2023, 12-12 Formal Meeting
AGENDA
SPOKANE VALLEY CITY COUNCIL
REGULAR MEETING
FORMAL FORMAT
Tuesday, December 12, 2023 6:00 p.m.
Remotely via ZOOM Meeting and
In Person at CenterPlace Regional Event Center
2426 N Discovery Place
Spokane Valley, WA 99216
Council Requests Please Silence Your Cell Phones During Council Meeting
NOTE: Members of the public may attend Spokane 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
-------------------------------------------------------------------------------------------------------------------------------
CALL TO ORDER
INVOCATION: Pastor Jeremy Anglin, Valley Real Life
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS:
COUNCILMEMBER REPORTS
MAYOR’S REPORT
PROCLAMATIONS:
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.
NEW BUSINESS:
1. Consent Agenda: Consists of items considered routine which are approved as a group. Any member of
Council may ask that an item be removed from the Consent Agenda to be considered separately.
Proposed Motion: I move to approve the Consent Agenda.
Council Agenda December 12, 2023 Page 1 of 2
a. Approval of Claim Vouchers, December 12, 2023, Request for Council Action Form: $8,721,886.50.
b. Approval of Payroll for Pay Period ending November 15, 2023: $538,432.11.
c. Approval of Payroll for Pay Period ending November 30, 2023: $723,869.17.
d. Approval of Council Meeting Minutes of August 22, 2023
e. Approval of Council Meeting Minutes of August 29, 2023
2. Second Reading Ordinance 23-024 Transportation Benefit District Tab Fee – Erik Lamb
3. Motion Consideration: Behavioral Health and Human Trafficking Request for
Proposal Awards – Gloria Mantz, Sarah Farr
\[public comment opportunity\]
4. Motion Consideration: Spokane Sports Funding Request,
2024 Tourism Promotion Area Proceeds – Mike Basinger
\[public comment opportunity\]
5. Motion Consideration: 2024 Lodging Tax Awards – Sarah Farr
\[public comment opportunity\]
6. Motion Consideration: 2024 Federal Legislative Agenda - Virginia Clough
\[public comment opportunity\]
7. Motion Consideration: Amended 2024 State Legislative Agenda - Virginia Clough
\[public comment opportunity\]
8. Motion Consideration: Park Maintenance Request for Proposals Contract Award – John Bottelli
\[public comment opportunity\]
ADMINISTRATIVE REPORT:
9. Admin Report: 2024 Comprehensive Plan Amendments Docket – Levi Basinger
10. Admin Report: City Signal Shop – Bill Helbig, Jerremy Clark
11. Admin Report: Governance Manual Update – Kelly Konkright
12. Advance Agenda – Mayor Haley
INFORMATION ONLY (will not be reported or discussed):
13. Department Monthly Reports
14. Fire Dept Monthly Report
COUNCIL COMMENTS
CITY MANAGER COMMENTS
EXECUTIVE SESSION: \[RCW 42.30.110(1)(g)\] Review Performance of a Public Employee
Proposed Motion: I move that Council adjourn into executive session for approximately 60 minutes to review
the performance of a public employee, and that no action will be taken upon return to open session.
ADJOURNMENT
Council Agenda December 12, 2023 Page 2 of 2
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
AGENDA ITEM TITLE: Approval of the Following Vouchers:
VOUCHER LIST VOUCHER NUMBERS TOTAL AMOUNT
11/7/202361861-618991,023,844.68
11/8/2023 61900-61927 271,004.32
11/13/2023 61928-61929 (less 61928) 18,398.35
11/13/2023 61930-61956, wires 36335252, 36416688 179,819.42
11/14/2023 61957 23,767.85
11/15/2023 10459-10469 (park refunds) 1,960.00
11/16/2023 61958-61993 269,086.55
11/21/202361994-62027, wire 224465612,966,706.80
11/29/2023 62028-62074 185,534.91
12/4/2023 62075-62080 10,007.78
12/4/2023 62081 39,181.64
12/5/2023 62082-62130, wires 22594476, 22594532, 22626983 3,732,574.20
GRAND TOTAL: $8,721,886.50
Explanation of Fund and Project Numbers found on Voucher Lists
#001 - General Fund
001.090.000.560. General Gov’t-Social Services
001.011.000. City Council 001.090.000.594. General Gov’t-Capital Outlay
001.013.000. City Manager 001.090.000.595. General Gov’t-Roads/Streets Capital
001.013.015. Legal
001.016.000. Public Safety
Other Funds:
001.016.016. Precinct Shared Expenses
101 – Street Fund
001.018.013. Deputy City Manager
103 – Paths & Trails
001.018.014. Finance
104 – Tourism Facilities
001.018.016 Human Resources 105 – Hotel/Motel Tax
001.018.017. Information Technology 106 – Solid Waste
001.033.000. Facilities Administration 107 – PEG Fund
001.033.033. Facilities – City Hall 108 – Affordable & Supplemental Housing Sales Tax
001.033.034. Facilities – Other 120 – CenterPlace Operating Reserve
001.040.000. Community/Public Works-Administration
121 – Service Level Stabilization Reserve
001.040.041. Engineering
122 – Winter Weather Reserve
001.040.042.558. Economic Development
204 – Debt Service
001.040.042.565. Housing/Homeless Services
301 – REET 1 Capital Projects
001.040.043. Building
302 – REET 2 Capital Projects
001.040.044. Planning
303 – Street Capital Projects
001.076.000. Parks & Rec–Administration 309 – Parks Capital Grants
001.076.300. Parks & Rec-Maintenance 310 – Civic Bldg. Capital Projects
311 – Pavement Preservation
001.076.301. Parks & Rec-Recreation
001.076.302. Parks & Rec- Aquatics 312 – Capital Reserve
001.076.304. Parks & Rec- Senior Center 314 – Railroad Grade Separation Projects
001.076.305. Parks & Rec-CenterPlace 315 – Transportation Impact Fees
001.090.000.511. General Gov’t- Council related 316 – Economic Development Capital Projects
001.090.000.514. General Gov’t-Finance related 402 – Stormwater Management
001.090.000.517. General Gov’t-Employee supply 403 – Aquifer Protection Area
001.090.000.518. General Gov’t- Centralized Serv. 501 – Equipment Rental & Replacement
001.090.000.519. General Gov’t-Other Services 502 – Risk Management
001.090.000.550. General Gov’t-Natural & Eco. 632 – Passthrough Fees & Taxes
Project Numbers: 322 - City Hall Repairs
143 - Barker Rd/BNSF Grade Separation 323 - Evergreen Road Preservation Project
205 - Sprague/Barker Intersection Improvement 326 - 2020 Citywide Reflective Post Panels
223 - Pines Rd Underpass @ BNSF & Trent 327 - Sprague Avenue Stormwater
249 - Sullivan & Wellesley Intersection Improv 328 - Sullivan Park Waterline
273 - Barker/I-90 Interchange 329 - Barker Road Imp- City Limits to Appleway
275 - Barker Rd Widening - River to Euclid 330 - WTSC 2021 School Zone Beacons
285 - Indiana Ave Pres - Evergreen to Sullivan 331 - COVID-19 Relief Funds
286 - Broadway Preservation: Havana to Fancher 332 - NE Industrial Area - Sewer Extension
293 - 2018 CSS Citywide Reflective Signal BP 333 - Evergreen Rd Pres Broadway to Mission
294 - Citywide Reflective Post Panels 334 - Sprague Ave Preservation
299 - Argonne Rd Concrete Pavement Indiana to Mont. 335 - Mission Ave over Evergreen Rd Deck Repair
300 - Pines & Mission Intersection Improvement 338 - Loop Trail Project
308 - Regional Decant Facility Canopy 339 - 2022 Local Access Streets: Summerfield E
309 - Local Access Streets: Barker Homes 340 - 8th Ave Sidewalk (Coleman to Park)
311 - Sullivan Rd./SR 290 Interchange Project 341 - Broadway Preservation- Fancher to Park
313 - Barker Road/Union Pacific Crossing 342 - 2022 School Zone Flashing Beacons
314 - Balfour Park Frontage Improvements 343 - Buckeye Avenue Sewer Extension
315 - Brown's Park 2020 Improvements 344 - Park Rd Sidewalk- Broadway to Cataldo
316 - Balfour Park Improvements - Phase 1 345 - Park Rd Sidewalk- Nora to Baldwin
317 - Appleway Stormwater Improvements 346 - Bowdish Sidewalk 12th to 22nd
318 - Wilbur Sidewalk: Boone to Mission 347 - Broadway and Park Intersection
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320 - Sullivan Preservation: Sprague-8 350 – Balfour Facility
321 - Argonne Corridor Improvements- North of Knox
RECOMMENDED ACTION OR MOTION: Move to approve attached list of claim vouchers.
\[Approved as part of the Consent Agenda, or may be removed and discussed separately.\]
STAFF CONTACT: Chelsie Taylor, Finance Director
ATTACHMENTS: Voucher Lists
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Item: Check all that apply: consent old business new business public hearing
information admin. report pending legislation
AGENDA ITEM TITLE: Payroll for Pay Period Ending November 15, 2023
GOVERNING LEGISLATION:
PREVIOUS COUNCIL ACTION TAKEN:
BACKGROUND:
RECOMMENDED ACTION OR MOTION: Move to Approve above payroll. \[Approved as part of
the Consent Agenda, or may be removed and discussed separately.\]
STAFF CONTACT: Raba Nimri
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Item: Check all that apply: consent old business new business public hearing
information admin. report pending legislation
AGENDA ITEM TITLE: Payroll for Pay Period Ending November 30, 2023
GOVERNING LEGISLATION:
PREVIOUS COUNCIL ACTION TAKEN:
BACKGROUND:
BUDGET/FINANCIAL IMPACTS:
EmployeesCouncilTotal
Gross: $ 448,248.50$ 13,050.00 $ 461,298.50
Benefits: $ 247,292.28$ 15,278.39 $ 262,570.67
Total payroll $ 695,540.78$ 28,328.39 $ 723,869.17
RECOMMENDED ACTION OR MOTION: Move to Approve above payroll. \[Approved as part of
the Consent Agenda, or may be removed and discussed separately.\]
STAFF CONTACT: Raba Nimri
MINUTES
City of Spokane Valley
City Council Regular Meeting
Formal Format
Tuesday, August 22, 2023
Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in
the Great Room at CenterPlace Regional Event Center, 2426 N Discovery Place, Spokane Valley, and also
remotely via Zoom meeting.
_____________________________________________________________________________________
Attendance:
Councilmembers Staff
Pam Haley, Mayor John Hohman, City Manager
Rod Higgins, Deputy Mayor Gloria Mantz, City Services Administrator
Tim Hattenburg, Councilmember Chelsie Taylor, Finance Director
Laura Padden, Councilmember Mike Basinger, Economic Dev. Director
Brandi Peetz, Councilmember Tony Beattie, Sr. Deputy City Attorney
Ben Wick, Councilmember John Whitehead, Human Resources Director
Arne Woodard, Councilmember (via Zoom) Adam Jackson, Engineering Manager
Erica Amsden, CIP Engineering Manager
Eric Robison, Housing & Homeless Coordinator
Others in attendance: Sean Walter, Deputy Police Chief
Kelly Konkright, Attorney Sarah Farr, Accounting & Finance
Program Manager
Virginia Clough, Legislative Policy Coordinator
Chad Knodel, IT Manager
Marci Patterson, City Clerk
INVOCATION: Pastor Jamie Schultz with Sun City Church gave the invocation.
PLEDGE OF ALLEGIANCE Council, staff and the audience stood for the Pledge of Allegiance.
ROLL CALL City Clerk Patterson called the roll; all Councilmembers were present.
APPROVAL OF AMENDED AGENDA It was moved by Deputy Mayor Higgins, seconded and
unanimously agreed to approve the agenda.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a
COUNCILMEMBER REPORTS
Councilmember Woodard: said he attended a Spokane Valley Partners meeting at CenterPlace and also
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attended the city 20 Anniversary Spokane Indians Baseball Game event.
Councilmember Wick: said he attended the FMSIB board meeting, mentioned a grant that East Valley
received and would be updating the shop with the funding, and that East Valley students were assisting
with moving all the shop equipment. Wick also toured the new police training center.
Councilmember Hattenburg: said he also attended the baseball game, thanked all the firefighters in the area
that are currently battling all the wildfires and thanked STA (Spokane Transit Authority) for providing free
transit for those being displaced by the wildfires.
Councilmember Padden: said she attended the Spokane Law and Justice meeting and took a tour of our city
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pavement preservation pilot program and also attended the 20 Anniversary baseball game.
Councilmember Peetz: spoke about the Staples ribbon cutting event, thanked Staples for the $1000 donation
to CVSD for school supplies, assisted SCOPE with evacuation efforts during the wildfires, and attended
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the 20 Anniversary baseball game.
Council Meeting Minutes, Formal: 08-22-2023 Page 1 of 4
Approved by Council:
Deputy Mayor Higgins: said he attended a clean air meeting and spoke about all the debris that would be
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left from the fires and what it will take for it to all be cleaned up and he attended the 20Anniversary
baseball game.
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Mayor Haley reported that she also attended the 20 Anniversary Baseball game.
PROCLAMATIONS: n/a
GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she
invited comments from the public. Ms. Barb Howard, Spokane Valley \[via zoom\] spoke about spoke about
the junk vehicle discussion and questioned when it would return to the agenda and spoke about the homeless
individuals in her neighborhood. Ms. Pam Marlow, Spokane Valley
neighborhood and that the level of theft in her neighborhood has gotten worse. She noted there was a
shooting in her area recently. Mr. Rob Tupper, Spokane Valley spoke about sidewalk snow removal in the
main arterial areas, and noted that he wanted to clarify that statement from the previous council meeting.
Mr. Dan Wilson, Spokane Valley Spokane about being a 50 year union member and would like to see the
city purchase American made products when possible as he feels the city should not rely on other nations
for our products. Mr. John Harding, Spokane Valley spoke about public safety, Fire and EMS response
times.
NEW BUSINESS:
1. Consent Agenda: Consists of items considered routine which are approved as a group. Any member of
Council may ask that an item be removed from the Consent Agenda to be considered separately.
Proposed Motion: I move to approve the Consent Agenda.
a. Approval of Claim Vouchers on August 22, 2023, Request for Council Action Form: $9,385,466.05.
b. Approval of Payroll for Pay Period Ending August 15, 2023: $666,139.77.
It was moved by Deputy Mayor Higgins, seconded and unanimously agreed to approve the Consent Agenda.
2. First Reading Ordinance 23-014, Final Action for Condemnation Erica Amsden
After City Clerk Patterson read the Ordinance title, it was moved by Deputy Mayor Higgins and seconded
to waive the rules and adopt Ordinance 23-014 related to land acquisition for the Pines Road/BNSF Grade
Separation Project. After Ms. Amsden gave a brief synopsis of the purpose of the ordinance Mayor Haley
invited public comments. Ms. Misty Staker, Spokane Valley was upset with the process and felt she was
not provided with proper notice. Vote by acclamation: in favor: unanimous. Opposed: none. Motion
carried.
3. Motion Consideration Bid Award Stormwater Services Contract Adam Jackson
It was moved by Deputy Mayor Higgins and seconded to authorize the City Manager to finalize and execute
a contract with Cameron Reilly, LLC in an amount not to exceed $350,000 for stormwater services. After
Mr. Jackson provided a brief background on the project and what the contract would include, Mayor Haley
invited public comments. No comments were offered. Vote by acclamation: in favor: unanimous. Opposed:
none. Motion carried.
4. Motion Consideration: Law Enforcement MOU Chelsie Taylor, Chief Ellis
5. Motion Consideration Habitat for Humanity Grant Agreement Sarah Farr
It was moved by Deputy Mayor Higgins and seconded to approve the Grant Agreement with Habitat for
Humanity for a $471,728 award and authorize the City Manager or designee to finalize and execute the
agreement in substantially the form presented and to carry out the terms of the agreement once executed.
Ms. Farr presented a brief summary of the and the Coronavirus State
and how the City of Spokane Valley identified using the funds.
Mr. Farr also provided details on the grant agreement with Habitat of Humanity and outlined what their
Council Meeting Minutes, Formal: 08-22-2023 Page 2 of 4
Approved by Council:
portion of the CLFR funds would be for. Mayor Haley invited public comments. No comments were
offered. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried.
6. Motion Consideration Reclaim Grant Agreement Sarah Farr
It was moved by Deputy Mayor Higgins and seconded to approve the Grant Agreement with Reclaim
Project Recovery for a $1,460,000 award and authorize the City Manager or designee to finalize and
execute the agreement in substantially the form presented and to carry out the terms of the agreement once
executed. Ms. Farr presented a brief summary of the and the
and how the City of Spokane Valley
identified using the funds. Ms. Farr described the grant funding details and summarized what Reclaim does
in our local community. Mayor Haley invited public comments. Shawn Kingbury, Reclaim Project Director
thanked council for the funding and noted that the group was excited to be part of the community. Vote by
acclamation: in favor: unanimous. Opposed: none. Motion carried.
ADMINISTRATIVE REPORTS:
6A. Law Enforcement MOU Chelsie Taylor, Deputy Chief Walter
Ms. Taylor provided a review of the current funding and the need to extend the MOU through December
31, 2024. Deputy Chief Walter spoke about the funding for the gang task force and other major crimes.
Council discussed areas the funding should be targeted. There was Council consensus to place the MOU
on a future agenda for a motion consideration.
7. Spokane County Conservation District Presentation Virginia Clough, Vicki Carter
Ms. Clough introduced Spokane County Conservation District Director, Ms. Vicki Carter. Ms. Carter went
through a PowerPoint presentation and provided an update on the scale house project as well as other new
construction projects at the 50-acre campus. Ms. Carter
programs. Ms. Carte ended her presentation with an invitation to the open house the district was hosting at
their new location.
8. Recording Fee Program Update Gloria Mantz, Eric Robison
Ms. Mantz, City Services Administrator, opened the discussion with a review of the background of the
funding and what the current requirements are for the ability to collect and use the funding. The city is
required to establish a task force and a five-year plan for the funding. Ms. Mantz noted that staff is working
on the requirements for the task force and identifying potential candidates for the task force. Ms. Mantz
also provided an unding, defining
the metrics and articulating priorities. All of that information is in the current regional plan that is in place
until the end of 2024. More information will be gathered and a plan as well as additional follow-up will be
provided at a council meeting in the future.
9. Advance Agenda Mayor Haley
Councilmember Wick noted there two traumatic events within the East Valley School District in the last
week and requested to check in with the superintendent.
INFORMATION ONLY
The (8) Fire Department Monthly Report, and the (9) Department Monthly Reports were for information
only and were not reported or discussed.
COUNCIL COMMENTS
There were no further Council comments.
CITY MANAGER COMMENTS
Mr. Hohman reported that staff is working closely with Peggy Doering, Director of Valleyfest and will
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have the last 20 Anniversary event held during Valleyfest.
Council Meeting Minutes, Formal: 08-22-2023 Page 3 of 4
Approved by Council:
It was moved by Deputy Mayor Higgins, seconded and unanimously agreed to adjourn. The meeting
adjourned at 7:44p.m.
ATTEST: ________________________________
Pam Haley, Mayor
____________________________
Marci Patterson, City Clerk
Council Meeting Minutes, Formal: 08-22-2023 Page 4 of 4
Approved by Council:
MINUTES
City of Spokane Valley
City Council Study Session
Tuesday, August 29, 2023
Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in
the Great Room at CenterPlace, 2426 N Discovery Place, Spokane Valley, and also remotely via Zoom
meeting.
Attendance:
Councilmembers Staff
Pam Haley, Mayor John Hohman, City Manager
Rod Higgins, Deputy Mayor Erik Lamb, Deputy City Manager
Tim Hattenburg, Councilmember Tony Beattie, Sr. Deputy City Attorney
Brandi Peetz, Councilmember Bill Helbig, Community & PW Director
Laura Padden, Councilmember Chelsie Taylor, Finance Director
Ben Wick, Councilmember John Bottelli, Parks & Rec Director
Arne Woodard, Councilmember Gloria Mantz, City Services Administrator
Mike Basinger, Economic Dev. Director
Others in attendance: Virginia Clough, Legislative Policy Coordinator
Kelly Konkright, Attorney Rob Lochmiller, CIP Engineering Manager
Jenny Nickerson, Building Official
John Whitehead, Human Resources Director
Dave Ellis, Chief of Police
Chad Knodel, IT Manager
Marci Patterson, Newly Appointed City Clerk
ROLL CALL: City Clerk Patterson called roll; all Councilmembers were present.
Mayor Haley noted there would be a brief Executive Session added to the end of the meeting.
APPROVAL OF AGENDA It was moved by Deputy Mayor Higgins, seconded and unanimously agreed
to approve the agenda.
GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she
invited public comment. No public comment was provided.
ACTION ITEMS:
1. Motion Consideration: Opioid Abatement Council -MOU - Tony Beattie, Erik Lamb
It was moved by Deputy Mayor Higgins and seconded to approve the MOU establishing the Spokane
Regional Opioid Abatement Council and authorize the City manager or designee to finalize and execute
the same in substantially the form presented. Mr. Lamb provided a background on the need for the MOU
and to be a part of the Spokane Regional Opioid Abatement Council (OAC) in order to receive funding
from a statewide settlement. Mayor Haley invited public comment; no comments were offered. Vote by
acclamation: in favor: unanimous. Opposed: none. Motion carried.
2. Motion Consideration: Barker Road/BNSF Change Orders Rob Lochmiller
It was moved by Deputy Mayor Higgins and seconded to authorize the City Manager to finalize and execute
Change Order Numbers 29, 41, and 68 with Max J. Kuney Company in the amount of $88,751.92,
$29,014.87, and $20,079.74 respectively. Mr. Lochmiller mentioned the updated spreadsheet showing the
change orders and reviewed the specific change orders. Mayor Haley invited public comment; no comments
were offered. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried.
Council Meeting Minutes, Study Session: 08-29-2023 Page 1 of 3
Approved by Council:
3. Motion Consideration: 2024 Council Budget Goals John Hohman, Chelsie Taylor
It was moved by Deputy Mayor Higgins and seconded to approve the 2024 Budget Goals as presented and
include the approved goals in the 2024 Budget document. Ms. Taylor provided a review of the budget
portion of the goals and that this is the first year that the Business Plan will be incorporated into the budget
book. She noted that the financial goals would be relocated to the front of the book and better situated next
to the council goals in order to reflect the goals together. Council commented on some of the current budget
revenues and expenditures. Mayor Haley invited public comment; no comments were offered. Vote by
acclamation: in favor: unanimous. Opposed: none. Motion carried.
NON-ACTION ITEMS:
4. East Valley School District Update- Virginia Clough, Superintendent Talbott
Ms. Clough introduced Superintendent Talbott and East Valley Executive Director of Business Services
Neale Rasmussen. Mr. Talbott provided an update on the trauma that the district has experienced not only
in the last week, but over the last year. They have suffered the loss of children and have had a difficult time
throughout the entire district. Currently, there has been a high demand for ESD to provide counselors to
staff and students. Many of the counselors on staff at the schools are not equipped to handle the capacity of
trauma that has happened. Mr. Rasmussen noted that there may be a need to look at an outside agency for
assistance due to the nature of the trauma that they are dealing with.
5. Behavioral Health Programs- Virginia Clough, Justin Johnson
Ms. Clough introduced Justin Johnson, Director at Spokane County Community Services to provide an
overview of the behavioral health programs and priorities in Spokane County. Mr. Johnson spoke about the
pilot program for the Student Wellness Program being introduced within some of the local school districts
and provided a data summary of the program for the 2022-2023 school year. Mr. Lamb spoke about a
potential partnership with Spokane County for the pilot program to be introduced to our East Valley School
District. Mr. Lamb noted that if council was interested using the $1 million set aside from the ARPA funds,
that he and staff would return with further details on the program and partnership. After a brief discussion
about a possible partnership with the County, there was Council consensus that staff proceed with a
discussion with the County, with further information coming back at a later meeting.
6. 2023 Budget Estimated Revenues and Expenditures- Chelsie Taylor
Ms. Taylor provided a second detailed review of the 2024 budget. Currently, all of the information is a
work in progress as she is still reviewing the current revenues and expenditures. Ms. Taylor provided a
comprehensive list of the funds and the 2024 appropriations associated with the funds. There will be
additional discussions regarding the 2024 budget in the following months as the budget schedule has
detailed.
7. Advance Agenda Mayor Haley
There were no suggested changes to the Advance Agenda.
COUNCIL COMMENTS
There were no further Council comments.
CITY MANAGER COMMENTS
Mr. Hohman did not have any comments to provide for the evening.
Executive Session: It was moved by Deputy Mayor Higgins, seconded and unanimously agreed to adjourn
into executive session for approximately 15 minutes to discuss potential acquisition of real estate, and that
no action will be taken upon return to open session. Council adjourned into executive session at 7:22 p.m.
At 7:35p.m. Mayor Haley announced that Council is out of executive session, at which time it was moved
by Deputy Mayor Higgins, seconded and unanimously agreed to adjourn.
Council Meeting Minutes, Study Session: 08-29-2023 Page 2 of 3
Approved by Council:
ATTEST: ________________________________
Pam Haley, Mayor
_____________________________
Marci Patterson, City Clerk
Council Meeting Minutes, Study Session: 08-29-2023 Page 3 of 3
Approved by Council:
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: SecondReading of 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 74 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
December 5, 2023 – First reading of Ordinance No. 23-024 adopting a $20 vehicle
license fee
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
focused on the $20 vehicles license fees as a possible funding option and requested additional
information. On December 5, 2023, staff presented additional information regarding vehicle
license fees (provided below) and provided draft Ordinance No. 23-024, adopting a $20 annual
vehicle license fee to fund certain transportation improvements for City Council consideration.
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.
Proposed Ordinance 23-024 would (1) authorize and impose a $20 vehicle 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 Director to notify DOL of the vehicle license fee, and (5) automatically incorporate
the fees into the Master Fee Schedule.
Page 3 of 4
At the December 5, 2023 City Council meeting, Council advanced proposed Ordinance No. 23-
024 to a second reading.
OPTIONS: Approve 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; or take
other action deemed appropriate.
