING, TRIMMING, AND EDGING
3.1.1General Requirements
Mowing, trimming, and edging of all irrigated turf is expected to occur weekly, except for
Browns Park which shall occur two times per week during the peak volleyball season
(generally May through July). Turf mowing shall be at or between heights of 2.5 to 3.0
inches. Turf shall not exceed 4.5 inches between turf mowing. Turf shall be cut at a
uniform height (no scalping or uneven cutting). Measurements shall be taken in park areas
that are representative of average conditions. Drainage areas, etc., that receive above
normal irrigation may exceed 4.5 inches if the representative target areas are within
standards. Mowing during wet conditions that leave noticeable rutting shall not be
permitted. Bare patches shall be reseeded.
3.1.2 Schedule
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The expected mowing season is from April 1– November 15 of
each year. The estimated number of mowing cycles is approximately 32 cycles (44 cycles
for Browns Park). Mowing of each area shall be completed on the same day that mowing
begins.
3.1.3 Equipment
Mulching equipment shall be used. Blades must be sharp and mower equipment
maintained to prevent damage to turf. Mower decks shall be properly adjusted and
operated to prevent scalping of turf.
3.1.4 Trimming, Edging, and Tree Rings
Trimming shall include hard edging on all surfaces. Areas around concrete or metal
fixtures shall be trimmed. Contractor shall not mechanically trim around base of trees and
damage bark. The Contractor shall chemically treat a 1-foot radius of turf at the base of
each tree and maintain the treated area free of grass, weeds, litter, and debris thereafter.
3.1.5 Grass Clippings
Clippings shall be mulched and left evenly disbursed on the turf. Clippings shall be mowed
and bagged or swept by the contractor to remove windrows or other heavy accumulations.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Grass clippings shall be blown from sidewalks, trails,and other walkways the same day
that mowing occurs.
3.1.6 Mowing Damage by Contractor
The Contractor is responsible for all replacement and rehabilitation costs for turf, grass,
trees, sprinklers, private property, and anything else that may be damaged during mowing,
trimming or edging. Mowing shall not take place under wet conditions which may cause
turf damage or leave ruts or depressions. Wear and tear or damage to fixtures or vegetation
by mowers is not acceptable. Care shall be exercised to prevent damage to trees and shrubs,
fixtures, and irrigation systems.
3.1.7 Litter / Debris and Cleanup
When onsite for scheduled work, the contractor shall perform cleanup. Litter cleanup
includes but is not limited to cigarette butts, paper, cardboard, rocks, any plastic, rubber or
metal foreign objects, wood, tree branches, leaves, cloth, etc. Debris cleanup includes but
is not limited to weeds, grass from around the base of plants, and visible clumps of grass
clippings.
Debris/Litter pickup shall be completed in all Irrigated Areas included in these Special
Provisions and prior to all other work to be performed each service day.
In addition to Debris/Litter pickup which is incidental to other work during the growing
season, leaves, pine needles, and pinecones shall be swept, raked, or blown as necessary
to collect and remove from all turf areas at least two additional times per year: once in the
Spring before April 1, and again in the fall after final mowing has been completed.
Accumulations of pine needles and other debris along fences shall be cleared away.
Exception: At Browns Park, particular attention must be paid to leaf and tree debris in and
around the sand volleyball courts. At appropriate times of year, the Contractor shall
monitor the trees in the volleyball complex daily and remove leaves and tree debris as
frequently as daily as may be necessary to minimize debris from entering the sand courts.
Whenever on site to remove leaves from the volleyball complex the Contractor shall also
remove leaf and tree debris from the playground area to minimize debris from remaining
on the rubberized playground surfacing.
3.1.8 Measurement & Location
Measurement for mowing, trimming, and edging shall be included in Lump Sum for
“Mowing, Trimming, Edging and Standard Irrigation Maintenance.” The approximate
irrigated turf area for the designated park facilities is 1,697,533 square feet or
approximately 39 acres. See maps and tables in Appendix A for more details.
3.1.9 Payment
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Payment for mowing, trimming, and edging shall be included in the lump sum Contract
price for “Mowing, Trimming, Edging and Standard Irrigation Maintenance” and shall be
paid for furnishing all tools, labor, equipment, and materials required.
3.2 STANDARD IRRIGATION MAINTENANCE
3.2.1General Requirements
The Contractor is responsible for the operation and regular adjustment of all
irrigation/sprinkler systems under this contract. The contractor shall provide the proper
amount of water and coverage to maintain healthy turf and underlying soil structure. The
contractor shall use a variety of means to maintain healthy turf including, but not limited
to altering timers, changing heads and nozzles, adding heads, subtracting heads, adding
water lines, or changing and adding zones.
The Contractor is responsible for the standard maintenance and repair of all
irrigation/sprinkler systems under this contract. This includes all piping, heads, risers,
valves, controllers, clocks, drains, backflow preventers, meters, sub-irrigation type
emitters, and all other existing components needed and necessary to water the irrigated
areas effectively and efficiently.
The contractor is responsible for regular inspection and testing of all sprinkler zones to
ensure proper operations and functionality of the irrigated systems.
At a minimum, the Contractor shall test and inspect, once every two weeks, the full
functionality of the irrigation zones in Browns Park, Castle Park, Edgecliff Park,
Greenacres Park, Sullivan Park, Terrace View Park,and Valley Mission Park.
Maintenance and repair work resulting from these tests and inspections is to be included in
periodic reports.
Irrigating water on concrete, pavement, and unimproved areas shall be minimized.
Standard maintenance is considered operational maintenance on all elements of the system
not requiring special equipment, labor, or parts.
Maintenance not covered under this section will be covered under Section 7, “Force
Account Maintenance –Irrigated Areas”. This determination will be made by the City.
3.2.2Schedule
The expected irrigation season each year will be from April 15 to October 15. The
contractor will propose specific dates to activate and winterize the system each year and
receive approval from the City based on need and weather conditions. Winterizing is the
responsibility of the contractor. The Contractor shall coordinate water service meter
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
removals with applicable water purveyors. All freeze damage is the responsibility of the
contractor.
3.2.3Backflow Prevention Requirements
The City has backflow prevention devices on all systems. Meeting backflow prevention
requirements and testing is the responsibility of the Contractor on behalf of the City.
Testing may be required as often as once a year for each metered location to meet the
requirements of Water Purveyors. The frequency of testing is determined by the Water
Purveyor. The City will forward any notifications of testing required by the Water
Purveyor to the Contractor. The Contractor is required to respond to the notice, provide
any testing, and report to the City the outcome of the test and final reporting to the Water
Purveyor.
3.2.4 Payment
Payment for standard maintenance shall be included in the lump sum Contract price for
“Mowing, Trimming, Edging and Standard Irrigation Maintenance” and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.3 CORE AERATION
3.3.1General Requirements
Aeration of irrigated turf in the designated park facilities shall be performed. Core aeration
shall be performed by a hollow tine aerifier machine with ½-inch diameter core, 3 ½-inches
deep, and the frequency of cores shall be 6-inches or less apart. Allowance will be made
for dry or rocky conditions at the discretion of the Director. Coring shall take place when
the ground is moist but not wet, within one day of irrigation of the turf.
3.3.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Aeration shall be performed twice per year, once in the spring as
th
soon as conditions permit and again in the fall after August 15.
The contractor shall notify the City one week prior to performing the work.
3.3.2Measurement
Measurement shall be Lump Sum for “Core Aeration.” The approximate irrigated turf area
for designated park facilities is 1,697,533 square feet or approximately 39 acres. See maps
and tables in Appendix A for more details.
3.3.3 Payment
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Paymentshall be lump sum Contract price for “Core Aeration” and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.4 FERTILIZING
3.4.1General Requirements
The contractor shall keep all assigned areas included in this Contract fertilized. Granular
or liquid fertilization is acceptable. Fertilization on turf, trees, shrubs, and approved
plantings will occur to maintain healthy, green, and attractive landscape. The Contractor
shall follow application rates and restrictions. If liquid fertilizer is used, spraying shall
not occur during windy, rainy, or other climatic conditions known to reduce the
effectiveness or safety of the product being applied. Where applicable, sprayed areas are
to be posted.
3.4.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Fertilization of improved turf shall be performed three times per
st
year, once in the spring, before June 1, once in the summer, and once in the fall, after
st
September 1. Applications shall be at optimal times and shall be outlined in the
contractor’s annual work plan. Spot treatments during the summer may be necessary to
actively support distressed areas.
New trees shall be fertilized for the first three years to ensure tree survival. During the
first year, new trees shall be fertilized spring and fall, then once per year for the next two
years.
The contractor shall notify the City one week prior to performing the work.
The contractor shall supply documentation to the City indicating if, when and how
chemically sensitive individuals were notified subject to any requirements. The
documentation shall be supplied to the City within 12 hours after the notification takes
place, what the application is, and at what time the application occurred or will occur.
Records of public contract made shall be included in the annual report per Section 2.5.3.
3.4.3 Approved Fertilizer
City Approved List:
o Recommended Nitrogen-Phosphorus-Potassium ratio 3:1:2 to 4:1:2
Other N-P-K fertilizers outside the recommended ratio can/shall be submitted to
the City for approvalbased on soil analysis by a lab selected by contractor and
approved by owner.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
3.4.4Fertilizer Safety
When applying fertilizer, the Contractor shall take precautions to avoid any impact on
human and environmental health, and to ensure fertilizer does not move off target.
Applications are made only by trained employees following all recommendations and
restrictions given on the individual product labels.
3.4.5 Measurement
Measurement shall be Lump Sum for “Fertilizer.” The approximate irrigated area of the
designated park facilities is 1,697,533 square feet or approximately 39 acres. See maps and
tables in Appendix A for more details.
3.4.6 Payment
Payment shall be lump sum Contract price for “Fertilization” and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.5 WEED CONTROL AND CHEMICAL SPRAYING
3.5.1General Requirements
The contractor shall keep all improved and irrigated areas included in this Contract weed
free. Chemical spraying on turf, trees, shrubs, and approved plantings will occur to maintain
a healthy, green, and attractive landscape. All chemical spraying shall followthe state and
federal pesticide applicators requirements and guidelines including licensing. The
Contractor shall follow application rates and restrictions. Where applicable, sprayed areas
are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied. The Contractor shall chemically
treat a 1-foot radius of turf at the base of each tree and maintain the treated area free of
grass, weeds, litter, and debris thereafter.
3.5.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Weed Control and Chemical Spraying shall be performed two times
per year, applied uniformly throughout the appropriate season.
Specific application timeframes shall be identified in the Annual Work Plan. Care should
be taken by the Contractor to schedule treatments during hours of operation when use by
the public is at its least, for example first thing in the morning. Spot treatments during the
summer may be necessary to control excessively weedy areas.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur.Records of public contract made shall be
included in the annual report per Section 2.5.3.
3.5.3 Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf.
Choice of herbicide shall be communicated to the City in the work plan pursuant to section
2.1 of these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
3.5.4 Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.
3.5.5 Measurement
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying.”
3.5.6 Payment
Payment shall be lump sum Contract price for “Weed Control and Chemical Spraying” and
shall be paid for furnishing all tools, labor, equipment, and materials required.
3.6 TREE AND SHRUB TRIMMING AND MAINTENANCE
3.6.1General Requirements
Tree and shrub maintenance is on an “as needed basis”. Trees and shrubs that are
encroaching on sidewalks or roadways, or diseased, dead/dying shall be trimmed or
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
removed as appropriate. Sidewalk and roadway clearance shall comply with chapter 22.70
SVMC. The Cityshall be notified of intent to remove any trees or shrubs prior to starting
work. All potentially dangerous conditions regarding trees shall be correctedimmediately
or reported to the City.The Contractor shall make an ISA Certified Arborist available as
needed.
3.6.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Tree and shrub trimming shall be performed at least once per year
in the springand again as needed to maintain healthy attractive appearance.
3.6.3Measurement
Measurement shall be Lump Sum for “Tree and Shrub Timming and Maintenance.”The
approximate number of trees and shrubs, where known, is listed in the appendices in
Chapter 8. The Contractor shall take care to inspect the designated park facilities to
determine quantity of needed maintenance under this section.
3.6.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and
Maintenance” and shall be paid for furnishing all tools, labor, equipment, and materials
required.
3.7 LANDSCAPE BED MAINTENANCE
3.7.1General Requirements
Organic/Inorganic groundcover shall be maintained to preserve the intended coverage and
use. Soil and/or weed barrier shall have 100% coverage either by raking or adding
additional ground cover.
3.7.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.Ground cover deficiencies shall be corrected no less than three
timesper year.Landscaping beds shall be weeded no less than three times per year.
3.7.3Measurement
Measurement shall be Lump Sum for “Landscape Bed Maintenance.” The approximate
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
area of the designated parkfacilities is 1,677square feet.See maps and tables in Appendix
Afor more details.
3.7.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and
Maintenance” and shall be paid for furnishing all tools, labor, equipment, and materials
required.
4 WORK SPECIFICATIONS – STANDARD MAINTENANCE
UNIMPROVED AREAS
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including standards, schedule, quantity, £ location.
4.1 NOXIOUS WEED CONTROLAND CHEMICAL SPRAYING
4.1.1 General Requirements
The contractor shall control noxious weeds. All chemical spraying shall follow the state and
federal pesticide applicators requirements and guidelines including licensing. The
Contractor shall follow application rates and restrictions. Where applicable, sprayed areas
are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied.
4.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Chemical spraying shall occur at least once per year, or as directed
by the Spokane County Noxious Weed Control Board for control of state identified noxious
weeds. Spot treatments during the summer may be necessary to control excessively weedy
areas.
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur.
4.1.3 Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf.
Choice of herbicide shall be communicated to the City in the work plan pursuant to section
2.1 of these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
4.1.4Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.
4.1.5Measurement
Measurement shall be lump sum for “Noxious Weed Control and Chemical Spraying –
Unimproved Areas.” The approximate areas of the unimproved portions of the designated
park facilities, as well as Myrna Park, the Flora future park property, the Ponderosa future
park property, and the Summerfield future park property, all of which may contain noxious
weeds, are shown in the appendices in Chapter 8. The Contractor should take care to
inspect these areas as well as records of the Spokane County Noxious Weed Control board
for past notices and information to determine quantity of needed maintenance under this
section.
4.1.6Payment
Payment shall be lump sum Contract price for “Noxious Weed Control and Chemical
Spraying – Unimproved Areas” and shall be paid for furnishing all tools, labor, equipment,
andmaterials required.
4.2 LITTER CONTROL
4.2.1General Requirements
Litter includes paper, cardboard, plastic, rubber or metal, foreign objects, wood, cloth, etc.
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Large or otherwise visible accumulations, such as multiple items of litter in the same
location, dumped mattress or appliance, large accumulation of trash or debris, etc. shall be
removed as soon as possibleafter being reported or noticed by contractor.
4.2.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Litter pickup shall be completed weekly.There is a general
expectation that litter will always be picked up incidental to other work.
4.2.3Measurement
Measurement shall be lump sum for “Litter Control – Unimproved Areas.” The
approximate areas of the unimproved portions of the designated park facilities, as well as
Myrna Park, the Flora future park property, the Ponderosa future park property, and the
Summerfield future park property are shown in the appendices in Chapter 8.
4.2.4Payment
Payment shall be lump sum Contract price for “Litter Control – Unimproved Linear Park
Facilities” and shall be paid for furnishing all tools, labor, equipment, and materials
required. Large accumulations of illegally dumped material may be eligible for
compensation under Unexpected Maintenance as outlined in Chapter 7.
4.3 MOWING AND TRIMMING
4.3.1General Requirements
Mowing and trimming of ground vegetation shall occur in the Valley Mission Park – South
propertyand shall be at a height of 4-6 inches,and growth shall not exceed 10 inches
between mowing and trimming intervals. The Summerfield future park property shall also
be mowed to additionally control noxious weeds and vegetation. Due to uneven surfaces
and natural and man-made obstructions in the Summerfield future park property a variety
of equipment such as flail mowers and hand trimmers may be required.
4.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The Valley Mission Park –South property isexpected to bemowed
until growth ceases in the summer.The estimated number of mows is 4-6 occurrences.
The Summerfield future park property shall be mowed at least once annually in May or
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
June to be coordinated with the Spokane County Noxious Weed Control Board.
4.3.3Measurement
Measurement shall be lump sum for “Mowing and Trimming –Unimproved Areas.” The
approximate area of the Valley Mission Park –South property and the Summerfield future
park property is shown in the appendices in Chapter 8.
4.3.4Payment
Payment shall be lump sum Contract price for “Mowing and Trimming – Unimproved
Areas” and shall be paid for furnishing all tools, labor, equipment, and materials required.
An additional mowing of the Summerfield future park property, if recommended by the
Contractor and approved by the City, shall be eligible for compensation under
Unanticipated Maintenance as outlined in Chapter 7.
5 WORK SPECIFICATIONS – HARDSCAPES, PARK
FIXTURES, AND OTHER MAINTENANCE
ThisChapter describes the Work to be ¯¤±¥®±¬¤£ ® ¯ ±ª¨¦ «®³²Ǿ ¯ ±ª ¯ ³§¶ ¸²Ǿ
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includingstandards,schedule,quantity,andlocation.
5.1 SWEEPING
5.1.1General Requirements
Unless otherwise noted, hard surfacesincluding parking lots, pathways, sidewalks, sport
courts, and other paved or concrete surfaces shall be swept, vacuumed, or blown off as
needed to maintain a clean appearance. Inspections shall be daily in conjunction with other
maintenance tasks. Glass, debris, or other foreign material shall be removed immediately.
Parking lots shall beswept each spring to remove all sandand other debris accumulated
over the winter. The Contractor shallsweep all parking lots one additional time as
scheduled through the summer/fall seasons. Paved pathwaysand sidewalks shall be swept
at least four times per year. However, due to storms, etc. hard surfacesmay require
additional sweeping,which shallbe the responsibility of the contractor.
5.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Plan, see section 2.1.1. Sport courts shall be cleaned bi-weekly according to a schedule
developed by the Contractor.Paved parking lots shall be swept a minimum of two times
per year and paved pathwaysand sidewalksshall be swept a minimum of four times per
year.
5.1.3Measurement
Measurement shall be Lump Sum for “Sweeping.” The approximate areas (sq feet) of
pathways, parking lots, sidewalks, sport courts, plazas, picnic areas and other hard surfaces
in the designated parksare listed in the appendices in Chapter 8.
5.1.4Payment
Payment shall be lump sum Contract price for “Sweeping” and shall be paid for furnishing
all tools, labor, equipment, and materials required.
5.2 GARBAGE REMOVAL
5.2.1General Requirements
In addition to policing and removal of litter, the Contractor shall collect and dispose of
garbage from trash containers in the designated parks. Trash containers, as noted in the
appendices in Chapter 8, are available for use by the Contractor and are considered
adequate. Additional containers may be provided by Contractor. Where decorative
containers are desired by the City, the City shall purchase those containers. Containers shall
be dumped when 3/4 full or at any time that offensive odors or pests are present or if the
container has not been dumped for four days. All containers shall be lined with a plastic
linerand all doggie pot stations shall be replenished with compatible waste bags. Vehicle
access to cans may be limited in some locations. All costs associated with garbage
collection, transport, and disposal shall be the responsibility of the contractor.
5.2.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.Litter control in the designated parks shall occur at least weekly
April through September and then monthly although there is a general expectation that
litter will always be picked up incidental to other work. Emptying of trash containers shall
occur at least two times per week (or more as may be needed per section 5.3.1 above) from
April through October and weekly (or more as may be needed per section 5.3.1 above)
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
from November through March.
5.2.3Measurement
Measurement shall be Lump Sum for “Garbage Removal.” The approximate number of
trash containersand doggies pot stationsin the designated parks is shown in the appendices
in Chapter 8.
5.2.4Payment
Payment shall be lump sum Contract price for “Garbage Removal” and shall be paid for
furnishing all tools, labor, equipment, materials and tipping fees required. Large
accumulations of illegally dumped material may be eligible for compensation under
Unexpected Maintenance as outlined in Chapter 7.
5.3 WEED CONTROL AND CHEMICAL SPRAYING
5.3.1General Requirements
Weeds in cracks in parking lots, sidewalks, park pathways, sport courts, and other hard-
scape areas shall be sprayed for eradication and control.
5.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.
5.3.3Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf. Choice of
herbicide shall be communicated to the City in the work plan pursuant to section 2.1 of
these Special Provisions. Also provide the choice of chemical in the sample work plan
in your response to the RFP per the submittal requirements
5.3.4Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency. Any
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
product/chemical used shall conform to local, state, and federal laws and regulations.
5.3.5Measurement
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying –
Hardscapes.” The approximate quantity (sq feet) of hard-scape areas in the designated
parksis shown in the appendices in Chapter 8. Contractor should take care to inspect hard-
scape areas prior to bidding to determine quantity of needed maintenance under this
section.
5.3.6Payment
Payment shall be lump sum Contract price for “Weed Control and Chemical Spraying –
Paved Trails” and shall be paid for furnishing all tools, labor, equipment, materials,and
tipping fees required.
5.4 BOLLARDS,PARK BENCHES, PICNIC TABLES, PARK KIOSKS AND
OTHER PARKFIXTURES AND AMENITIES
5.4.1General Requirements
Bollards, gates, fences, park benches, picnic tables, decorative trash receptacles, kiosks,
and other park amenities shall be the responsibility of the Contractor to be kept clean and
in good working condition. Bollards shall be removed and immediately placed back in
position, and gates shall be opened and then closed, whenever access is required by the
Contractor for maintenance activities in the designated parks. Bollards and gates shall
remain locked and not left unsecured. Park benches, picnic tables, informational kiosks,
doggie pot stations, picnic tables or other park fixtures shall be wiped clean, or pressure
washed when needed. Missing or damaged bollards, gates, locks, or other park fixtures
needing replacement or repair shall be immediately reported to the Administrator or
designee and may be eligible for compensation under Unanticipated Maintenance as
outlined in Chapter 7.
5.4.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. Inspection and maintenance shall occur not less than two
times per week from April through October and weekly from November through March.
There is a general expectation that inspection and maintenance of park fixtures shall
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
always occur incidental to other work.
5.4.3Measurement
Measurement shall be Lump Sum for “Bollards, Park Benches, Picnic Tables, Park
Kiosks and Other Park Fixtures.” The approximate number of bollards, kiosks, benches,
trash containers, doggies pot stations and other parks fixtures in the designated parksis
shown in the appendices in Chapter 8.
5.4.4Payment
Payment shall be lump sum Contract price for “Bollards Park Benches, Picnic Tables,
Park Kiosks and Other Park Fixtures” and shall be paid for furnishing all tools, labor,
equipment, and materials required. Repair or replacement of damaged park fixtures may
be eligible for compensation under Unexpected Maintenance asoutlined in Chapter 7.
5.5 VALLEY MISSION SLEDDING HILL
5.5.1General Requirements
Starting October 15, or upon the first snow if it occurs prior to October 15, and through
March 1, or after March 1 if snow remains on the ground, straw bales shall be placed
around the trees, light pole bases, and structures depicted in Exhibit B. Contractor shall
inspect the lights (seven pole-mounted fixtures) in the sledding area to ensure they are
functioning properly and report any lights out to the City immediately. Straw bales shall
require daily inspection and/or maintenance to replace/reset in position as necessary. All
makeshift sledding jumps or other temporary snow structures shall be removed, and straw
bales returned to needed locations. In the spring, the Contractor shall pick up and dispose
of all straw bales. Disposal fees shall be the responsibility of the Contractor.
5.5.2Schedule and Notification
The Contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. The inspection and maintenance of straw bales should
occur at the beginning of each day, prior to use by the public when possible. The
Contractor shall notify the City immediately if area lights are found to be not functioning.
5.5.3Measurement
Measurement shall be Lump Sum for “Valley Mission Sledding Hill.” The locations to be
protected are depicted in Exhibit B. It is expected the Contractor will need to replace
positioned bales with new bales periodically. The total number of bales that will be
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
required annually is unknown.
5.5.4Payment
Payment shall be Lump Sum for “Valley Mission Sledding Hill” and shall be paid for
furnishing all tools, materials, equipment, and labor required.
5.6 PARKING LOT AND SIDEWALK/PATHWAY SNOW REMOVAL
5.6.1General Requirements
Snow removal from parking lots, and municipal sidewalks associated with the designated
parks shall commence at 1” or more accumulation on level surfaces. Exception: the
parking lot at Castle Park isnot plowed in winter. Snow shall be removed within eight
hours following the measurable accumulation of 1”. All areas shallbe sanded with salted
sand at all entrances and exits. All parking lots shall be sanded as icy conditions dictate.
Snow may be plowed to the perimeter of the property. Ifaccumulations interfere with
parking or other use, or damage fences or encroach on neighboring properties, snow may
be required to be hauled from the site. If accumulation levels and weather forecasts indicate
that natural melting of snow is reasonably predictable, contractor may request approval
from Administrator or designee to forego removal.
Ice Melt: Contractor shall be required to spread a commercial ice melt product which is
deemed safe to turf, plants, and physical structures on municipal sidewalks associated with
the designated park properties to maintain free of ice during hours which that facility may
reasonably be in use by the public.
5.6.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Scheduling shall accommodate usage demand. Schedule to be
worked out with Director.
5.6.3Measurement
Measurement shall be Lump Sum for “Parking Lot and Sidewalk/Pathway Snow
Removal.” The approximate quantities (sq feet) of parking lots, and sidewalks associated
with thedesignated parks is shown in the appendices in Chapter 8.
5.6.4Payment
Payment shall be lump sum Contract price for “Parking Lot and Sidewalk/Pathway Snow
City of Spokane Valley Bid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
Removal” and shall be paid for furnishing all tools, labor, equipment, materials,and
supplies required.
6 INSPECTION
6.1 General Requirements
The Contactor shall perform visual site inspectionswhen onsite for scheduled work and as
required per Section 3.2.1. The Contractor shall contact the Cityif any, but not limited to,
the following are found or needed:
Irrigation sprinkler system repair requirements
Pest and disease infestation
Structural Damage to drywells, catch basins, and inlets
Evidence of poor drainage
o Plugged pipe
o Sediment and debris accumulation near aprons, curb inlets and sidewalk
inlets
o Sediment and debris accumulation in the swale
Dry or dead turf in irrigated areas.
Removal and replacement of bark
Illegal dumping
Tree, plant, or shrub removal and replacement
Tree, plant, or shrub trimming
Dead or Stolen Plant Material
Accident cleanup
Miscellaneous damage to City owned landscaping
Fence damage
Graffiti
Damage to benches, tables, kiosks, signs, mile markers, or other trail fixtures
Cracked asphalt, potholes, or crumbling edges of trail surfaces
Damage to curbs or pathways
Damaged or missing bollards or bollard locking mechanisms
Area lights not working
Potential homeless encampments
Maintenance requirements identified by these inspections that are not covered under
previous sections may be paid per Chapter 7 “Force Account Maintenance.” The
determination of whether the work is unanticipated maintenance shall be made by the City.
The City may also request other maintenance on a time and materials basis for services not
otherwise contemplated in these Special Provisions.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
7 FORCE ACCOUNT MAINTENANCE
7.1. General Requirements
The City may approve unanticipated maintenance work up to $25,000 at its sole
discretion. If requested, Contractor shall provide a proposal outlining time and
materials costs for the maintenanceand explain how the work is outside the scope
of these Special Provisions. No unanticipated maintenance work shall commence
prior to written approval from the City.
Potential unanticipated maintenance may have specific requirements which
include but are not limited to the following examples:
7.2 TREE REMOVAL AND REPLACEMENT
7.2.1General Requirements
All potentially dangerous conditions regarding trees in irrigated areas shall be
corrected immediately and reported to the City. The City shall be notified of the
contractor’s intent to remove any trees or shrubs prior to starting work.
The Contractor shall remove dead or severely unhealthy trees and provide a
replacement of each removed tree. Hazardous trees shall be removed pursuant to
ISA standards. The Contractor shall make an ISA Certified Arborist available as
needed.
Any transplanted replacement trees shall:
Meet the requirements of chapter 22.70 SVMC for street trees.
Closely match existing trees along the corridor.
Approval of the City prior to installation.
Minimum of 1½ inch caliper.
7.2.2 Three-Year Maintenance for Transplanted Trees
Transplanted trees (first three years after planting) must be watered (by hand if
necessary),trimmed, mulched, and staked, according to generally accepted
standards to ensure survival.
Transplanted trees shall be fertilized for the first three years to ensure tree survival.
The first year,new trees will be fertilized spring and fall, then once per year for the
next two years.
7.2.3Payment
Payment will be made in accordance with the Contract.
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
7.3 DEAD OR STOLEN PLANT MATERIAL
7.3.1General Requirements
The Contractor will replace any dead plant material and plants that have been
damaged beyond the control of the Contractor. The contractor will provide a cost
to replace dead or stolen plant materials within seven (7) days after observation or
notified of same. Contractor will replace any plant material damaged or destroyed
by the Contractor at no cost to the City.
The Contractor shall report to the City any plant material not exhibiting normal
growth and vigor. If it has been determined that the materialis beyond reviving, a
written report recommending replacement shall be given to the City. This report
shall include: (a) Identify the location, size and type of type of plant; (b) Identify
the reason for the decline; (c) Cost of replacement. No replacement plantings shall
be done without consent of the City.
7.3.2Payment
Payment will be made in accordance with the Contract.
7.4 PEST AND DISEASE CONTROL
7.4.1General Requirements
Where mice, skunks, ground squirrels, insects or other pests are present in and
around facilities, the Contractor will control them with approved poisons or traps
in accordance with all state and local laws and in a manner acceptable for public
areas. This includes the control of insects in irrigation power or control boxes.
The Contractor will propose a treatment based on the identification of the insect or
disease to the City for approval prior to initiating treatments.
7.4.2Payment
Payment will be made in accordance with the Contract.
7.5 IRRIGATION SPRINKLER SYSTEM
7.5.1General Requirements
The Contractor is responsible for the operation, maintenance, and repair of all
irrigation/sprinkler systems under this Contract. Force account maintenance of this
system is considered maintenance on those elements of the system requiring special
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
equipment, labor, or parts.Force account maintenance may include, but is not
limitedtothe following:
Replace special item controllers
Replace water meters
Deep excavation valve replacement
Sub-irrigation type emitters
Significant additions or subtractions to water line or zone adjustments.
Maintenance not covered under this section will be covered under Section 3.2,
“Standard Irrigation Maintenance.” This determination will be made by the City.
7.5.2 Payment
Payment will be made in accordance with the Contract.
8 LOCATIONS AND ESTIMATED QUANTITIES
The attached appendices contain tables with approximate quantities and site maps of the
locations of the work to be performed under this contract.
Appendix A: Designate Park Quantitiesand Site Images
Appendix B: Valley Mission Park Winter Hay Bale Locations
City of Spokane ValleyBid Proposal Documents
Designated Parks Landscape Maintenance Contract No.: ________
SPECIAL PROVISIONS
FOR
SIGNATURE PARKS
LANDSCAPE MAINTENANCE
Proposals Due: 5:00 p.m., November 7, 2023
1 GENERAL REQUIREMENTS AND CONTRACT PROVISIONS
This Chapter includes ¢®³± ¢³ ¬ ¦¤¬¤³ ¯±®µ¨²¨®² andrequirements for
payment approval.
1.1 WORK SUMMARY
The City of Spokane Valley is requesting Bids for landscape maintenance servicesin two
signature parks operated by the Parks and Recreation Department. General expectations of these
services include:
mowing
trimming
edging
spraying for pests and weeds
aerating
fertilizing
turf reseeding and rehabilitation
pressurized irrigation maintenance and repair
backflow device testing
litter control
garbage removal
tree/shrub pruning
landscaping bed maintenance
raking
sweeping
pressure washing
maintenance of picnic tables, benches, trash receptacles, and other park fixtures
snow removal of parking lots and sidewalks
Additionally, this contract includes the supplying of all labor, materials and supplies necessary
to fulfill the terms of the contract. The work description above is not all inclusive but is
representative of a comprehensive landscape service and maintenance contract.
This contract does not include playground equipment inspection and maintenance or janitorial
services for park restrooms and park reservations.
1.2 OBJECTIVE
The objective of this signature parks landscape maintenance contract is to provide exceptional
service in the City’s two signature parks that host numerous special events and large community
celebrations each year. The City is seeking a high-quality contractor that provides superior service
and is responsive, reliable, and highly adaptable. The successful contractor will take immense
pride in the quality of maintenance delivered in the City’s crown jewel parks for itsresidents and
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
visitors.Additionally, the successful contractor will assist the City in bringing its newest urban
park online in the heart of Spokane Valley across from City Hall.