RECOMMENDED ACTION OR MOTION: Move to approve 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.
BUDGET/FINANCIAL IMPACTS: If approved by Council, a $20 tab fee is estimated to
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
ATTACHMENTS:
1. Draft Ordinance No. 23-024
2. 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 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
information admin. reportpending legislation executive session
AGENDA ITEM TITLE: Motion Consideration: RFP Allocations for Behavioral Health and Human
Trafficking
GOVERNING LEGISLATION: 42 U.S.C. § 803; 31 C.F.R. Part 35.
PREVIOUS COUNCIL ACTION TAKEN:
May 31, 2022, Council allocated $1 million of the City’s $16 million from the Coronavirus Local Fiscal
Recovery Fund (CLFR) toward mental health and mental health learning support for youth programs.
August 29, 2023, staff provided information about behavioral health program options
November 14, 2023, Council reached consensus to expand the use of these funds for behavioral health
purposes and anti-human trafficking purposes
November 21, 2023, Council reached consensus to request a local provider to present at the next council
meeting
BACKGROUND:
On March 11, 2021, the President signed the American Rescue Plan Act (“ARPA”) into law. ARPA
provided funding for a variety of purposes, including direct assistance to small businesses, for homeless
and affordable housing purposes, and to state and local governments. ARPA established the Coronavirus
State and Local Fiscal Recovery Funds (“CLFR”) and allocated $350 billion to these accounts to assist state
and local governments in meeting pandemic response needs and rebuilding the economy. The City of
Spokane Valley received approximately $16 million in CLFR funding.
One of the categories of allowable uses is to replace lost revenue as a result of the pandemic. The United
States Treasury has provided a formula and guidance on how to calculate lost revenue. Based on the
formula, the City calculated that the CLFR funds received may be used for any governmental service to
replace lost revenue. The City has primarily used these funds towards its ongoing law enforcement contract
costs. As a result of replacing that money, the City has identified it will have a corresponding amount of
general fund revenue available for use by City Council towards other projects or community needs.
On May 31, 2022, Council provided direction to allocate $1 million toward mental health and mental health
learning support for youth programs. On August 29, 2023, staff provided information about behavioral
health program options including a potential partnership with Spokane County Behavioral Health and East
Valley School District for the Initiative for Student Wellness program. At this meeting, Council directed
staff to continue talks with the County and bring back more information. Following the August 29 meeting,
Spokane County’s Board of County Commissioners decided to fully fund the East Valley School District
program, so the $1 million in funding designated for mental health/youth mental health programs was still
available.
On November 14, 2023, Council reached consensus to expand the use of these funds to include behavioral
health and anti-human trafficking purposes. Council also directed staff to research non-profits that provide
services that focus their efforts to prevent human trafficking. On November 21, staff brought back a list of
four providers. Council reached consensus to invite one of the providers to present at the next council
meeting as this provider was thought to be the only one that provided these services in Spokane Valley.
Page 1 of 2
After the council meeting, other providers reached out to staff and expressed their interest to submit a
proposal for consideration for the funds available for human trafficking prevention. Staff released a request
for proposals (RFP) on December 4, 2023.
As of December 7, 2023, the City has received proposals from two applicants. Each provider will present
their request and program at tonight’s council meeting. The applicants, general description of project, and
amount requested are as follows:
1. Lutheran Community Services Northwest: July 2024-June 2027 Advocacy and behavioral health
services for survivors of human trafficking –$539,606.54
2. The Jonah Project: 2024-2025 Education, advocacy, and emergency relocation efforts for anti-
human trafficking efforts and survivors of human trafficking - $534,348.17
Prior to the presentations, Council will be provided with an allocation sheet to complete after the
presentations. The award process has been outlined as follows:
Council will provide their recommendation on the allocation sheet to staff immediately following
applicant presentations.
Staff will tabulate the results of the number of votes received by each agency and the average of
the seven award recommendations.
Agencies that receive four or more votes will receive a calculation of the average of the Council
award recommendations.
Agencies that receive three or less votes will not receive an average calculation for an award
recommendation.
In no event will any agency receive an allocation greater than their initial request.
Council may choose not to award all the available funds.
Total awards cannot exceed $1 million.
OPTIONS: Award the funds for behavioral health per the allocation sheet in amount not to exceed
$1,000,000 for all awards or take other appropriate action.
RECOMMENDED ACTION OR MOTION: Move to award the allocated funds for behavioral health
per the allocation sheet in amount not to exceed $1,000,000 for all awards.
BUDGET/FINANCIAL IMPACTS: Approximately $16 million added to budget for eligible expenses.
City Council has allocated $1 million for behavior health including anti-human trafficking purposes. This
award will reduce the City’s available general funds provided through the revenue replacement process of
the American Rescue Plan by $1 million. Contracts resulting from awards made through the RFP process
are anticipated to be on a reimbursement basis.
STAFF CONTACT: Gloria Mantz, City Services Administrator; Sarah Farr, Accounting and Finance
Program Manager.
___________________________________________________________________________
ATTACHMENTS:
Lutheran Community Services Northwest proposal
The Jonah Project proposal
Power Point Presentations
Behavioral Health and Human Trafficking RFP
Page 2 of 2
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalleywa.gov
Email: cityhall@spokanevalleywa.gov
CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
Behavioral Health andHumanTrafficking
Due Date: 10:00 a.m., December 7,2023
The City of Spokane Valley (the “City”) is seeking to enter into a Grant Agreement with a qualified non-
profit entity or entities to provide behavioral health and human trafficking social services to the
community. The City has allocated a total of $1 million of grant funds for these purposes. The City will
consider all proposals for the social services related to the behavioral health and human trafficking relief
efforts and anticipates awarding one or more entities based on the quality of submissions to this
Request for Proposals (RFP). The combined amount of all awards will not exceed $1 million.
Submission will be accepted by delivery of 14printed copies
Thursday December 7, 2023 at 10:00
.
General Guidelines:
Funding is open to non-profit organizations with a 501(c)(3) or (6) federal tax-exempt status.
The applying organization will be required to deliver an in-person presentation of no more than
10 minutes, highlighting their proposal to the Spokane Valley City Council on December 12, 2023,
at a City Council meeting beginning at 6 p.m. City Council meetings occur at CenterPlace Regional
Event Center, 2426 N. Discovery Place, Spokane Valley.
All required sections must be completed to be considered for funding.
sfarr@spokanevalleywa.govor 509-720-5041.
Responses will be evaluated by City Council for award.The City is focused on providing behavioral health
This will include
The CityCouncilwill consider and evaluate projects with those
goals in mind and will considerprocess:
Emphasis on human trafficking relief efforts provided to the Spokane Valley community.
Focus on entities that have a plan for long-term sustainability once the City’s funding is complete.
Focus on projects that will have full funding with receipt of the City’s funding.
Emphasis on proposals from entities with a demonstrated record of high success rate.
Strong desire for proposals that create new services/projects within Spokane Valley.
The City Council retains sole authority to award funding to one, multiple, or no proposals at its discretion.
Currently, it is anticipated that City Council will make award decision(s) at its regular City Council meeting
on Tuesday, December 12, 2023.
prior to the deadline of Thursday December 7, 2023, at 10:00 a.m. ny electronic materials to
by
1. Business Statement – Cover page and brief description of organization, mission statement, and
primary function.
2. Detailed Project Budget – Propose an award amount that will allow you to fulfill your project, and
describe other funding sources, including the status of those funds, that will be utilized in
operating your proposed program. Please provide a plan for addressing any remaining budget
gaps. If the proposal is flexible on the amount of funds needed, please indicate how to include a
specific, alternative plan for consideration.
3. Annual Operational Budget -
4. Project Summary and Scope of Work – Provide a concise summary of your request and what it
will accomplish. If it is part of a larger project, you may briefly describe the overall project. Fully
describe the scope of the project.
5. – Address the project administration from award date through
completion including the team composition and costs for operation and management.
6. – List specific goals and how your organization will measure the successful use
of any awarded grant funding. Include the methodology used to determine if goals are met and
the specific impact the grant funding would have on the project. Address the type of services that
will be provided and how many individuals are expected to be served.
7. Board of Directors - List of organization’s Board of Directors and principal staff.
8. – (Optional) For use during presentation to Council on
th
December 12. This will include any PowerPoint presentation file which may be submitted on a
USB drive or by emailing the presentation to Sarah Farr at sfarr@spokanevalleywa.gov. Entities
th
must include all presentation items when submitting their original proposal by the December 7
deadline.
-
Request for Proposals for Behavioral Health and Human Trafficking Grant
grant agreement, then the recipient will not receive the grant funds.
The City’s proposed grant agreement, with the terms and conditions, will be required for any awarded
project. The proposed contract includes standard terms and conditions, including certain federal
requirements. Some key contract terms are provided below. Please note that the City expects all
submitting entities to consent to the City contract, identified terms and conditions below, including without
limitation all federal requirements, and does not anticipate agreeing to any modifications or exceptions.
Any proposed exceptions or modifications to the contract terms and conditions provided below must be
noted in the responsive submittal. The exception to this is in the drafting of the Scope of Work. The City
reserves the right to negotiate and revise any or all contract terms and conditions prior to contract
signature.
Key contract terms include, but are not limited to, the following:
1. Recipient may not use the grant funds for any purpose other than the agreed upon Scope of Work.
2. Recipient must use the grant funds for secular purposes only, and in compliance with all applicable
laws, including but not limited to the Revised Code of Washington, the Washington State
Constitution, and the United States Constitution.
3. If any portion of the grant funds are to be used by the recipient to purchase real property, then
the recipient must agree to a deed restriction that (a) will be recorded against title and be binding
on all future transferees/purchasers, (b) has at least a 15-year duration, and (c) requires the
subject real property to be used for the same or similar public purpose for which it was purchased.
The particular language of the deed restriction will be negotiated based on the Scope of Work and
purpose for which the subject real estate is obtained.
As part of the grant agreement, the City typically requires recipients to maintain commercial general
liability insurance in the amount of $2,000,000 General Aggregate and per occurrence, automobile
right to obtain services through other means.
Non-
or refrain from proposing.
Request for Proposals for Behavioral Health and Human Trafficking Grant
ty selected by the City prior to the date of the contract.
Non-Endorsement
property of the City.
Under Washington State law, the documents (including all such items as described in RCW 42.56.010 for
submission to the City, subject to mandatory disclosure upon request by any person, unless the
mail and electronic mail if the person has provided an e-
Request for Proposals for Behavioral Health and Human Trafficking Grant
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE:Motion Consideration: 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, the 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, the 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, the City 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, the City 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.
On December 5, 2023, the City Council heard a presentation and request from Spokane
Sports to use $400,000 in TPA-generated revenue for sports recruitment and marketing
services for 2024. By consensus, the City Council directed staff to bring forward a motion
to authorize City Manager or designee to execute a contract with Spokane Sports for
$400,000 to provide sports recruitment and marketing services for 2024.
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, the 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, the 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 November 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 the City Council approve this
request.
On December 5, 2023, Spokane Sports provided a presentation and details outlining a proposed
Scope of Work and fee of $400,000 for 2024 sports recruitment and marketing services. City
Council directed staff to bring forward a motion to authorize City Manager or designee to execute
a contract with Spokane Sports for $400,000 to provide sports recruitment and marketing services
for 2024.
OPTIONS: Motion to authorize City Manager or designee to execute a contract 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: Move to approve City Manager or designee to execute
a contract with Spokane Sports for $400,000 to provide sports recruitment and marketing services
for 2024.
BUDGET/FINANCIAL IMPACTS: $400,000 for recruitment of sporting events and marketing to
promote tourism in Spokane Valley.
STAFF CONTACT: Mike Basinger, Economic Development Director
ATTACHMENTS: Spokane Sports Recruitment and Marketing services scope and fee.
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: December 12, 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: Motion Consideration: Lodging Tax Grant Allocations
GOVERNING LEGISLATION: State Law RCW 82.08 and 67.28; Spokane Valley Municipal Code
3.20
PREVIOUS COUNCIL ACTION TAKEN: Thus far in 2023 for the 2024 awards, the Council has
had discussions pertaining to lodging tax as follows:
July 18, 2023 where we discussed:
o Lodging tax in general – what it is and how it may be expended.
o The Lodging Tax Advisory Committee (LTAC) – what it is and its role in the process.
o The Council’s role in the process.
o Council goals and priorities for the LTAC.
August 8, 2023, where Council discussed and reached consensus on the goals and
priorities that should be included in the lodging tax grant application and communicated to
the LTAC.
November 14, 2023 where Council heard an administrative report on the LTAC
recommended lodging tax grant allocations.
BACKGROUND: The City has imposed and levied a total tax of 3.3% on furnishing of lodging
that occurs in Spokane Valley. The total tax is made of two portions, a 2% tax and 1.3% tax, and
each portion may be used for different purposes. The 2% portion may be used to promote tourism
to the City. The 1.3% portion has been further restricted by City Council to be used “solely for
capital expenditures for acquiring, constructing, making improvements to or other related capital
expenditures for large sporting venues or tourism-related facilities.”
The organizations to which the tax proceeds are distributed are ultimately determined by the City
Council which receives a recommendation from the Lodging Tax Advisory Committee (LTAC).
The LTAC is comprised of five members who are appointed by the City Council. The LTAC
membership must include:
At least two representatives of businesses that are required to collect the tax,
At least two people who are involved in activities that are authorized to be funded by the tax,
and
One elected city official who serves as chairperson of the LTAC
The LTAC makes its recommendations based upon a combination of written application materials
and a presentation that is made to them by each applicant.
On October 26, 2023, the LTAC met to consider proposals and presentations from applicants
seeking a portion of the $1,252,200 appropriated in the City’s 2024 Budget for the 2% portion of
lodging taxes in Fund #105, and for amounts from the 1.3% portion of taxes in Fund #104.
The requests received for 2024 awards from the 2% portion of the tax totaled $641,360.
Presentations for these funds were made by Cody Productions, CNC Productions, Family Guide,
JAKT for both Crave and Farmer's Market, Northwest Winterfest, Spokane Conservation District,
Spokane Co Fair and Expo Center, Spokane Valley Heritage Museum, Spokane Valley HUB
1
Sports Center, Spokane Valley Summer Theatre, Victory Media, Washington State Quilters -
Spokane Chapter, and WinterGlow Spectacular.
One application was received from The City of Spokane Valley in partnership with Spokane Sports
from the 1.3% tax for a capital project to develop a Cross Country/Cyclocross Course &
Clubhouse at Flora Park.
Following applicant presentations, the LTAC members briefly discussed both the merits of making
particular awards to various applicants and how they felt revenues should be allocated. These
recommendations were made in two motions. The first motion included the awards from the 2%
lodging tax from Fund #105 as noted in the chart below. The recommended grant funding
allocations from the 2% tax totals $458,625. As part of this first motion, the LTAC also
recommended transferring $793,575 from Fund #105 to Fund #104. The first motion passed
unanimously.
The second motion was regarding funding for a new Cross Country/Cyclocross Course &
Clubhouse at Flora Park as a capital project from the 1.3% lodging tax in Fund #104. The motion
unanimously passed to recommend allocating $4,400,000 to the City of Spokane Valley in
partnership with Spokane Sports for this project.
At times some organizations apply for funding through both the Outside Agency and the Lodging
Tax award processes. The HUB, JAKT, Spokane Valley Heritage Museum, Spokane Valley
Summer Theatre, all applied for Lodging Tax Funding for 2024, as well as for 2024 Outside
Agency funding. On November 14, 2023, staff provided an administrative report to City Council
on the LTAC’s recommended allocations, which were as follows:
2
AmountAmounts
ApplicantRequestedRecommended
Applicants for 2% Tax:
1)Cody Productions 10,0008,250
2)CNC Productions 10,0007,000
3)Family Guide 15,00012,000
4)JAKT - Crave! 60,00048,750
5)JAKT - Farmer's Market 20,00012,250
6)Northwest Winterfest 45,00036,250
7)Spokane Conservation District 101,86020,750
8)Spokane Co Fair and Expo Center 75,00055,250
9)Spokane Valley Heritage Museum 37,50026,125
10)Spokane Valley HUB 147,000147,000
11)
Spokane Valley Summer Theatre 25,00025,000
12)
Victory Media 50,00038,750
13)Washington State Quilters - Spokane Chap 25,00017,500
14)WinterGlow Spectacular 20,0003,750
Transfer to Fund #104 (1.3% tax)793,575
641,360 1,252,200
Total Available for Awards in 2024 from 2% Tax1,252,200
Applicants for 1.3% Tax:
1)City of Spokane Valley - Spokane Sports 4,400,000 4,400,000
793,575
Total Available for Awards in 2024 from 1.3% Tax after transfer5,533,478
4,400,000
Fund #104 (1.3% Tax) balance 1,133,478
As occurred with the LTAC, staff recommends City Council consider the allocation in two separate
motions – one for use of money in Fund #104 and one for use of money in Fund #105. This
allows independent discussion on the use of funds from the two sources.
OPTIONS: The options for City Council action have been viewed as primarily being limited to
either (1) approving some or all of the listed recipients and amounts recommended by the LTAC
or (2) not approving any recipients and having the LTAC revise its recommendation for further
City Council action. However, under RCW 67.28.1817, a municipality may propose “a change in
the use of revenue received under \[RCW 67.28\],” but must submit the proposal to the LTAC for
review and comment. Then, the LTAC must be given at least 45 days to review and provide
comments prior to final action by the municipality. This allows the City Council to conduct its own
review of the materials submitted, including the minutes and recommended amounts by the LTAC,
to come up with its own proposed distribution of the revenue for any of the applicants, which may
3
be the same or different from the LTAC recommendation. If it is different, the City must give the
LTAC 45 days to review and provide comments on the proposed revised distribution before taking
final action.
RECOMMENDED ACTION OR MOTION:
Motion #1: I move to make the following allocation of Lodging Tax funds for calendar year 2024
from Fund #105 from the 2% tax:
Cody Productions – up to $8,250
CNC Productions– up to $7,000
Family Guide – up to $12,000
JAKT - Crave! – up to $48,750
JAKT - Farmer's Market – up to $12,250
Northwest Winterfest – up to $36,250
Spokane Conservation District – up to $20,750
Spokane Co Fair and Expo Center– up to $55,250
Spokane Valley Heritage Museum – up to $26,125
Spokane Valley HUB Sports Center – up to $147,000
Spokane Valley Summer Theatre - up to $25,000
Victory Media – up to $38,750
Washington State Quilters Spokane Chapter– up to $17,500
WinterGlow Spectacular – up to $3,750
And a transfer of the remainder of actual lodging tax collections in the amount of $793,575 to be
moved into the 1.3% Lodging Tax Fund #104.
Motion #2: I move to allocate $4,400,000 of Lodging Tax funds from Fund #104 from the 1.3%
tax to the design, construction, and other associated costs of the City of Spokane Valley and
Spokane Sports Cross Country Course Project as presented in its 2024 lodging tax application.
BUDGET/FINANCIAL IMPACTS: The 2024 Budget includes total revenues of $1,590,000 in
lodging taxes, including $910,000 from Fund #105 from the 2% tax and $680,000 in Fund #104
from the 1.3% tax. Total expenditures are budgeted at $1,282,200 in Fund #105, including
$30,000 to offset advertising at CenterPlace and up to $1,252,200 to be allocated through this
award process. The fund balance at the conclusion of 2024 is expected to be about $181,000 in
Fund #105, which should be adequate to cover cash flow needs. There are currently no budgeted
2024 expenditures in Fund #104; however, if the Cross-Country course project is awarded,
expenditures will be added in a future 2024 budget amendment. If $4,400,000 is awarded from
Fund #104, there will be an estimated remaining fund balance of about $1,813,000 in that fund
after the transfer of $793,575 from Fund #105.
STAFF CONTACT: Sarah Farr, Accounting and Finance Program Manager
ATTACHMENTS:
Minutes of October 26, 2023, Lodging Tax Advisory Committee meeting.
Lodging Tax Application and Award History for the years 2019 through 2023.
4
MINUTES
LODGING TAX ADVISORY COMMITTEE MEETING
SPECIAL MEETING
October 26, 2023 8:00 a.m.
CenterPlace Regional Event Center
2426 N Discovery Place
_____________________________________________________________________________________
Attendance:
Lodging Tax Advisory Committee Members: Staff:
Chair: Deputy Mayor Rod Higgins Chelsie Taylor, Finance Director
Grant Guinn, Tru by Hilton Tony Beattie, Sr. Deputy City Attorney
Kary Gibbs, Spokane County Fair Board Sarah Farr, Accounting & Finance
Amanda Alcamo, Oxford Suites Program Manager
Justan Kinsel, IT Specialist
Marci Patterson, City Clerk
------------------------------------------------------------------------------------------------------------------------------
Chair Deputy Mayor Higgins called the meeting to order at 8:00 a.m. and welcomed everyone, after which
there were self-introductions. Deputy City Attorney Beattie introduced himself, and explained that as
appointed officials, members of this committee are subject to laws such as those dealing with open
government; and he went through his Open Public Government PowerPoint training for Committee
members, explaining the various portions of the Public Records Act, and the Open Public Meetings Act.
Opening Comments: Accounting and Finance Program Manager Ms. Farr and Finance Director Taylor gave
an overview of the contents of the notebook, including the Lodging Tax committee process, City Council
goals and Priorities for use of Lodging Tax Revenues and provided instruction on the presentations that
were to follow.
Public Comment Opportunity: Chair Higgins explained that this is an opportunity for public comment and
that comments will be limited to three minutes each. Chair Higgins opened the floor for public comments.
No public comments were offered.
Chair Higgins called for a recess at approximately 8:45 a.m. The meeting reconvened at 9:00 a.m.
Presentations were made in the following order:
1. CNC Productions LLC – Mr. Chris Cody
The applicant seeks $10,000 to market the annual RV show.
2. Cody Productions Inc – Mr. Chris Cody
The applicant seeks $10,000 to market the Spokane Motorcycle Show and Sale.
3. Family Guide – Ms. Charity Doyl and Mr. Rahul Sharma
The applicants seek $15,000 to promote their Diwali & Vegetarian Festival, also known as the Festival of
Lights; said the event will likely be held at the Mirabeau, Fairgrounds, or CenterPlace.
4. JAKT-Crave – Mr. Adam Hegsted, and Mr. Rob Holman
The applicants seek $60,000 to continue marketing and operations of their event.
5. JAKT – Farmer’s Market – Mr. Adam Hegsted, and Mr. Rob Holman
The applicants seek $20,000 to continue marketing and operations of their event.
6. Northwest Winterfest – Mr. Sam Song
LTAC Minutes October 26, 2023 Page 1 of 3
The applicants seek $45,000 for the 2024 event, which he explained will continue to be held indoors due to
winter weather.
7. Spokane Conservation District – Ms. Vicki Carter and Ms. Brittany Tyler
The Spokane Conservation District seeks $163,763 to market and promote the new Quarry Event Center.
8. Spokane County Fair and Expo Center – Ms. Erin Gurtel and Ms. Rachelle Buchanan
The Spokane County Fair and Expo Center seeks $75,000 to continue to enhance the fair marketing program
and bring in more guests and attractions.
9. Spokane Valley Heritage Museum – Ms. Jayne Singleton & Mr. Tom McArthur
The applicants seek $37,500 to assist in their tourism promotion and marketing efforts to include the 2024
rack card, and for additional Smithsonian exhibits.
10. HUB Sports Center – Mr. Phil Champlin
The applicant seeks $147,000 to market their 2024 events and promote tourism to the area.
11. Spokane Valley Summer Theatre – Dr. Marnie Rorholm
The applicant seeks $25,000 to market the 2024 SVST Season.
Chair Higgins called for a recess at 10:30 a.m. The meeting reconvened at 10:45 a.m.
12. Victory Media – Mr. Jesse Johnson & Mary Patterson
The applicant seeks $50,000 for their SHOP, EAT, STAY event, which would be a package event to
potential tourists, and would include the Spokane Valley Mall, Hampton Inn and Tru by Hilton.
13. Washington State Quilters – Ms. Vicki Trudel and Cheryl Clossin
The applicant seeks $25,000 to market and advertise the 2024 Quilt Show in October.
14. WinterGlow Spectacular – Mr. Tom Chamberlain
The applicant seeks $25,000 to market and advertise the 2024 holiday light show set up in Orchard Park in
the City of Liberty Lake.
Finance Director Taylor offered clarification that the prior presentations were for the 2% tax and the
following single presentation was for the 1.3% tax.
15. City of Spokane Valley – Mr. Mike Basinger
The applicant seeks $4,400,000 in partnership with Spokane Sports to develop the Cross
Country/Cyclocross Course & Clubhouse at Flora Park.
Lodging Tax Advisory Committee members develop funding recommendations
Ms. Farr said once the committee members have completed their individual recommendations, to please
hand them to her and she will include all the totals on one spreadsheet. Ms. Farr said that once all figures
are included on the spreadsheet, the average is the starting point in the discussion; that committee members
are free to discuss this, that they can stay with the average, or negotiate different values for different events;
and once completed, she will need a motion on the applicant allocations, followed by a motion for the 1.3%
tax request.
Lodging Tax Advisory Committee member discussion and award recommendation
Members gave their recommendations to Ms. Farr who entered them on the spreadsheet, along with the
average for each item. The committee members discussed the allocated amounts. It was then moved by Mr.
LTAC Minutes October 26, 2023 Page 2 of 3
Guinn, seconded and unanimously agreed to accept the recommendation of $458,625 and transfer the
balance to Fund 104 per the following spreadsheet. The amounts are as follows:
Cody Productions: $8,250
CNC Productions: $7,000
Family Guide: $12,000
JAKT-Crave!: $48,750
JAKT-Farmer’s Market : $12,250
Northwest Winterfest: $36,250
Spokane Conservation District: $20,750
Spokane Co Fair & Expo Ctr: $55,250
Spokane Valley Heritage Museum: $26,125
Spokane Valley HUB: $147,000
Spokane Valley Summer Theatre: $25,000
Victory Media $38,750
WA State Quilters: $17,500
WinterGlow Spectacular: $3,750
Concerning the 1.3% tax for capital projects, it was moved by Mr. Guinn, seconded and unanimously agreed
to accept the recommendation of $4,400.000 for the Cross Country Course.