1.3 GENERAL INFORMATION
These Special Provisions are for landscaping maintenance services at the newly expanded Balfour
Park next to the brand-new Spokane Valley Library and across from Spokane Valley City Hall,
and at Mirabeau Point Park, which includes theCenterPlace Regional Event Center grounds,
Discovery Playground, and the Mirabeau Meadows Park and Natural Area. Together these areas
encompass a combined total of approximately 65 acres. Park improvements include irrigated turf,
expansive landscaping beds, a wide diversity of trees and shrubs, an engineeredpond and waterfall,
paved and concrete pathways, several parking lots, picnic shelters, event plazas, performance
stages, a veteransmemorial, flagpoles, signature playgrounds, public art, and other park amenities
such as restrooms, picnic tables, benches, seating walls, shade structures, area lighting, and
decorative fencing. Thesetwo properties together support a wide range of recreational
opportunities for thousands of City residents and visitors and host numerous special events and
large community celebrations each year.Additionally, the City is just now completing construction
of Phase 1 of the Balfour Park expansion. As such, the Contractor will play a critical role in
establishing the new landscaping throughout the park. Portions of the Phase 1 construction have
been seeded with non-irrigated native grasses which will be replaced in the future with additional
park element. Phase 2 and future parkelements at Balfour will include basketball and pickleball
courts, a soccer mini-pitch, a large splashpad and destination playground, a large picnic shelter
and community gathering space, and a park amphitheater with covered performance stage.
The signaturepark properties included in the scope of services for this contract are:
Balfour Park (8.6 acres) located at 105 N. BalfourRoad
Mirabeau Point Park (55.1acres) located at 13500 E. Mirabeau Parkway, including:
o Mirabeau Meadows
o Mirabeau Park Natural Area
o Mirabeau Springs Waterfalland Pond
o CenterPlace Regional Event Center grounds at 2426 N Discovery Place, and
o Discovery Playground
1.4 CONTRACT TYPE
This Contractis a lump sum fixed fee, purchased service-type Contract.Prevailing wagesare
required to be paid to theContractor’s employees per chapter 39.12 RCW.
Pursuant to RCW 60.28 et seq., 5% of the compensation due to the contractor shall be retained
by the City and administered in accordance with applicable Washington law. The City will
release the retainage annually when the affidavit of wages paid has been approved by the WA
State Department of Labor and Industries.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Contractor to Provide Performance and Payment Bonds. The contractorshall provide a
payment bond and a performance bond in the full amount of the contract on the City’s bond forms.
A sample of the payment and performance bonds are attached to the sample contract.
1.5MINIMUM REQUIREMENTS
1. Firms submitting must have experience in the provision of landscape maintenance
services similar in nature and scope to those described in these Special Provisions.Anemphasis
on public park system maintenance is preferred due to the critical nature of frequent interaction
with our citizenry.
2. Firms must have sufficient equipment and vehicles to perform the services outlined
herein.
3. Firms must have employees to fulfill the necessary roles and who meet the necessary
qualifications to carry out the work described in these Special Provisions.
4. Knowledge of and compliance with federal, state, and local laws and regulations
including but not limited to pesticide applications, licenses and requirements.
5. Firms must have adequate locked, secured storage including inside storage for the
equipment and supplies necessary to complete the work herein.
6. Response time is critical to this contract. Successful firm shall be located within the City
of Spokane Valley or be able to demonstrate the ability to consistently respond when called within
30 minutes.
7. Successful firms shall be required to obtain a City of Spokane Valley business
registration form.
1.6 CONTRACT ADMINISTRATOR
The City Manager’s designated Administrator for this contract is the Parks & Recreation Director
or his/her assigns. The day-to-day field inspection and oversight of the contract will be
administered by City Parks & Recreation Department personnel following these Special
Provisions.
1.7 ONE GENERAL CONTRACTOR
1.7.1Subcontractors
The Contractor shall neither subcontract nor assign any obligation or interest in this
agreement without the prior writtenapproval of theCity.Allsubcontractedwork will
remain the sole responsibility of the general Contractor and the general Contractor will
remain the sole contact with the City.
1.7.2 Contractor’s Supervisor
The Contractor shall designate a competent supervisor for the work. The supervisor
shall have the authority to represent and act for the Contractor.
1.8 CONTRACT DOCUMENTS
The complete Contract includes these parts: The Signature Parks Landscape Maintenance
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Agreement,Submittal Response, Addenda,these Special Provisions, Insurance Certificates,and
the Performance and Payment Bonds. These parts complement each other in describing the
complete work. Any requirement binds as if stated in all parts. The contractor shall provide
any Work or materials clearly implied in the Contract even if the Contract does not mentionit
specifically.
1.9 CONTRACT TERM
The contractshall commence on the date the contract is executed and continue through the
end of the 2026 calendar year.
Thereafter the contract may be renewed for an additional three-year term. Either party may
terminate the contract with a minimum of 90 days’ written notice directly preceding the end of
any contract term. Renewals shall coincide with the calendar year.
1.10 COMPENSATION
The lump sum fixed price items include all supplies, labor, material, components, equipment,
insurance and bondcosts, and appurtenances necessary tocomplete theserviceswhichshall
conform to the best practice known to the trade in design, quality, material, and workmanship
and be subject to these Special Provisions in full.
These Special Provisions shall be construed as minimum performance. Prices shall remain
firm for the duration of the contract except as noted in section 1.19 of these Special Provisions.
1.11 CONTRACTOR REQUIRED QUALIFICATIONS
The Contractorreaffirmsmeeting all requiredqualifications and will remain qualifiedthroughout
the duration ofthe Contractand subsequent contract renewals. The Contractor represents and
warrants to the City that it has all licenses, permits, qualifications, insurance, and approvals of
whatsoever nature which are legally required of the Contractor to practice its profession. The
Contractor shall maintain a City of Spokane Valley business license. If the Contractor’s status
changes at any time, the Contractor shallimmediately informtheAdministratorof thechange in
qualification status. The Contractor shall also supply in writing to theAdministrator the
Contractor’s written plan and timeframe for reinstatement of acceptable status.
1.12 EXAMINATION OF WORK SITES
The Contractoracknowledges visiting theworkareasandbecoming fullyacquaintedwith
site conditions to understandthe facilities,difficulties, and restrictionsattending the execution
of the maintenance work under the contract prior to executing this contract. The failure or
omission of the Contractor to receive or examine any form, instrument, or other documents,
ortovisitthesitesandgetacquaintedwithconditionsexistingthereinandverifyingproject
area dimensions, shall in no way relieve the Contractor from obligation with respect to his/her
originalproposedbidorto this contract.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
1.13 CONTRACTOR SUPPLIED EQUIPMENT, MATERIALS &
SUPPORT FACILITIES
Unless stated otherwise and agreedin writing,theContractor is expectedtoprovide all
materials and supplies required to execute Contract obligations. This will include, but not be
limited to equipment, support facilities, disposal containers, oil and fuel, etc.
1.13.1SupportFacilities
The City will not provide equipment storage, shop facilities, workspace, oroffice
spaceaspart of this contract.
The Contractor willbe responsible for providing allsupportfacilities at theirown
location(s).The Contractorshallfurnish at its own expense, storage and/or repair
facilities for equipment. The Contractor will not be required to locate such facilities
within the City.
1.13.2 EquipmentIdentification
All vehicles used by the Contractormust beclearly identifiedwith the name of the
company.
1.14 VERIFICATION OF COMPLIANCE
Non-compliancewithany applicablelaw, rule, permit requirement,or regulationrelatedto this
work shall be reported to the City immediately. The City may requirethat theContractor
provide a reportof the infraction(s) and steps that will be taken by the Contractor to regain
compliance. Any continued non-compliance is grounds for the City to penalize the Contractor,
up to and including withholding of payment, or early dismissal from the Contract.
1.15 DEBRIS DISPOSAL
Allcollected material, debris, and litter becomes the property of the Contractor andshall be
disposed of in amanner consistent with federal, state,and local laws. The Contractor shall pay
all costs associated with disposal of the collected material, including collection, storage,
transportation, and tipping fees.
1.16 CHANGES, CORRECTIONS, AND CLARIFICATIONS
1.16.1 Changes
The City reserves the right to make,at any time during thecontract term, such changesin
quantities and such alterations in these Special Provisionsas are necessary to satisfactorily
complete themaintenance work. Such changes in quantities and alterations shall not invalidate
the Contract nor release the Performance andPayment Bond, andthe Contractor agrees to
perform the maintenance work as altered. Among others, these changes and alterations may
include:
Deleting any part of the maintenance work
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Increasing or decreasing quantities
Altering Special Provisions
Altering the waythe maintenance work is to be done
Adding new maintenance work
Alteringfacilities, equipment, materials,services, or sites, provided by the
Contracting Agency
Ordering the Contractorto speed up or delay the maintenance work
Anychange that affectstheoverallContracteffortand amount of maintenance workto be
performed or that costs or saves Contractor and/or City resources shall be documented through
a contract amendment and shall indicate any associated impacts on price, schedule, or
performance. The City will execute a written contract amendment, negotiated with the
Contractor, prior to the implementation ofany change unless orderedby the City through
emergency action(s). Any change not executed through written documentation and acceptance
will not be valid unless the change is determined to be a Correction and/or Clarifications.
1.16.2 Corrections & Clarifications
To continuously improve City operations and return value to citizens and rate payers,
Corrections and/or Clarifications to these Special Provisions may be required from time to time.
Where a change is of no value in time or cost to either the Contractor or the City, it will be
determined to be a Correction and/or Clarification and shall be updated within and become part
of these Contract documents through addendum. The City reserves the right to update and revise
the Special Provisions reflecting any changes by addendum with the optional contract annual
renewal.
1.17 PREVAILING WAGES
The Contractor shall comply with all state and federal laws relating to the employment of labor
and wage rates to be paid. The hourly wages and benefits of laborers, workers, or mechanics
shall not be less than the applicable prevailing wages published by the Department of Labor &
Industries (LNI) for Spokane County. Find the most recent prevailing wage rates at LNI’s website
at:
https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
th
The contractor shall use rates effective November 7, 2023; if renewal options are exercised the
Contractor shall pay wages for the most recently published and effective LNI rates available
prior to renewalcontractexecution.
No payment will be made until the Contractor has submitted a “Statement of Intent to Pay
Prevailing Wages.” No final payment or release of any bond will be made on a Contract Term
until the Contractor has submitted an “Affidavit of Wages Paid”. These documents must be
certified by the industrial statistician of the Washington State Department of Labor and
Industries and the “owners” copy shall be in the possession of the City.
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
1.18 PAYMENT AUTHORIZATION
1.18.1 CityInspection
The City will periodicallyinspect thework and condition of facilities under the care of the
Contractor. If the Contractor’s work or conditionsat the City’s facilities are shown to not meet
these Special Provisions, the Contractor will be notified of the deficiency and allowed to respond
tomeetthe standard pursuant to Section 2.4 of these Special Provisions. If the deficiency is not
made whole within the time specified, the Administrator reserves the right to withhold payment
pursuant to section 5(b) of the Landscape Maintenance Agreement.
1.18.2 Contractor Reports
The Contractor shall complete and transmit to the City thereferenced reporting documents
included in these Special Provisions, including the following at the identified frequency:
Annual work plans – annually by March 1 (or fourweeks prior to spring operations)
Periodic reports – with each invoice
Annual report – annually by November 15
1.18.3 Pay Estimate Submittal, Review, & Approval
Payments shall be madeafterreview, approval, andauthorization by the City. Payment
authorization shall be conditioned upon the submittal of an invoice setting forth abreakdown
of Work and services that have been provided as specified in Section 2.5.2 – Periodic Reporting.
Invoices may be submitted monthly for 12 equalamounts fromJanuary through December.
1.19 ADDITIONAL OPTION YEARS & ANNUAL FEE ADJUSTMENT
The Contractor and/or the City may request anadjustment of the lump sum fixedfee annually,
and no later than November 1st for thefollowing calendaryear. Such pricesshallbe negotiated
by the City and Contractor and shall not be increased or decreased by more than the percent
change in the Consumer Price Index for All Urban Consumers (CPI-U) or 3%, whichever
is smaller. The reference point will be the CPI-U for September. The source of this percent
changeshallbetheU.S.DepartmentofLabor,BureauofLaborStatistics.
If the City chooses to exercise the option years, the Contractor must update andpayprevailing
wagesto the mostrecently published and effectiveWashington State Department of Labor&
Industries rates for the next contract optionterm.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
2 GENERAL SPECIFICATIONS
This Chapterdiscusses generalitems on Contractor andCity conductinexecuting
the work.
2.1 WORK PLAN
2.1.1Annual Work Plan
The Contractor shall submit an annual work planto theCity in accordance with Section
1.18.2 – Contractor Reports. The plan communicates who,when,and how the Contractor
will complete all planned work during the course of the year. Adjustments to the plan
during theyearmay benecessaryandthe Contractor is to workwith Citystaff on any
necessary revisions.
The Annual Work Plan should indicate such things as:
Contact Information: contractor owner, supervisor(s), and crew lead(s),
including cell phone and, if applicable, email address.
Planned invoicing amounts, periods, contact information, and a sample invoice
with associated periodic report.
General schedules for typical, weekly routine work, for example:
o mowing Balfour Park on Mondays
o watering Mirabeau on Tuesday and Friday
o mowing Mirabeau on Wednesdays
o irrigated system inspections <by location, zone, week>
Specific schedule for other task work that is not weekly, for example:
o Aeration <application timeframe, i.e. month, week>
o Fertilization <application months or timeframe>
o Weed Control <application months or timeframe>
o Winterization <application timeframe, i.e. month, week>
o Backflow testing <application timeframe>
What types of equipment will be used, where, and when
Any product or material information the contractor intends to use during the year
(i.e. fertilizers, herbicides, pesticides, etc.)
Self-inspection plan and reporting
Employee uniform example
2.1.2WeeklyWork Plans
If different from the Annual Work Plan, theContractor shall submit an email to City
designated staff and identify weeklyworkplans indicatingwhere the Contractor willbe
working and what activities will be performed. It may be sent up to one day in advance
for the next work period.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
2.2CONTRACTOR’SEMPLOYEES
2.2.1Licenses
Contractorand staff whoare supplying servicesunder this agreement shall at all times
possess and carry a valid driver’s license issued bythe State of Washington andhave all
applicable certifications and licenses required to perform the contracted work.
2.2.2 Uniforms
Contractor employees shall be dressed professionally for the landscape industry. Uniform
approval is required by the city.
2.3 PRESERVATION OF PROPERTY
The Contractor shall exercise due care to avoid injury to existing improvements, structures,
utilityfacilities, adjacent property, trees,shrubbery, andmotorvehicles.In the event of
property damage, the Contractor shall notify the property owners and City within 24 hours of
the time of occurrence. If such objects are injured or damaged by reason of the Contractor’s
operation, they shall be repaired at the Contractor’s expense to a condition as good as when the
Contractor entered upon the Work.
Repairs to damaged property shall be made within 48 hours, except utility lines which shall
be repaired immediately and in accordance with the appropriate building code underpermits
issued bythe City.
2.4 COMPLAINTS AND DEFICIENCIES
Allcomplaints and deficiencies, with regardstothis Contract shall be addressed and abated as
soon as possible after notification, to the satisfaction of the City. The City will notify the
Contractor by telephone,email, in writing, and/or other agreed upon method of each matter.
City notifications to the Contractor will include a description of the issue and location.
2.4.1Deficiencies
Allwork deficiencies of Contractor shall be corrected within 24 hours of notification
from the City unless noted otherwise in these Special Provisions, or otherwise agreed to
in writing to extend the time.
Written notification may be e-mailed, hand delivered or post mailed. As soon as the
Contractorhascorrected thelisteddeficiencies,the Contractor shall notify the
designated City staffandrequest inspection of the corrective work. Deficiencies listed
in the notice of deficiency shall not be considered as having been corrected until the
designatedCitystaffhasinspectedthesitetoverifythatthelisteddeficiencieshavebeen
corrected and has approved the corrective work in writing.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
2.4.2Failure toPerform
If the Contractor does not remedy the deficiency within the time allotted per 2.4.1, the City may
withhold payment pursuant to section 5(b) of the Landscape Maintenance Agreement.
2.5 INSPECTIONS & REPORTING
2.5.1CityInspections
The City will periodically inspectthe condition of each area depicted in these Special
Provisions. The conditions shall bemeasured basedon these Special Provisions and
City staff judgment.
2.5.2Periodic Reporting
TheContractorshall provideself-inspectionsand/orrecordsofworkit performsin each
area depicted in these Special Provisions to provide as backup for each period invoiced.
2.5.3 Annual report
The Contractor shall submit an annual reportby November15 each year that includes, at
a minimum:
A review of the Annual Work Plan’s scheduled tasks compared to
the actual deliverables, including a comparison of whether or not
tasks were consistently or reliably completed.
A description of new or existing landscaping deficiencies and
recommended remedies.
Any recommendations for changes to Special Provisions that improve efficiency
to the objective of this contract.
2.6 LOST AND FOUND
All lost and found items shall be noted and locked in an agreed upon location. A record of lost and
found items when encountered shall be submitted to the Administrator. The City shall be
responsible for receiving calls and returning items to the public. Items not claimed shall be
disposed of in a fair and appropriate manner at the City’s discretion; the contractor shall never
dispose of any items without specific direction from the City to do such. In no case will the items
be returned to the finder unless warranted by law.
2.7 PARK MAINTENANCE SCHEDULE
The park use season is January 1 – December 31 (year-round). Active growing season shall be
considered March 1 – November 15. This may vary depending on weather/use. During active
growing season, the signature parks may require a maintenance presence up to seven days per
week. Mowing, fertilizing, aerating, watering, and similar maintenance operations that impact
public use of the park facilities are generally required to be performed Monday-Friday between
the hours of 6:00AM and 5:00PM. The Contractor shallwork around public use and always be
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
courteous and respectful to park visitors. Weekend use by the public is extensive and weekend
cleaning and other maintenance may be required. Park facilities are open and available for public
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use from 6:00AM – 9:00PM, April 15 through October 15 and from 6:00AM to 7:00PM,
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October 16 through April 14.
2.8 SERVICE LEVELS SUBJECT TO CHANGE
These statements represent the City’s attempt to provide an overview of anticipated services. It
should be understood by the bidders that the City park system is not static. The contractor’s ability
and willingness to work in a dynamic system in a unique public/private partnership is critical to
the success of this contract. Changes in quantities or service levels may, at the discretion of the
City, be addressed in contract amendments or through annual price adjustments as contemplated
in Section 1.19.
3 WORK SPECIFICATIONS – STANDARD MAINTENANCE
IRRIGATED AREAS
This Chapter describes theWork to beperformed in irrigatedareasincluding
standards, schedule,quantity,and location.
3.1 MOWING, TRIMMING, AND EDGING
3.1.1 General Requirements
Mowing, trimming, and edging of all irrigatedturf is expected to occur weekly, or more
as needed to maintain specified heights. Turf mowing shall be at or between heights of
2.5 to 3.0 inches. Turf shall not exceed 4.5 inches between turf mowing. Turf shall be cut
at a uniform height (no scalping or uneven cutting). Measurements shall be taken in park
areas that are representative of average conditions. Drainage areas, etc., that receive above
normal irrigation may exceed 4.5 inches if the representative target areas are within
standards. Mowing during wet conditions that leave noticeable rutting shall not be
permitted. Bare patches shall be reseeded.
3.1.2 Schedule
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The expected mowing season is from April 1– November 15 of
each year. The estimated number of mowing cycles is approximately 32-44cycles.
Mowing of each area shall be completed on the same day that mowing begins.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.1.3Equipment
Mulching equipment shall be used. Blades must be sharp and mower equipment
maintained to prevent damage to turf. Mower decks shall be properly adjusted and
operated to prevent scalping of turf.
3.1.4 Trimming, Edging, and Tree Rings
Trimming shall include hard edging on all surfaces. Areas around concrete or metal
fixtures shall be trimmed. Contractor shall not mechanically trim around base of trees and
damage bark. The Contractor shall chemically treat a 1-foot radius of turf at thebase of
each tree and maintain the treated area free of grass, weeds, litter, and debris thereafter.
3.1.5 Grass Clippings
Clippings shall be mulched and left evenly disbursed on the turf. Clippings shall be mowed
and bagged or swept by the contractor to remove windrows or other heavy accumulations.
Grass clippings shall be blown from sidewalks, trails, and other walkways the same day
that mowing occurs.
3.1.6 Mowing Damage by Contractor
The Contractor is responsible for all replacement and rehabilitation costs for turf, grass,
trees, sprinklers, private property, and anything else that may be damaged during mowing,
trimming, or edging. Mowing shall not take place under wet conditions which may cause
turf damage or leave ruts or depressions. Wear and tear or damage to fixtures or vegetation
by mowers is not acceptable. Care shall be exercised to prevent damage to trees and shrubs,
fixtures, and irrigation systems.
3.1.7 Litter / Debris and Cleanup
When onsite for scheduled work, the contractor shall perform cleanup. Litter cleanup
includes but is not limited to cigarette butts, paper, cardboard, rocks, any plastic, rubber or
metal foreign objects, wood, tree branches, leaves, cloth, etc. Debris cleanup includes but
is not limited to weeds, grass from around the base of plants, and visible clumps of grass
clippings.
Debris/Litter pickup shall be completed in all Irrigated Areas included in these Special
Provisions and prior to all other work to be performed each service day.
In addition to Debris/Litter pickup which is incidental to other work during the growing
season, leaves, pine needles, and pinecones shall be swept, raked, or blown as necessary
to collect and remove from all turf areas at least two additional times per year: once in the
Spring before April 1, and again in the fall after final mowing has been completed.
Accumulations of pine needles and other debris along fences shall be cleared away.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.1.8Measurement& Location
Measurement for mowing, trimming, and edging shall be included in Lump Sum for
“Mowing, Trimming, Edgingand Standard Irrigation Maintenance.”The approximate
irrigated turf area for the signature park facilities is 991,594square feet or approximately
22 acres. See maps and tables in Appendix A for more details.
3.1.9 Payment
Payment for mowing, trimming, and edging shall be included in thelump sum Contract
price for “Mowing, Trimming, Edging and Standard Irrigation Maintenance” and shall be
paid for furnishing all tools, labor, equipment, and materials required.
3.2 STANDARD IRRIGATION MAINTENANCE
3.2.1General Requirements
The Contractor is responsible for the operation and regular adjustment of all
irrigation/sprinkler systems under this contract. The contractor shall provide the proper
amount of water and coverage to maintain healthy turf and underlying soil structure. The
contractor shall use a variety of means to maintain healthy turf including, but not limited
to altering timers, changing heads and nozzles, adding heads, subtracting heads, adding
water lines, or changing and adding zones.
The Contractor is responsible for the standard maintenance and repair of all
irrigation/sprinkler systems under this contract. This includes all piping, heads, risers,
valves, controllers, clocks, drains, backflow preventers, meters, sub-irrigation type
emitters, and all other existing components needed and necessary to water the irrigated
areas effectively and efficiently.
The contractor is responsible for regular inspection and testing of all sprinkler zones to
ensure proper operations and functionality of the irrigated systems.At a minimum, the
Contractor shall test and inspect, once every two weeks, the full functionality of the
irrigation zones in Balfour Park and Mirabeau Point Park.Maintenance and repair work
resulting from these tests and inspections is to be included in periodic reports.
Irrigating water on concrete, pavement, and unimproved areas shall be minimized.
Standard maintenance is consideredoperationalmaintenance on all elements of the system
not requiring special equipment, labor, or parts.Maintenance not covered under this section
will be covered under Section 7, “Force Account Maintenance –Irrigated Areas”. This
determination will be made by the City.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.2.2Schedule
The expected irrigation season each year will be from April 15 to October 15. The
contractor will propose specific dates to activate and winterize the system each year and
receive approval from the City based on need and weather conditions. Winterizing is the
responsibility of the contractor. The Contractor shall coordinate water service meter
removals with applicable water purveyors. All freeze damage is the responsibility of the
contractor.
3.2.3Backflow Prevention Requirements
The City has backflow prevention devices on all systems. Meeting backflow prevention
requirements and testing is the responsibility of the Contractor on behalf of the City.
Testing may be required as often as once a year for each metered location to meet the
requirements of Water Purveyors. The frequency of testing is determined by the Water
Purveyor. The City will forward any notifications of testing required by the Water
Purveyor to the Contractor. The Contractor is required to respond to the notice, provide
any testing, and report to the City the outcome of the test and final reporting to the Water
Purveyor.
3.2.4 Payment
Payment for standard maintenance shall be included in the lump sum Contract price for
“Mowing, Trimming, Edging and Standard Irrigation Maintenance” and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.3 CORE AERATION
3.3.1General Requirements
Aeration of irrigated turf in the designated park facilities shall be performed. Core aeration
shall be performed by a hollow tine aerifier machine with ½-inch diameter core, 3 ½-inches
deep, and the frequency of cores shall be 6-inches or less apart. Allowance will be made
for dry or rocky conditions at the discretion of the Director. Coring shall take place when
the ground is moist but not wet, within one day of irrigation of the turf.
3.3.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Aeration shall be performed twice per year, once in the spring as
th
soon as conditions permit and again in the fall after August 15.
The contractor shall notify the City one week prior to performing the work.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.3.2Measurement
Measurement shall be Lump Sum for “Core Aeration.” The approximate irrigated turf area
for the signature park facilities is 991,594 square feet or approximately 22 acres. See maps
and tables in Appendix A for more details.
3.3.3 Payment
Payment shall be lump sum Contract price for “Core Aeration” and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.4 FERTILIZING
3.4.1General Requirements
The contractor shall keep all assigned areas included in this Contract fertilized. Granular
or liquid fertilization is acceptable. Fertilization on turf, trees, shrubs, and approved
plantings will occur to maintain healthy, green, and attractive landscape. The Contractor
shall follow application rates and restrictions. If liquid fertilizer is used, spraying shall
not occur during windy, rainy, or other climatic conditions known to reduce the
effectiveness or safety of the product being applied. Where applicable, sprayed areas are
to be posted.
3.4.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Fertilization of improved turf shall be performed three times per
st
year, once in the spring, before June 1
, once in the summer, and once in the fall, after
st
September 1. Applications shall be at optimal times and shall be outlined in the
contractor’s annual work plan. Spot treatments during the summer may be necessary to
actively support distressed areas.
New trees shall be fertilized for the first three years to ensure tree survival. During the
first year, new trees shall be fertilized spring and fall, then once per year for the next two
years.
The contractor shall notify the City one week prior to performing the work.
The contractor shall supply documentation to the City indicating if, when and how
chemically sensitive individuals were notified subject to any requirements. The
documentation shall be supplied to the City within 12 hours after the notification takes
place, what the application is, and at what time the application occurred or will occur.
Records of public contract made shall be included in the annual report per Section 2.5.3.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.4.3Approved Fertilizer
City Approved List:
o Recommended Nitrogen-Phosphorus-Potassium ratio 3:1:2 to 4:1:2
Other N-P-K fertilizers outside the recommended ratio can/shall be submitted to
the City for approvalbased on soil analysis by a lab selected by contractor and
approved by owner.
3.4.4Fertilizer Safety
When applying fertilizer, the Contractor shall take precautions to avoid any impact on
human and environmental health, and to ensure fertilizer does not move off target.
Applications are made only by trained employees following all recommendations and
restrictions given on the individual product labels.
3.4.5 Measurement
Measurement shall be Lump Sum for “Fertilizer.” The approximate irrigated area of the
designated park facilities is 991,594 square feet or approximately 22 acres.See maps and
tables in Appendix A for more details.
3.4.6 Payment
Payment shall be lump sum Contract price for “Fertilization”and shall be paid for
furnishing all tools, labor, equipment, and materials required.
3.5 WEED CONTROL AND CHEMICAL SPRAYING
3.5.1General Requirements
The contractor shall keep all improved and irrigated areas included in this Contract weed
free. Chemical spraying on turf, trees, shrubs, and approved plantings will occur to maintain
a healthy, green, and attractive landscape. All chemical spraying shall followthe state and
federal pesticide applicators requirements and guidelines including licensing. The
Contractor shall follow application rates and restrictions. Where applicable, sprayed areas
are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied.The Contractor shall chemically
treat a 1-foot radius of turf at the base of each tree and maintain the treated area free of
grass, weeds, litter, and debris thereafter.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
3.5.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Weed Control and Chemical Spraying shall be performed two times
per year, applied uniformly throughout the appropriate season.
Specific application timeframes shall be identified in the Annual Work Plan. Care should
be taken by the Contractor to schedule treatments during hours of operation when use by
the public is at its least, for example first thing in the morning. Spot treatments during the
summer may be necessary to control excessively weedy areas.
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur. Records of public contract made shall be
included in the annual report per Section 2.5.3.
3.5.3 Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf.
Choice of herbicide shall be communicated to the City in the work plan pursuant to section
2.1 of these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
3.5.4 Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency.
3.5.5 Measurement
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying.”
3.5.6Payment
Payment shall be lump sum Contract price for “Weed Control and Chemical Spraying” and
shall be paid for furnishing all tools, labor, equipment, and materials required.
3.6 TREE AND SHRUB TRIMMING AND MAINTENANCE
3.6.1General Requirements
Tree and shrub maintenance shall be performed by an ISA Certified Aborist. Trees and
shrubs that are encroaching on sidewalks or roadways, or diseased, dead/dying shall be
trimmed or removed/replaced as appropriate. Sidewalk and roadway clearance shall
comply with chapter 22.70 SVMC. The City shall be notified of intent to remove any trees
or shrubs prior to starting work. All potentially dangerous conditions regarding trees shall
be corrected immediately or reported to the City.
3.6.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Tree and shrub trimming shall be performed at least twice per year
and additionally as needed to maintain a healthy, attractive appearance.
3.6.3Measurement
Measurement shall be Lump Sum for “Tree and Shrub Timming and Maintenance.”The
approximate number of trees and shrubs, where known, is listed in Chapter 8, Appendix
A. The Contractor shall take care to inspect the signature park facilities to determine
quantity of needed maintenance under this section.
3.6.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and
Maintenance” and shall be paid for furnishing all tools, labor, equipment, and materials
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
required.
3.7 LANDSCAPE BED MAINTENANCE
3.7.1General Requirements
Organic/Inorganic groundcover shall be maintained to preserve the intended coverage and
use. Soil and/or weed barrier shall have 100% coverage either by raking or adding
additional ground cover.
3.7.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.Ground cover deficiencies shall be corrected no less than three
times per year. Landscaping beds shall be weeded no less than six times per year.
3.7.3Measurement
Measurement shall be Lump Sum for “Landscape Bed Maintenance.” The approximate
total area of landscaping beds in the signaturepark facilities is 193,803 square feet. There
are approximately 55 distinct landscaping beds on the CenterPlace grounds. See maps and
tables in Appendix Afor more details.
3.7.4Payment
Payment shall be lump sum Contract price for “Tree and Shrub Trimming and
Maintenance” and shall be paid for furnishing all tools, labor, equipment, and materials
required.
4 WORK SPECIFICATIONS – STANDARD MAINTENANCE
UNIMPROVED AREAS
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1, including standards, schedule, quantity, £ location.
4.1 NOXIOUS WEED CONTROLAND CHEMICAL SPRAYING
4.1.1 General Requirements
The contractor shall control noxious weeds as needed. All chemical spraying shall follow
the state and federal pesticide applicators requirements and guidelines including licensing.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
The Contractor shall follow application rates and restrictions. Where applicable, sprayed
areas are to be posted.
Spraying shall not occur during windy, rainy, or other climatic conditions known to reduce
the effectiveness or safety of the product being applied.
4.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Chemical spraying shall occur at least once per year, or as directed
by the Spokane County Noxious Weed Control Board for control of state identified noxious
weeds. Spot treatments during the summer may be necessary to control excessively weedy
areas.
The contractor shall notify the City one week prior to performing the work.
The Contractor is required by law to notify chemically sensitive individuals on file with
Washington State Department of Agriculture, where the residing property abuts the
roadway right of way or City property. Copies of a list of Pesticide Sensitive Individuals
are mailed to each licensed applicator in January and June of each year from the
Washington State Department of Agriculture.
The Contractor shall supply documentation to the City indicating when and how
chemically sensitive individuals were notified. The documentation shall be supplied to the
City within 12-hours after the notification takes place, what the application is, and at what
time the application occurred or will occur.
4.1.3 Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
.
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf
Choice of herbicide shall be communicated to the City in the work plan pursuant to section
2.1 of these Special Provisions. Also provide the choice of chemical in the sample work
plan in your response to the RFP per the submittal requirements.
4.1.4Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
product labels as approved by the US Environmental Protection Agency.
4.1.5Measurement
Measurement shall be lump sum for “Noxious Weed Controland Chemical Spraying–
Unimproved Areas.”The approximate area of the unimproved portion ofthe Mirabeau
Point Park Natural Area, which may contain noxious weeds, is shown in Chapter 8,
Appendix A.Noxious weeds in the Mirabuea Park Natural Area are anticipated to be none
to minimal. The Contractor should take care to inspect these areas to determine quantity
of needed maintenance under this section.
4.1.6 Payment
Payment shall be lump sum Contract price for “Noxious Weed Control and Chemical
Spraying – Unimproved Areas” and shall be paid for furnishing all tools, labor, equipment,
and materials required.