It was moved by Mr. Guinn, seconded and unanimously agreed to adjourn. The meeting adjourned at
11:55a.m.
Respectfully submitted,
Marci Patterson, Spokane Valley City Clerk
LTAC Minutes October 26, 2023 Page 3 of 3
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE:Motion and Consideration of 2024 Draft Federal Legislative Agenda
GOVERNING LEGISLATION: N/A
PREVIOUS COUNCIL ACTION TAKEN: The 2023 Federal Legislative Agenda was adopted on
December 20, 2022 and amended on June 6, 2023 to add the Barker/I-90 Interchange project.
The draft 2024 Federal Legislative Agenda was reviewed at the November 14, 2023 City Council
meeting.
BACKGROUND:
Following the November 14 Admin Report, no changes were made to the proposed projects or
policy statements on the agenda. On the map shown on the Legislative Agenda, the 2025 funding
requests were added and a number was corrected.
As mentioned on November 14, project description flyers would be updated and brought back to
provide more current information about the capital projects. A project team that included the new
Communications Manager, Engineering Manager, Engineering Planning and Grants Manager
and Legislative Policy Coordinator met to align the project descriptions with the City’s prior funding
requests and update and standardize the look for consistency. The CPW Director and City
Services Administrator also participated in the final content review.
With the new formatting of the Legislative Agenda, the content carried over to a second page. A
sentence, that was not deemed necessary, was removed from the agenda so it would fit on one
page. That sentence is shown below:
“The City of Spokane Valley’s legislative priorities include
four capital infrastructure projects and three policy statements.”
The Federal Legislative Agenda and project flyers will be posted on the City’s website and
distributed in upcoming meetings with our Congressional delegation. The project flyers now align
with our current Congressionally Directed Spending (CDS) requests and may be slightly amended
prior to our 2024 DC trip to reflect 2025 CDS or other funding requests.
2024 DRAFT FEDERAL LEGISLATIVE AGENDA
The proposed 2024 Federal Legislative Agenda includes the same four capital projects adopted
in June of 2023 and three key policy priorities as reviewed in November.
CAPITAL PROJECTS
The flyers include project descriptions, graphics, cost estimates and funding information. Each
flyer includes the challenge, goal and project context for the following projects:
Sullivan/Trent Interchange
Argonne Road Bridge Improvements at Interstate 90
Barker Road/Interstate 90 Interchange
South Barker Road Corridor Projects.
POLICY STATEMENTS
The following policy statements address the Council’s priorities of housing, substance abuse,
public safety, transportation and infrastructure.
1. Policy Consideration #1 – Concern Over the Unhoused and Growing Epidemic of
Substance Abuse: The City of Spokane Valley supports immediate passage of legislation
to reauthorize the SUPPORT Act and encourages action by the courts to reverse harmful
court decisions limiting the City’s ability to regulate its public spaces. The City will advocate
for federal programs and funding to advance meaningful outcomes to address
homelessness. Additionally, the City will seek to utilize programs and funding from the
federal government to increase drug treatment and enforcement programs. The City
supports passage of the Halt Fentanyl and Fend Off Fentanyl Acts to address the national
fentanyl crisis.
2. Policy Consideration #2 - Eliminate Obstacles to Efficient Implementation of Federal
Transportation Projects: The City has encountered obstacles to the timely use of federal
funding in the construction of critical transportation projects. The City will work with
Washington State’s Congressional representatives and the U.S. Department of
Transportation to ensure that coordination between federal agencies does not continue to
delay the efficient use of federal transportation funds.
3. Policy Consideration #3 – Continue Federal Infrastructure Partnerships: Given the
unprecedented growth and maintenance needs of existing infrastructure within the region,
the City encourages Congress to continue federal participation in locally directed projects.
The City fully supports its partnership with the Federal Department of Transportation to
implement the projects and programs funded through federal grant programs. The City
encourages Members of Congress to visit our region and see the extraordinary growth
driving these critical infrastructure projects and the City’s wise stewardship of federally
awarded funds.
OPTIONS: Approve the proposed 2024 Federal Legislative Agenda as presented or take other
action deemed appropriate.
RECOMMENDED ACTION OR MOTION: Move to approve the 2024 Federal Legislative Agenda
as presented.
BUDGET/FINANCIAL IMPACTS: N/A
STAFF CONTACT: Virginia Clough, Legislative Policy Coordinator
ATTACHMENTS: Proposed Legislative Agenda, Project Description Flyers (4)
2024 Federal Legislative Agenda
10210 E Sprague Avenue Spokane Valley, WA 99206
Phone: (509) 720-5000 www.SpokaneValleyWA.gov
CAPITAL PROJECTS
These projects offer practical solutions to improve capacity, mobility and safety on the National Highway System
while preserving and hardening Interstate 90. The City is committed to sustaining a national system with
thoughtful, local improvements.
Sullivan/Trent Interchange
Total Cost: $42 Million
2024 CDS Request: $3 Million(Pending)
2025 CDS Request: $5 Million
Barker/I-90 Interchange
Total Cost: $40 Million (Est.)
2025 CDS Request $4 Million
Argonne Bridge at I-90
South Barker Corridor
Total Cost: $24 Million (Est.)
Total Cost: $41Million
2025 CDS Request: $3 Million
2025 CDS Request $3 Million
POLICY STATEMENTS
Concern over the Unhoused and Growing Epidemic of Substance Abuse
The City of Spokane Valley supports immediate passage of legislation to reauthorize the SUPPORT Act and
encourages action by the courts to reverse harmful court decisions limiting the City’s ability to regulate its public
spaces. The City will advocate forfederal programs and funding to advance meaningful outcomes to address
homelessness. Additionally, the City will seek to utilize programs and funding from the federal government to increase
drug treatment and enforcement programs. The City supports the passage of the Halt Fentanyl and Fend Off Fentanyl
Acts to address the national fentanyl crisis.
Eliminate Obstacles to Efficient Implementation of Federal Transportation Projects
The City has encountered obstacles to the timely use of federal funding in the construction of critical transportation
projects. The City will work with Washington State’s Congressional representatives and the U.S. Department of
Transportation to ensure that coordination between federal agencies does not continue to delay the efficient use of
federal transportation funds.
Continue Federal Infrastructure Partnerships
Given the unprecedented growth and maintenance needs of existing infrastructure within the region, the City
encourages Congress to continue federal participation in locally directed projects. The City fully supports its
partnership with the Federal Department of Transportation to implement the projects and programs funded through
federal grant programs. The City encourages members of Congress to visit our region and see the extraordinary
growth driving these critical infrastructure projects and the City’s wise stewardship of federally awarded funds.
Dec. 5, 2023
Sullivan/Trent
Interchange Project
Challenge:The Sullivan Road Bridge over State Route 290 (Trent Avenue) was built in 1960 and is
ratedtoday as“structurally deficient, high risk, and in poor condition,” Washington State Department of
Transportation’s (WSDOT) lowest rating.Further, the failing interchange creates extensive congestion
for one of the region’s busiest freight corridors.
Goal:$36.5 milliontoreconstruct the interchangewhileimproving safety and efficiency for all users.
ProjectContext:Sullivan Road between I-90 and SR 290 is home to 9,000 jobs, 85% directly related to freight.
Large employers, including Spokane Business Park (SBIP), Kaiser Aluminum, Mercer Mass Timber and
Amazon, move their goods and employees via Sullivan Road and Bigelow Gulch Road. The Sullivan-
Bigelow corridor connects to Spokane’s Northeast Public Development Authority (NEPDA) and WSDOT’s
Future US 395 (North Spokane Corridor). Massivefreight and commuter traffic causes chaotic half-mile
backups and traffic operations have a Level of Service (LOS) “F” during rush hour, the worst rating. The
bridge girders have insufficient clearance and are often struck by trucks traveling on SR 290.
BigelowGulch-Sullivan Corridor
NEPDA
SR 290
Amazon
SBIP
Mercer
Kaiser
I-90
Existing –Traffic SignalsProposed –New Roundabouts
Project Highlights
Funding: $42 MillionEstimated Total Cost
Safety: Eliminates dangerous left turns and
minimizes fatal/severe angle collisions
$4 Million Design (Fully Funded)
$1.5 Million Right-of-Way (Fully Funded)
Bridge Condition:Restores substandard bridges
to promote freight expansion
$36.5 Million Construction (Unsecured)
Funding Need: $36.5 Million
Traffic Capacity: 2030Level of Service (LOS)
improves from “F” to “A”
Potential RAISE Application FY 2024
Request CDS FY 2025: $5 Million
All Users:Newshared use path and sidewalk
provides safety andcomfort
Secured Funding: $7.6 Million
Community:Support for proposed design
$1.0 Million in City Funds
$6.6 Million in Federal Funds
Dec. 5, 2023
Argonne Road Bridge
Improvements at Interstate 90
Challenge: The existing two-lane Argonne Road Bridge over Interstate 90 (I-90) is the critical bottleneck
moving through Spokane Valley and eastern Spokane County. The bridge is old, undersized, weight-
restricted, has insufficient clearance over I-90 and has no pedestrian or bicycle facilities.
Goal: Seeking$3 million to finalize the design of the bridge replacement over Interstate 90.
Project Context: The Argonne Road Bridge over Interstate 90 is a principal arterial and designated T-1
freight corridor experiencing over 10 million gross tons annually, Washington State Department of
Transportation’s (WSDOT) highest rating. The project will reconstruct the existing bridge and add a third
lane to improve safety and traffic flow. Anew shared-use path willaddpedestrian andbicycle facilities to
improvesafe mobility for all users.
Partners
By 2026,Spokane Transit Authority
(STA), the region’s transit provider,
will construct its I-90 regional Park
andRide Facility along the southern
limits of the interchange.
This transit project is fully funded by
WSDOT and STA. Together, the
Existing
City, STA and WSDOT will be
Three-Lane
responsible for collaborating to
Reconstruct
Bridge to Remain
deliver these companionprojects.
Existing Bridgeand
Add ThirdLane
Estimated Cost (By Phase)
In 2022,Spokane Regional
Transportation Council (SRTC)
awarded $1.2 million to beginproject
design. The City requires an
additional $3 million to complete
design.The City initiated its
preliminary design efforts in fall
2023.
New STA
Park and Ride
Transit Facility
Design $ 4.2 Million
2026
Construction $24.0 Million
Total Estimated Cost: $28.2 Million
Dec. 5, 2023
Barker Road/Interstate 90
InterchangeProject
Challenge:The Barker Road/Interstate 90 (I-90) Interchange iscriticallyundersized and is approaching its
point of failurethat inhibits new development in the City and adjoining jurisdictions.
Goal: Seeking $4millionfor the engineering design phase to reconstruct the interchange.
ProjectContext:The Barker Road and I-90 interchange is the most important element of this regional corridor.
This project will replace the two-lane bridge with a new four-lane bridge and replace the single-lane roundabouts
with new two-lane roundabouts. Immense industrial and residential growth spanning Spokane Valley, Spokane
County and Liberty Lake has overwhelmed the interchange and the project’s design must start immediately.
The interchange operates at a Level of Service (LOS) “E” or “F” during rush hours, which equates to standstill
traffic conditions with unstable traffic flow and extensive congestion. The interchange serves over800 acres of
industrial propertyand220 acres of homeswithin city limitsalone. Barker Road is a key arterial for vehicles
accessing Interstate 90, the east-west Sprague Avenue corridor, and the City’s Northeast Industrial Area.
Project Partners
Estimated Cost(By Phase)
Federal Highway Administration
Preliminary Engineering $ 4 Million
Washington State Departmentof Transportation
Right-of-Way $ 2 Million
Spokane County
Construction $34 Million
Spokane Regional Transportation Council
Total Estimated Cost: $40 Million
Greater Spokane Valley Chamber of Commerce
Replace Three-Lane
Potential to Realign
Bridge with Four-Lane
BooneAve/BarkerRd
Bridge
Intersection
Replace Single-Lane
Roundabouts with
Two-Lane
Roundabouts
Potential to Realign
Broadway Avenue,
East of Barker Road
Dec. 5, 2023
South Barker Road
Corridor Projects
Challenge:Barker Road is bursting at the seams. The corridor is undersized and struggles to provide access
to its bustling commercial and industrial districts that have tripled in size in the past five years.
Goal:Seeking $3 million to deliverkey projects necessary to accommodate rapid growth and commerce.
Project Context:The Barker Road corridor is a key arterial that parallels the eastern boundary of Spokane
Valley and intersects with I-90, connecting people and goods to over 800 acres of industrial property and 220
acres of homes. The area is experiencing rapid industrial growth north of the interstate and expanding residential
neighborhoods south of the interstate, particularly in Spokane County and east in the City of Liberty Lake. The
congestion creates unwarranted safety hazardsanddelays, slows the overall economic growth and dampens
the prosperity of our region.
Required Project Elements
Mission to Boone
1
Reconstruction: Widen to five lanes (Not Started)
Barker Road/Interstate 90 Interchange
2
Included on Federal Agenda - See Project Flyer
(Costs are not included in the funding status below)
I-90 to Appleway
3
Reconstruction: Widen to five lanes (Not Started)
Sprague/Barker Roundabout
4
Single lane roundabout (Completed in 2022)
Appleway to City Boundary
5
Reconstruction: Widen to three lanes (In Design)
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4/Barker Roundabout
6
Single lane roundabout (In Design)
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8/Barker Roundabout
7
Single lane roundabout (In Design)
Partners
Funding Status
Federal Highway Administration
Total Costof Projects $41.1 Million
Washington State Departmentof Transportation
Completed Projects $ 2.7 Million
Spokane County
Secured Funds $ 6.7Million
Impact Fees $ 3.6 Million
Spokane Regional Transportation Council
Greater Spokane Valley Chamber of Commerce
Total Funds Required $28.1 Million
Dec. 5, 2023
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE:Motion Consideration: Amended 2024 State Legislative Agenda
GOVERNING LEGISLATION: N/A
PREVIOUS COUNCIL ACTION TAKEN: An admin report was provided to City Council on
September 5 and the 2024 State Legislative Agenda was adopted on October 3, 2023.
BACKGROUND: The 2024 State Legislative Agenda includes two funding requests (Cross
Country Sports Complex and Sullivan/Trent Interchange), a support request for the Performing
Arts Center and several policy statements.
Since the agenda was adopted, the project description for Sullivan/Trent Interchange project was
updated for the Federal Legislative Agenda and the Council is considering and potentially
approving a lodging tax fund allocation for the Cross Country Sports Complex on December 12.
This document assumes the City Council will approve the Lodging Tax Committee’s
recommendation for funding.
Additionally, the City is currently modernizing and standardizing its communications, so the font
and layout were updated.
The result is an improved document with updated funding request descriptions and graphics,
more streamlined layout, and a document that fits on one page, double-sided.
There were no changes to the support request or policy statements. This document will be shared
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with the 4 Legislative District at a special meeting on December 18.
OPTIONS: Review and approve the amended 2024 State Legislative Agenda.
RECOMMENDED ACTION OR MOTION: Move to approve the proposed 2024 State Legislative
Agenda.
BUDGET/FINANCIAL IMPACTS: N/A
STAFF CONTACT: Virginia Clough, Legislative Policy Coordinator.
ATTACHMENTS: Amended 2024 State Legislative Agenda
2024 State Legislative Agenda
10210 E Sprague Avenue Spokane Valley,WA 99206
Phone: (509) 720-5000 www.SpokaneValleyWA.gov
FUNDING REQUESTS
Cross Country Sports Complex
The City of SpokaneValley asks the state to
contribute $600,000 to a cross country/cyclocross
course that can host events for youth, middle
school, high school, collegiate, post-collegiate
and master athletes. Cross country would serve
as the primary use, and cyclocross, a form of
bicycle racing, would be a secondary use. The
project is in partnership with Spokane Sports.
Located at Flora Park, the over 60-acre course
will have the capacity to host premier events,
attracting visitors to Spokane Valley and
supporting the City’s tourism sector. The greater
community will also be served through new
programming, clinics, and practice opportunities. The total cost of the project is estimated at $7 million including
amenities. The City is contributing $4.4 million in lodging tax funds. City and state funds are anticipated to be
sufficient to construct a functioning course. The City isseekingadditional funding sources to complete
complimentary amenities.
Sullivan/Trent Interchange
The City of Spokane Valley requests the state’s partnership in rebuilding the Sullivan/Trent Interchange.The
Sullivan Road Bridge over State Route 290 (Trent Avenue) was
built in 1960 and is ratedtoday as“structurally deficient, high risk,
and in poor condition,”Washington State Department of
Transportation’s (WSDOT)lowest rating.Further, the failing
interchange creates extensive congestion for one of the region’s
busiest freight corridors.
Sullivan Road between I-90 and SR 290 is home to 9,000 jobs, 85%
directly related to freight.Large employers,including Spokane
Business Park, Kaiser Aluminum, Mercer Mass Timber and
Amazon, move their goods and employees via Sullivan Road and
Bigelow Gulch Road. The Sullivan-Bigelow corridor connects to
Spokane’s Northeast Public Development Authorityand WSDOT’s
Future US 395 (North Spokane Corridor). Freight and commuter
traffic causes chaotic half-mile backups and traffic operations have
a Level of Service “F” during rush hour, the worst rating. The City
is actively seeking federal funding for this project but will need state
assistance in future years. Project design and right-of-way are fully funded. Theconstruction phaseis estimated
at $36.5 million.
SUPPORT REQUEST
Performing Arts Center
The City of Spokane Valley supports ongoing efforts by the Idaho Central Spokane Valley Performing Arts Center
to utilize state and federal grants to fund a state-of-the art 59,000 square-foot performing arts center housing a
475-seat main stage, 200-seat flexible studio theater, acting conservatoryfor area youth and event and business
meeting space.
POLICY STATEMENTS
Public Safety
Public safety is the City Council’s highest priority. The Spokane Valley City Council and its residents support a
commonsense and meaningful approach to public safety policies that protect lives and property and do not erode
trust in government. Examples include:
Enacting increased penalties for the possession of controlled substances, especially fentanyl, and
allocate the necessary funding to ensure the policy can be implemented with readily available treatment
services and swift and meaningful consequences for those who fail or lack a willingness to complete
treatment.
Enacting policies and increased penalties to address rising retail theft and property crimes.
Encouraging the state to fully fund and support a comprehensive behavioral and mental health system
to serve all areas of the state.
Ensuring that the state’s policy on possession of controlled substances can be implemented with readily
available treatment services and swift and meaningful consequences for those who fail or lack a
willingness to complete treatment.
Re-establishing a reasonable suspicion standard for when officers engage in vehicular pursuits.
Increasing investments in alternative response teams, such as the City’s behavioral health unit and
homeless outreach that pair an officer with either a social worker or a mental health professional in a co-
responder model.
Increasing resources to hire, train, retain, and protect law enforcement officers.
Supporting efforts to reduce traffic fatalities at no additional cost to residents, including increased driver’s
education.
Remove Barriers to the Construction of Housing
The City calls on the state to remove barriers to the construction of housing to make it more affordable. These
include, but are not limited to:
Continuing to revise condominium liability regulations.
Evaluating the impact of the state energy and building codes on the cost of construction.
Providing tax incentives.
Tax Relief
The City of Spokane Valley calls on the Legislature to provide relief to Washington’s taxpayers, as has occurred
in other states.
Local Decision-Making Authority
A foundational belief for the Spokane Valley City Council and the citizens they represent is that the most effective
level of government is the one closest to the people. As such, the Council urges the Legislature to respect local
decision-making. Some examples include management of right-of-way and land use decisions.
Protect and Restore Local State-Shared Revenues
The City requests that the Legislature protect and enhance local state-shared revenues to allow the City to
deliver vital services to its residents. These funds include the Liquor Excise Tax Account, Liquor Board Profits,
Municipal Criminal Justice Assistance Account, City-County Assistance Account, and Marijuana Revenues.
Growth Management Act Policies
The City of Spokane Valley will explore proposals making changes to the Growth Management Act, including
making it easier to complete an urban growth area (UGA) swap. The City encourages the state to allocate
adequate funding to cities to effectively implement planning directives from the state.
Reducing Costs Through Reform
Like many in Washington State, the City of Spokane Valley is facing rising project costs amid an influx of state
and federal funding and limited contractors. The City supports legislative efforts that aim to reform regulations
that are causing project costs to rise, including implementing Disadvantaged Business Enterprise (DBE) goals
that take into consideration the availability of DBE’s regionally rather than state-wide.
The City supports AWC legislative agenda items that serve the best interests of Spokane Valley.
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: Dec 12, 2023 Department Director Approval:
Check all that apply: consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Motion Consideration – Park Landscape Maintenance Contract
Awards
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;
Administrative Report: Park Maintenance RFP Update, 12/05/2023.
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 contracted park maintenance: 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 landscape
maintenance 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 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 in the parks. These staff are included in the
adopted 2024 Budget.
Based on this direction from Council, a Request for Proposals (RFP) for up to three separate
Landscape Maintenance contracts – Linear Parks and Roadways; Signature Parks; and
Designated Parks – was developed and published on October 9, 2023.
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A Pre-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 provided an Administrative Report to Council on December 5, 2023 outlining the RFP
process, the proposals submitted, and the Evaluation Committee’s recommendation, including
budget impacts, for Council discussion. A copy of that presentation is attached to this RCA for
reference. Staff received consensus from Council on December 5, 2023 to bring back a motion
to award the contracts for landscape maintenance services as recommended by the evaluation
committee:
1. Landscape Maintenance of Linear Parks to Senske Services with an initial annual
amount of $488,450.
2. Landscape Maintenance of Designated Parks to Senske Services with an initial
annual amount of $625,800.
3. Landscape Maintenance of Signature Parks to Clearwater Summit Group with an
initial annual amount of $669,085.
Note that the initial amount for Signature Parks of $669,085 submitted by Clearwater Summit
group was based upon a full year of service at Balfour Park. Due to the current anticipated
completion date for the Balfour Park Phase I project in the spring of 2024, there will not be a full
year of service in 2024 under the awarded contract and the first annual amount for Signature
Parks will be lower than that submitted amount of $669,085.
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: Move to (1) award the contract for Landscape Maintenance of Linear Parks to
Senske Services, (2) award the contract for Landscape Maintenance of Designated Parks to
Senske Services, (3) award the contract for Landscape Maintenance of Signature Parks to
Clearwater Summit Group, all such awards with an initial annual amount not to exceed the
amounts submitted by each respondent in their proposals dated November 9, 2023, and (4)
authorize the City Manager to negotiate, finalize and execute said contracts; or take other action
as deemed appropriate.
RECOMMENDED ACTION OR MOTION: Move to (1) award the contract for Landscape
Maintenance of Linear Parks to Senske Services, (2) award the contract for Landscape
Maintenance of Designated Parks to Senske Services, (3) award the contract for Landscape
Maintenance of Signature Parks to Clearwater Summit Group, all such awards with an initial
annual amount not to exceed the amounts submitted by each respondent in their proposals
dated November 9, 2023, and (4) authorize the City Manager to negotiate, finalize and execute
said contracts in substantially the form as provided in the RFP for Landscape Maintenance of
Parks, Trails, and Open Spaces advertised October 9, 2023.
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 contracts as recommended by the evaluation committee and additional
Park Maintenance services and associated costs is anticipated to require an increase of
$668,752 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 provided to City Council on December 5, 2023, a copy of
which is attached to this RCA for reference.
STAFF CONTACT: John Bottelli, Parks & Recreation Director
ATTACHMENTS:
1. Contract Form – this contract form will be utilized as a base for each of the three contracts;
2. Special Provisions for Linear Parks and Roadway Landscape Maintenance;
3. Special Provisions for Designated Parks Landscape Maintenance;
4. Special Provisions for Signature Parks Landscape Maintenance;
5. Copy of Presentation provided to City Council on December 5, 2023
6. Link to RFP Advertisement, RFP Addenda and Other Notices, RFP Submittal Responses,
and RFP Evaluation Committee Score Sheets
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
SPECIAL PROVISIONS
FOR
LINEAR PARKS & ROADWAY
LANDSCAPE MAINTENANCE
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 NorthFarr Road on the west end, then running easterly
along Appleway Avenue, and continuing eastward through theformer 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 Special Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 Special Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 Sprague (areas 1420 and 1430) on Mondays
o watering Mission (area 1460) on Tuesday and Friday
o mowing City Gateway (area CG-1) on Mondays
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 Seasonal Irrigation/Sprinkler System Adjustments<spring, summer, fall>
o Startup and Winterization <application timeframe, i.e. month, week(s)>
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-inspectionplan 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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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.
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
designated City staff has inspected the site to verify that the listed deficiencies have been
corrected and has approved the corrective work in writing.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
The City will periodically inspect the conditionof each area depicted in these Special
Provisions. The conditions shall be measured based on theseSpecial 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.
2.7 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 the active
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 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 15through October 15and 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
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 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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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.
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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
3.1.8 Measurement& Location
Measurement for mowing, trimming, and edging shall beincluded inLump 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.
3.1.9 Payment
Payment for mowing, trimming, and edging shall be included in thelump 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 standardmaintenance and repair of all
irrigation/sprinkler systems under this contract. Thisincludes 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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
Irrigating water on concrete, pavement, and unimproved areas shall be minimized.
Standard maintenance is considered operationalmaintenance 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
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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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.
3.3.2 Measurement
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.
3.4 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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.
3.4.3 Approved Fertilizer
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 fertilizers outside the recommended ratio can/shall be submitted to the City
for approval based 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
a healthy, green, and attractive landscape. 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. 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 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:
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.
City of Spokane Valley Special Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
3.5.4Herbicide 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.
3.5.5Measurement
Measurement shall be Lump Sum for “Weed Control and Chemical Spraying” as
applicable to Roadway Landscape Facilities and Irrigated Linear Park Facilities.
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
correctedimmediately 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 Landscape Facilities and Irrigated Linear Park Facilities.The
approximate number of trees and shrubs in roadway landscape facilities is listed in Chapter
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
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, andmaterials required.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
4 WORK SPECIFICATIONS – STANDARD MAINTENANCE
UNIMPROVED AREAS
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City, including standards, schedule, quantity, and location.
4.1NOXIOUS 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 of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 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.
4.1.6Payment
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, large accumulation of trash or debris, etc. shall be
City of Spokane Valley Special Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 Linear Park Facilities.”