4.2 LITTER CONTROL
4.2.1General Requirements
Litter includes paper, cardboard, plastic, rubber or metal, foreign objects, wood, cloth, etc.
Large or otherwise visible accumulations, such as multiple items of litter in the same
location or large accumulation of trash or debris, etc. shall be removed as soon as possible
after being reported or noticed by the Contractor.
4.2.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Litter pickup shall be completed weekly.There is a general
expectation that litter will always be pickedup incidental to other work.
4.2.3Measurement
Measurement shall be lump sum for “Litter Control – Natural Area.” The approximate
areas of the unimproved portions of the Mirabeau Point Park Natural Area is shown in
Chapter 8, Appendix A.
4.2.4Payment
Payment shall be lump sum Contract price for “Litter Control – Natural Area” and shall be
paid for furnishing all tools, labor, equipment, and materials required.Large accumulations
of illegally dumped material may be eligible for compensation under Unexpected
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Maintenance as outlined in Chapter 7.
4.3 MOWING AND TRIMMING OF NON-IRRIGATED AREAS
4.3.1General Requirements
Mowing and trimming of non-irrigated ground vegetation shall occur in Balfour Park and
shall be at a height of 4-6 inches, and growth shall not exceed 8 inches between mowing
and trimming intervals.
4.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. The non-irrigated areas in Balfour Park are expected to be mowed
until growth ceases in the summer. The estimated number of mows is 8-12 occurrences.
4.3.3Measurement
Measurement shall be lump sum for “Mowing and Trimming – Non-Irrigated Areas.” The
approximate area of the non-irrigated turf areas at Balfour Park is 86,057 square feet. See
Chapter 8, Appendix B for additional details.
4.3.4Payment
Payment shall be lump sum Contract price for “Mowing and Trimming – Non-Irrigated
Areas” and shall be paid for furnishing all tools, labor, equipment, and materials required.
5 WORK SPECIFICATIONS – HARDSCAPES, PARK
FIXTURES, AND OTHER MAINTENANCE
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amenities including standards, schedule, quantity, and location.
5.1 SWEEPING
5.1.1General Requirements
Unless otherwise noted, hard surfacesincluding parking lots, pathways, sidewalks, sport
courts, and other paved or concrete surfaces shall be swept, vacuumed, or blown off as
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
needed to maintain a clean appearance. Inspections shall be daily in conjunction with other
maintenance tasks.Glass,debris, or other foreign material shall be removed immediately.
Parking lots shall beswept each spring to remove all sandand other debris accumulated
over the winter. The Contractor shallsweep all parking lots one additional time as
scheduled through the summer/fall seasons. Paved pathways,sidewalks, plazas, and sport
courtsshall be swept or blown off weekly between April 15 and October 15 and monthly
between October 16 and April 14. However, due to storms, etc. all hard surfacesmay
require additional sweeping, which shall be the responsibility of the contractor.
5.1.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.
5.1.3Measurement
Measurement shall be Lump Sum for “Sweeping.” The approximate areas (sq feet) of
pathways, parking lots, sidewalks, sport courts, plazas, picnic areas and other hard surfaces
in the signature parks are listed in Chapter 8, Appendix A.
5.1.4Payment
Payment shall be lump sum Contract price for “Sweeping” and shall be paid for furnishing
all tools, labor, equipment, and materials required.
5.2 GARBAGE REMOVAL
5.2.1General Requirements
In addition to policing and removal of litter,the Contractor shall collect and dispose of
garbage from trash containers in the signature parks. Trash containers, as noted in Chapter
8, Appendix A, are available for use by the Contractor and are considered adequate.
Additional containers may be provided by Contractor. Where decorative containers are
desired by the City, the City shall purchase those containers. Containers shall be dumped
when 3/4 full or at any time that offensive odors or pests are present or if the container has
not been dumped for three days. All containers shall be lined with a plastic liner and all
doggie pot stations shall be replenished with compatible waste bags. Vehicle access to cans
may be limited in some locations.All costs associated with garbage collection, transport,
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
and disposal shall be the responsibility of the contractor.
5.2.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.Litter control in the signatureparks shalloccur at least weekly
April through September and then monthly although there isa general expectation that
litter will always be picked up incidental to other work. Emptying of trash containers shall
occur at least three times per week (or more as may be needed per section 5.3.1 above)
from April through October and two times per week (or more as may be needed per section
5.3.1 above) from November through March.
5.2.3Measurement
Measurement shall be Lump Sum for “Garbage Removal.” The approximate number of
trash containers and doggies pot stations in the signature parks is shown in Chapter 8,
Appendix A.
5.2.4Payment
Payment shall be lump sum Contract price for “Garbage Removal” and shall be paid for
furnishing all tools, labor, equipment, materials,and tipping fees required. Large
accumulations of illegally dumped material may be eligible for compensation under
Unexpected Maintenance as outlined in Chapter 7.
5.3 WEED CONTROL AND CHEMICAL SPRAYING
5.3.1General Requirements
Weeds in cracks in parking lots, sidewalks, park pathways, sport courts,and other hard-
scape areas shall be sprayed for eradication and control.
5.3.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1.
5.3.3Approved Chemicals
Herbicides used in this Contract shall be from WSDOT’s approved herbicide list. Please
refer to WSDOT’s webpage for additional information:
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
https://wsdot.wa.gov/sites/default/files/2021-10/Right-away-herbicide-list.pdf. Choice of
herbicide shall be communicated to the City in the work plan pursuant to section 2.1 of
these Special Provisions. Also provide the choice of chemical in the sample work plan
in your response to the RFP per the submittal requirements
5.3.4Herbicide Safety
Applications shall be made only by trained and licensed employees following all state and
federal regulations as well as all recommendations and restrictions given on individual
product labels as approved by the US Environmental Protection Agency. Any
product/chemical used shall conform to local, state, and federal laws and regulations.
5.3.5Measurement
Measurement shall be Lump Sum for “Weed Control – Hardscapes.” The approximate
quantity (sq feet) of hard-scape areas in the signature parks is shown in Chapter 8,
Appendix A. Contractor should take care to inspect hard-scape areas prior to bidding to
determine quantity of needed maintenance under this section.
5.3.6Payment
Payment shall be lump sum Contract price for “Weed Control – Hardscapes” and shall be
paid for furnishing all tools, labor, equipment, materials, and tipping fees required.
5.4 BOLLARDS, PARK BENCHES, PICNIC TABLES, PARK KIOSKS AND
OTHER PARKFIXTURES AND AMENITIES
5.4.1General Requirements
Bollards, gates, fences, park benches, picnic tables, decorative trash receptacles, kiosks,
and other park amenities shall be the responsibility of the Contractor to be kept clean and
in good working condition. Bollards shall be removed and immediately placed back in
position, and gates shall be opened and then closed, whenever access is required by the
Contractor for maintenance activities in the signature parks. Bollards and gates shall
remain locked and not left unsecured. Park benches, picnic tables, informational kiosks,
doggie pot stations, picnic tables or other park fixtures shall be wiped clean, or pressure
washed when needed. Missing or damaged bollards, gates, locks, or other park fixtures
needing replacement or repair shall be immediately reported to the Administrator or
designee and may be eligible for compensation under Unanticipated Maintenance as
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
outlined in Chapter 7.
5.4.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1.Inspection and maintenance shall occur not less thantwo
times per week from April through October and weekly from November through March.
There is a general expectation that inspection and maintenance of park fixtures shall
always occur incidental to other work.
5.4.3Measurement
Measurement shall be Lump Sum for “Bollards, Park Benches, Picnic Tables, Park
Kiosks and Other Park Fixtures.” The approximate number of bollards, kiosks, benches,
trash containers, doggies pot stations and other parks fixtures in the signature parks is
shown in Chapter 8, Appendix A.
5.4.4 Payment
Payment shall be lump sum Contract price for “Bollards Park Benches, Picnic Tables,
Park Kiosks and Other Park Fixtures” and shall be paid for furnishing all tools, labor,
equipment, and materials required. Repair or replacement of damaged park fixtures may
be eligible for compensation under Unexpected Maintenance as outlined in Chapter 7.
5.5 MIRABEAU SPRINGS WATERFALL AND POND
5.5.1General Requirements
The Mirabeau Springs waterfall and pond have become a signature feature within the
City of Spokane Valley’s Park System. The pond and waterfall requires daily
maintenance when active, generally from approximately April 1 –November 1, to keep
the strainer free of debris and functioning properly. Trash must be removed from the
pond daily. In addition to other water quality maintenance, there may be a need to
remove soap suds from the pond if encountered. If the pump fails, or problems arise with
electrical or mechanical components that cause the circulation system to require special
maintenance, the contractor shall notify the Administrator immediately.
5.5.2Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. Pond activation and winterization will coincide with the
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
park irrigation system activation and winterization.
5.5.3Measurement
Measurement shall be Lump Sum for “Mirabeau Springs Waterfall and Pond.” The
existing water feature consists of an approximate 7,000 square foot PVC lined pond, a
24-inch diameter screened intake pipe, a wet vault with submersible pump system, an
automated low water/keep-fill float, electronic controls, and a 10-inch cast iron return
pipe which takes water to the top of the 60-foot natural rock outcrop. At the top of the
bluff, the outfall splits into a “T” to produce two waterways supplying the falls.
5.5.4Payment
Payment shall be Lump Sum for “Mirabeau Springs Waterfall and Pond” and shall be
paid for furnishing all tools, labor, equipment, and materials required. Repair or
replacement of damaged system componentsmay be eligible for compensation under
Unexpected Maintenance as outlined in Chapter 7.
5.6 PARKING LOT AND SIDEWALK/PATHWAY SNOW REMOVAL
5.6.1General Requirements
Snow removal from parking lots, park pathways, hardscapes, and municipal sidewalks
associated with the signature parks shall commence at 1” or more accumulation on level
surfaces. Snow shall be removed within eight hours following the measurable
accumulation of 1 inch. All areas shall be sanded with salted sand at all entrances and exits.
All parking lots shall be sanded as icy conditions dictate. Snow may be plowed to the
perimeter of the property. Ifaccumulations interfere with parking or other use,or damage
fences or encroach on neighboring properties, snow may be required to be hauled from the
site. If accumulation levels and weather forecasts indicate that natural melting of snow is
reasonably predictable, contractor may request approval from Administrator or designee to
forego removal.
Ice Melt: Contractor shall berequired to spread a commercial ice melt product which is
deemed safeto turf, plants, and physical structures onpark pathways and municipal
sidewalks associated with the signaturepark properties to maintain free of ice during hours
which that facility may reasonably be in use by the public.
5.6.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual Work
Plan, see section 2.1.1. Scheduling shallaccommodate usage demand. Schedule to be
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
worked out with Director.
5.6.3Measurement
Measurement shall be Lump Sum for “Parking Lot and Sidewalk/Pathway Snow
Removal.” The approximate quantity for snow removal from parking lots at Mirabeau
Point Park (located at Mirabeau Meadows and the CenterPlace grounds) is 205,000
square feet. The designated municipal sidewalks and parkpathways for snow removal
at CenterPlace and Mirabeau Meadows are depicted in Appendix C.
The approximate quantity for snow removal from parking lots at Balfour Park is 39,593
square feet. Thedesignated municipal sidewalks and parkpathways for snow removal
at Balfour Park are depicted in Appendix D.Park pathways shall be cleared to a width of
6 feet. Additionally, snowshall be clearedfromthe Events Plaza/Veterans Memorial.
5.6.4 Payment
Payment shall be lump sum Contract price for “Parking Lot and Sidewalk/Pathway Snow
Removal” and shall be paid for furnishing all tools, labor, equipment, materials, and
supplies required.
6 INSPECTION
6.1 General Requirements
The Contactor shall perform visual site inspectionswhen onsite for scheduled work and as
required per Section 3.2.1. The Contractor shall contact the Cityif any, but not limited to,
the following are found or needed:
Irrigation sprinkler system repair requirements
Pest and disease infestation
Structural Damage to drywells, catch basins, and inlets
Evidence of poor drainage
o Plugged pipe
o Sediment and debris accumulation near aprons, curb inlets and sidewalk
inlets
o Sediment and debris accumulation in the swale
Dry or dead turf in irrigated areas.
Removal and replacement of bark
Illegal dumping
Tree, plant, or shrub removal and replacement
Tree, plant, or shrub trimming
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Dead or Stolen PlantMaterial
Accident cleanup
Miscellaneous damage to City owned landscaping
Fence damage
Graffiti
Damage to benches, tables, kiosks, signs, mile markers, or other trail fixtures
Cracked asphalt, potholes, or crumbling edges of trail surfaces
Damage to curbs or pathways
Damaged or missing bollards or bollard locking mechanisms
Area lights not working
Potential homeless encampments
Maintenance requirements identified by these inspections that are not covered under
previous sections may be paid per Chapter 7 “Force Account Maintenance.” The
determination of whether the work is unanticipated maintenance shall be made by the City.
TheCity may also request other maintenance on a time and materials basis for services not
otherwise contemplated in these Special Provisions.
7 FORCE ACCOUNT MAINTENANCE
7.1. General Requirements
The City may approve unanticipated maintenance work up to $25,000 at its sole
discretion. If requested, Contractor shall provide a proposal outlining time and
materials costs for the maintenanceand explain how the work is outside the scope
of these Special Provisions. No unanticipated maintenance work shall commence
prior to written approval from the City.
Potential unanticipated maintenance may have specific requirements which
include but are not limited to the following examples:
7.2 TREE REMOVAL AND REPLACEMENT
7.2.1General Requirements
All potentially dangerous conditions regarding trees in irrigated areas shall be
corrected immediately and reported to the City. The City shall be notified of the
contractor’s intent to remove any trees or shrubs prior to starting work.
The Contractor shall remove dead or severely unhealthy trees and provide a
replacement of each removed tree. Hazardous trees shall be removed pursuant to
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
ISA standards. The Contractor shall make an ISA Certified Arborist available as
needed.
Any transplanted replacement trees shall:
Meet the requirements of chapter 22.70 SVMC for street trees.
Closely match existing trees along the corridor.
Approval of the City prior to installation.
Minimum of 1½ inch caliper.
7.2.2 Three-Year Maintenance for Transplanted Trees
Transplanted trees (first three years after planting) must be watered (by hand if
necessary), trimmed, mulched, and staked, according to generally accepted
standards to ensure survival.
Transplanted trees shall be fertilized for the first three years to ensure tree survival.
The first year, new trees will be fertilized spring and fall, then once per year for the
next two years.
7.2.3 Payment
Payment will be made in accordance with the Contract.
7.3 DEAD OR STOLEN PLANT MATERIAL
7.3.1General Requirements
The Contractor will replace any dead plant material and plants that have been
damaged beyond the control of the Contractor. The contractor will provide a cost
to replace dead or stolen plant materials within seven (7) days after observation or
notified of same. Contractor will replace any plant material damaged or destroyed
by the Contractor at no cost to the City.
The Contractor shall report to the City any plant material not exhibiting normal
growth and vigor. If it has been determined that the material is beyond reviving, a
written report recommending replacement shall be given to the City. This report
shall include: (a) Identify the location, size and type of type of plant; (b) Identify
the reason for the decline; (c) Cost of replacement. No replacement plantings shall
be done without consent of the City.
7.3.2Payment
Payment will be made in accordance with the Contract.
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
7.4PEST AND DISEASE CONTROL
7.4.1General Requirements
Where mice, skunks, ground squirrels, insects or other pests are present in and
around facilities, the Contractor will control them with approved poisons or traps
in accordance with all state and local laws and in a manner acceptable for public
areas. This includes the control of insects in irrigation power or control boxes.
The Contractor will propose a treatment based on the identification of the insect or
disease to the City for approval prior to initiating treatments.
7.4.2 Payment
Payment will be made in accordance with the Contract.
7.5 IRRIGATION SPRINKLER SYSTEM
7.5.1General Requirements
The Contractor is responsible for the operation, maintenance, and repair of all
irrigation/sprinkler systems under this Contract. Force account maintenance of this
system is considered maintenance on those elements of the system requiring special
equipment, labor, or parts. Force account maintenance may include, but is not
limited to the following:
Replace special itemcontrollers
Replace water meters
Deep excavation valve replacement
Sub-irrigation type emitters
Significant additions or subtractions to water line or zone adjustments.
Maintenance not covered under this section will be covered under Section 3.2,
“Standard Irrigation Maintenance.” This determination will be made by the City.
7.5.2Payment
Payment will be made in accordance with the Contract.
8 LOCATIONS AND ESTIMATED QUANTITIES
The attached appendices contain tables with approximate quantities and site maps of the
locations of the work to be performed under this contract.
Appendix A: MirabeauPark Quantities and Site Images
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Appendix B: Balfour Park Phase 1 quantities and site map diagrams
Appendix C: Mirabeau Point Park Snow Removal Map
Appendix D: Balfour Park Snow Removal Map
City of Spokane ValleyBid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
Valley
Spokane
of
City
Park
Images
Site
Mirabeau
-
and
B
Quantities
Appendix
Estimated Quantities - Mirabeau Point Park
68975985563460046010043920
5 1 32 705 83 800061 7 3 1 2 430
64 6 340051290
,,,,,,,,,,
1426524218
3 1 3
9504
7121
Mirabeau Point Park
)
)
s
y
Maintenance
Hardscape (sq ft
/
Kiosk (#)
Fixed Table
/
/
Bollards
Flagpole
Trees (#)
Shrubs (#)
Shelters (#)
Size (Acres)
Landscape
Area Lights (#)
Location Name
Gravel Pathwa
Signs
Picnic Tables (#)
Fence (Linear ft)
Shelters (Sq Ft)
Sidewalk
Playgrounds (Sq Ft)
Unimproved (Acres)
Trash Containers (#)/
Backflow Devices (#)
Irrigated Turf (Acres)Landscaping Beds (#)
Unpaved Trails (sq ft)
Concrete Stage (sq ft)
Irrigated Turf (sq feet)Drinking Fountains (#)
Benches
Paved Parking (Sq Ft
Landscaping Beds (Sq Ft)
Parks
Pathway
Signature
Valley
Spokane
of
City
Park
Images
Site
Mirabeau
-
and
B
Quantities
Appendix
71112
102014
20
350
164398933
7.284.19
1,932
1,156
80,00025,00045,104
317,117
a. Mirabeau Meadows
Maintenance
Landscape
Estimated Quantities - Mirabeau Point Park - Mirabeau Meadows, 13500 E Mirabeau Pkwy.
Bollards
Trees (#)
Shrubs (#)
Shelters (#)
Restrooms (#)
Area Lights (#)
Location Name
Picnic Tables (#)
Fence (Linear ft)
Restrooms (Sq Ft)
Shelters (Sq Ft)
Unimproved (Acres)Parks
LOCATION NUMBERTrash Containers (#)
Backflow Devices (#)
Irrigated Turf (Acres)
Concrete Stage (sq ft)
Irrigated Turf (sq feet)Drinking Fountains (#)
Benches/ Fixed Tables
Paved Parking (Sq Ft)
Landscaping Beds (Sq Ft)
Pathway / Sidewalk (sq ft)
Signature
Valley
Spokane
of
City
NORTH
Park
Images
Site
Mirabeau
-
and
B
Quantities
Appendix
1185
1338
58
105514
315210800
1,899
24,69436,00070,400
434,831180,000
f. CenterPlace Grounds
Estimated Quantities - Mirabeau Point Park -CenterPlace Grounds, 2426 N Discovery Place
Maintenance
Hardscape (sq ft)
/
Flagpole
Bollards
Trees (#)Bike Rack
Shrubs (#)
Shelters (#)
Area Lights (#)
Restrooms (#)
Signs / Kiosk (#)
Picnic Tables (#)
Fence (Linear ft)
Location Name
Shelters (Sq Ft)
Landscape
Sidewalk
Playgrounds (Sq Ft)
LOCATION NUMBERTrash Containers (#)
/Benches/ Fixed Tables
Backflow Devices (#)
Irrigated Turf (Acres)Landscaping Beds (#)
Irrigated Turf (sq feet)Drinking Fountains (#)
Paved Parking (Sq Ft)
Landscaping Beds (Sq Ft)
Parks
Pathway
Signature
Valley
Spokane
of
City
Park
Images
Site
Mirabeau
-
and
B
Quantities
Appendix
Estimated Quantities - Mirabeau Point Park - Natural Area
001
unkunk
21.18
14,166
c. Natural Area
Maintenance
Landscape
Trees (#)
Shrubs (#)
Location Name
Signs / Kiosk (#)
Picnic Tables (#)
Fence (Linear ft)
Unimproved (Acres)Parks
LOCATION NUMBERTrash Containers (#)
Irrigated Turf (Acres)
Unpaved Trails (sq ft)
Irrigated Turf (sq feet)Drinking Fountains (#)
Benches/ Fixed Tables
Gravel Pathways (sq feet)
Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Maintenance
Landscape
Parks
B
Appendix Signature
Appendix C
MirabeauPointPark Snow Removal: Sidewalks and Pathways
Signature Parks Landscape MaintenanceCity of Spokane Valley
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**ADDENDUM #1**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7, 2023
ThisAddendum #1 pertains to theCity’s Request for Proposals (RFP)regarding Landscape
Maintenance for Parks, Trails, and Open Spaces. Addendum #1 serves as notice that Attachment
D to the RFP is replaced with Attachment D-1.
Attachment D-1is the sample contract which clarifies some terms, replaces the language in
Section 16 Insurance,and updates the Signature Block on the last page.
This Addendum #1 and Attachment D-1, along with the full RFP,areavailable at
https://www.spokanevalleywa.gov/359/Public-Notices.
Attachment D
LANDSCAPE MAINTENANCE AGREEMENT
\[Applicable Scope of Service\]
<Name of Contractor>
THIS AGREEMENT(the “Agreement”) is made by and between the City of Spokane Valley, a
code city of the State of Washington (“City”) and _______________________________, (“Contractor”)
jointly referred to as the “Parties”.
IN CONSIDERATION of the terms and conditions contained herein the Parties agree as follows:
1. Work to Be Performed. Contractor shall do all work and furnish all labor, supervision, tools, materials,
supplies and equipment and other items necessary for the \[Applicable Scope of Service\] (hereinafter
“Work”) in accordance with the Contract Documentsand shall perform any changes in the work in
accordancewith the Contract Documents. The Contract Documents include this Agreement, theSubmittal
Response, Addenda, Special Provisions, Insurance Certificates, and the Performance and Payment Bonds
which are by this reference incorporated herein and made part hereof (the “Contract Documents”). The
terms and provisions in this Agreement shall control over any inconsistent or incompatible terms in any
other Contract Document.
Contractor shall, for the compensationset forth in the Contractor’s bid proposal attached hereto, assume
and be responsible for the cost and expense of all work required for completing the Work and related
activities provided for in the Contract Documents (except those items mentioned therein to be furnished by
the City) to City’s satisfaction.
The City Manager, or designee, shall administer and be the primary contact for Contractor. Upon notice
from City, Contractor shall promptly commence work, complete the same in a timely manner, and cure any
failure in performance under this Agreement.
Unless otherwise directed by City, all work shall be performed in conformance with the Contract
Documents, and all City, state and federal standards, codes, ordinances, regulations and lawsas now
existing or as may be adopted or amended. Contractor acknowledges review of the Contract Documents
and accepts the same.
2. Term of Contract. This agreement shall be in full force and effect beginning January 1, 2024, and shall
remain in effect for three years, with oneadditional three-yearrenewal option which may be exercised by
the City Manager or designee. Renewals, if any, shall coincide with the calendar year.
Either Party may terminate this Agreement with a minimum of 90 days’ written notice at any time during
a contract term. In the event of such termination, the City shall pay the Contractor for all work previously
authorized and satisfactorily performed prior to the termination date.
3. Liquidated Damages. See section 4, Compensation, and section 5, Payment for details regarding
incomplete or unsatisfactory Work.
4. Compensation. Contractor shall be compensated as follows:
(a)The City shall pay the Contractorup to $________ annually inclusive of sales tax, at the then
current rate, for as full compensation for all Work as identified in the Contract Documents.
Parks Maintenance Agreement 2024Page 1 of 9
Compensation may be adjusted pursuant to the Special Provisions for subsequent contract years or
renewals. If Contractor does not provide services hereunder for a full calendar year, then the
payment due under this subparagraph shall be prorated.
(b)Force account maintenance work. Upon the request of the City for the Contractor to complete
specific workoutside the scopeof the lump sum contract, the City shall pay the Contractor on a
time and materials basis for all work completed and materials used based on an estimate provided
by the Contractorand approved by the City. Force account maintenanceshall not exceed $25,000.
5. Payment. Contractor shall be paid in monthly installments. The Contractor shall submit invoices to the
City which document the work performed for the previousmonth. The City shall pay the Contractor within
30 days of receipt of a properly submitted invoice that has been approved by the City, except as described
in section 5(a) and 5(b) below. Upon request, the Contractor shall provide further documentation to support
the invoice.
(a) Pursuant to RCW 60.28 et seq., 5% of the compensation due Contractor shall be retained by City
and administered in accordance with applicable Washington law.
(b) The City reserves the right to withhold payment under this Agreement for that portion of the Work
(if any) which is determined in the reasonable judgment of the Contract Administratorto be
incomplete or noncompliant with the Contract Documents,Special Provisions,City standards, City
code, or federal or state standards. The amount withheld shall be determined in the reasonable
judgment of the Contract Administrator, based on the estimated value of the incomplete or
noncompliant work, which was not timely remedied pursuant to section 2.4 of the Special
Provisions.
6. Notice. Notice other than applications for payment shall be given in writing as follows:
TO THE CITY: TO THE CONTRACTOR:
Name: Marci Patterson, City Clerk Name:
Phone: (509) 921-1000 Phone:
Address: 10210 East Sprague Ave Address:
Spokane Valley, WA 99206
7. Applicable Laws and Standards. The Parties, in the performance of this Agreement, agree to comply
with all applicable federal, state, and local laws, codes and regulations.
8. Certification Regarding Debarment, Suspension, and Other Responsibility Matters – Primary
Covered Transactions.
A.By executing this Agreement, the Contractor certifies to the best of its knowledge and belief,
that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal department or
agency;
2. Have not within a three-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for commission or fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public (federal, state,
or local) transaction or contract under a public transaction; violation of federal or state
Parks Maintenance Agreement 2024Page 2 of 9
antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the offenses
enumerated in paragraph (A)(2) of this certification; and
4. Have not within a three-year period preceding this application/proposal had one
or more public transactions (federal, state, or local) terminated for cause or default.
B. Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this Agreement.
9. Prevailing Wages on Public Works. Contractor, any subcontractor, or other person doing work under
this Agreement, shall comply with the requirements of chapter 39.12 RCW, and shall pay each employee
an amount not less than the Prevailing Rate of Wage, as specified by the Industrial Statistician of the
Washington State Department of Labor and Industries (“L&I”). If employing labor in a class not shown,
Contractor shall request a determination of the correct wage rate for the class and locality from the Industrial
Statistician. Contractor shall provide a copy of any such determinations to City.
Before commencing, during, and upon completion of the work, Contractor shall file all forms and pay all
fees required by L&I and shall indemnify and hold City harmless from any claims related to its failure to
comply with chapter 39.12 RCW.
The following information is provided pursuant to RCW 39.12.030:
A. State of Washington prevailing wage rates applicable to this public works project, published by
L&I are located at the L&I website address:
https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
B. This Project is located in Spokane County.
C. The effective prevailing wage date is the same date as the bid due date as referenced in the
original request for bids and as may be revised by addenda.
A copy of the applicable prevailing wage rates isalso available for viewing at the officesof City located at
10210 East Sprague, Spokane Valley, WA 99206. Upon request, City will mail a hard copy of the
applicable prevailing wages for this project.
10. Relationship of the Parties. It is understood, agreed,and declared that Contractor shall be an
independent contractor,and not the agent or employee of City, that City is interested in only the results to
be achieved, and that the right to control the particular manner, method and means in which the services
are performed is solely within the discretion of Contractor. Any and all employees who provide services
to City under this Agreement shall be deemed employees solely of Contractor. Contractor shall be solely
responsible for the conduct and actions of all its employees under this Agreement and any liability that may
attach thereto. As such, the Contractor shall be solely responsible for the safety of all Contractor employees
and shall comply with all appropriate state safety and health standards, codes, rules, and regulations,
including, but not limited to, those promulgated under the Washington Industry Safety and Health Act,
chapter 49.17 RCW, and Title 296 WAC.
Parks Maintenance Agreement 2024Page 3 of 9
11. Ownership of Documents. All drawings, plans, specifications, and other related documents prepared
by Contractor under this Agreement are and shall be the property of City and may be subject to disclosure
pursuant to chapter 42.56 RCW, or other applicable public record laws.
12. Records. The City or State Auditor or any of their representatives shall have full access to and the
right to examine during normal business hours all of Contractor’s records with respect to all matters covered
in thisAgreement. Such representatives shall be permitted to audit, examine and make excerpts or
transcripts from such records and to make audits of all contracts, invoices, materials, payrolls and record of
matters covered by this Agreementfor a period of three years from the date final payment is made
hereunder.
13. Warranty. Unless provided otherwise in the Contract Documents, Contractor warrants that all Work
and materials performed or installed under this Agreementare free from defect or failure for a period of
one year following final acceptance by City, unless a supplier or manufacturer has a warranty for a greater
period, which warranty shall be assigned or transferred to City. In the event a defect or failure occurs in
work or materials, Contractor shall, within the warranty period, remedy the same at no cost or expense to
City. This warranty provision shall not be construed to establish a period of limitation with respect to
Contractor’s other obligations under this Agreement.
14. Contractor to Be Licensed and Bonded. Contractor shall be duly licensed, registeredand bonded by
the State of Washington at all times this Agreement is in effect.
15. Contractor to Provide Performance and Payment Bonds. Contractor shall provide a payment bond
and a performance bondeachin the full amount of the contract on the City’s bond forms, which shall be
executed and attached to this Agreement as part of the Contract Documents.
16. Insurance. Contractor shall procure and maintain insurance, as required in this Section, without
interruption from commencement of the Contractor’s work through the term of the Contract and for 30 days
after the physical completion date, unless otherwise indicated herein.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types described below:
1. Automobile liabilityinsurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA
00 01.
2. Commercial general liability insurance shall be at least as broad as ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, stop gap liability,
independent contractors, products-completed operations for a period of three years
following substantial completion of the work for the benefit of the City, personal injury
and advertising injury, and liability assumed under an insured contract. The Commercial
General Liability insurance shall be endorsed to provide a per project general aggregate
limit, using ISO form CG 25 03 05 09 or an endorsement providing at least as broad
coverage. There shall be no exclusion for liability arising from explosion, collapse or
underground property damage. The Cityshall be named as an additional insured under the
Contractor’s Commercial General Liability insurance policy with respect to the work
performed for the Cityusing ISO Additional Insured endorsement CG 20 10 10 01 and
Additional Insured-Completed Operations endorsement CG 20 37 10 01 or substitute
endorsements providing at least as broad coverage.
Parks Maintenance Agreement 2024Page 4 of 9
3. Workers’ compensation coverage as required by the industrial insurance laws of the
State of Washington.
B. Minimum Amounts of Insurance. Contractor shall maintain the following insurance limits:
1. Automobile liabilityinsurance with a minimum combined single limit for bodily injury
and property damage of no less than$1,000,000 per accident.
2. Commercial general liabilityinsurance shall be written with limits no less than
$2,000,000 each occurrence, $2,000,000 general aggregate, and no less than a $2,000,000
products-completed operations aggregate limit.
C. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain,
the following provisions for automobile liability and commercial general liability insurance:
1. Contractor’s insurance coverage shall be primary insurance withrespecttoCity. Any
insurance, self-insurance, or insurance pool coverage maintained by City shall be excess
of Contractor’sinsurance and shall not contribute with it.
2. Contractor shall fax or send electronically in .pdf format a copy of insurer’s cancellation
notice within two business days of receipt by Contractor.
3. If Contractor maintains higher insurance limits than the minimums shown above, City
shall be insured for the full available limits of commercial general and excess or umbrella
liability maintained by Contractor, irrespective of whether such limits maintained by
Contractor are greater than those required by this Agreement or whether any certificate of
insurance furnished to the City evidences limits of liability lower than those maintained by
Contractor.
D. No Limitation. The Contractor’s maintenance of insurance, its scope of coverage, and limits as
required herein shall not be construed to limit the liability of the Contractor to the coverage
provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law
or in equity.
E. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A:VII.
F. Evidence of Coverage. As evidence of the insurance coverages required by this Agreement,
Contractor shall furnish acceptable insurance certificates to City at the time Contractorreturns the
signed Agreement, which shall be Exhibit C. The certificate shall specify all of the parties who are
additional insureds, and shallinclude applicable policy endorsements, and the deduction or
retention level. Insuring companies or entities are subject to City acceptance. If requested,
complete copies of insurance policies shall be provided to City. Contractor shall be financially
responsible for all pertinent deductibles, self-insured retentions, and/or self-insurance.