The approximate areas of the unimproved Former Milwaukee Railroad Right-of-Way and
the Myrtle Point Natural Area, are shown in Appendices D and E.
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 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
Facilities.” The approximate area of the unimproved Former Milwaukee Railroad Right-
of-Wayis 30.65 acres and theCity-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
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.
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.
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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
5 WORK SPECIFICATIONS – PAVED TRAILS, TRAIL
CROSSINGS, AND TRAILHEAD PARKING LOT
MAINTENANCE
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including standards, schedule, quantity, and location.
5.1 SWEEPING
5.1.1General Requirements
Unless otherwise noted, hard surfaces including parking lots, pathways, sidewalks and
paved trail surfaces shall be swept, vacuumed or blown off as needed to maintain a clean
appearance. Parking lots shall be swept each spring to remove all sand, leaves, pinecones,
and other debris accumulated over the winter. The Contractor shall sweep 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
surfaces may 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. 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
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, brush control, and tree limb
clearing shall 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, andmaterials 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 containers and doggie pot stations along 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 fourdays. All
containers shallbe 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.
5.3.2Schedule 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
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) 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 stationson 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
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 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.
5.4.5Measurement
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
City of Spokane Valley Special Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
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 trail fixture inspection 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
5.6.1General 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 eight hours following the measurable accumulation of 1”. 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. 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
approval from Administrator or designeeto 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
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
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
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
sidewalks associated 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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
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 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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
Payment will be made in accordance with the Contract.
7.3DEAD 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.
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
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
The Contractor is responsible for theoperation, maintenance, and repair of all
irrigation/sprinkler systems under this Contract. Force account maintenance of this
system is considered maintenance on thoseelements of the system requiring special
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.
City of Spokane ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
8 LOCATIONS AND ESTIMATED QUANTITIES
The attached appendices containsite specific exhibit maps, and associated tables detail
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 ValleySpecial Provisions
Linear Parks and Roadway Landscape Maintenance Contract 23-___
#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
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
1.3GENERAL INFORMATION
These Special Provisions focus on general landscape maintenance of certain 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 Pool grounds (2 acres) located at 906 N Park Road
Myrna Park (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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Ponderosa future park property(17.6 acres)located at 11515 E. 47 Avenue
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 Special Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
City of Spokane Valley Special Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 Valley Mission Park on Mondays
o watering Sullivan Park on Tuesday and Friday
o mowing Castle Park 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 Seasonal Irrigation/Sprinkler System Adjustments<spring, summer, fall>
o Startup and Winterization <application timeframe, i.e. month, week(s)>
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-inspectionplan 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.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
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
designated City staff has inspected the site to verify that the listed deficiencies have been
corrected and has approved the corrective work in writing.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 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
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
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3.1.9 Payment
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 consideredoperational 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
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Designated Parks Landscape Maintenance Contract 23-___
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 meetthe
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
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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
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Designated Parks Landscape Maintenance Contract 23-___
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
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year, once in the spring, before June 1, once in the summer, and once in the fall, after
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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
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
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Designated Parks Landscape Maintenance Contract 23-___
Other fertilizers outside the recommended ratio can/shall be submitted to the City
for approval based 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 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.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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
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.
City of Spokane Valley Special Provisions
Designated Parks Landscape Maintenance Contract 23-___
3.6TREE AND SHRUB TRIMMINGAND 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 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. 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 trimmingshall be performed at least onceper 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
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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
area of the designated park facilities is 1,677 square feet. See maps and tables in Appendix
A for 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.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
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:
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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, allof which may contain noxious
weeds, areshown 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.
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 possible after 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
City of Spokane Valley Special Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 propertyare 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
property and 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
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
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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, andmaterials 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.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
5 WORK SPECIFICATIONS – HARDSCAPES, PARK
FIXTURES, AND OTHER MAINTENANCE
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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
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 be swept each spring to remove all sand and 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 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. 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 sidewalks shall 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
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Designated Parks Landscape Maintenance Contract 23-___
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 fourdays. 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.
5.2.2Schedule 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)
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 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
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Designated Parks Landscape Maintenance Contract 23-___
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
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
parks is 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
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Designated Parks Landscape Maintenance Contract 23-___
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.
5.4.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1.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
always occur incidental to other work.
5.4.3 Measurement
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 parks is
shown in the appendices in Chapter 8.
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
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
be eligible for compensation under Unexpected Maintenance as outlined 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.
5.5.2 Schedule and Notification
The Contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. 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.
5.5.3 Measurement
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
required annually is unknown.
5.5.4 Payment
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
City of Spokane Valley Special Provisions
Designated Parks Landscape Maintenance Contract 23-___
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. Ifaccumulation 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
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 sidewalksassociated
with the designated 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
Removal” and shall be paid for furnishing all tools, labor, equipment, materials, and
supplies required.
City of Spokane ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Designated Parks Landscape Maintenance Contract 23-___
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.
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
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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.
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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
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SPECIAL PROVISIONS
FOR
SIGNATURE PARKS
LANDSCAPE MAINTENANCE
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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
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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 park elements 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 signature park properties included in the scope of services for this contract are:
Balfour Park (8.6 acres) located at 105 N. Balfour Road
Mirabeau Point Park (55.1 acres) located at 13500 E. Mirabeau Parkway, including:
o Mirabeau Meadows
o Mirabeau Park Natural Area
o Mirabeau Springs Waterfall and 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.
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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
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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.
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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
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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.
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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.
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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 Seasonal Irrigation/Sprinkler System Adjustments<spring, summer, fall>
o Startup and Winterization <application timeframe, i.e. month, week(s)>
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-inspectionplan 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.
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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.
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
designated City staff has inspected the site to verify that the listed deficiencies have been
corrected and has approved the corrective work in writing.
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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.
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.
2.7 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
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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
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.
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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.
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.
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 removefrom all turf areas at least two additional times per year: once in the
Spring before April 1, and again in the fall afterfinal mowing has been completed.
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Accumulations of pine needles and other debris along fences shall be cleared away.
3.1.8 Measurement & Location
Measurement for mowing, trimming, and edging shall beincluded inLump Sum for
“Mowing, Trimming, Edging and 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 standardmaintenance and repair of all
irrigation/sprinkler systems under this contract. Thisincludes 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 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.
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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.
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Signature Parks Landscape Maintenance Contract 23-___
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.
3.4.2Schedule 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 ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
3.4.3Approved Fertilizer
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 fertilizers outside the recommended ratio can/shall be submitted to the City
for approval based 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 ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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.
City of Spokane Valley Special Provisions
Signature Parks Landscape Maintenance Contract 23-___
3.5.5Measurement
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 inChapter 8, Appendix
A.The Contractor shall take care to inspect the signaturepark 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 ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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 signature park 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.
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
4 WORK SPECIFICATIONS – STANDARD MAINTENANCE
UNIMPROVED AREAS
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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.
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
City of Spokane Valley Special Provisions
Signature Parks Landscape Maintenance Contract 23-___
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 thesample 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 Areas.” The approximate area of the unimproved portion of the 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
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
expectation that litter will always be picked up 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 isshown 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
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 areexpected to be mowed
until growth ceases in the summer.The estimated number of mows is 8-12occurrences.
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
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
Areas” and shall be paid for furnishing all tools, labor, equipment, andmaterials 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
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 be swept each spring to remove all sand and other debris accumulated
over the winter. The Contractor shall sweep all parking lots one additional time as
scheduled through the summer/fall seasons. Paved pathways, sidewalks, plazas, and sport
courts shall 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 surfaces may
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
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Signature Parks Landscape Maintenance Contract 23-___
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,
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 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 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
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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
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
City of Spokane Valley Special Provisions
Signature Parks Landscape Maintenance Contract 23-___
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
outlined in Chapter 7.
5.4.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. 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
always occur incidental to other work.
5.4.3 Measurement
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
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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.
5.5.2 Schedule and Notification
The contractor shall provide the expected work schedule for this item on the Annual
Work Plan, see section 2.1.1. Pond activation and winterization will coincide with the
park irrigation system activation and winterization.
5.5.3 Measurement
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.
5.5.4 Payment
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 components may 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
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
associated with the signatureparksshall commence at 1” or more accumulation on level
surfaces. Snow shall be removed within eighthours following the measurable
accumulation of 1inch. 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 berequired to spread a commercial ice melt product which is
deemed safe to turf, plants, and physical structures onpark pathways and municipal
sidewalks associated with the signature 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 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 park pathways 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.
5.6.4Payment
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.
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
6 INSPECTION
6.1General 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.
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Signature Parks Landscape Maintenance Contract 23-___
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 ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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.
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 ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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.
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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
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
Appendix D1: Jan-March 2024 Balfour Park Snow Removal Map
City of Spokane ValleySpecial Provisions
Signature Parks Landscape Maintenance Contract 23-___
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
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:
ohn Bottelli, Parks & Recreation Director
J
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
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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
th
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
th
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/
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
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
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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
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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
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.
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
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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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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
Appendix B Signature Parks Landscape Maintenance
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-1 is 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 ClerkName:
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, CityManagerBy:
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 #2 pertains 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 #2 serves 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
The Contractor shallsubmit anannualworkplanto theCityin accordance with Section
1.18.2 – Contractor Reports.The plan communicateswho,when,and how theContractor
willcompleteall plannedwork during the course of theyear.Adjustments tothe plan
during the yearmay be necessaryand the Contractor is toworkwith Citystaffon any
necessary revisions.
TheAnnual Work Plan should indicatesuchthingsas:
…
Specific schedule for othertask 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 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 #2 along with the full RFP, are available 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 #3 pertains 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 for the
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
commence on July 1, 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 reflects a full
year of services for the Signature Parks. In order to determine the costs for evaluation purposes,
the City will utilize the Base Bid Schedule – E3, which reflects the full year of services at the
Signature Parks.
This Addendum #3 and RFP Attachments E3(b)–Base Bid Schedule B and F3(b)–Appendix D-1,
along with the full RFP, are available 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
7 Noxious Weed Control and Chemical Spraying – LS1
Unimproved Areas
8 Litter 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 #4 pertains 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 #2 serves as notice that Section 3.4.3 Approved Fertilizer in each of the Special
Provisions documents referenced above is amended as follows:
(modifiedtext is shown in strikethrough where deleted and underlined whereadded)
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-K fertilizers 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 #4 along 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 7 November 9, 2023
ThisAddendum #5 pertains to theCity’s Request for Proposals (RFP) regarding Landscape
Maintenance for Parks, Trails, and Open Spaces.
Addendum #5 serves as notice that theSubmittal Deadline has been extended from 5:00 p.m. on
thth,
November 7 to 5:00 p.m. on November 92023.
This Addendum #5 along with the full RFP and 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.
M
y 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 Evaluated x 55 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 12, 2023 Department Director Approval:
Check all that apply:
consent old business new business public hearing
information admin. reportpending legislation executive session
AGENDA ITEM TITLE: 2024 Annual Comprehensive Plan Amendment (CPA) Docket
GOVERNING LEGISLATION: The Growth Management Act (GMA) RCW 36.70A, Spokane Valley
Municipal Code (SVMC) Chapters 19.30 and 17.80
PREVIOUS ACTION TAKEN: None
BACKGROUND: The GMA allows local jurisdictions to consider amendments to their Comprehensive
Plan once each year. The City codified this process in 17.80.140 SVMC. Consistent with state law and
the SVMC, staff published notice on September 15 and 22, 2023, notifying the public of the annual
amendment process and that the City would accept applications for the 2024 cycle through November 14,
2023. The notice was also sent to all agencies, organizations and adjacent jurisdictions that may have an
interest in amending the comprehensive plan.
CPAs are divided into two categories: map amendments and text amendments (including charts, tables,
and graphics). CPAs may be privately initiated or City initiated. This year, there are two City-initiated map
amendments.
As part of the annual comprehensive plan amendment cycle, the City Council is presented with proposed
amendments that may be considered for the year’s amendment cycle. This process, known as docketing,
provides the City Council the opportunity to remove items from the docket.
Tonight, staff will present and discuss the 2024 Comprehensive Plan Docket. Staff will return on December
19, 2023 with a motion consideration for City Council to consider approval of the Docket. Items included
in the Docket will be considered for amendments to the Comprehensive Plan. The amendment process will
include staff analysis, a public hearing and recommendations from the Planning Commission prior to the
City Council taking final action on the proposed amendments.
OPTIONS: Council consensus to proceed with the proposed 2024 Comprehensive Plan Docket, as
presented or with items removed, for motion consideration at the December 19, 2023 Council meeting, or
take other action deemed appropriate.
RECOMMENDED ACTION OR MOTION: Council Discretion
BUDGET/FINANCIAL IMPACTS: N/A
STAFF CONTACT: Levi Basinger, Planner
___________________________________________________________________________
ATTACHMENTS: 2024 Comprehensive Plan Docket
Presentation
Exhibit 1
City of Spokane Valley
2024 Comprehensive Plan Amendment Docket
CITY INITIATED COMPREHENSIVE PLAN MAP AMENDMENTS
File NumberMap Summary of Amendment
CPA-2024-01Land Use Map Change land use designation and zoning for parcels
35233.9191, 35233.9192, and 35233.9176
(approximately 44 acres) from Multi-Family
Residential to Mixed Use and
Change land use designation and zoning for parcels
35233.0513, 35233.0709, 35233.0710, 35233.0604,
35233.0605, 35233.0606,35233.0607, 35233.0608,
35233.0609, 35233.0505 (approximately 5.2 acres)
from Multi-Family Residential to Single-Family
Residential
CPA-2024-02Land Use Map Change land use designation and zoning for parcel
55183.0723 (approximately 0.83 Acres) from Single-
Family Residential to Corridor Mixed Use
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date:December 12, 2023 Department Director Approval:
Check all that apply:consent old business new business public hearing
informationadmin. reportpending legislationexecutive session
AGENDA ITEM TITLE: Administrative Report – City Signal Shop
GOVERNING LEGISLATION: N/A
PREVIOUS COUNCIL ACTION TAKEN: None
BACKGROUND: Currently, the City contracts with Spokane County for traffic signal, sign, and
pavement marking maintenance through a 2009 Interlocal Agreement (ILA) for Road Maintenance
Services. In previous years, the County provided service levels that met our needs. Due to
staffing shortage in all County maintenance groups, the Spokane County signal shop has not
been able to perform most of the required maintenance functions, as noted in the letter from Matt
Zarecor, County Engineer, on May 15, 2023. The County intends to maintain a traffic signal shop
of three staff to manage County operations with limited support to adjacent municipalities.
As the City grows and continues to install new traffic signal and intelligent transportation system
(ITS) infrastructure, the need for in-house knowledge, experience, and availability has become
evident. Initially, with a single traffic signal technician hired in 2023, the City began the transition
to assisting the County by completing weekly patrols with associated maintenance including
inspecting, repairing, and updating traffic signal cabinets throughout the City.
As a result of the County not having available staff, the City began the transition to performing
most of the routine maintenance functions, utilizing external support for larger tasks provided by
contractors with minimal County personnel for most of 2023. This approach is not cost efficient
and does not provide consistent expertise or the level of service needed within the existing budget.
Contracted maintenance personnel do not have the same level of training or familiarity with the
City’s system as in-house staff and are often only basically trained for electrical repair.
Additionally, dependence on County or contracted support for emergency after-hours call-outs
may result in delays or decreased safety due to limited staff and experience. City staff have
developed a plan to accomplish all signal maintenance, with the option to provide support to other
local agencies on an as-needed basis.
Currently, the City has one Signal Technician. To meet our historical level of service pertaining
to traffic signal maintenance and repair, the City needs a full-service signal shop, which would
include a Chief Signal Technician and two Signal Technicians.
The following are key elements to develop a signal shop for the City and occasional emergency
support to Spokane County, which still requires some limited support from Spokane County, or
other contractor.
Reclassify existing Traffic Signal Technician as Chief Signal Technician
Hire two Signal Technicians
Acquire additional tools and signal equipment inventory for the City’s signal system.
Secure a bucket truck capable of reaching 35’ height for year-round use.
Purchase one additional fleet service vehicle for the additional technicians
Contract for external support by a contractor, Spokane County, and/or WSDOT for after-
hours emergency response service and some limited maintenance. The 2024 budget for
the signal maintenance services with Spokane County is in the amount of $435,000.
The non-recurring, upfront, costs, as summarized in Table 1, include equipment and supplies that
are expected to be a one-time charge. These costs have been estimated conservatively given
the recent spike in prices.
Table 1. Estimated, Non-Recurring Equipment Costs
Signal Shop
Item
(Chief & 2 Technicians)
Parts Inventory/Stocked items $ 31,000
Shop and Field Work Tools $ 26,375
Office equipment for additional technicians $ 6,000
Office Furniture for additional technicians
$ 8,000
(assumes single up-front purchase)
Additional technician truck or van, fully outfitted $ 65,000
F550 35’ Bucket Truck (purchase used) $ 140,000
Class 6 50’ Bucket Truck
n/a
(optional, rent as needed)
Additional personnel (see recurring costs) 2 FTEs
Approximate Cost for essential equipment
$ 276,375
based on number of additional technicians.
Table 2 presents the additional recurring costs associated with the development of the traffic
signal maintenance capabilities of the City. The recurring costs to Street Fund #101 are those
costs above current budget levels. The rental equipment costs are related to a secondary bucket
truck, but may include other items such as forklifts, pressure washers, generators, etc. The
recurring supply costs are related to expendable items such as wire connectors, air filters, bolts,
etc. and are calculated based on 60% usage of the initial inventory costs from Table 1.
Table 2. Estimated Additional Annual and Recurring Costs to 2024 Street Fund #101
Signal Shop
Item
(Chief & 2 Technicians)
Labor & Benefit Costs
$ 232,949
(Added Costs – City currently employs 1 technician)
External Support –Contracted Emergency
$ 75,000
Assumes 2 calls per week, 1 with bucket truck
Training, Licensing, etc. $ 1,500
Cellular Phones and enabled laptops $ 2,160
Asset Management/Task Order software $ 5,000
Rental equipment $ 16,000
Recurring supplies $ 18,600
Fuel $ 36,000
Miscellaneous Costs $ 3,280
Approximate Additional Recurring Costs (In-
$ 390,489
house signal maintenance scenarios)
Reduction in County Maintenance (est)
$ (385,000)
(2024 Budget -$435,000)
Revenue from Adjacent Jurisdictions (est.) n/a
Net Impact to Street Fund #101 Budget $ 5,489
As the City accomplishes more tasks of a signal shop independently, the annual costs related to
the Spokane County ILA will be reduced. Currently, the 2024 budget for County provided signal
maintenance is $435,000. The development of an in-house signal maintenance crew, staff
estimates a reduction of the Spokane County contract by approximately $385,000. Which leaves
approximately $50,000 in the contract for Spokane County to provide emergency services.
As summarized Table 1 and 2, the completion of in-house signal maintenance tasks is expected
to incur a minor increase in recurring costs to Street Fund #101, as well as an increase to initial
up-front expenditures. To fully serve the City with current levels of service, initial capital
expenditures are expected in the range of $276,000 for vehicles, tools, equipment, and supplies.
Similarly, increased annual recurring costs for employee wages, benefits, rental equipment,
emergency services, and supplies are estimated to be approximately $390,000 for a shop with
limited external support, which is offset by a corresponding decline in contracted traffic signal
maintenance services cost provided by Spokane County.
In 2022, with declining service from Spokane County, the City paid approximately $345,000 for
traffic signal maintenance services. For 2023 to-date, the City has paid approximately $128,000
to the County for signal maintenance services, during which the City has received a drastic
reduction in County-provided service levels. Ultimately, the County has not been able to provide
historic levels of service for 2022 or 2023.
SUMMARY:Given the current staffing shortfalls being experienced in the Spokane County traffic
signal shop, staff worked with the County to develop a plan to transition signal maintenance tasks
to the City. These additional tasks necessitate the development of an in-house traffic signal shop.
The following summarizes the recommended plan moving forward and the impacts to the existing
Street Fund #101.
One Time Net Recurring
Year Shop Description Staff Increase
Capital Costs Cost Impact
2 FTEs
2024 Full-Service Shop $ 276,375 $ 5,489
(New Technicians)
OPTIONS: (1) Authorize, through consensus, the City Manager to develop a City Traffic Signal
Shop and hire an additional two full-time Traffic Signal Technicians for the Traffic Engineering
group and make proposed organizational changes, or (2) take other action as appropriate.
RECOMMENDED ACTION OR MOTION: Seeking consensus to authorize the City Manager to
develop a City Traffic Signal Shop and hire two full-time Traffic Signal Technicians, make
proposed organizational changes, and execute any processes necessary to accomplish the
same. This will increase the currently approved 2024 Budget FTE count from 116.25 to 118.25.
BUDGET/FINANCIAL IMPACTS: The addition of two Traffic Signal Technicians, along with other
staffing costs may realize a net increase to the City’s adopted 2024 Street Fund #101 budget of
approximately $5,000. The development of the Traffic Signal Shop will incur a non-recurring cost
of approximately $276,000, which would be paid for as a nonrecurring expenditure in the General
Fund. Overall, any proposed changes to Street Fund #101 will require a 2024 Budget
Amendment.
STAFF CONTACT: Bill Helbig, PE, Community & Public Works Director
Jerremy Clark, PTOE, PE, Traffic Engineering Manager
ATTACHMENTS: PowerPoint Presentation
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 12, 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: Resolution Amending Governance Manual
GOVERNING LEGISLATION: Chapter 42.30 RCW; RCW 35A.12.110; City Council Governance
Manual
PREVIOUS COUNCIL ACTION TAKEN: Resolution 23-006, adopted 4-18-2023.
BACKGROUND: City Council has the authority to establish its own rules of procedure, policies,
and standards of conduct. Such policies and procedures are identified in City Council’s
Governance Manual, which is periodically updated. City Council also identifies the date, time, and
location of its regular meetings in the Governance Manual.
On April 18, 2023, City Council amended the Governance Manual to identify CenterPlace as the
location of City Council’s regular meetings. This was because the Council Chamber at City Hall
was not available due to it undergoing reconstruction. The construction is now nearing completion,
and it is anticipated that City Council meetings will be able to be held at Council Chambers in
early January 2024. In order to return to conducting Council meetings at City Hall, it is necessary
to again amend the Governance Manual to identify City Hall as the location of the Council’s regular
meetings.
In addition to changing the location of Council regular meetings, the proposed amendments to
the Governance Manual include updates drafted by staff to address situations identified by the
Governance Committee. These updates address:
Committee assignments, including but not limited to delineating whose interests the
Councilmember represents when sitting on a committee, board, or commission
(collectively “committee”) that is not either an in-house committee or committee to whom
the City pays membership dues or to which Washington law requires to include a
representative from the City (see pages 43, 45, and 47 of the proposed amended
Governance Manual).
Revisions to the Statement of Ethics (i.e. Appendix H to the Governance Manual).
Time limits on individual Councilmember reports during City Council meetings (page 9 of
the Governance Manual).
Finally, the proposed updates include a City Councilmember Social Media Policy. The social
medial policy amendments provide specific and clear guidelines for Councilmembers to avert
unintentional violations of the Open Public Meetings Act and Public Records Act.
Staff is preparing and will present Council with a draft Ethics Code which, among other things,
will contain a process to address potential violations of the Governance Manual where
appropriate.
OPTIONS:(1) Direct staff to bring the amendments back to Council for approval by resolution, or
(2) take other action as deemed appropriate.