G. Maintaining Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of this Agreement, upon which the Citymay, after giving
at least five business days’ notice to Contractor to correct the breach, immediately terminate the
Agreementor, at its discretion, procure or renew such insurance and pay any and all premiums in
Parks Maintenance Agreement 2024Page 5 of 9
connection therewith, with any sums so expended to be repaid to the Cityon demand, or at the sole
discretion of the City, offset against funds due Contractor from the City.
H. Subcontractor Insurance. Contractor shall cause each and every subcontractor to provide
insurance coverage that complies with all applicable requirements of Contractor-provided
insurance as set forth herein, except Contractor shall have sole responsibility for determining the
limits of coverage required to be obtained by subcontractors. Contractor shall ensure that the City
is an additional insured on each subcontractor’s Commercial General liability insurance policy
using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20
37 10 01 for completed operations.
17. Criminal Background Checks. Contractor agrees that it shall not ask or direct any person to go to
any City Parkproperty in the performance of this Agreement, whether the person is an employee or
volunteer, unless that person has passed a criminal background check by an agreed upon entity that performs
criminal background checks as a part of its regular services.
18. Indemnification and Hold Harmless.
Contractor shall defend, indemnify and hold the City, its officers, officials, employees and volunteers
harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of
or in connection with the performance of this Agreement, except for injuries and damages caused by the
sole negligence of the City.
However, should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to
property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers,
officials, employees, and volunteers, the Contractor’s liability hereunder shall be only to the extent of the
Contractor’s negligence. It is further specifically and expressly understood that the indemnification
provided herein constitutes the Contractor’s waiver of immunity under Industrial Insurance, Title 51 RCW,
solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties.
The provisions of this section shall survive the expiration or termination of this Agreement.
19. Waiver. No officer, employee, agent or other individual acting on behalf of either party has the power,
right or authority to waive any of the conditions or provisions of this Agreement. No waiver in one instance
shall be held to be waiver of any other subsequent breach or nonperformance. All remedies afforded in this
Agreement or by law, shall be taken and construed as cumulative, and in addition to every other remedy
provided herein or by law. Failure of either party to enforce at any timeany of the provisions of this
Agreement or to require at any time performance by the other party of any provision hereof shall in no way
be construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any part
thereof.
20. Assignment and Delegation. Neither party shall assign,transfer, or delegate any or all of the
responsibilities of this Agreement or the benefits received hereunder without first obtaining the written
consent of the other party.
21. Confidentiality. Contractormay, from time to time, receive information which is deemed by City to
be confidential. Contractor shall not disclose such information without the prior express written consent of
City or upon order of a Court of competent jurisdiction.
22. Disputes. All disputes arising under or related to this Agreementthat cannot be resolved through
informal discussion and negotiations shall be resolved by litigation filedin the Superior Courtof the State
Parks Maintenance Agreement 2024Page 6 of 9
of Washington for Spokane County, unless otherwise required by applicable federal or state law.
23. Subcontractor Responsibility. As required by RCW 39.06.020, Contractor shall verify responsibility
criteria for each first tier subcontractor and its subcontractors of any tier that hires other subcontractors shall
verify responsibility criteria for each of its subcontractors. Verification shall include that each
subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW
39.04.350(1) and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an
elevator contractor license if required by chapter 70.87 RCW. This verification requirement shallbe
included in every subcontract of every tier.
24. Jurisdiction and Venue.This Agreementis entered into in Spokane County, Washington. Venue
shall be in Spokane County, State of Washington.
25. Entire Agreement. This Agreement constitutes the entire and complete agreement between the parties
and supersedesany prior oral or written agreements. This Agreement may not be changed, modified or
altered except in writing signed by the Parties.
26. Anti-kickback. No officer or employee ofCity, having the power or duty to perform an official act or
action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited,
accepted or granted a present or future gift, favor, service or other thing of value fromany person with an
interest in this Agreement.
27. Business Registration. Prior to commencement of Work under this Agreement, Contractorshall
register with the City as a business.
28. Assurance of Compliance with Applicable Federal Law. During the performance of this Agreement,
the Contractor, for itself, its assignees, and successors in interest agrees as follows:
A. Compliance with Regulations. Contractor shall comply with the federal laws set forth in
subsection G, below (“Pertinent Non-Discrimination Authorities”) relative to non-discrimination
in federally-assisted programs as adopted or amended from time-to-time, which are herein
incorporated by reference and made a part of this Agreement.
B. Non-discrimination. Contractor, with regard to the work performed by it during this Agreement,
shall not discriminate on the grounds of race, color, or national origin in the selection and retention
of subcontractors, including procurements of materials and leases of equipment. Contractor shall
not participate directly or indirectly in the discrimination prohibited by the Acts and the
Regulations, including employment practices when the contract covers any activity, project, or
program set forth in Appendix B of 49 CFR Part 21.
C. Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all
solicitations, either by competitive bidding, or negotiation made by Contractor for work to be
performed under a subcontract, including procurements of materials, or leases of equipment, each
potential subcontractor or supplier shall be notified by Contractor of Contractor’s obligations under
this Agreement and the Acts and the Regulations relative to non-discrimination on the grounds of
race, color, or national origin.
D. Information and Reports. Contractor shall provide all information and reports required by the
Acts, the regulations, and directives issued pursuant thereto, and shall permit access to its books,
records, accounts, other sources of information, and its facilities as may be determined by the City
Parks Maintenance Agreement 2024Page 7 of 9
or the WSDOT to be pertinent to ascertain compliance with such Acts, regulations, and instructions.
Where any informationrequired of Contractor is in the exclusive possession of another who fails
or refuses to furnish the information, Contractor shall so certify to the City or the WSDOT, as
appropriate, and shall set forth what efforts it has made to obtain the information.
E. Sanctions for Noncompliance. In the event of a Contractor's noncompliance with the non-
discrimination provisions of this Agreement, the City will impose such contract sanctions as it or
the WSDOT may determine to be appropriate, including, but not limited to:
1. Withholding payments to Contractor under the Agreement until Contractor complies;
and/or
2. Cancelling, terminating, or suspending the Agreement, in whole or in part.
F. Incorporation of Provisions. Contractor shall include the provisions of paragraphs of these
Contract Clauses in every subcontract, including procurements of materials and leases of
equipment, unless exempt by the Acts, regulations and directives issued pursuant thereto.
Contractor shall take action with respect to any subcontract or procurement as the City or the
WSDOT may direct as a means of enforcing such provisions, including sanctions for
noncompliance. Provided, that if Contractor becomes involved in, or is threatened with litigation
by a subcontractor or supplier because of such direction, Contractor may request that the City enter
into any litigation to protect the interests of the City. In addition, Contractor may request the United
States to enter into the litigation to protect the interests of the United States.
G. Pertinent Non-Discrimination Authorities: During the performance of this Agreement, the
Contractor agrees to comply with the following non-discrimination statutes and authorities;
including but not limited to:
Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin); and 49 CFR Part 21; and 49 Part
26;
The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. §4601), (prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal-aid programs and projects);
Federal-Aid Highway Act of 1973, (23 U.S.C. §324 et seq.), (prohibits discrimination on
the basis of sex);
Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. §794 et seq.), as amended,
(prohibits discrimination on the basis of disability); and 49 CFR Part 27;
The Age Discrimination Act of 1975, as amended, (42 U.S.C. §6101 et seq.), (prohibits
discrimination on the basis of age);
Airport and Airway Improvement Act of 1982, (49 U.S.C. §471, Section 47123), as
amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act
Parks Maintenance Agreement 2024Page 8 of 9
of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of
the terms "programs or activities" to include all of the programs or activities of the Federal-
aid recipients, sub-recipients and contractors, whether such programs or activities are
Federally funded or not);
Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on
the basis of disability in the operation of public entities, public and private transportation
systems, places of public accommodation, and certain testing entities (42 U.S.C. §§12131-
12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37
and 38;
The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. §47123)
(prohibits discrimination on the basis of race, color, national origin, and sex);
Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations, which ensures Non-discrimination against
minority populations by discouraging programs, policies, and activities with
disproportionately high and adverse human health or environmental effects on minority
and low-income populations;
Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of Limited English proficiency (LEP). To ensure compliance with
Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access
to your programs (70 Fed. Reg. at 74087 to 74100); and
Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities (20 U.S.C. §1681 et seq.).
29. Severability. If any section, sentence, clause or phrase of this Agreement should be held to be invalid
for any reason by acourt of competent jurisdiction, such invalidity shall not affect the validity of any other
section, sentence, clause or phrase ofthis Agreement.
30. Attachments. Attachments and Exhibitsincorporated into this Agreement are:
Contract Documents
The Parties have executed this Agreement this day of __________, 2023.
CITY OF SPOKANE VALLEY: Contractor:
John Hohman, CityManager By:
Its: Authorized Representative
ATTEST: APPROVED AS TO FORM:
Marci Patterson, City Clerk Office of the City Attorney
Parks Maintenance Agreement 2024Page 9 of 9
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**ADDENDUM #2**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7, 2023
ThisAddendum #2pertains to theCity’s Request for Proposals (RFP)regarding Landscape
Maintenance for Parks, Trails, and Open Spacesand affects the Special Provisions for each of the
following scopes of services:
RFP Attachment F1 -Special Provisions -Linear Parks and Roadway Landscape
Maintenance
RFP Attachment F2 -Special Provisions -Designated Parks Landscape Maintenance
RFP Attachment F3 -Special Provisions -Signatures Parks Landscape Maintenance
Addendum #2serves as notice that Section 2.1.1Annual Work Plan in each of the Special
Provisions documents referenced above is amended as follows:
(added text is highlighted and underlined)
2.1.1Annual Work Plan
TheContractorshallsubmit anannualworkplanto theCityin accordance with Section
1.18.2 –Contractor Reports.Theplan communicateswho,when,andhowtheContractor
willcompleteall plannedworkduringthecourseof theyear.Adjustments tothe plan
duringtheyearmaybenecessaryandtheContractoris toworkwith Citystaffon any
necessaryrevisions.
TheAnnual Work Plan should indicatesuchthingsas:
…
Specificschedule forothertaskwork that is not weekly,for example:
o Aeration<application timeframe, i.e. month, week>
o Fertilization <application months or timeframe>
o Weed Control <application months or timeframe>
o Seasonal Irrigation/Sprinkler System Adjustments <spring, summer, fall>
o Startup and Winterization <application timeframe, i.e. month, week(s)>
o Backflow testing <application timeframe>
…
All other language in Section 2.1.1 of the Special Provisions not specifically highlighted or
underlined remains unchanged. No text in the RFP is deleted by this Addendum #2.
This Addendum #2along with the full RFP,areavailable at
https://www.spokanevalleywa.gov/359/Public-Notices.
Addendum #1 - Request for Proposals for Affordable Housing and Homeless Services
Spokane Valley, WA
Publication Date: January 24, 2023
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**ADDENDUM #3**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7, 2023
ThisAddendum #3pertains to theCity’s Request for Proposals (RFP)regarding Landscape
Maintenance for Parks, Trails, and Open Spacesand affects the Special Provisions for the
following scope of services only:
RFP Attachment F3 -Special Provisions -Signatures Parks Landscape Maintenance
Addendum #3 serves as notice that Balfour Park Phase 1 construction will not be completed in
2023 asoriginallyanticipated,and the park site will be fenced off for the winter except forthe
pathway along Sprague Avenue. As such, the start of services for most of the landscape
maintenance services atBalfour Park will be delayed until 60 days following the declaration of
substantial completionof the construction project. It is currently estimated that substantial
completion may be declaredon or around May 1, 2024,resulting in landscape maintenance
servicesat Balfour Park commencing on or around July 1, 2024.
RFP respondents for “Signature Parks Landscape Maintenance” shallsubmit a second, separate
base bid sheet (RFP Attachment E3(b) -Base Bid Schedule Bfor First Year Signature Parks and
Landscape Maintenance) reflectingonly 5 months of servicefrom July through Decemberat
Balfour Park. Respondents should base their costing on the assumption that services will
commenceonJuly1, 2024(except for snow removal, which, if needed during Jan-March 2024
shall be limited to only the area shown on RFP Attachment F3(b) –Appendix D-1). Base Bid
Schedule B should still also include the full costs for landscape maintenance services at Mirabeau
Point Park which is unaffected by this Addendum.
In addition, RFP respondents shall still fill outthe Base Bid Schedule –E3 which reflectsa full
year of services for the Signature Parks. In order to determine the costs for evaluationpurposes,
the City will utilize the Base Bid Schedule –E3, which reflects the full year of services at the
Signature Parks.
This Addendum #3and RFP Attachments E3(b)–Base Bid Schedule B and F3(b)–Appendix D-1,
along with the full RFP,areavailable at https://www.spokanevalleywa.gov/359/Public-Notices.
Addendum #1 - Request for Proposals for Affordable Housing and Homeless Services
Spokane Valley, WA
Publication Date: January 24, 2023
Attachment E3(b)
BaseBidScheduleB for First Year SignatureParks and Landscape Maintenance
ITEM # ITEMDESCRIPTION UNITS QTY. PRICE/UNIT TOTAL
1 Mowing, Trimming, Edging and Standard Irrigation LS 1
Maintenance
2 Core Aeration LS 1
3 FertilizationLS 1
4 Weed Controland Chemical Spraying LS 1
5 Tree and Shrub Trimming and Maintenance LS 1
6 Landscape Bed MaintenanceLS 1
7Noxious Weed Control and Chemical Spraying –LS1
Unimproved Areas
8Litter Control–Unimproved AreasLS1
9 Mowing and Trimming – Non-Irrigated Areas LS 1
10 Sweeping LS 1
11Garbage Removal LS 1
12 Weed Control – Hardscapes LS 1
13 Bollards Park Benches, Picnic Tables, Park Kiosks LS 1
and Other Park Fixtures
14 Mirabeau Springs Waterfall and Pond LS 1
15Parking Lot and Sidewalk/Pathway Snow Removal LS 1
16 Force Account Maintenance & Repairs EST $ 25,000 $25,000
*BID TOTAL:
*(Items 1-15 are the cost for the contract. Item 16 is then added for the total cost.
Item 16 may or may not be utilized during the contract term.)
Person/Entity Name: Signature of Bidder: __________________
Company: Date: _____________________________
City of Spokane Valley Bid Proposal Documents
Signature Parks Landscape Maintenance Contract No.: ________
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**ADDENDUM #4**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7, 2023
ThisAddendum #4pertains to theCity’s Request for Proposals (RFP)regarding Landscape
Maintenance for Parks, Trails, and Open Spacesand affects the Special Provisions for each of the
following scopes of services:
RFP Attachment F1 -Special Provisions -Linear Parks and Roadway Landscape
Maintenance
RFP Attachment F2 -Special Provisions -Designated Parks Landscape Maintenance
RFP Attachment F3 -Special Provisions -Signatures Parks Landscape Maintenance
Addendum #2serves as notice that Section 3.4.3 Approved Fertilizer in each of the Special
Provisions documents referenced above is amended as follows:
(modifiedtext is showninstrikethroughwheredeleted and underlinedwhereadded)
3.4.3Approved Fertilizer
City Approved List:Where allowed by state law per RCW 15.54.200(2)(a) and
(b):
o Recommended Nitrogen-Phosphorus-Potassium ratio 3:1:2 to 4:1:2
Other N-P-Kfertilizers outside the recommended ratiocan/shall be submitted to
the City for approvalbased on soil analysis by a lab selected by contractor and
approved by owner.
This Addendum #4along with the full RFP,areavailable at
https://www.spokanevalleywa.gov/359/Public-Notices.
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**ADDENDUM #5**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 7November 9, 2023
ThisAddendum #5pertains to theCity’s Request for Proposals (RFP)regarding Landscape
Maintenance for Parks, Trails, and Open Spaces.
Addendum #5serves as notice that theSubmittal Deadline has been extended from 5:00 p.m. on
thth,
November 7to 5:00 p.m. on November 92023.
This Addendum #5along with the full RFPand Addendum#1, #2, #3, and #4,areavailable at
https://www.spokanevalleywa.gov/359/Public-Notices.
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**QUESTIONS & ANSWERSPROVIDED**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 9, 2023
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
Will the committee’s meeting be recorded? How will it be transcribed to us that it was a
fair process?
Answer provided by City:
Members of the scoring committee will have their own individual scores. Then they will
have discussions and could change their minds, but ultimately, are responsible for their
own scores. An average will then be calculated. If you wish, score sheets will be
available through the public records request process.
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
Who will be scoring these?
Answer provided by City:
City staff.
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
How will it be scored?
Answer provided by City:
There is an Evaluation Criteria section in the package:
1.Entity and individual qualification, capabilities, and past experience: 30
points.
2. Understanding of the Scope of Services as demonstrated by submittal
response: 15 points.