RECOMMENDED ACTION OR MOTION: Discussion
BUDGET/FINANCIAL IMPACTS: N/A
STAFF CONTACT: Kelly Konkright, City Attorney
ATTACHMENTS: Proposed Amended Governance Manual
Governance Manual
Adopted by Resolution 23-006_________
A Comprehensive Collection of
Rulesand Procedures
AdoptedApril 18, 2023____________
Resolution 03-028 adopted 05-13-2003, replaced by
Resolution 04-013 adopted 05-25-2004, replaced by
Resolution 05-021 adopted 09-13-2005, replaced by
Resolution 06-022 adopted 11-14-2006, replaced by
Resolution 07-020 adopted 12-11-2007, replaced by
Resolution 09-012 adopted 09-08-2009, replaced by
Resolution 10-020 adopted 12-28-2010, replaced by
Resolution 12-002 adopted 04-10-2012, replaced by
Resolution 13-005 adopted 04-23-2013, replaced by
Resolution 14-003 adopted 02-25-2014, replaced by
Resolution 15-007 adopted 08-11-2015, replaced by
Resolution 16-012 adopted 11-01-2016, replaced by
Resolution 18-008 adopted 11-13-2018, replaced by
Resolution 18-011 adopted 12-18-2018, replaced by
Resolution 20-010 adopted 07-14-2020, replaced by
Resolution 22-021 adopted 11-22-2022, replaced by
Resolution 23-006 adopted 048-18-2023, replaced by
Resolution ______ adopted _________
Page 1 of 64
TABLE OF CONTENTS
Introduction ……………………………..…………………………………………………………. 4
Executive Summary ………………………………..……………………………………………… 5
CHAPTER 1: Council Meetings …………………………..……………………………...……… 7
A. General ………………………………………………………..…………………………..…… 8
1. Time and Location ……………………………………………..……………………….…… 8
2. Open to the Public ………………………………………………..…………………….…… 8
3. Presiding Officer ………………………………………………..………………….…… … 8
B. Meetings ……………………………………………………………………….………………. 8
1. Regular Meetings Formal Format ………………………………………………………….. 8
2. Regular Meetings: Study Session Format …………………………..……………………….. 10
3. Executive Sessions ………………………………………………………………………….. 11
4. Special Meeting ………………………………………………………………….…………. 13
5. Emergency Meetings ……………………………………………………………..……… 14
6. Pre-Agenda/Advance Agenda Meeting …………………………………………………… 14
7. Cancellation of Meetings ……………………………………………………………………. 14
C. Meeting Rules and Procedures ………………………………………………………………… 15
1. Public Comments ……………………………………………………………………………. 15
2. Council Rules of Order ……………………..……………………………………………….. 16
3. Quorum ………………………………………..…………………………………………….. 16
4. Seating Arrangement ……………………………………………….…………………...…… 16
5. Attendance ……………………………………………………………………...…………… 16
6. Respect and Decorum …………………………………………………………………..…… 17
7. Dissents and Protests ……………………………………………………………..………….. 17
8. Remote Meetings/Participation ………………………………………………………………. 18
9. Internet Use ……………………………………………………………….………………… 18
10. Adjournment Due to Emergency or Disruption ………………………………….…..……. 19
11. Permission Required to Address the Council …………………………………….……..….. 19
12. Approaching the Dais ……………………….…………………………………….….…….. 19
13. Out of Order (sequence) Requests ……………………………………………….….……... 19
14. Photographs, Videos etc. Prior Permission Required .……….……………………………. 19
15. Placing Items on a Future Agenda ………………………………..…………….………… 19
16. Motions and Discussion ……………………………………..………….…………….……. 19
Table of Parliamentary Procedure at a Glance ……………..………….…………….…… 21
17. Voting…………………………………………………………..……….…………….……. 22
18. Recusal from Discussion and Consideration ……….……………….….…………….……. 22
19. Ordinances …………………………………………………………………………….……. 23
20. Resolutions …………………………………………………………………………………. 24
21. Community Recognition Program………………………………………………………….. 24
22. Proclamations ……………………………………………………………………………… 25
23. Taxes: Increasing or imposing new taxes ………………………………………..………… 25
24. Hearings …………………………………………………………………….……………… 26
25. Reconsideration ……………………………………………………………………..……… 27
26. Council Materials/packets ………………………………………………………………….. 28
27. Three Touch Principle ………………………………….……………………………….…. 28
CHAPTER 2: Legislative Processes and Procedures …………………………………………. 29
A. Election of Council Officers ………………………………….………………………………. 30
B. Filling Council Vacancies .............……………………………………………………….…….. 30
C. Legislative Agendas ………………………………………………..…………………….…….. 33
D. Council Travel Allocation ……………………………………..………….…………………… 33
E. Council Expense Reimbursement Policy ……………………………………………………… 33
Page 2 of 64
F. Ballot Measures ……………………………………………………………………………….. 35
CHAPTER 3: Council Contacts …………………………………………………………………. 37
A. Citizen Contacts and Interactions ………………………………………………………..…….. 38
1. Mayor/Council Correspondence ………………………………………………………….…. 38
2. Citizen Concerns, Complaints and Suggestions to Council ……….………………………… 38
3. Administrative Complaints to Individual Councilmembers …………..…………………….. 38
4. Social Media ………………………………………………………………………………… 38
5. Donations ……………………………………………………………………………………. 38
B. Staff Contacts and Interactions ………………………………………………………..……….. 39
1. Role of the City Manager ……………………………….…………………………………… 39
2. City staff Attendance at Meetings ………………………….……………………………….. 39
3. City Clerk – Minutes ……..………………………………………..………………………….39
4. Administrative Interference by Councilmembers ……………………………………………. 39
5. Informal Communications Encouraged ………………………………...……………………. 39
CHAPTER 4: Committees, Boards, Commissions ……………….…………………………… 41
A. Regional Committees, Commissions and Boards …………………………….. ……………… 42
1. Committees ………………………………………………………………………………….. 42
2. Council Relations with Boards, Commissions, Advisory Bodies …..……………….………. 43
B. In-house Committees, Boards, etc. …………………………………………….………………. 43
1. Standing Committees …………………………………………………..…………………..… 43
a. Planning Commission …………………………………………….……………………….. 43
b. Lodging Tax Advisory Committee ……………………………………………………….... 43
c. Finance Committee …….……………………………………………...…………………… 44
d. Governance Manual Committee …………………………………………………………… 45
e. Advance Agenda Committee ……………………………………… ……………………… 44
C. Private Committees, Boards, Commissions …………………………………………………… 45
Appendices:
A. Public Hearings, Quasi-Judicial …………………………………….…………………………. 46
B. Resolution 07-019 Core Beliefs ………………………………………….……………………. 47
C. Statement of Ethics …………………………………………………………..…………………. 49
D. Frequently Used Acronyms ……………………………………………………….…………… 50
E. Application for City Council Member ………………………………………………………… 53
F. Request to Transfer Travel Allocation from One Councilmember to Another .………………… 57
G. Definitions …………………………………………………………..………………….……… 58
Index……………………………………………………………………………………..………… 59
Page 3 of 64
INTRODUCTION
In December 2002, prior to our City’s official incorporation, then Mayor DeVleming appointed three
members of Council to serve on an ad-hoc Governance Coordination Committee for the purpose of
drafting Council Rules of Procedure, to serve as an aid to effective legislative and organizational
harmony, and to provide procedural rules to conduct meetings efficiently, fairly, and uniformly. The
end-product legislation of that Committee’s four-month process was approved by Council at the May
13, 2003 Council meeting. That historic first manual also included Resolution 03-027, a General
Policy Resolution of Core Beliefs, which was amended by Resolution 07-019, which can be found in
full in Appendix B on page 47. RCW 35A.12.120 states in part, that “The council shall determine its
own rules and order of business and may establish rules for the conduct of council meetings and the
maintenance of order.”
City Council meetings shall be governed by the most recent edition of Robert’s Rules of Order, a
copy of which is maintained in the office of the City Clerk. However, in the event of a conflict between
the Council’s Governance Manual and Robert’s Rules, the Council’s Governance Manual shall
prevail.
This Manual has undergone several changes since its inception, with some sections remaining static
over the years, such as Council meeting time and location, and other sections having been modified
to include Internet use, filling Council vacancies, the use of social media, and the option for
Councilmembers to view their packet electronically. This Manual is usually reviewed annually and at
times amended to recognize additional topics or for clarification as the need arises.
This Manual is designed to provide guidance for the City Council and is not intended to be an
amendment or substitute for any state statutes, City ordinances, court decisions, or other authority.
The rules and policies in this Manual do not constitute land use regulations, official controls, public
hearing rules or other substantive rules binding upon or to be used or relied upon by members of the
public, and do not amend statutory or other regulatory requirements.
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EXECUTIVE SUMMARY
FOUNDATION: The City of Spokane Valley incorporated March 31, 2003, and is a non-charter code
city operating under a Council-Manager plan of government as outlined in chapter 35A.13 RCW
Optional Municipal Code for Council-Manager plan of government. Under this form of government,
there are two branches of government: legislative and administrative.
PURPOSE OF CITY GOVERNMENT: The general purpose of local government is to promote the
social, economic, environmental and cultural well-being of the community, to ensure that resources are used
efficiently and effectively, to ensure transparency and accountability in decision-making, and to provide the
prudent use and stewardship of local community resources. These statements should be considered the lens
through which this Manual is intended and through which the actions of the City Council and staff are viewed.
The City recognizes that individual rights are critically important in our society, and the City is committed
tocommitted to not infringe upon those rights whenever possible. Good governance should reflect the will of
the citizenry and can only occur as a result of an open public process: “All political power is inherent in the
people, and governments derive their just powers from the consent of the governed, and are established to
protect and maintain individual rights.” (Washington State Constitution Article I, Section 1)
OBLIGATIONS: The City acknowledges the importance of complying with the Open Public Meetings Act
and the Public Records Act: “The people of this state do not yield their sovereignty to the agencies which serve
them. The people, in delegating authority, do not give their public servants the right to decide what is good for
the people to know and what is not good for them to know. The people insist on remaining informed so that
they may retain control over the instruments they have created.” RCW 42.30.010 and 42.56.030.
RCW 42.30.010 Open Public Meetings Act: “The legislature finds and declares that all public commissions,
boards, councils, committees, subcommittees, departments, divisions, offices, and all other public agencies
of this state and subdivisions thereof exist to aid in the conduct of the people’s business. It is the intent of
this chapter that their actions be taken openly and that their deliberations be conducted openly.” Unless as
part of an executive session, Councilmembers shall not meet as a quorum of four or more in a non-public
meeting. Unless as part of a duly noted Council meeting, a quorum of four or more Councilmembers shall
not meet as part of a web conference dealing with City business, nor a conference call, serial
communication, social media or even a “straw poll” in executive session. The Open Public Meetings Act
does not prohibit a quorum or more of Councilmembers meeting at social gatherings or events provided
City issues are not discussed. If Councilmembers are involved in a violation of the Open Public Meetings
Act, and are aware that their actions violate the Act, they may be personally liable. If the violation is not
intentional, the City may still be liable for attorney’s fees. However, elected officials’ right to speak freely
and gather publicly is protected by the First Amendment of the U.S. Constitution.
RCW 42.56.030 Public Records Act: “This chapter shall be liberally construed and its exemptions narrowly
construed to promote this public policy and to assure that the public interest will be fully protected. In the
event of conflict between the provisions of this chapter and any other act, the provisions of this chapter
shall govern.”
PRIORITIES: The City’s priorities are public safety, pavement preservation, transportation and infrastructure
(including grade separations and park related projects), and economic development. Additional information on
priorities and Council goals can be found in each year’s budget.
BASIC TENETS: Council’s core values and basic tenets of governing can be found in Resolution 07-019,
which is included in its entirety in Appendix B on page 47 of this Manual.
BRANCHES OF CITY GOVERNMENT: The Council is the legislative branch of the City
government. Council appoints an officer whose title shall be “City Manager” and who shall be the
chief executive officer and head of the administrative branch of the City government. “The City
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Manager shall be responsible to the Council for the proper administration of all affairs of the code
city.” RCW 35A.13.010.
Legislative Branch: City Council.
The City Council consists of seven elected officials, each elected to four-year terms. Individual
Councilmembers do not have governing power as individuals, but only when meeting as a Council when a
quorum (four or more) are present. Council represents the City residents and business owners of the City
of Spokane Valley, and is the law-making, policy-making, and budget and spending approval authority of
the City government. Council hires, directs, guides and evaluates the performance of the City Manager.
The City Manager shall be appointed for an indefinite term and may be removed by a majority vote of the
Council (RCW 35A.13.130), or as otherwise agreed to by contract. For functions of the Mayor and Deputy
Mayor, see also Chapter 1(A)(3), page 8 of this Manual.
Some of the duties, responsibilities, and limitations of each Councilmember:
Brings the experience, concerns and knowledge of a typical City resident to City government.
Is cognizant of the needs, wants and concerns of City residents and businesses as a whole.
Contacts residents and businesses to gather feedback and ideas. The resulting information may be
shared with staff or other Councilmembers individually, or with fewer than two simultaneously
(but not serially), or with all Councilmembers at a Council meeting.
Studies internal and external written and documented information related to the government and
administration of the City.
Is prohibited from giving City employees directives, or saying anything that could be taken as an
attempt to influence the conduct of the employee’s job.
Gives feedback and ideas regarding City government and administration to the City Manager.
Participates in assigned City and regional committees and all Council meetings.
When acting in the capacity of Councilmember outside of Council meetings, communicates that
any personal opinion is the opinion of the individual Councilmember and not that of the collective
Council, unless pre-authorized to speak, as Council does not want the public to assume that any
individual personal opinion represents that of the entire Council. Councilmember’s freedom of
speech is protected by the U.S. and Washington State Constitutions. Provided there is no quorum.,
Councilmembers may work together on City Council-related projects and discuss City business in
non-public meetings. No permission is needed, nor is notice required to be given for such
gathering.
Administrative Branch: The City Manager. and City Staff.
The City Manager is the City’s chief executive officer and head of the administrative branch. The City
Manager is an at-will position and reports directly to the Council. The City Manager is directly accountable
to the City Council for the execution of the City Council’s policy directives, for the administration and
management of all City departments, and for the supervision of staff. (See Chapter 3(B), page 39 of this
Manual and chapter 35A.13.RCW for a description of the role of the City Manager.)
Although this summary is provided as an overview of the Governance Manual, reading the entire Manual is
strongly encouraged.
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CHAPTER 1
Council Meetings
Page 7 of 64
A. General
1. Council Meetings - Time and Location
Through the end of 2023, Rregular meetings of the City Council shall be held at CenterPlace Regional
Event Center, 2426 N. Discovery Place, Spokane Valley, Washington. The regular meetings of City
Council will be held at Spokane Valley City Hall Council Chambers, 10210 E. Sprague Avenue,
Spokane Valley, Washington, after notice thereof has been posted on the City’s official website
(www.spokanevalleywa.gov) for at least 72 hours. Regardless of location, regular meetings are held
on Tuesdays beginning at 6:00 p.m. Pursuant to RCW 42.30.070: “If at any time any regular meeting
falls on a holiday, such regular meeting shall be held on the next business day.” As noted, in such
case, the meeting held on the next business day after a holiday would also be a regular meeting, as
opposed to a special meeting. The Council always has the option of cancelling such meeting.
2. Council Meetings - Open to the Public
All meetings of the City Council and of committees thereof shall be open to the public except as provided for
in RCW 42.30.110 (Executive Sessions), or RCW 42.30.140 (Open Public Meetings Act).
3. Presiding Officer
The Mayor shall preside at meetings of the Council and be recognized as the head of the City for all ceremonial
purposes. The Mayor shall have no regular administrative or executive duties unless specifically set forth
herein. In case of the Mayor's absence or temporary disability, the Deputy Mayor shall act as Mayor during
the continuance of the absence. In case of the absence or temporary inability of the Mayor and Deputy Mayor,
an acting Mayor Pro Tempore selected by majority vote of the remaining members of the Council, shall act as
Mayor during the continuance of the absences \[RCW 35A.13.035\]. The Mayor, Deputy Mayor (in the Mayor’s
absence) or Mayor Pro Tem are referred to as “Presiding Officer” from time to time in these Rules of Procedure.
B. Meetings
1. Regular Meetings: Formal Format
ndth
a. Normally held 2 and 4 Tuesdays. The City Clerk, under the direction of the City Manager in consultation
with the Mayor, shall arrange a list of proposed matters according to the order of business and prepare an
agenda for the Council. On or before close of business on a Friday preceding a Tuesday Council meeting, or
at the close of business at least 24 hours preceding a special Council meeting, a copy of the agenda and
supporting materials shall be prepared for Councilmembers, the City Manager, appropriate staff, and the media
who have filed a notification request.
b. Requests for presentations from outside entities or individuals to be placed on a future agenda, will only be
permitted if they are considered the official business of the City. Such requests should be submitted to the City
Clerk at least 10 days prior to the appropriate Council meeting. The City Clerk shall consult with the City
Manager and the Mayor for a determination of whether the matter is an administrative issue, and whether it
should be placed on an upcoming Council agenda. Playing of videos, DVD’s, PowerPoints, or other electronic
presentations shall be pre-screened and pre-approved by the City Manager who shall determine the
appropriateness of the material. In the event the presenter has no PowerPoint or other material to submit prior
to the meeting, the presenter shall be requested to provide a brief written summary of the topic and items to be
discussed. All written materials, including the written summary, must be submitted to the City Clerk at least
10 days prior to the appropriate Council meeting.
c. Forms of Address. The Mayor shall be addressed as “Mayor (surname).” The Deputy Mayor shall be
addressed as “Deputy Mayor (surname).” Members of the Council shall be addressed as “Councilmember
(surname)” unless waived by the Presiding Officer.
d. Order of Business. The business of all regular formal meetings of the Council shall be transacted as follows,
provided however, that the Presiding Officer may, during a Council meeting, rearrange items on the agenda to
Page 8 of 64
conduct Council business more expeditiously, without the necessity of a formal action or motion. However,
adding or removing items from the agenda once a meeting has been called to order requires Council to make
a motion and vote on approving the “amended agenda.”
i. Call to Order by the Presiding Officer
ii. Invocation
iii. Pledge of Allegiance
iv. Roll Call (See Chapter 1, C5b \[page 17\] for procedure to excuse an absence)
v. Approval of Agenda/Amended Agenda. In case of an emergency or an extremely time-sensitive
issue which neither the administration nor the entire Council was aware of prior to the distribution of
the agenda and accompanying materials, a new item may be introduced by a Councilmember, and
suggested as an amended agenda item for the present meeting. If a new item(s) is added, Council shall
then consider a motion to approve the amended agenda. (“Three-Touch Principle” should be followed
whenever possible.) It is preferable that any motion to amend the agenda be made at the onset of the
meeting in place of ‘Approval of Agenda,’ recognizing that there will emergencies or other situations
when such motion to amend the agenda might need to be made at other times during the meeting.
vi. Introduction of Special Guests and Presentations.
vii. Councilmember Reports. Council or government-related activities (e.g. synopsis of committee,
commission, task force or other board meetings). These verbal reports are intended to be brief, City
work-related reports of significance in keeping the Council informed of pertinent policy issues or
events stemming from their representation of the City on a regional board, committee, task force or
commission, whether as a formal or informal member. Individual Councilmember reports shall not
exceed 3 minutes in duration. Extended reports shall be placed as future agenda items for presentation
or submitted in writing as an informational memo.
viii. Mayor’s Report. Same as ‘vii’ above except given by the Mayor.
ix. Proclamation. The Mayor will announce the proclamation, announce who has requested this
proclamation and after the Mayor or Councilmember reads the proclamation, invites that person or
other appropriate person to the podium. The original proclamation will be handed to that appropriate
person by the City Clerk or the Mayor, and the individual will be permitted to speak for one or two
minutes.
x. Public Hearings (See page 26 for procedural details)
xi. Public Comments (See page 15 Meeting Rules and Procedures)
xii. Consent Agenda. Items which may be placed on the Consent Agenda are those which have been
previously discussed by the Council; can be reviewed by a Councilmember without further
explanation; are so routine, technical or nonsubstantive in nature that passage without discussion is
likely; or are otherwise deemed in the best interest of the City. The proper Council motion on the
Consent Agenda is: “I move approval of the Consent Agenda.” This motion has the effect of moving
to approve all items on the Consent Agenda. Prior to the vote on the motion to approve the Consent
Agenda, the Presiding Officer shall inquire if any Councilmember wishes an item to be withdrawn
from the Consent Agenda. If any matter is withdrawn, the Presiding Officer shall place the item at an
appropriate place on the agenda for the current or a future meeting, or the matter may be addressed
immediately after passage of the remaining items on the Consent Agenda.
xiii. Unfinished Business. \[includes matters that were pending when a previous meeting adjourned, or
matters specifically postponed to the present meeting\]
xiv. New Business \[Action items are designated as New Business\] Any member of the public who
wishes to verbally address the Council on an action item on the current agenda, shall proceed to the
podium at the time when comments from the public are invited during the agenda item discussion. The
Council may hear such comments before or after initial Council discussion. The Presiding Officer may
also invoke a sign-in procedure. If necessary the Presiding Officer in consultation with the City
Manager and/or City Attorney shall rule on the appropriateness of verbal public comments as the
agenda item is reached. The Presiding Officer may change the order of speakers so that comment is
heard in the most logical groupings.
xv. Administrative Reports (includes the Advance Agenda) or tracking of an administrative issue or
topic.
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xvi. Information Only Items These items are generally not discussed or reported.
xvii Council Comments
xviii. City Manager Comments
xix. Executive Session (as required)
xx. Adjournment. No Council meeting should be permitted to continue beyond approximately 9:00
p.m. without approval of a majority of the Councilmembers present. A new time limit shall be
established before taking a Council vote to extend the meeting. When a motion is made to adjourn
into Executive Session for a specified period of time, and if the executive session is the last item on a
regular agenda, no additional motion is needed to extend the meeting beyond 9:00 p.m. since that is
implied as part of the motion to adjourn into Executive Session. In the event that a meeting has not
been closed or continued by Council as herein specified, the items not acted on shall be deferred to the
next regular Council meeting, unless the Council by a majority vote of members present determines
otherwise.
2. Regular Meetings: Study Session Format
strdth
a. Normally held 1, 3 and 5 Tuesdays. The purpose of the study session format is to allow Councilmembers
to be made aware of impending business and allow informal discussion of issues that might be acted on at a
future meeting. Action items are normally not included on a study session agenda, although there will be times
when due to deadlines or other pressing or time sensitive issues, action items must be included. Study sessions
shall be in a less formal setting than regular formal meetings. Council may be seated other than at the dais, but
shall not discourage public observation. If an item is designated as an action item, public comment will be
permitted on that motion/item unless a public hearing on the item was previously held. There shall be one
general public comment at study session for the public to comment on items that relate to the operation of the
City. The City Clerk, under the direction of the City Manager, shall arrange a Council study session agenda
for the meeting. A copy of the agenda and accompanying background materials shall be prepared for
Councilmembers, the City Manager, appropriate staff and the press, on or before close of business on a Friday
preceding a Tuesday Council meeting. Councilmembers have the option of accessing their Council packet via
the City’s website. Unless notified otherwise, the City Clerk shall prepare a hard copy agenda packet for
individual Councilmembers.
b. Action Items. Although action items may be included on a study session agenda, it is the preference of
Council to keep those instances to a minimum. Because a study session is a recognized meeting according to
the “Open Public Meetings Act,” it is permissible for Council to take final action during these meetings. As in
the formal format meetings, public comment will be allowed on action items.
c. Unscheduled Motions. Because study sessions are usually understood by the public and media as referring
to meetings at which Council considers and discusses items and does not take final action or vote, it could be
misleading to the public as to the purpose of the meeting if a motion is made unexpectedly. As it is Council’s
practice to invite public comment after most motions, it would be inappropriate to make a “surprise” motion
unless there is a rare special circumstance. Voting or making a motion when neither is included on an agenda
does not violate state law, but for consistency sake and to avoid any surprises to the public and media, the
practice is discouraged.
d. Presiding Officer’s Role. The role of the Presiding Officer is to facilitate free flowing discussion without
the necessity of each Councilmember being recognized by the Presiding Officer. The Presiding Officer retains
the option of assuming the function of the discussion leader at any time in order to maintain decorum and
ensure all Councilmembers have the opportunity to be heard, and to keep the discussion properly focused.
e. Outside Request. Outside requests to be included on a Council agenda will only be permitted if they are
considered the official business of the City. Such requests should be submitted to the City Clerk at least 10
days prior to the appropriate Council meeting. The City Clerk shall consult with the City Manager and the
Mayor for a determination of whether the matter is an administrative issue, and whether it should be placed on
an upcoming Council agenda. Playing of videos, DVD’s, PowerPoints, or other electronic presentations shall
be pre-screened and pre-approved by the City Manager or designee, who shall determine the appropriateness
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of the material. In the event the presenter has no PowerPoint or other material to submit prior to the meeting,
the presenter shall be requested to provide a brief written summary of the topic and items to be discussed. All
written materials, including the written summary, shall be submitted to the City Clerk at least 10 days prior to
the appropriate Council meeting.
f. Forms of Address. Councilmembers and staff have the option of addressing each other on a first name basis
during the study session format meetings.
g. Order of Business. The business of all study session meetings of the Council shall be transacted as follows,
provided, however, that the Presiding Officer may, during a Council meeting, rearrange items on the agenda
to conduct Council business more expeditiously, without the necessity of a formal action or motion. However,
adding or removing items from the agenda once a meeting has been called to order requires Council to make
a motion and vote on approving the “amended agenda.”
i. Call to Order
ii. Roll Call. The City Clerk shall conduct a roll call of Councilmembers (See page 17 for procedure
to excuse an absence.)
iii. Approval of Agenda/Amended Agenda. In case of an emergency or an extremely time-sensitive
issue which neither the administration nor the entire Council was aware of prior to the distribution of
the agenda and accompanying materials, a new item may be introduced by a Councilmember, and
suggested as an amended agenda item for the present meeting. If a new item(s) is added, Council shall
then consider a motion to approve the amended agenda. (“Three-Touch Principle” should be followed
whenever possible.) It is preferable that a motion to amend the agenda be made at the onset of the
meeting in place of ‘Approval of Agenda,’ recognizing that there will emergencies or other situations
when such motion to amend the agenda could be made at other times during the meeting.
iv. Proclamation (as needed)
v. Public Comments: See Section “C page 15 Meeting Rules and Procedures”
vi. Action items (as needed)
vii. Non-action items
Presenter’s Role. During the Council study session, the presenter should introduce the subject
and give background information, identify the discussion goal, act as facilitator to keep the
discussion focused toward the goal, and alert the Presiding Officer when it is appropriate, to
schedule the topic for a motion or official direction of the Council.
viii. Advance Agenda
ix. Information Only Items. These items are generally not discussed or reported.
x. Council Comments: The purpose of this item is to allow Councilmembers an opportunity to report
on an activity or key issue which either just arose, needs immediate or imminent action, or to simply
report on something in connection with their role as a Councilmember, that transpired since the last
Council meeting. It is also an opportunity for Councilmembers to bring up topics for clarification or
to address other upcoming concerns.
xi. City Manager Comments: The purpose of this agenda item is to allow the City Manager the
opportunity to brief Council on activities or issues which either just arose, needs immediate or
imminent action, or to simply inform Council of items that transpired since the last Council meeting,
or will occur before the next Council meeting.
xii. Executive Session (as needed)
xiii. Adjourn. No Council meeting should be permitted to continue beyond approximately 9:00 p.m.
without approval of a majority of the Councilmembers present. A new time limit shall be established
before taking a Council vote to extend the meeting.
3. Executive Sessions
a. Executive sessions shall be held pursuant to the Open Public Meetings Act chapter 42.30 RCW. Council
may hold an executive session during a regular or special meeting. Before convening in executive session, the
Presiding Officer shall ask for a motion from Council to publicly announce the purpose for adjourning into
executive session; when the executive session will be concluded; and the likelihood of Council taking action
at the close of the executive session and return to open session.
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i. At the close of the executive session and upon Council’s return to the meeting place, the Presiding
Officer will declare Council out of executive session, and ask for the appropriate motion (i.e. an action
motion or a motion to adjourn).
ii. To protect the best interests of the City, Councilmembers shall keep confidential all verbal and
written information provided during executive sessions. Confidentiality also includes information
provided to Councilmembers outside of executive sessions when the information is considered exempt
from disclosure under the Code of Ethics for Municipal Officers (RCW 42.52) and/or the Public
Records Act (RCW 42.56).
b. RCW 42.30.110 explains the purpose for holding an executive session, some of which include:
i. RCW 42.30.110(1)(b). To consider the selection of a site or the acquisition of real estate by lease or
purchase when public knowledge regarding such consideration would cause a likelihood of increased
price (pending land acquisition).
ii. RCW 42.30.110(1)(g). To evaluate the qualifications of an applicant for public employment or to
review the performance of a public employee. \[The only employee subject to this evaluation is the
position of City Manager.\] However, subject to RCW 42.30.140(4) (labor negotiations), discussion
by a governing body of salaries, wages, and other conditions of employment to be generally applied
within the agency shall occur in a meeting open to the public, and when a governing body elects to
take final action hiring, setting the salary of an individual employee or class of employees, or
discharging or disciplining an employee, that action shall be taken in a meeting open to the public.
\[Note: stating that an executive session’s purpose is to discuss a “personnel matter” is not sufficient
because only certain types of personnel matters are appropriate for discussion in an executive session.\]
(review qualifications of a public employee)
iii. RCW 42.30.110(1)(h). To evaluate the qualifications of a candidate for appointment to elective
office. However, any interview of such candidate and final action appointing a candidate to elective
office shall be in a meeting open to the public (review qualifications of an elected official).
iv. RCW 42.30.110(1)(i). To discuss with legal counsel representing the agency matters relating to
agency enforcement actions, or to discuss with legal counsel representing the agency litigation or
potential litigation to which the agency, the governing body, or a member acting in an official capacity
is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result
in an adverse legal or financial consequence to the agency. For purposes of this subsection (1)(i),
“potential/pending litigation” means matters protected by Rules of Professional Conduct (RPC) 1.6 or
RCW 5.60.060(2)(a) concerning:
(a) Litigation that has been specifically threatened to which the agency, the governing body,
or a member acting in an official capacity is, or is likely to become, a party;
(b) Litigation that the agency reasonably believes may be commenced by or against the
agency, the governing body, or a member acting in an official capacity; or
(c) Litigation or legal risks of a proposed action or current practice that the agency has
identified when public discussion of the litigation or legal risks is likely to result in an adverse
legal or financial consequence to the agency.
c. Council may adjourn into executive session even if it is not listed on the meeting agenda. There is a
requirement in RCW 35A.12.160 that the public be made aware of the preliminary agendas of meetings in
advance of the meeting, but that does not mean that an item that arises after the agenda has been posted cannot
be discussed at the meeting, even in executive session. Since final action on the matter would not be taken at
the executive session, it would not violate any provision in state law to hold an executive session at a regular
Council meeting even if the executive session was not listed on the agenda. \[MRSC Index-General
Government-Executive sessions.\] Although amending the agenda is not required in order to adjourn into
executive session, it is a good practice for the Mayor to announce at the beginning of the meeting, that Council
will be adjourning into an executive session at the end of the regular meeting.
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d. Attendance at Executive Sessions. Attendance shall only be in person. Except in extreme circumstances,
there shall be no virtual attendance at an Executive Session. The City Attorney or Deputy City Attorney shall
attend executive sessions which address litigation or potential litigation. The question of who may attend an
executive session other than the Council, is determined by the City Manager.
4. Special Meetings
a. A special meeting may be called by the Mayor or any three members of the Council. (RCW 35A.13.170,
35A.12.110). Written notice of the special meeting shall be prepared by the City Clerk. The notice shall contain
information about the meeting, including date, time, place, and business to be transacted and shall be posted
on the City’s website and displayed at the main entrance of the meeting location (RCW 42.30.080). The notice
shall be delivered to each member of Council at least 24 hours before the time specified for the proposed
meeting (RCW 35A.12.110). The noticing regarding such decision to hold a special meeting (made by the
Mayor or any three Councilmembers), shall be handled by the City Clerk’s Office through the City Manager.
b. The notices provided in this section may be dispensed within the circumstances provided by RCW
42.30.080, that is: (a) As to any member who, at or prior to the time the meeting convenes, files with the City
Clerk a written waiver of notice; (b) As to any member who was actually present at the meeting at the time it
convenes; and (c) In the event a special meeting is called to deal with an emergency involving injury or damage
to persons or property or the likelihood of such injury or damage, when time requirements of such notice would
make notice impractical and increase the likelihood of such injury or damage; or as otherwise provided by law.
c. Agendas shall be drafted in a form submitted by the City Clerk, approved by the City Manager, and
distributed in a manner similar to agendas for formal and study session meetings. The processes and rules for
agenda content apply to regular formal, study session format, as well as special meetings.
d. Special meeting agendas may include action and non-action items. It is the practice of Council to allow
time for the public to comment on action items and the “public comment” should be so noted on the agenda.
Once the Special Meeting Agenda has been published and distributed, the agenda may be amended provided
the amended agenda is distributed to Councilmembers and to the media, and posted on the City’s website and
at the meeting doorway, at least 24 hours in advance of the special meeting. Final disposition shall not be taken
on any other matter at such meeting, which means that the governing body may address other matters not
identified in the special meeting notice or agenda, provided ‘final disposition’ regarding such matters is not
taken (RCW 42.30.080(3)) Council may not pass a franchise ordinance at a special meeting \[RCW
35A.47.040\].
e. There have been questions about whether it is necessary to call a special meeting in situations where
Councilmembers are invited to attend a public meeting not called by the City as an official Council meeting,
and whether it is legal for a quorum of Councilmembers to be present without violating the Open Meeting Act.
According to the Washington State Attorney General Opinion 2006, No. 6, the “presence of a quorum of
members of a city or county council does not, of itself, cause the Open Public Meetings Act to apply if
councilmembers attend a public meeting called by a third party. The gathering of councilmembers would be a
‘meeting’ for purposes of the Act only if the councilmembers take ‘action’ as defined in the Act, such as voting,
deliberating, or other official business of the council.”
f. There are times when several Councilmembers desire to attend a meeting of a City Department, such as a
meeting scheduled by the City Engineers to discuss a construction project, or a meeting scheduled through the
Finance Department to hear a report from the State Auditors, or a meeting scheduled by the Parks & Recreation
Department to discuss parks or other City business. Because these meetings can at times present questionable
concern when it comes to the Open Public Meeting Act, Councilmembers who desire to attend such meetings
shall notify the City staff at least two working days prior to the meeting, of their intent to attend, and only the
first three Councilmembers who indicate they will be attending any particular meeting, may attend. This is
necessary in order not to violate, or perceive to violate the Open Public Meetings Act.
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g. RCW 42.30.070 states in part: “It shall not be a violation of the requirements of this chapter for a majority
of the members of a governing body to travel together or gather for purposes other than a regular or special
meeting provided that they take no action as defined in this chapter.” \[MRSC Research News – Summer, 2016\]
A quorum of Councilmembers traveling together for a scheduled tour would not be in violation of the Open
Public Meetings Act provided they do not discuss City business. However, comments and discussion as a result
of the tour, shall be done at a regular Council meeting and not during the tour or outside of a regular or special
Council meeting.
5. Emergency Meetings: Emergency Council meetings may be called by the Mayor or any two
Councilmembers, consistent with the provisions of chapter 42.30 RCW. Meeting time, location and notice
requirements do not apply to emergency meetings called for emergency matters as permitted by RCW
42.30.070, 42.30.080, and 42.14.075:
“If, by reason of fire, flood, earthquake, or other emergency, there is a need for expedited action by a
governing body to meet the emergency, the presiding officer of the governing body may provide for a
meeting site other than the regular meeting site and the notice requirement of this chapter shall be
suspended during such emergency.” \[RCW 42.30.070\]
“The notices provided in this section may be dispensed with in the event a special meeting is called to
deal with an emergency involving injury or damage to persons or property or the likelihood of such
injury or damage, when time requirements of such notice would make notice impractical and increase
the likelihood of such injury or damage.” \[RCW 42.30.080(4)\]
“Whenever, due to a natural disaster, an attack or an attack is imminent, it becomes imprudent,
inexpedient or impossible to conduct the affairs of a political subdivision at a regular or usual place or
places, the governing body of the political subdivision may meet at any place within or without the
territorial limits of the political subdivision on the call of the presiding official or any two members of
the governing body. After any emergency relocation, the affairs of political subdivisions shall be
lawfully conducted at such emergency temporary location or locations for the duration of the
emergency.” \[RCW 42.14.075\]
6. Pre-Agenda/Advance Agenda Meetings:
The City Manager, City Clerk, Mayor and Deputy Mayor generally meet at a fixed weekly time to review the
Council agenda of the upcoming meeting, which gives all involved an opportunity to ask questions and gather
any additional materials or research needed for the impending meeting. This meeting also serves as an
opportune time to discuss the Advance Agenda, which is a planning document to aid in scheduling items on
future Council agendas. (see also page 44, Agenda Committee under Chapter 4 internal committees)
7. Cancellation of Meetings:
State law does not require any specific procedure for canceling an upcoming meeting, however, notice of the
cancellation to the public, Councilmembers, and staff should be given by the Clerk in a similar manner that
notice is given for a special meeting. The decision to cancel a meeting will be made by the City Manager in
consultation with the Mayor and/or Agenda Committee and time permitting, will be noted on the Advance
Agenda. The noticing of such decision will be handled by the City Clerk through the City Manager. Upon
cancellation of a formal meeting, either the study session immediately before such meeting or the study session
immediately after such meeting, shall include an opportunity for general public comment.
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C. Meeting Rules and Procedures
1. Public Comments
This is an opportunity for public comments regarding issues relating to the operation of the City, but which are
not otherwise on the agenda for action. If the Presiding Officer is unclear whether comments relate to the
operation of the City, the Presiding Officer shall ask how the comments are pertinent for consideration by the
Council as business of the City. Speakers may sign in to speak, but it is not required. Under the general public
comment opportunity, each speaker may only make comments once and comments are limited to three minute
unless modified by the Presiding Officer. Members of the public shall be prohibited from allocating any of
their own speaking time to other members of the public. This time is an opportunity to hear from various
members of the public in a limited public forum on issues relating to City business, and not an opportunity for
extended comments or dialogue. Although the City Council desires to allow the opportunity for public
comment, the business of the City must proceed in an orderly, timely manner. Council meetings are considered
a ‘limited public forum’ which means the time, place and manner of speech can be regulated. At any time the
Presiding Officer, in the Presiding Officer's sole discretion, may set such reasonable limits as are necessary to
prevent disruption or undue delay of other necessary business. The desired total time for public comments shall
not exceed 45 minutes; however, that time limit may change at the Mayor’s discretion. The Council states that
it is not the business of the City to have discussion about any past, current, or future possible/probable election
or campaign-related issues during Council meetings. The only exception to this prohibition on discussion of
election or campaign-related topics would be if the Council requests that Spokane County place a ballot item
on for election. (See page 35, Chapter 2, F Ballot Measures.)
a. Verbal Comments:
i. Comments shall only be made from the podium microphone, first giving name, city of residence and
subject. No comments shall be made from any other location, and anyone making “out of order” comments
shall be subject to removal from the meeting. An exception to this prohibition shall be allowed when public
comment is only permitted via remote access due to emergency. The public shall be reminded that this is
not an opportunity for dialogue or questions and answers, but public comment. When appropriate, staff
shall research issues and report back to those making the comment as well as to Council. Public comments
are opportunities for speakers to briefly address the entire Council, and those speaking are to address
members of Council and not the audience. Speakers should refrain from personal attacks on individual
Councilmembers. In order to prevent disruption of the Council meeting, members of the public are asked
to refrain from distributing materials to the audience, since Council meetings are not a public forum to
address the audience. Since this is an opportunity for public comment relating to City business, in the
interest of time and keeping in mind all documents submitted during Council meetings become the property
of the City, graphs, charts, posterboards, PowerPoint presentations, or other display materials are not
permitted to be displayed or distributed at the place of the meeting, although written comments and written
materials including photographs and petitions may be submitted to Council via the City Clerk.
ii. Demonstration, applause or other audience participation before, during or at the conclusion of anyone's
public comments is prohibited because it is disruptive. Any disruptive conduct, as determined by the
Presiding Officer, shall be cause for removal from the meeting room. Any ruling by the Presiding Officer
relative to these subsections on public comments may be overruled by a vote of a majority of
Councilmembers present.
iii. Council shall not permit public comments if they relate to any matter upon which a quasi-judicial hearing
has been required, scheduled, or held. (See page 26 for procedure for taking public comment on legislative
matters.)
iv. Disruptive public conduct:
a. Conduct in any form that interferes with Council’s ability to timely conduct the business of the City
will not be allowed. If a situation arises where a speaker exceeds the three minutes (unless permitted to
continue by the Presiding Officer), is speaking on matters other than City business, or is otherwise
disruptive in a manner that interferes with the ability of the Council to conduct the business of the City,
the City Clerk, with permission of the Mayor, will turn off the microphone, and the Mayor will ask the
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speaker to please stop talking and step away from the podium. In the case of remote meetings, the
speaker will be muted.
b. If the speaker continues after the first request, the Mayor will ask the speaker once again to stop
talking, and will warn the speaker that failure to stop will result in a suspension of their privilege to
speak at public comment for 90 days. If the speaker continues, the Mayor will gavel in a five-minute
recess.
c. Upon return from recess, public comment will start again with a caution from the Mayor that if any
other speaker refuses to stop talking after being asked to do so after the three minutes or is otherwise
disruptive, the remainder of the public comment for the night will be terminated.
d. If necessary in the discretion of the Presiding Officer, and in an attempt to reasonably calm a situation
or resolve a conflict, the City Attorney or Deputy City Attorney shall act as a staff liaison with a member
of the public who refuses to stop talking and refuses to move away from the podium.
b. Written Comments:
Citizens have the option of submitting written views, opinions, comments, data, and arguments to Council on
any topic and at any time, not just prior to or during public Council meetings. Unless the Mayor asks the Clerk
to read written mailed or e-mailed comments, or the citizen reads their own prepared written comments, such
comments shall not be read aloud during regular or special Council meetings although they shall be included
as part of the public record on the topic and if appropriate, may be publicly acknowledged. Any written
comments submitted to Council via the City Clerk shall be distributed to Council by placing copies at each
Councilmember’s workstation or City desk; or in the case of e-mailed or other electronic comments, shall be
forwarded to Council via e-mail, unless such e-mail has already been supplied to members of Council. If
individual Councilmembers receive written (including electronic) public comments or materials for the
purpose of reading/sharing those materials during Council meetings, those materials should be submitted to
the City Clerk prior to the Council meeting so the Clerk can make copies for later distribution to members of
Council.
c. Electronic Comments:
Councilmembers shall avoid accessing any electronic message during Council meetings. Accessing such
communication could be construed as receiving public comment without the benefit of having the citizen in
person to address their concerns to the entire Council at once. (See also page 18, C9 Internet Use)
2. Council Rules of Order
The City Clerk shall serve as the official parliamentarian for all Council meetings, and shall keep a copy of the
most current “Robert’s Rules of Order” (RONR) at meeting locations during Council meetings.
3. Quorum
At all regular and special meetings of the Council, a majority of the Councilmembers who hold office shall
constitute a quorum for the transaction of business. A lesser number may adjourn from time to time, provided
that written notice of said adjournment is posted on the exterior doors of the place where the meeting is held
pursuant to RCW 42.30.090. Council meetings adjourned under the previous provision shall be considered
regular meetings for all purposes. (RCW 35A.13.170, 35A.12.120)
4. Seating Arrangement
Councilmembers shall occupy the respective seat in the meeting place assigned to them by the Mayor.
5. Attendance
a. Unexcused Absences: A Councilmember’s responsibility to attend Council meetings should not be taken
lightly, nor should a decision to remove a Councilmember for missing meetings. Pursuant to RCW 35A.12.060
“a council position shall become vacant if the councilmember fails to attend three consecutive regular meetings
of the council without being excused by the council.” As soon as possible after two consecutive unexcused
absences, and prior to a third consecutive unexcused absence, the absent Councilmember must request a leave
of absence if they desire to remain on the Council. At a third consecutive meeting where a Councilmember is
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not excused and there has been no request for a leave of absence, the absent Councilmember’s office shall be
forfeited effective immediately.
b. Excused Absences: Members of Council may be excused from meetings with prior notification to the Mayor,
City Clerk, or City Manager prior to the meeting, and by stating the reason for the inability to attend.
Acceptable absences may include death of a family member, family or personal illness, inclement weather,
accident, scheduled vacations, family or personal emergency, City related business, or unusual or unforeseen
circumstances. Following or prior to roll call, the Presiding Officer shall inform the Council of the member’s
absence, and inquire if there is a motion to excuse the member. The motion shall be nondebatable. Upon
passage of such motion by a majority of members present, the absent member shall be considered excused and
the City Clerk shall make an appropriate notation in the minutes.
c. Leave of Absence: A Councilmember whose serious health or physical condition would prevent them from
performing the duties of Councilmember may ask to be placed on a leave of absence under the following
conditions:
i. Such serious health or physical condition must be certified in writing by a medical physician.
ii. The request for a leave of absence shall be in writing, and hand-delivered or mailed to the Mayor,
City Clerk, or City Manager at least one week prior to the date when such leave would commence.
iii. The request for a leave of absence must state the anticipated date the Councilmember will resume
their duties.
iv. By majority vote of the whole Council, a leave of absence shall be granted as follows:
a. The absence shall not exceed 90 days from the date the motion is passed by Council
b. The absent Councilmember shall retain pay and medical benefits during the leave of absence
c. At the end of the 90-day leave of absence, the absent Councilmember shall either:
i. Return to normal Council duties commencing with the first Tuesday following the end
of the 90-day leave; or
ii. be subject to RCW 35A.12.060 concerning three consecutive absences, beginning
with the first Tuesday following the end of the 90-day leave.
d. A leave of absence may only be granted twice during a Councilmember’s four-year term, with no less than
six months between each request. Upon approval of a leave of absence, the absent Councilmember shall not
be replaced with a pro-tem Councilmember during the absence.
6. Respect and Decorum
It is the duty of the Mayor and each Councilmember to maintain dignity and respect for their offices, City staff
and the public. While the Council is in session, Councilmembers shall preserve order and decorum and a
Councilmember shall neither by conversation or otherwise, delay or interrupt the proceedings of the Council,
nor disrupt or disparage any Councilmember while speaking. Councilmembers and the public shall comply
with the directives of the Presiding Officer. Any Councilmember making disruptive, disparaging or impertinent
remarks, or unreasonably disturbing the business of the Council shall be asked to cease such disruption. Any
other person attending a Council meeting who disrupts the meeting in such a fashion that the Council is
impaired in its ability to attend to the business of the City, may be asked to leave, or be removed from the
meeting. At any time during any Council meeting, any Councilmember may object to personal affront or other
inappropriate comments, by calling for a “point of order.” After the Councilmember is recognized by the
Presiding Officer and the Councilmember explains their point concerning respect and decorum, or lack thereof,
the Presiding Officer shall rule on the remark. If the person making the remark is a Councilmember, the
Presiding Officer may ask the Councilmember to cease. If the person making the remark is a member of the
public, the Presiding Officer shall determine if the remark is actually disruptive, and whether the remark has
impaired the ability of the Council to attend to the business of the City. If so, the Presiding Officer shall seek
the removal of that person from the meeting. Continued disruptions may result in a recess or adjournment as
set forth in #10 below.
7. Dissents and Protests
Any Councilmember shall have the right to express dissent from or protest verbally or in writing, against any
motion, ordinance or resolution of the Council and have the reason therefore entered in the minutes.
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8. Remote Participation
a. Remote Council Meetings: In the event of unusual circumstances such as a pandemic or other health or
safety emergency where Council meetings would need to be held in such a manner as to protect the health,
safety and welfare of Council, staff and citizens, participation in such meetings shall be done remotely provided
an option is available for the public to attend through internet or other electronic means. Council, staff and the
public must be able to see and hear the meeting proceedings. At least a quorum of councilmembers must be
able to participate.
b. Remote Broadcast: All City Council meetings shall be broadcast live using an online remote meeting
platform, such as Zoom, Microsoft Teams, or another similar platform, to allow citizens to attend the meetings
remotely. Public comment will be accepted from remote attendees at the appropriate portion(s) of the meeting
as defined per the agenda.
c. Councilmembers may appear at a Council meeting by remote connection: Any Councilmember intending to
attend a meeting remotely should notify the Mayor and City Clerk in advance of the meeting, such request
shall be for reasons where the Councilmember cannot physically attend the meeting, and should be made only
when necessary. Councilmembers’ cameras should remain on for the duration of the remote meeting. If a
technical problem prevents such participation where the remote Councilmember cannot hear or be heard, the
Councilmember shall be counted as an excused absence and the technical difficulty shall be stated for the
record. During any meeting that a Councilmember is attending remotely, the Mayor or presiding officer shall
so state for the record at the beginning of such meeting. In instances where the Mayor is remotely attending a
meeting, the Mayor may still function as the Presiding Officer. More then one member of Council may attend
a meeting remotely, provided all together in person and remotely, there is a quorum of Councilmembers
attending.
9. Internet Use
a. Use of the City’s network systems implies Council is aware of and understands that the system is provided
to assist in the performance of their roles as Councilmembers, and as such, Councilmembers are obligated to
use, conserve and protect electronic information and information technology resources and to preserve and
enhance the integrity of those resources which belong to the citizens of Spokane Valley.
b. As noted on page 16, Councilmembers shall avoid accessing any electronic message during Council
meetings whether by e-mail, text, or other means,. Accessing such communication could be construed as
receiving public comment without the benefit of having the citizen in person to address their concerns.
Likewise, Councilmembers shall avoid browsing the Internet during Council meetings in order that Council’s
full attention can be given to the topic at hand.
c. Information technology resources are provided for the purpose of conducting official City business. The use
of any of the City’s information technology resources for campaign or political use is prohibited unless it has
been determined by the City Attorney, Washington State Attorney General, or Washington Public Disclosure
Commission, that such use is not a violation of RCW 42.17A.555 or is otherwise authorized by law.
d. Confidential material shall not be sent via e-mail or text.
e. All letters, memoranda, and interactive computer communication (e-mail, text, tweet, etc.) involving
Councilmembers, the subject of which relates to the conduct of government or the performance of any
governmental function, with specific exceptions stated in the Public Records Act (RCW 42.56) are public
records. Copies of such letters, memoranda and interactive computer communication shall not be provided to
the public or news media without the member of the public or news media filing a public record request with
the City Clerk. With this in mind, texting and tweeting concerning City business is strongly discouraged.
f. E-mail communications that are intended to be distributed among all Councilmembers, whether concurrently
or serially, shall be considered in light of the Open Public Meetings Act. If the intended purpose of an e-mail
is to have a discussion that should be held at an open meeting, the electronic discussion should not occur, and
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Council discussion should wait until everyone has had ample opportunity to view the message before including
such topic(s) on an upcoming agenda.
10. Adjournment Due to Emergency or Disruption
In the event of an emergency such as a fire or other natural or catastrophic disaster, threatened violence, or
inability to regain or retain good order, the Presiding Officer shall forthwith declare a recess, adjourn, or
continue the meeting, and the City Council as well as everyone in the room shall immediately leave the meeting
room and if necessary, leave the building. The Presiding Officer may reconvene the meeting when it has been
determined by the appropriate safety officials that it is safe to do so.
11. Permission Required to Address the Council
Persons other than Councilmembers and staff shall be permitted to address the Council upon recognition and/or
introduction by the Presiding Officer or City Manager.
12. Approaching the Dais by Members of the Public
Once a Council meeting has been called to order, members of the public are prohibited from stepping between
the speaker's podium and the dais, or stepping behind any part of the dais or stepping behind those sections
adjacent to the dais. If citizens wish Council to receive materials, those materials should be handed to the City
Clerk prior to the meeting or during the public comment section of the agenda, and the Clerk will distribute
the materials to members of Council. Council reserves the right to invite anyone forward to the podium to be
addressed by Council.
13. Out of Order Requests
Occasionally a member of the public may wish to speak on an agenda item but cannot remain until the item is
reached on the agenda. During “General Public Comment Opportunity,” such person may request permission
to speak by explaining the circumstances. The Presiding Officer in his/her sole discretion shall rule on whether
to allow the out of order request. Alternatively, the member of the public could also discuss their request with
the Mayor prior to or after the meeting.
14. Photographs, Motion Pictures or Videos Requiring Artificial Illumination – Prior Permission
Required
No overhead projection, photographs, motion pictures, or videos shall be used by the public at City Council
meetings without the prior consent of the Presiding Officer or the City Manager.
15. Placing Items on a Future Agenda:
a. New Item Council Business: During the Advance Agenda portion of a council agenda, a Councilmember
may request to have items placed on a future agenda. Each request shall be treated separately. The City
Manager is most familiar with staff’s workload and shall determine when the item can be prepared and brought
forward to Council, unless the Council wants to discuss the item prior to staff’s involvement. The following
process shall be used to propose an item for a future Council meeting:
i. A Councilmember may propose an item and give a brief explanation of the issue and its importance
to the City.
ii. Councilmembers may ask clarifying questions.
iii. By a show of hands, a consensus of four or more Councilmembers may move the item forward to
a future agenda.
b. Except for routine items such as those found on most Consent Agendas, requests for items to come before
Council shall be routed through the City Manager or come directly from the City Manager as part of the normal
course of business.
16. Motions and Discussion
a. Order of Procedure:
i. Member of Council makes a motion by stating: “I move . . .” After the motion is seconded, staff
makes their presentation, then the Mayor will ask Council if there are any questions of staff. Once all
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questions have been addressed, the staff member shall step away from the podium to allow for any
public comment.
ii. The Mayor will invite public comments. Public comments should be limited to one comment per
person per topic and limited to three minutes. The Mayor can remind the public this is time for
comments and not discussion; and if the public has questions, those questions shall be addressed by
staff at another time outside the meeting.
iii. The Mayor will open the floor to Council for discussion. The maker of the motion normally begins
the discussion. The discussion must have bearing on whether the pending motion should be adopted
(RONR §43); and can be prefaced by a few words of explanation, but must not become a speech
(RONR §4). All Council remarks should be addressed through the Mayor.
iv. When discussion has ended, the Mayor will re-state the motion or ask the Clerk to re-state the
motion. Once the motion is re-stated, the Mayor will call for the vote, which is normally taken by
voice. The Mayor or the Clerk will then state whether the motion passed or failed.
b. In General:
i. Except in rare circumstances, Council motions shall be in the form of an affirmative motion.