3. Cost of services: 55 points.
NOTE: The evaluation criteria is solely for staff to form recommendations to be
presented to City Council. City Council retains the authority to review all
proposals and select the proposal or proposals that best meet the needs and
interests of the City.
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
Is the Scope of work for the fertilization line itemfor example based on the
contractor’s recommendation or does the city choose?
Answer provided by City:
There is sufficient information in the RFP special provisions documents to
answer this.
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
If a single \[firm\] was awarded 2 or 3 of the provisions, do they need a different
supervisor foreach contract or can the same supervisor oversee them all?
Answer provided by City:
The same supervisor can be designated for more than one contract, if awarded (and
feasible).
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
Do we need to obtain a bond for each one of the 3 provisions or does one bond cover
all of them?
Answer provided by City:
There is no bid bond requirement, just payment and performance bonds for contracts
awarded. We anticipate one contract with each awarded entity. If an entity receives
multiple awards, the scopes of services will reflect that in the Contract
Documents. Thus, one performance bond, and one payment bond only would be
required that combines the amount of the entire contract.
---------------------------------------------------------------------------------------------------------------------
Last Updated: November 3, 2023
Question received from interested party:
3.5.1 under the Roadside and Trails Provision
It indicates contractor shall keep all improved and irrigated areas included in this
contract Weed Free. This would mean 0 weeds, correct?
Under
3.5.2 it says 4 applications a year except for specified areas which is 2 times a year and
spot treatments maybe needed in the summer months to control excessively weedy
areas.
These 2 statements are counteractive of each other and confusing. Are we bidding this
to keep it weed free or bidding this to do 4 applications a year and may be requested or
needed to do some spot treatments during the summer months only? If it is the latter,
can you remove the language "weed free" from the RFP please.
My professional opinion is that it would be an unreasonable expectation for someone to
maintain 14.5 acres of turf as weed free and worries me that any of you could be driving
down the road and spot a single dandelion and say that we need to go treat again at no
more cost to the city.
Answer provided by City:
The spec for 4 applications at some locations versus 2 applications at other locations is
based on feedback from an existing contractor and a recommendation that we increase
from 2 to 4 for areas where we want to see better results. The City has acknowledged
that 2 additional applications are worth specifying and including in the contract.
Additional spot treatments may be necessary at no additional cost to the City.
---------------------------------------------------------------------------------------------------------------------
Question received from interested party:
Do we include the numbers for the force account in our total proposal for each
Provision?
Answer provided by City:
Yes, they are added to your line-item numbers, as shown on the Bid Sheet, and then
included in the bid total.
This information may be updated as additional questions are received and answers provided.
This document will be posted along with all Addenda and the full RFP at:
https://www.spokanevalleywa.gov/359/Public-Notices.
Last Updated: November 3, 2023
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
Email: cityhall@spokanevalley.org
RFP for Landscape Maintenance of Parks, Trails, and Open Spaces-Evaluator Scoring Guide
Example Rating3015
Outstanding3015
Excellent2510
Adequate168
Less than adequate84
Not acceptable00
1.Entity and individual qualifications, capabilities, and past experience. 30 points.
Text from RFP: “Describe the entity’s experience in providing landscape maintenance services, and
summaries of previous work that details the entity’s capability to perform the scope of landscape
maintenance services listed in the \[applicable Special Provisions\]. Please provide at least two references
that the City may contact.”
2.Understanding of scope of services as demonstrated by submittal. 15 points.
Examples of information requested in the submittalresponsesfor each scope of service:
Supervisor and Employees
o Designated Supervisor -experience and qualifications
o Number of employees dedicated to fulfilling the terms of the Special Provisions
o List of roles, qualifications and any necessary licenses held by employees
Equipment
o Equipment and vehicles that will be utilized to perform the services
o Secured storage that will be utilized to store equipment and supplies
Proposed Work Plan
o Contact information for key personnel
o General schedules for routineweekly work
o Specific schedules for seasonal tasks
Aeration, Fertilization, Weed Control
Irrigation Activation, Seasonal Adjustments, and Winterization
Self-inspection plan and reporting
o Specific products the contractor intends to use (fertilizers, herbicides, etc.)
o Example employee uniform
Completed Bid Schedule
o Note: Estimated quantities and frequency of service listed in Special Provisions
3.Cost of services. 55 points.
The following formula will determine the amount of points awarded for this category:
Price of Lowest Cost Proposal
Price of Proposal Being Evaluatedx55 points =Awarded Points
0000001
55
EVALUATOR NAME ________________________________________________
301555
RFP SCORING SHEET: LINEAR PARKS AND ROADWAY LANDSCAPE MAINTENANCE
(Points Awarded = (Price
EVALUATION CRITERIAWEIGHTSENSKE SCORENOTESENTITY QUALIFICATIONS, CAPABILITIES, AND PAST EXPERIENCEUNDERSTANDING OF THE SCOPE OF SERVICES AS DEMONSTRATED BY SUBMITTAL REPONSECOST OF SERVICES
of Lowest Cost Proposal / Price of Proposal Being Evaluated) * 55 points)TOTAL SCORE100MISC NOTES:
55
NOTESSENSKE SCORENOTES
0000001
= 43.4 Points
Low Bid Amount: $625,820 / Bidder Amount: $793,000 = 0.7891 X 55
EVALUATOR NAME ________________________________________________
43.4
CLEARWATER
SUMMIT SCORE
RFP SCORING SHEET: DESIGNATED PARKS LANDSCAPE MAINTENANCE
301555
(Points Awarded = (Price
EVALUATION CRITERIAWEIGHTENTITY QUALIFICATIONS, CAPABILITIES, AND PAST EXPERIENCEUNDERSTANDING OF THE SCOPE OF SERVICES AS DEMONSTRATED BY SUBMITTAL REPONSECOST OF SERVICES of Lowest
Cost Proposal / Price of Proposal Being Evaluated) * 55 points)TOTAL SCORE100MISC NOTES:
55
NOTESSENSKE SCORENOTES
0000001
= 48.2 Points
Low Bid Amount: $586,700 / Bidder Amount: $669,085 = 0.8768 X 55
EVALUATOR NAME ________________________________________________
48.2
CLEARWATER
SUMMIT SCORE
RFP SCORING SHEET: SIGNATURE PARKS LANDSCAPE MAINTENANCE
301555
(Points Awarded = (Price
EVALUATION CRITERIAWEIGHTENTITY QUALIFICATIONS, CAPABILITIES, AND PAST EXPERIENCEUNDERSTANDING OF THE SCOPE OF SERVICES AS DEMONSTRATED BY SUBMITTAL REPONSECOST OF SERVICES of Lowest
Cost Proposal / Price of Proposal Being Evaluated) * 55 points)TOTAL SCORE100MISC NOTES:
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 5, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. Reportpending legislationexecutive session
AGENDA ITEM TITLE: Construction Season Summary–2023 Capital Improvement Projects
GOVERNING LEGISLATION: RCW 35.77.010, Perpetual Advanced Six-Year plans for
coordinated transportation program expenditures.
PREVIOUS COUNCIL ACTION TAKEN:
6/14/2022 Council passed Resolution 22-010 adopting the 2023-2028 TIP, which
included these projects.
2/21/2023 2023 Capital Improvement Projects Admin Report
BACKGROUND:
Staff will provide an overview of the projects completed in the 2023 construction season. Twelve
projects were constructed this year totaling approximately $27.5M worth of improvements.
Attached is a summary of the projects and their funding sources.
OPTIONS: Discussion only
RECOMMENDED ACTION OR MOTION: Discussion only
BUDGET/FINANCIAL IMPACTS: These projects have been constructed with a mix of different
funds, including City funds, state grants, federal grants and/or other funds. No additional funds
are being requested at this time.
STAFF CONTACT: Bill Helbig, PE, Community & Public Works Director
Erica Amsden, PE, CIP Engineering Manager
Rob Lochmiller, PE, CIP Engineering Manager
___________________________________________________________________________
ATTACHMENTS: 2023 Construction Projects Summary
243,000630,000164,000340,000
4,050,0001,700,0002,069,0005,700,0001,650,0003,170,0004,700,0003,100,000
Total
27,516,000
Project Cost
$ $ $ $ $ $ $ $ $ $ $ $ $
-
1,000
936,000243,000650,000673,000330,000
1,700,0002,069,0005,252,2001,632,0002,414,000
58%
15,900,200
City Funds
$ $ $ $ $ $ $ $ $ $ $ $ $
---------
755,000247,000176,000
4%
1,178,000
Other Source
$ $ $ $ $ $ $ $ $ $
$ $ $
------
Funding Source
251,000200,800300,000686,000
2,321,0002,039,0005,797,800
21%
State Grant
$ $ $ $ $ $ $ $ $ $ $
$ $
-------
163,000340,000
2,108,0001,000,0001,029,0004,640,000
17%
Federal Grant
$ $ $ $ $ $ $ $ $ $
$ $ $
Percentage of Funds
Total Funding & Project Costs
2023 Capital Project Construction Summary
Project
Improvements Project also partnered with Spokane County and
Barker Rd @ UPRR Phase 2 Constructs the remaining road widening improvements on Barker Road and Euclid, includes constructing a shared-use path on Barker Road from Euclid to just south
of Trent.Consolidated Irrigation District to include new sewer and water mains.Summerfield Neighborhood - Local Access Streets Pavement preservation project in the Summerfield East
Neighborhood, includes ADA ramp replacement.Hillview Estates Neighborhood - Local Access Streets Pavement preservation and reconstruction in the Hillview Estates Neighboorhood on 37
different residental road segments.University Place Neighborhood - Local Access Streets 2023 Slurry/Cape Seal Pilot Project provided asphalt preservation on 27 residential streets.Balfour
Park -Phase 1 Replaces and expands the Balfour Park with new park amenities and restrooms.Broadway Avenue Preservation - Fancher Road to I-90 Phase 1 Pavement Preservation on Broadway
Avenue from Fancher to I-90 Broadway and Park Intersection Reconstructs the intersection with concrete pavement, new sidewalk on the west side of Park Road, replaces signal system and
stormwater improvements.Park Road Sidewalk - Nora Ave to Baldwin Ave Construction of sidewalk, shoulder widening, and stormwater improvements.Sullivan Road Improvements Replacement
of the existing pavement on Sullivan Rd between Sprague Ave and 8th Ave including concrete intersections, the installation of stormwater treatment systems, Intelligent Transportation
System infrastructure, traffic signal replacements, and new sidewalk on the west side of the road Citywide Reflective Signpost Panels Installing retroreflective signpost panels on regulatory
and warning signs throughout the City. Mission Avenue Bridge of Evergree Road Deck Repair Thin Polymer overlay of the bridge deck to extend the useful life of the bridge 8th Avenue
Improvements Pavement preservation of 8th Ave of the 1.5 mile stretch between Carnahan and Park including widening and a new sidewalk between Thierman and Park, a new bike lane extending
from Park to Fancher. Stormwater improvements were completed to replace aging structures and remove puddling throughout the project and Intelligent transportation system infrastructure
was installed.
DRAFT
ADVANCE AGENDA
as of November 30, 2023; 11:00 a.m.
Please note this is a work in progress; items are tentative
To: Council & Staff
From: City Clerk, by direction of City Manager
Re: Draft Schedule for Upcoming Council Meetings
December 12, 2023 Formal Meeting, 6:00 p.m. \[due Tue Dec 5\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Second Reading Ordinance 23-023 CTA-2023-0003 Jerremy Clark (5 minutes)
3. Motion Consideration: Spokane Sports funding request, 2024 TPA proceeds Mike Basinger (5 minutes)
4. Motion Consideration: 2024 Lodging Tax Awards Sarah Farr (10 minutes)
5. Motion Consideration: Amended 2024 State Legislative Agenda Virginia Clough (5 minutes)
6. Motion Consideration: 2024 Federal Legislative Agenda- Virginia Clough (5 minutes)
7. Motion Consideration: Park Maintenance RFP Contract Award John Bottelli (5 minutes)
8. Admin Report: 2024 Comprehensive Plan Amendments Levi Basinger (5 minutes)
9. Admin Report: Governance Manual Update Kelly Konkright (5 minutes)
10. Advance Agenda Mayor Haley (5 minutes)
11. Info Only: Department Monthly Reports; Fire Dept Monthly Report
\[*estimated meeting: 50 mins\]
Executive Session - Review Performance of a Public Employee (60 minutes)
th
December 18, 2023 Special Meeting, 2:30PM @ City Hall, N212 4 District Legislators
December 19, 2023 Study Session, 6:00 p.m. \[due Tue Dec 12\]
1. Resolution 23-___ Governance Manual Update Kelly Konkright (5 minutes)
2. Motion Consideration: Fee Resolution Chelsie Taylor (5 minutes)
3. Motion Consideration: 2024 Comprehensive Plan Amendments Levi Basinger (5 minutes)
4. Admin Report: Prosecuting Attorney Update Erik Lamb, Larry Haskell (10 minutes)
5. Admin Report: City Brand Update Jill Smith (5 minutes)
6. Admin Report: Pines Rd GSP Update Bill Helbig, Erica Amsden (5 minutes)
7. Admin Report: Loop Trail Project Update Bill Helbig, Rob Lochmiller (5 minutes)
8. Admin Report: Fund 312 Discussion Chelsie Taylor (5 minutes)
9. Advance Agenda Mayor Haley (5 minutes)
\[*estimated meeting: 50 mins\]
December 26, 2023 No meeting - Holiday- City Closure
January 2, 2024 Study Session, 6:00 p.m. \[due Tue Dec 26\]
1. Council Officer Selection of Mayor and Deputy Mayor - Marci Patterson (15 minutes)
2. Advance Agenda Mayor (5 minutes)
January 9, 2024 Formal Meeting, 6:00 p.m. \[due Tue Jan 2\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Mayoral Appointments: Planning Commissioners - Mayor (5 minutes)
3. Mayoral Appointments: Councilmembers to Committees Mayor (5 minutes)
4. Advance Agenda Mayor (5 minutes)
January 16, 2024 Study Session, 6:00 p.m. \[due Tue Jan 9\]
1. Advance Agenda Mayor (5 minutes)
January 23, 2024 Formal Meeting, 6:00 p.m. \[due Tue Jan 16\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Economic Forecast Chelsie Taylor, Grant Forsyth (30 minutes)
3. Advance Agenda Mayor (5 minutes)
Draft Advance Agenda 11/30/2023 5:08:26 PM Page 1 of 2
4. Info Only: Department Monthly Reports; Fire Dept Monthly Report
January 30, 2024 Winter Workshop, 8:30 a.m. -2:30 p.m. \[due Tue Jan 23\]
February 6, 2024 Study Session, 6:00 p.m. \[due Tue Jan 30\]
1. Advance Agenda Mayor (5 minutes)
February 13, 2024 Formal Meeting, 6:00 p.m. \[due Tue Feb 6\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Advance Agenda Mayor (5 minutes)
February 20, 2024 Study Session, 6:00 p.m. \[due Tue Feb 13\]
1. Advance Agenda Mayor (5 minutes)
February 27, 2024 Formal Meeting, 6:00 p.m. \[due Tue Feb 20\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Advance Agenda Mayor (5 minutes)
3. Info Only: Department Monthly Reports; Fire Dept Monthly Report
March 5, 2024 Study Session, 6:00 p.m. \[due Tue Feb 27\]
1. Advance Agenda Mayor (5 minutes)
March 12, 2024 Formal Meeting, 6:00 p.m. \[due Tue March 5\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Advance Agenda Mayor (5 minutes)
March 19, 2024 Study Session, 6:00 p.m. \[due Tue March 12\]
1. Advance Agenda Mayor (5 minutes)
March 26, 2024 Formal Meeting, 6:00 p.m. \[due Tue March 19\]
1. Consent Agenda (claims, payroll, minutes) (5 minutes)
2. Advance Agenda Mayor (5 minutes)
3. Info Only: Department Monthly Reports; Fire Dept Monthly Report
*time for public or council comments not included
OTHER PENDING AND/OR UPCOMING ISSUES/MEETINGS:
9-1-1 calls (delays, holding, etc.)
Appleway Trail Amenities
Basement space
Gang Task Force Update
Governance Manual
Mirabeau Park Forestry Mgmt.
ORV usage on streets
Park Camera Update
Park Lighting
PFD Presentation
Public Safety Comparison
Prosecutor Services
Protection of Utility Infrastructures
SCRAPS
St. O&M Pavement Preservation
Street Scaping, signs, trees, etc.(info)
Vehicle Wgt Infrastructure Impact
Yellowstone Franchise Agreement
Zayo Franchise Ordinance
Draft Advance Agenda 11/30/2023 5:08:26 PM Page 2 of 2