Affirmative motions are preferred to prevent “approval by default” of a failed negative motion.
ii. Unless otherwise stated by the presiding officer, agenda items requiring Council action shall begin
with a motion by a Councilmember prior to discussion. If a motion fails, the agenda item shall be
considered concluded. However, said item could be reconsidered if done during the same meeting, or
through Council majority vote it could be brought back at a later meeting to “rescind an action,” or to
“amend something previously adopted.” (Mayoral appointments excepted. See Chapter 4, page 41 for
further discussion on Committees.)
iii. Councilmembers should direct questions to the City Manager or the designated presenter.
iv. Main motions are made when no other motion is pending (see chart below). They are debatable
and subject to amendment. Since seconding a motion means “let’s discuss it,” if there is no second but
discussion ensues, the matter of having a second to proceed is moot and the motion can proceed.
However, if there is no second and no discussion, the motion does not progress. Note that the motion
does not “die for a lack of a second” but it merely does not progress.
v. The maker of a motion can withdraw their motion with the approval of the majority of
Councilmembers (see notes below table below). The person making the motion is entitled to speak
first to the motion. A maker of the motion may vote against the motion but cannot speak against their
own motion.
vi. No Councilmember should be permitted to speak twice to the same issue until all Councilmembers
wishing to speak have spoken. All remarks shall be directed to the Presiding Officer and shall be
courteous in language and deportment (Robert’s Rules of Order Newly Revised, Article VII, Section
43, Decorum in Debate), keeping in mind it is not the Councilmember, but the measure that is the
subject of debate.
vii. When an amended motion is on the floor, the vote is taken on whether to adopt the amendment. If
adopted, the next vote is on the fully amended motion.
viii. Motions should be reserved for items marked on the agenda for action, so as to avoid any surprises
for Council, staff and the public.
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Parliamentary Procedure at a Glance
Roberts IF YOU YOU SAY INTERRUPT NEED Can be Can be VOTE
ND
Rules of WANT TO 2 Debated Amended
Order §
11 Postpone I move to postpone . . . No Yes Yes No Majority
indefinitely (the . (an affirmative vote
purpose is to can be reconsidered; a
prevent action negative vote cannot.)
or kill an issue.) indefinitely
12 Modify wording I move to amend the No Yes Yes Yes** Majority
of motion motion by . . .
14 Postpone to a Ex: I move to postpone No Yes Yes Yes Majority
certain time the motion to the next
Council meeting.
16 Close debate I move the previous No Yes No No Majority*
question, or I call for
the question ***
17 To Table a I move to lay on the No Yes No No Majority
motion table, the motion to
19 Complain about Point of Privilege Yes Yes Yes Yes Chair
noise, room decision
temperatures etc
20 Take break I move to recess for . . No Yes No Yes Majority
21 Adjourn I move to adjourn No Yes No No Majority
meeting
23 Object to Point of Order Yes No No No Chair
procedure or decision
personal affront
25 Suspend rules I move to suspend the No Yes No No Majority*
rules and . . .
34 Take matter I move to take from No Yes No No Majority
from table the table the motion to
35 Reconsider I move we reconsider No Yes Yes Yes Majority
something action on . . .
already
disposed of
It should be noted that the purpose of tabling a motion is not to simply postpone an issue or a vote. If the intended purpose
is to postpone, then the motion to postpone should be used. If more information is needed or desired in order to make the
most informed vote possible, then an option would be for the maker of the motion to simply withdraw the motion. The
consent of the seconder is not needed to withdraw a motion, however, withdrawal of a motion should be done with the
approval of a majority of Councilmembers present \[Mayor, I request permission to withdraw my motion. The Mayor
asks if there is any objection, and if none, the motion is withdrawn. If there is objection, the Mayor will call for a vote.\]
While a motion is still on the table, no other motion on the same subject is in order. The motion to table enables the assembly
to lay the pending question aside temporarily when something else of immediate urgency has arisen. The motion to “Lay
on the Table” is out of order if the evident intent is to kill or avoid dealing with a measure. (Robert’s Rules of Order Newly
th
Revised, 10 Edition)
*(Robert’s Rules of Order Newly Revised states 2/3 vote required. Council direction is to base vote on majority except on
matters where 2/3 (or majority plus one) is required by state statute.
** If the main motion to amend can be amended.
***Call for the Question: if it is felt that debate on a motion on the floor has continued longer than warranted, a member of
Council may “call the question.” The “call for the question” is a motion to end debate and vote immediately. If this “call
for the question” motion is passed by a majority vote, then the vote must be taken on the original debated motion on the
floor.
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17. Voting The votes during all meetings of the Council shall be transacted as follows:
a. The Presiding Officer shall first call for a vote from those in favor of the motion, followed by a call for those
opposed to the motion, and afterwards shall state whether the motion passed or failed. Unless otherwise
provided by statute, ordinance, or resolution, all votes shall be taken by voice or a show of hands. At the request
of any Councilmember or the City Clerk, a roll call vote shall be taken by the City Clerk. The order of the roll
call vote shall be determined by the City Clerk.
b. Unless otherwise provided by statute, ordinance, or resolution, in case of a tie vote on a motion, the motion
shall be considered lost.
c. Every member who was present when the question was called, shall give his/her vote. If any Councilmember
refuses to vote “aye” or “nay,” their vote shall be counted as a “nay” vote unless the Councilmember has
recused themself due to actual or perceived appearance of a conflict of interest, which shall be so stated prior
to the vote at hand. Abstentions are not permitted as abstentions are equivalent to not voting, and the members
of the public expect their elected officials to vote on issues.
d. The passage of any ordinance, grant or revocation of franchise or license, and any resolution for the payment
of money, any approval of warrants, and any resolution for the removal of the City Manager shall require the
affirmative vote of at least a majority of the whole membership of the Council (RCW 35A.12.120). Except as
provided in “e” below, all other motions or resolutions shall require an affirmative vote of at least a majority
of the quorum present.
e. Majority Plus One: The passage of any public emergency ordinance (an ordinance that takes effect
immediately), expenditures for any calamity, violence of nature, riot, insurrection, or war; and provisions for
a lesser emergency, such as a budget amendment (RCW 35A.33.090), shall require the affirmative vote of at
least a majority plus one of the whole membership of the Council. (RCW 35A.13.190).
18. Recusal From Discussion and Consideration.
a. Situations may arise when a Councilmember should consider whether to recuse themselves from the
consideration and decision-making on a particular item. These situations can arise in various ways, including
having an interest in a contract being considered by the City, or when a Councilmember has a bias in some
fashion regarding an issue before the Council. For additional discussion and explanation, please see page 49
Appendix C – Spokane Valley Councilmembers’ Statement of Ethics. The overarching goal of the conflict of
interest laws is to prevent municipal officers from engaging in self-dealing. Seattle v. State, 100 Wn.2d 232,
246 (1983). \[Self-dealing is defined as a situation in which a fiduciary acts in his own best interest in a
transaction rather than in the best interest of his clients. A fiduciary is legally obligated to act in the best interest
of his clients. A fiduciary is a person to whom property or power is entrusted for the benefit of another.\]
b. Prohibited acts. There are some conflicts which cannot be waived, and some actions in which
Councilmembers shall not engage. RCW 42.23.070 prohibits municipal officers from:
i. Using “his or her position to secure special privileges or exemptions for himself, herself, or others.”
ii. Directly or indirectly giving or receiving or agreeing to receive “any compensation, gift, reward,
or gratuity from a source except the employing municipality, for a matter connected with or related to
the officer’s services as such an officer unless otherwise provided for by law.”
iii. Accepting employment or engaging in business or professional activity that “the officer might
reasonably expect would require or induce him or her by reason of his or her official position to
disclose confidential information acquired by reason of his or her official position.”
iv. Disclosing confidential information “gained by reason of the officer’s position, nor may the officer
otherwise use such information for his or her personal gain or benefit.”
c. Conflict of interest – contracts. In contractual matters, Councilmembers are required to avoid directly
benefitting from contracts entered into by the City. When a Councilmember is aware that they may benefit
from such a contractual relationship, they are required to recuse themselves. Other situations may arise where
a Councilmember may indirectly benefit. In these circumstances, the determination of whether a conflict of
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interest exists such that they should recuse themselves will have to be made by that Councilmember based on
facts and circumstances known at the time.
d. Bias for or against a proposed action. There will be situations for each Councilmember where, based upon
their current or prior work or personal relationships, that Councilmember may not be able to participate in a
discussion and decision on a given issue because they likely can’t be objective. In such an event, the
Councilmember must give due consideration to their potential to be predisposed, and whether they believe
they can objectively consider and decide on the issue. If the answer is yes, then the Councilmember may
proceed. If this self-analysis is difficult as to whether the Councilmember can be objective, but the
determination is that they can, the Councilmember should strongly consider disclosing the nature of the
potential bias to the Council, and then announce whether they believe they can or cannot proceed. If the
Councilmember does not believe they can be reasonably objective, they should recuse themselves from the
discussion and consideration. The purpose for recusal under such circumstances is that the Council wants the
public to have the utmost confidence that decisions are made objectively, and that all citizens and businesses
will be treated equally and fairly.
e. Process and Disclosure: When a Councilmember determines recusal is appropriate, or when it is required
by law, the Councilmember shall announce that they need to recuse themselves, explain the factual
circumstances, then step off the dais and out of the meeting place. A staff member will retrieve the
Councilmember once that issue is finished being discussed. The determination of whether to recuse oneself
from an issue, and then formally recusing, shall occur before any discussion has taken place on that issue to
ensure that Councilmember does not participate in the matter in any fashion.
f. The following is an example of appropriate language where recusal is warranted:
Following careful analysis and consideration, I think it is appropriate for me to recuse myself from any
discussion and decision on this matter. I have known the owners of * business for * years, am friends with
them, and believe it would be most appropriate for me not to participate in this matter. As such, I will
recuse myself and step out of the room. OR
Following careful analysis and consideration, I think it is appropriate for me to recuse myself from any
discussion and decision on this matter. I own a business that competes directly with the business at issue,
and believe it would be most appropriate for me not to participate in this matter. As such, I will recuse
myself and step out of the room.
g. The following is an example of appropriate language where the Councilmember determines that he/she
does not need to recuse themselves from the matter: Following careful analysis and consideration, I think
it is appropriate for me to participate in the discussion and decision on this matter. Although I am
somewhat familiar with this matter from my prior association with *, I believe I can be objective and
unbiased. As such, I will not recuse myself, and will participate with the rest of the Council in the
discussion and decision.
19. Ordinances
a. Except for unusual circumstances or emergencies, ordinances and resolutions shall customarily be prepared,
introduced and proceed in normal fashion with an administrative report, then first and second reading in
accordance with the “Three Touch Principle.” Prior to final passage of all ordinances or resolutions, such
documents shall be designated as drafts.
b. A Councilmember may, in open session, request the City Manager bring forth an ordinance for a specific
purpose.
c. Ordinances shall normally have two separate readings at separate Council meetings. Unless waived by the
City Council at each reading, the title of an ordinance shall be read by the City Clerk prior to its passage.
However, if a Councilmember requests that the entire ordinance or certain sections be read, such request shall
be granted. Printed copies shall be available upon request to any person attending a Council meeting.
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d. The provision requiring two separate readings of an ordinance may be waived at any meeting of the Council
by a majority vote of all members present. This would require a successful motion to suspend the rules and
pass the ordinance on a first reading.
e. If a motion to pass an ordinance to a second reading fails, the ordinance shall be considered lost, unless a
subsequent motion directs its revision and resubmission to a first reading.
f. Any ordinance repealing any portion of the Spokane Valley Municipal Code shall also repeal the respective
portions of the underlying ordinance(s). Ordinances repealing earlier ordinances shall not apply to acts,
incidents, transactions or decisions occurring before such repeal.
g. Council may not pass a franchise ordinance at a special meeting \[RCW 35A.47.040\].
h The passage of any ordinance, grant or revocation of franchise or license shall require the affirmative vote
of at least a majority of the whole membership of the Council. \[RCW 35A.13.170\]
i. The passage of any public emergency ordinance (an ordinance that takes effect immediately), expenditures
for any calamity, violence of nature, riot, insurrection, or war; and provisions for a lesser emergency, such as
a budget amendment (RCW 35A.33.090), shall require the affirmative vote of at least a majority plus one of
the whole membership of the Council. (RCW 35A.13.190).
j. Occasionally, an ordinance will be on an agenda the same night as a public hearing on the same topic, such
as a public hearing on a budget, amended budget, proposed tax, or moratorium, and an ordinance approving
that item. When that occurs, after the public hearing has been closed and Council moves to the ordinance action
item, public comment shall not be taken on the ordinance since it was just taken as part of the public hearing
process. Public comment will also not be taken during the ordinance’s second reading at a subsequent Council
meeting. This procedure will also be used if a public hearing on a specific issue is held before the Planning
Commission; so that when the resulting ordinance comes before Council, public comment will not be taken on
either the first or the second reading.
20. Resolutions
a. A resolution may be approved on the same day it is introduced. While it is not necessary to have the title of
a resolution read aloud, Council may ask the City Clerk to read the resolution title in order to facilitate public
understanding and/or comment. A Councilmember may request that the entire resolution or certain sections be
read, and such request shall be granted and the City Clerk shall read as requested. Printed copies shall be made
available upon request to any person attending a Council meeting.
b. The passage of any resolution for the payment of money, any approval of warrants, and any resolution for
the removal of the City Manager shall require the affirmative vote of at least a majority of the whole
membership of the Council.
c. Occasionally, a resolution will be on an agenda the same night as a public hearing on the same topic, such
as a public hearing on an amended Transportation Improvement Program, and a Resolution approving that
amendment. When that occurs, after the public hearing has been closed and Council moves to the resolution
action item, public comment shall not be taken on the resolution since it was just taken as part of the public
hearing process. This procedure will also be used if a public hearing on a specific issue is held before the
Planning Commission, which would result in a resolution for Council consideration.
21. Community Recognition Program:
a. In an effort to acknowledge outstanding citizens, businesses and organizations who have made a significant
contribution, or have had or continue to have, a positive impact on the citizens of our community, the Council
has implemented a Community Recognition Program.
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b. Eligibility: Must be a citizen/resident or an owner/operator of a business within Spokane Valley City limits.
City of Spokane Valley elected officials, staff members and their relatives are not eligible for nomination,
however, they may submit nominations. There is no limit to the number of nominations one may submit.
c. Selection: will be made by the Mayor with confirmation by the Council. If selected, recognition will take
place at a City Council meeting and depending upon the nature of the nomination, the honoree will be presented
with a proclamation, certificate of appreciation, and/or a key to the City.
d. Process: Nominations shall be submitted on a Community Recognition Form, addressed to the City Clerk,
and may be made at any time.
e. Selection of these recipient(s) will typically be held during a formal format Council meeting, under the
Agenda Item of Introduction of Special Guests and Presentations.
22. Proclamations:
a. Ceremonial proclamations not associated with the Community Recognition Program.
i. These proclamations are not statements of policy but are a means by which the City can recognize
an event, group or individual. As part of the ceremonial duties of the Mayor, the Mayor is charged
with approval of proclamations at his/her discretion; and reserves the right to decline any proclamation
request as well as the right to make exceptions to these guidelines and procedures. Individual
Councilmembers will not issue proclamations, and requests for a proclamation should be directed to
the Mayor or the City Clerk.
ii. Proclamations will be considered for approval which will proclaim certain events or causes when
such proclamation positively impacts the community and conveys an affirmative message to Spokane
Valley residents. Proclamations will not be considered which are potentially controversial, political or
religious in nature unless approved by the majority of Councilmembers.
iii. Proclamations can be issued at the discretion of the Mayor, and may be for organizations,
individuals, or businesses within or outside Spokane Valley’s jurisdiction.
b. Procedure for proclamations to be read at a Council Meeting:
i. The person making the request need not be a Spokane Valley resident
ii. Requests should be made at least four weeks in advance of the scheduled Council meeting
iii. The person asking for the proclamation should agree to be in attendance or have someone attend in
their stead
iv. The City Clerk will inform the requestor whether the proclamation request is approved
v. The person making the request shall draft the proclamation and send it to the City Clerk once
approval is given
vi. The City retains the right to modify and/or edit the proposed proclamation as it sees fit
vii. It is the Council’s preference to have proclamations read at formal meetings, which are generally
ndth
held the 2 and 4 Tuesdays; however, proclamations may be read at Study Sessions due to scheduling
conflicts.
c. For those instances where proclamations are requested for events other than to be read at an open Council
meeting, the same procedure as above shall be followed, but instead of having someone at a Council meeting
to officially receive the proclamation, the City Clerk will mail the proclamation to the requestor, or it can be
hand-carried by the Councilmember attending the event to read the proclamation.
d. Reading of these proclamations will typically take place at a formal format Council meeting, immediately
after the Mayor’s report, or could take place as the first agenda item on a Study Session.
23. Taxes: Increasing or Imposing New Taxes The Council strongly believes in fiscal restraint, and that
increasing the tax burden on its property owners and citizens by increasing or imposing new taxes should be
avoided except as a last resort. In addition to complying with all applicable statutory requirements, increasing
or imposing new taxes should only be done as follows:
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a. As requested by the City Council, the City Manager in consultation with the Finance Director, shall notify
the City Clerk of Council’s desire for a proposed ordinance, and ask the City Attorney to prepare a draft
ordinance.
b. Within 14 days following notice to the City Clerk, the City Clerk shall publish a notice of public hearing
once a week for two consecutive weeks in the official newspaper of the City, stating
i. the date, time and place of Council’s public hearing
ii. the purpose of the hearing: that a tax increase or new tax has been proposed
iii. that a copy of the proposed draft ordinance shall be furnished to any City taxpayer who requests it;
and
iv. that any City taxpayer may appear and provide verbal or written comment for or against the
proposed draft ordinance.
c. Preceding such public hearing, staff will provide an administrative report to Council describing the financial
deficit and need for the increased or new tax; and if Council concurs and after the public hearing, the proposed
draft ordinance shall proceed as follows:
i. Proceed with a first reading of the proposed draft ordinance (same or different meeting as the public
hearing)
ii. Second reading of the proposed draft ordinance at a subsequent meeting.
d. Approval of increasing or imposing new taxes requires an affirmative vote of a majority plus one of the
whole Council.
24. Hearings: \[note: See Appendix A, page 46 for quasi-judicial hearings\]
a. Purpose
i. Held to obtain public input on legislative decisions on matters of policy
ii. Are required by state law in such matters as comprehensive plan use plans, or annual budget
iii. Do not involve legal rights of specific private parties in a contested setting
iv. Affect a wide range of citizens or perhaps the entire jurisdiction
v. Decisions reached as a result of these hearings are not second-guessed by the courts, and if
challenged, are reviewed only to determine if they are constitutional or violate state law
b. Process
i. State statutes do not specify how public hearings should be conducted. Because legislative hearings
are generally informal, the main concern is to provide an opportunity for all attending members of the
public to speak if they desire. Individual comments shall be limited to a specific amount of time as
determined by the Presiding Officer , and the public should be advised that comments must relate to
the matter at hand. The “ground rules” for the conduct of the hearing may be stated by the Presiding
Officer at the beginning of the hearing:
a. All public comments shall be made from the speaker’s podium, shall be directed to the Mayor
and Council, and any individual making comments shall first give their name and city of residence.
Speakers may be asked to spell their last name because an official recorded transcript of the public
hearing is being made.
b. No comments shall be made from any other location, and anyone making “out of order”
comments shall be subject to removal from the meeting.
c. Unless otherwise determined by the Presiding Officer, all public comments shall be limited to
three minutes per speaker and members of the public are not permitted to give any of their own
speaking time to other members of the public. This time is an opportunity to hear from various
members of the public in a limited public forum, and not an opportunity for extended comments
or dialogue.
d. At the discretion of the Presiding Officer, members of the public shall only speak once per issue.
Page 26 of 64
e There shall be no demonstrations, applause or other audience participation, before, during or at
the conclusion of anyone’s presentation. Such expressions are disruptive and take time away from
the speakers.
f. Unless read and/or handed in by the individual speaker during the public hearing, previously
received written public comments shall be read by the City Clerk at the pleasure of the Mayor. In
the interest of time, the Mayor may limit the reading of such comments to the Clerk reading who
the letter or written material is from, and if easily discernible, whether that person is for or against
the issue at hand. All written comments become an official part of the record.
g. These rules are intended to promote an orderly system of holding a public hearing, to give
persons an opportunity to be heard, and to ensure that individuals are not embarrassed by
exercising their right of free speech.
ii. The Presiding Officer declares that the public hearing on the topic at hand is open, notes the time
for such opening, and asks staff to make their presentation.
iii. After staff presentations, the Presiding Officer calls for public comments.
iv. The Presiding Officer asks if any members of Council have questions of any of the speakers or
staff. If any Councilmember has questions, the appropriate individual shall be recalled to the podium.
v. The Presiding Officer declares the public hearing closed and notes the time for such closing.
25. Reconsideration
a. The purpose of reconsidering a vote is to permit change or correction of an erroneous action, or to take into
account added information or a changed situation that has developed since the taking of the vote. Any action
of the Council, including final action on applications for legislative changes in land use status, shall be subject
to a motion to reconsider except:
i. any action previously reconsidered;
ii. motions to adjourn or motions to suspend the rules;
iii. an affirmative vote to lay an item on, or take an item from, the table;
iv. previously passed motion to suspend the rules; or
v. a vote electing to office one who is present and does not decline.
b. Such motion for reconsideration:
i. shall be reconsidered during the same Council meeting;
ii. shall be called up when no business is pending (no action is pending);
iii. if action is pending, the Mayor asks the Clerk to note that the motion to reconsider has been made
and shall be taken up when a member calls the motion to reconsider the vote when no other business
(action ) is pending;
iv. shall be made by a member who voted on the prevailing side on the original motion. This means a
reconsideration can be moved only by one who voted aye if the motion involved was adopted, or no if
the motion was lost. It is permissible for a Councilmember who cannot make such a motion, but
believes there are valid reasons for one, to try to persuade someone who voted on the prevailing side,
to make such a motion.
v. a member who makes this motion should state that he or she voted on the prevailing side;
vi. needs a second, and can be seconded by any member;
vii. is debatable if the type of motion it reconsiders is debatable; and
viii. is not amendable and requires a majority vote to adopt.
c. Step 1: A member of Council who voted on the prevailing side makes the motion, such as "I move to
reconsider the vote on the resolution relating to holidays. I voted for \[or against\] the resolution." This motion
needs a second, which can be seconded by any Councilmember.
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d. Step 2: If the motion for reconsideration is adopted, the original motion is then placed before Council as if
that motion had not been voted on previously; and Council again takes that motion under discussion, followed
by a new vote.
e. Any motion for reconsideration of a matter which was the subject of a required public hearing or which is a
quasi-judicial matter, may not be discussed or acted upon unless and until the parties or their attorneys and the
persons testifying have been given at least five days advance notice of such discussion and/or action.
26. Council Materials
a. Council Material: Councilmembers and staff should read the agenda material and ask clarifying questions
of the City Manager or other appropriate staff prior to the Council meeting when possible. A good opportunity
to do this is at the Advance Agenda meeting. Council recognizes there are times when Councilmembers may
wish to bring additional documentation to a meeting on a specific subject, whether that subject is on the agenda
or not, in order to share with Council and staff. When possible, the materials should be distributed to
Councilmembers and staff prior to the Council meeting, or if distributed during a meeting, Councilmembers
should indicate they would like the materials considered for a future meeting, since except in an emergency,
Councilmembers would normally not take time at the dais to read material just received. Pre-scheduled
materials Council wishes to share as part of the Council packet could also be included on study session agendas
under “Council Comments.”
b. Council Packets: Councilmembers shall personally pick up their agenda packets from their City desk, unless
otherwise arranged by the Councilmember or further directed by Council. Councilmembers have the option of
accessing their Council packet via the City’s website. Unless notified otherwise, the City Clerk shall prepare
a hard copy agenda packet for individual Councilmembers.
c. Packet Materials: Request for Council Action form (RCA): This is a cover sheet used by staff to introduce
an agenda item. It includes the agenda item title, citing of governing legislation associated with the topic,
previous Council action taken, and background on the topic. Options for Council consideration are also
included, as well as a staff recommended action or motion. The options and recommended action or motion
should be viewed as aids to Council in making a motion or taking action, but should not be thought of as
obligatory, as Council always has the option of making a motion different from what is included on the form.
Generally, by the time an item is ready for a motion, Council has already read, heard, and/or discussed the item
at least three times (such as an informational item, an administrative report, and lastly as an action item), and
the wording of a motion would not normally be controversial, although it is important to state the motion as a
motion, such as “I move to” or “I move that” or other similar language.
27. “Three Touch Principle”
Decision makers and citizens at all levels of the City should have adequate time to thoroughly consider the
issues prior to final decisions. It is the intent of the Council that the Council and administration shall abide by
the “Three Touch Principle” whenever possible. These procedural guidelines are designed to avoid “surprises”
to the City Council, citizens and administrative personnel. Any request or proposal for adopting or changing
public policy, ordinances, resolutions or City Council directives which require a decision of the City Council
or administration, should “touch” the decision makers three separate times. This includes verbal or written
reports, “information only” agenda items, or any combination thereof. To facilitate the Council’s strategic use
of legislative time at its meeting, staff may satisfy the first touch by issuing an informational memorandum,
unless the subject matter is complex in nature. Quasi-judicial matters and any subject discussed in executive
sessions are excluded from application of the “Three Touch Principle.”
It is recognized that unexpected circumstances may arise wherein observance of the “Three Touch Principle”
would be impractical. However, when unusual circumstances arise which justify a “first discussion” decision,
the persons requesting the expedited decision should also explain the timing circumstances. This principle
excludes staff reports and other general communications not requiring a Council decision.
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CHAPTER 2
Legislative Process
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A. Election of Officers Procedures for electing officers are as follows:
1. Biennially, at the first meeting of the new Council, the members thereof shall choose a Presiding Officer
from their number who shall have the title of Mayor. In addition to the powers conferred upon him/her as
Mayor, he/she shall continue to have all the rights, privileges and immunities of a member of the Council. If a
permanent vacancy occurs in the office of Mayor, the members of the Council at their next regular meeting
shall select a Mayor from their number for the unexpired term. Following the election of the Mayor, election
of a Deputy Mayor shall be conducted in the same manner. The term of the Deputy Mayor shall run
concurrently with that of the Mayor. (RCW 35A.13.030) There are no term limits for the office of Mayor or
Deputy Mayor.
2. The election for Mayor shall be conducted by the City Clerk. The City Clerk shall call for nominations. Each
member of the City Council shall be permitted to nominate one person, and a nomination shall not require a
second. A nominee who wishes to decline the nomination shall so state at that time. Nominations are then
closed. The election for Deputy Mayor shall be conducted by the Mayor, and nominations shall be made in the
manner previously described for the election of the Mayor.
3. Except when there is only one nominee, election shall be by written ballot. Each ballot shall contain the
name of the Councilmember who cast it. Selection of Mayor and of Deputy Mayor shall each be determined
by majority vote of Councilmembers present. The City Clerk shall publicly announce the results of the election.
Thereafter, the City Clerk shall record the individual Councilmember’s vote in the minutes of the meeting.
4. If the first round of votes results in no majority vote of Councilmembers present, the voting process shall
be repeated no more than two more times. During subsequent votes, Councilmembers do not have to vote the
same as they did in the previous vote. If after three attempts, Council is unable to agree on a Mayor by majority
vote of Councilmembers present, the office of Mayor shall be temporarily filled by an Acting Mayor, which
shall be the Councilmember who just previously served as Mayor if that person is still a member of Council,
or if the previous Mayor is no longer a Councilmember, then by the Deputy Mayor, or if such person prefers
not to serve as Mayor or if that person is no longer a member of Council, the Councilmember with the next
highest seniority. The Acting Mayor shall continue in office and exercise such authority as is described in
RCW 35A.13 until the members of the Council agree on a Mayor, which shall be determined at the next
scheduled Council meeting, at which time the role of Acting Mayor shall cease and terminate.
5. At the next scheduled Council meeting voting for Mayor shall proceed in the same manner as the initial first
round of voting from the previous Council meeting, but Councilmembers shall only vote on the
Councilmembers who received the highest number of votes. If after three voting attempts, there is still no
majority vote of Councilmembers present, the vote shall be determined by whichever Councilmember has the
most votes at the third voting attempt. If at that time, there is a two-way tie of Councilmembers receiving the
most votes, the tie shall be broken based on the flip of a coin. The City Manager shall flip the coin. If there are
more than two Councilmembers tying with the most votes, that tie shall be determined by another means of
chance to narrow the Councilmembers down to two, at which time the outcome shall be determined by written
ballot.
B. Filling Council Vacancies
1. General Process: (Note that public comment shall not be taken during this entire process.) If a vacancy
occurs on the City Council, the Council shall follow the procedures outlined in RCW 35A.13.020 and Council’s
adopted procedure in compliance with RCW 35A.13.020, as well as RCW 42.12.070. The timeline will vary
depending on when the process begins. Pursuant to RCW 35A.13.020, City Council has 90 days from the
vacancy to appoint a qualified person to the vacant position. If this timeframe is not met, the City’s authority
in this matter would cease and the Spokane County Board of Commissioners would appoint a qualified person
to fill the vacancy. In order to be qualified to run for Spokane Valley City Council, or hold such position, a
person must be \[RCW 42.04.020\] a citizen of the United States, 18 years of age or older, a resident of the City
of Spokane Valley for a year or more preceding his or her election, a registered voter in the City of Spokane
Valley at the time of filing the declaration of candidacy and at the time of filing the declaration of candidacy
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if the candidate had ever been convicted of a felony, they must no longer be under the authority of the
Department of Corrections, or currently incarcerated for a felony.
Pursuant to RCW 42.12, remaining members of Council shall appoint a qualified person to fill the vacancy as
an interim position who will serve from the date of appointment until the person elected in the November odd-
numbered year general election takes office, which is the date the election results are certified, normally around
th
the 26 of November. (See also 35A.12.040) Immediately upon the election being certified, that just-elected
person will take the oath of office, take their position as a member of Council, and complete the remainder of
the unexpired term.
a. Procedure for Filling a Council Vacancy, Timeline/Procedure-Publication: The City Clerk shall
publish the vacancy announcement inviting citizens of the City who are interested and qualified to sit as a
Councilmember, to apply on an application form provided by the City (see Appendix E page 53 for
application). Qualifications to sit as a Councilmember are set forth in RCW 35A.13.020, which refers to RCW
35A.12.030: (1) must be a registered voter of the city at the time of filing his or her declaration of candidacy;
(2) has been a resident of the city for a period of at least one year next preceding his or her election. Additional
qualifications include those stated above under #1 General Process, and that Councilmembers shall not hold
any other office or employment within the Spokane Valley City government \[RCW 35A.12.030\]. In order to
avoid any real or perceived conflict of interest, no member of Council's immediate family may be currently
employed by the City of Spokane Valley since employment is considered a contractual matter, and a
councilmember would have a prohibited interest in a contract between a family member who is an employee
of the city, and the city. (See Appendix G page 58 Definitions for description of immediate family.) If possible,
the vacancy announcement shall be published for three consecutive weeks.
b. The City Clerk shall establish the deadline to receive applications, for example, no later than 4:00
p.m. on a certain date.
c. RCW 42.30.110(1)(h), set a special meeting with an executive session beginning at 5:00 p.m.
Council shall meet and adjourn to executive session to review and discuss all of the applications. After the
review and discussion, Council shall return to meeting place and the Special Meeting shall be adjourned.
d. Hold a regular 6:00 p.m. meeting, same evening as above special meeting. Pursuant to RCW
42.30.110(1)(h), Council shall meet in open session and part of this agenda shall include selection of applicants
to interview. Selection shall be by nomination and second. A vote shall be taken and candidates receiving a
majority vote of those councilmembers present, shall be interviewed. Immediately after this Council meeting
or as soon as practicable, the Clerk shall send a list of potential questions to all those to be interviewed.
e. Schedule the conducting of the interviews for an upcoming Council meeting. Pursuant to RCW
42.30.110(1)(h), the interviews shall be conducted during an open Council meeting. Each interview shall be a
maximum of 30 minutes.
f. Schedule a special 5:00 p.m. meeting with an executive session. Pursuant to RCW 42.30.110(1)(h),
Council shall meet and adjourn to executive session (closed session) to discuss applicants. After the discussion,
the Special Meeting shall be adjourned as usual.
g. Hold a regular 6:00 p.m. meeting, same evening as “f” above special meeting. Pursuant to RCW
42.30.110(1)(h), Council shall meet in open session; and the last action item of that agenda will include a vote
to fill the vacancy. Upon selection of the new Councilmember, that person shall be sworn in by the City Clerk,
and take their seat at the dais.
2. Nomination Options for Conducting Interviews:
a. After holding an executive session to review applications, during a subsequent open session, any
Councilmember may
i. nominate an applicant to be interviewed
ii. the nomination must be seconded
iii. Councilmembers may make more than one nomination, but only one at a time
iv. the Mayor shall ask if there are further nominations
v. if no further nominations, the Mayor shall close the nominations
vi. votes shall be taken on each applicant in the order of nomination
vii. votes shall be by raised hand
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viii. applicants receiving a majority of votes of those Councilmembers present, shall be interviewed
ix. once all voting has taken place, the City Clerk shall summarize which applicants shall be
interviewed based on the voting outcome. As soon as possible after the Council meeting, the City Clerk
shall notify each applicant to inform them if they will or will not be interviewed; notify those to be
interviewed of the date and time for their interview, and send each person to be interviewed, the list of
possible interview questions; or
x. Instead of the above nomination process, after holding an executive session to review applications,
Council may choose to interview all applicants
b. The length of the interview shall be determined based upon the number of applicants and interviews
shall be done in last-name alphabetical order. The City Clerk shall notify all applicants of the date, time and
procedure for their interview. To keep the process as fair as possible, on the date of the interview, applicants
not yet interviewed shall be asked to wait in a waiting area outside the meeting place and away from viewing
or hearing the meeting’s proceedings.
c. If during open session, Council has nominated only one person to interview, or in the case of more
than one vacancy, one person per vacancy, Council may forego the interview process and move to make the
appropriate appointment.
3. Interview Questions/Process:
During the interview, each Councilmember may ask each candidate a maximum of three questions, which
includes any follow-up questions. Candidates shall be interviewed in alphabetical order of last name.
4. Nomination and Voting Process to Select Applicant:
a. Nomination Process: Councilmembers may nominate an applicant to fill the vacancy. A second is required.
If no second is received, that applicant shall not be considered further unless no applicant receives a second,
in which case all applicants who were nominated may be considered again. Councilmembers may not make
more than one nomination unless the nominee declines the nomination and unless there is no second to the
nomination; in which case the Councilmember make another nomination. Once the nominations are given, the
Mayor shall close the nominations and Council shall proceed to vote.
b. Voting Process. RCW 42.12.070 states that where one position is vacant, the remaining members of the
governing body shall appoint a qualified person to fill the vacant position. By adoption of this policy, Council
has chosen the following process for making such appointment:
i. Except when there is only one nominee, a vote for an applicant shall be by written ballot. Each ballot
shall contain the name of the Councilmember who cast it.
ii. The vacancy may only be filled when a majority of the remaining City Council (whether present or
not) affirmatively votes for the applicant, i.e. if five City Councilmembers are present, this would
require at least four Councilmembers voting for an applicant. If subsequent rounds of voting are
needed, each round of voting follows the same process. The Mayor may ask for Council discussion
between voting rounds.
iii. Round One Vote: The City Clerk shall publicly announce the results of the election. The applicant
receiving the majority of votes shall be the new Councilmember. If no applicant receives a majority of
votes from the City Council, then the three applicants receiving the most affirmative votes would be
considered in a second round.
iv. Round Two Vote: Round Two proceeds the same as Round One. If one of the three applicants still
fails to receive a majority of affirmative votes, then the two applicants of the three who received the
most affirmative votes would then be considered in a third round; or if there are only two applicants
and they receive tie votes, a third round shall be taken. Councilmembers may change their vote
between rounds.
v. Round Three Vote: Round Three proceeds the same as Rounds One and Two. If after this round,
the vote of the two applicants results in a tie, then the City Manager, with concurrence of Council shall
flip a coin to determine who shall fill the vacancy, with the applicant whose last name is closest to the
letter A being assigned “heads” and the other person assigned “tails.” In the rare circumstance where
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both applicants' last name begins with the same letter of the alphabet, the applicant whose entire last
name is closest to the letter A shall be assigned “heads” and the other person assigned “tails.” In the
equally rare circumstance where both applicants have the same last name, the applicant whose first
name is closest to the letter A shall be assigned “heads” and the other person assigned “tails.”
5. Seating of New City Councilmember:
Once an applicant either has received a majority of votes or wins the coin flip, if the appointed applicant is at
the meeting, the City Clerk shall administer the oath of office, and the new Councilmember shall be officially
seated as a City Councilmember. If the appointed applicant is not at the meeting, such action is not official
until the applicant takes the oath of office.
C. Legislative Agenda
Councilmembers work each year (or sometimes every two years) to draft a State and a Federal “legislative
agenda” to address Council ideas, suggestions and specific legislative programs in terms of upcoming or
pending legislative activity in Olympia and Washington, D.C. that would or could have an effect on our City.
These agendas can also be addressed during Council’s participation in the Association of Washington Cities
(AWC)annual conference, and the annual National League of Cities Conference held in Washington, D.C.
D. Council Travel Allocation
Council is allocated a budget to handle certain City business-related travel expenses. The total allocation of
travel funding budgeted for the legislative branch for the fiscal year shall be apportioned equally among six
Councilmembers, and the Mayor may receive additional funding based on the extra travel demands of the
office. These monies may be used to defray expenses for transportation, lodging, meals and incidental expenses
incurred in the conduct of City business. Periodic updated statements of expenditures are available to
Councilmembers upon request to the Finance Department or the City Manager’s Executive Assistant. Should
a Councilmember exhaust their apportionment of funds, that person shall be personally responsible for
payment of any travel and related expenses unless they have requested and received written affirmation from
another Councilmember of their voluntary allocation to grant the travel related expenses from that granting
Councilmember’s travel apportionment. Such granting of travel allocations shall be documented with the
appropriate completed form (see Appendix F, page 57). During the last six months of a Councilmember’s
current term of office, Councilmembers shall not incur City business-related travel expenditures outside a 50
mile radius unless such travel fulfills the obligations of the Councilmember’s service on statewide or regional
boards, commissions or task forces.
E. COUNCIL EXPENSE REIMBURSEMENT POLICY
1. Travel Approval and Expense.
a. General Travel: Councilmembers are entitled to payment of and reimbursement for lawful expenditures
incurred on official City business when such expenditures are within the allotted budget. The City shall not
reimburse Councilmembers for meals or beverages with constituents when there is not at least a quorum present
as that would not be considered official City business. The City shall not reimburse an expense associated with
fundraising or political events. The City shall also not reimburse an expense if that expense is reimbursable by
another agency. Each Councilmember shall be permitted to travel within the constraints of each
Councilmember’s allotted budget, which may also include donated allocation(s) from another
Councilmember(s). (See Appendix F page 57 for Request Form.)
b. Allowable Travel Expense. Allowed travel expenses include transportation, lodging, meals, and other related
expenditures lawfully incurred by Councilmembers in the course and scope of their Councilmember duties.
i. Meals are provided as a per diem rate at 35% above the amounts posted by the General Services
Administration at www.gsa.gov/perdiem. For each full day of travel, all three meals are reimbursable
unless they are provided by a third party. Meals provided through a third party such as through a
conference registration, will be subtracted from the per diem amount. Per diems on the first and last
day of a trip are governed as set forth below.
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Departure Day
Depart before 8:00 am Breakfast, lunch and dinner
Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon Dinner
Return Day
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch
Return after 7:00 p.m. Breakfast, lunch and dinner
ii. Lodging is reimbursed for the actual cost of the room, minus any room extras. If paid in advance, a
receipt is required for reimbursement.
iii. Tips are allowable expenditures when they approximate 15% or less, unless the personal service
provider sets a mandatory group rate at a higher percentage, or the tip is already included in the
expenditure. Please carefully examine your bill and be aware of statements such as “A service charge
of __%/$ will be added to your bill.” Reimbursement for tips is limited to valet services, and taxi/ride
share transportation. Tips on meals are included in the per diem rates above.
iv. When staff is making and paying for air travel arrangements, airline trip insurance may be
purchased on a case-by-case basis at the discretion of the City Manager. Times when such trip
insurance may be purchased include necessary travel when the weather is questionable.
v. A monthly mileage stipend of $25 for each Councilmember, and $50.00 for the mayor, shall be
provided for local travel for City business within 15 miles from City Hall. If travel is beyond 15 miles
from City Hall, mileage shall be reimbursed according to the current IRS mileage rates for traveled
miles as determined by such websites as google maps, or other internet apps or mileage distance
calculators, using the shortest route between two places.
c. Non-Reimbursement or Prohibition of Travel Expense.
Unauthorized travel expenses include but are not limited to the following items, for which no reimbursement
shall be allowed:
i. Liquor
ii. Expense of a spouse or other persons not authorized to receive reimbursement under this policy
iii. Personal entertainment/movies
iv. Theft, loss, or damage to personal property
v. Barber or beauty parlor
vi. Airline or other trip insurance (see b iv directly above)
vii. Personal postage
viii. Reading material except for that associated with official City business
ix. Personal telephone calls
x. Personal toiletry articles, including toothpaste, toothbrush, comb, brush, candy, gum, tissues, and
other miscellaneous items
xi. Dry cleaning/laundry service
xii. Prohibited expenses charged to the City in error shall be immediately reimbursed.
d. Conferences/Meetings/Seminars.
i. Where a meal is included in a registration package, the cost of a meal eaten elsewhere shall not be
provided in the per diem rate unless its purpose is to allow the conduct of City business.
ii. For meetings or seminars hosted by an organization for which the City pays membership dues,
lodging is limited to the amounts that are reasonable and necessary based upon the government or
conference rate offered by the host hotel(s).
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iii. When an extra day’s stay would reduce airfare beyond the extra day’s hotel and meals, a
Councilmember may stay an extra day.
2. Payment of Expenses.
a. Use of City Credit Cards. Use of City credit cards for travel is authorized pursuant to chapter 2.65 SVMC.
b. Prepayment. Examples of travel expenses subject to prepayment include registration fees, airline tickets,
and certain lodging where the cost is part of the registration package. Prepayment is generally handled by the
City Manager’s Executive Assistant.
c. Direct Billing. Direct billing to the City for expenses such as meals and lodging is prohibited.
d. Expense Reimbursement Report. Expense Reimbursement Forms shall be completed no less than monthly.
Councilmembers shall complete the Expense Reimbursement Form and submit it to Finance, documenting the
amount due the Councilmember or City as appropriate. The actual amounts expended shall be written on the
form with itemized receipts attached. The completed Expense Reimbursement Form shall be submitted to
Finance within 45 days after completing travel. Expense Reimbursement Forms submitted more than 45 days
after completing travel shall not be honored.
3. Use of Personal Vehicle.
a. Reimbursement. Expenses for the use of personally-owned vehicles in the course of City business are
reimbursed at the then-current U.S. Government (IRS) rate. Councilmembers who use their personal car for
City business shall carry, at a minimum, the Washington state required insurance coverage. Councilmembers
shall be responsible for maintaining this coverage at their own cost.
b. Passengers. Should more than one Councilmember travel in the same personal vehicle on City business,
only the individual owning the vehicle is entitled to reimbursement for transportation.
4. Cancellation.
A Councilmember shall adhere to cancellation deadlines when canceling conferences, seminars, regional
meetings, hotel, and airfare, or any other pre-payment or obligation made on his/her behalf. Except in the case
of a personal or family emergency, or in the event the cancellation was a City business decision, expenses
incurred by the City resulting from failure to conform to cancellation deadlines are the personal responsibility
of the Councilmember, and those expenses shall be repaid to the City within fourteen calendar days of the
cancellation.
F. Ballot Measures:
1. State Law
RCW 42.17A 555. State law has enacted statutory prohibitions (with limited exceptions) against the use of
public facilities to support or oppose ballot propositions:
“No elective official nor any employee of his or her office nor any person appointed to or
employed by any public office or agency may use or authorize the use of any of the facilities of a
public office or agency, directly or indirectly, for the purpose of assisting a campaign for election
of any person to any office or for the promotion of or opposition to any ballot proposition.
Facilities of a public office or agency include, but are not limited to, use of stationery, postage,
machines, and equipment, use of employees of the office or agency during working hours,
vehicles, office space, publications of the office or agency, and clientele lists of persons served
by the office or agency. However, this does not apply to the following activities:
(1) Action taken at an open public meeting by members of an elected legislative body or by
an elected board, council, or commission of a special purpose district including, but not
limited to, fire districts, public hospital districts, library districts, park districts, port
districts, public utility districts, school districts, sewer districts, and water districts, to
express a collective decision, or to actually vote upon a motion, proposal, resolution,
order, or ordinance, or to support or oppose a ballot proposition so long as (a) any
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required notice of the meeting includes the title and number of the ballot proposition, and
(b) members of the legislative body, members of the board, council, or commission of the
special purpose district, or members of the public are afforded an approximately equal
opportunity for the expression of an opposing view.
(2) A statement by an elected official in support of or in opposition to any ballot proposition
at an open press conference or in response to a specific inquiry;
(3) Activities which are part of the normal and regular conduct of the office or agency.”
\[emphasis added\]
2. City’s Implementation of RCW 42.17A.555
In the City’s implementation of RCW 42.17A.555, the City Council shall not, during any part of any Council
meeting, consider requests from outside agencies or individuals, for Council to support or oppose ballot
measures; nor shall Council permit any public comment on any past, current, or future possible/proposed ballot
issue, whether or not such comments seek endorsement or are just to inform Council of upcoming or proposed
ballot issues; nor shall Councilmembers disseminate ballot-related information.
3. Providing Informative Materials to Council
The requestor has the option of mailing materials to individual Councilmembers via the United States Postal
Office. Because even the use of e-mail for ballot purposes could be construed as use of public facilities and
could be interpreted as being in violation of RCW 42.17A.555, materials should be sent via regular mail
through the United States Postal Office. Information shall be objective only and not soliciting a pro or con
position.
4. Public Comment.
Council has determined that ballot issues (including past, current, or possible/proposed ballot issue) are not the
business of the City, and has chosen not to support or oppose ballot issues as those are left to the will of the
people voting. The use of any of the City’s facilities including the use of the Council chambers, other meeting
location, and/or broadcast system would likely be construed as being in violation of RCW 42.17A.555 and
therefore, general public comment on ballot issues, or proposed ballot issues shall not be permitted. (See page
15, Chapter 1, C Public Comments for more specific direction on allowable public comment)
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CHAPTER 3
Council Contacts
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A. Citizen Contact/Interactions Outside of a Council Meeting
1. Mayor/Council Correspondence
Councilmembers acknowledge that in the Council/Manager form of government, the Mayor is recognized by
community members as a point of contact. To facilitate full communications, staff shall work with the Mayor
to circulate to Councilmembers, copies of emails and written correspondence directed to the Mayor regarding
City business. This provision shall not apply to invitations for mayoral comments at various functions, nor
requests for appointments or other incidental contact between citizens and the office of the Mayor.
2. Concerns, Complaints and Suggestions to Council
When citizen concerns, complaints or suggestions are brought to any, some, or all Councilmembers, the
Councilmember should, when deemed appropriate and/or necessary, consult with the City Manager to, first
determine whether the issue is legislative or administrative in nature and then:
i. If legislative, and a concern or complaint is about the language or intent of legislative acts or
suggestions for changes to such acts, and if such complaint suggests a change to an ordinance or
resolution of the City, the matter may be referred, with Council consensus, to a future Council agenda
for Council’s recommendation in forwarding the matter to a committee, administration, or to the
Council for study and recommendation.
ii. If administrative, and a concern or complaint regards administrative staff performance, execution
of legislative policy or administrative policy within the authority of the City Manager, the
Councilmember should then refer the complaint directly to the City Manager for review, if said
complaint has not been so reviewed. The City Council may direct that the City Manager brief the
Council when the City Manager's response is made.
3. Administrative Complaints Made Directly to Individual Councilmembers
a. When administrative policy or administrative performance complaints are made directly to individual
Councilmembers, the Councilmember should then refer the matter directly to the City Manager for review
and/or action. The individual Councilmember may request to be informed of the action or response made to
the complaint. However, the City Manager shall not be required to divulge information he/she deems
confidential, in conformity with applicable statutes, ordinances, regulations, policies or practices.
b. Although citizens’ direct access to elected officials is to be encouraged to help develop public policy, City
Councilmembers should not develop a “personal intervention” pattern in minor calls for service or
administrative appeals which may actually delay a timely customer service response. The best policy is to get
the citizen into direct contact with customer service unless an unsatisfactory result has occurred in the past. In
that case, refer to the paragraph above.
4. Social Media
Councilmembers shall not use social media as a mechanism for conducting official City business, although it
is permissible to use social media to informally communicate with the public. Examples of what may not be
communicated through the use of social media include making policy decisions, official public noticing, and
discussing items of legal or fiscal significance that have not been released to the public. As with telephone and
e-mails, communication between and among Councilmembers via social media could constitute a “meeting”
under the Open Public Meetings Act, and for this reason, Councilmembers are strongly discouraged from
“friending” other Councilmembers.Councilmembers shall comply with the City Councilmember Social Media
Policy which is attached hereto as Appendix H and wholly incorporated herein.
5. Donations
On occasion, Councilmembers could be contacted by citizens or businesses regarding donations. See Spokane
Valley Municipal Code 3.34. for policy on donations.
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B. Staff Contacts and Interactions
1. Role of the City Manager
The City Manager is the chief administrative officer of the City of Spokane Valley. The City Manager is
directly accountable to the City Council for the execution of the City Council's policy directives, and for the
administration and management of all City departments. The powers and duties of the City Manager are defined
by Washington law RCW 35A.13.080. Such duties may be expanded by Ordinance or Resolution. Balanced
with the City Manager’s accountability to the City Council for policy implementation is the need for the
Council to allow the City Manager to perform legally defined duties and responsibilities without interference
by the City Council in the management decisions of the City Manager.
2. City Staff Attendance at Meetings
a. The City Manager or his/her designee shall attend all meetings of the City Council, unless excused by the
Presiding Officer or Council. The City Manager shall be responsible to the Council for the proper
administration of all affairs of the City. The City Manager shall recommend for adoption by the Council such
measures as he/she may deem necessary or expedient; prepare and submit to the Council such reports as may
be required by the body or as the City Manager deems advisable to submit; keep the Council fully advised as
to the business of the City; and shall take part in the Council’s discussion on all matters concerning the welfare
of the City. (RCW 35A.13.080)
b. It is Council’s intent that the City Manager schedule adequate administrative support during Council
meetings for the business at hand, keeping in mind that the City Manager must also protect the productive
capability of department directors and of all staff. Required attendance at meetings by City staff shall be at
the pleasure of the City Manager.
3. City Clerk - Minutes
The City Clerk, or in the Clerk’s absence the Deputy City Clerk shall keep minutes as required by law, and
shall perform such other duties in the meeting as may be required by the Council, Presiding Officer, or City
Manager. In the absence of the City Clerk and the Deputy City Clerk, the City Clerk shall appoint a replacement
to act as Clerk during the Council meeting. The Clerk shall keep minutes which identifies the general
discussion of the issue and complete detail of the official action or agreement reached, if any. As a rule and
when possible and practical, regular meetings, or those Council meetings held at 6 p.m. on Tuesdays, (which
includes formal format and study session format) shall be video-recorded. Special meetings shall not normally
be video-recorded. Executive Sessions shall not be video or audio recorded. Original, signed and approved
minutes shall be kept on file in the City Clerk’s office and archived according to State Record Retention
Schedules. Copies of the approved minutes shall also be posted on the City’s website as soon as practical after
such minutes are approved and signed. Whenever possible, video recordings of Council meetings shall be
posted on the City’s website.
4. Administrative Interference by Councilmembers
Neither the Council nor any of its committees or members shall direct or request the appointment of any person
to, or his/her removal from, any office by the City Manager or any of his/her subordinates. Except for the
purpose of inquiry, the Council and its members shall deal with the administrative branch solely through the
City Manager and neither the Council nor any committee or member thereof shall give any directives, tasks,
or orders to any subordinate of the City Manager, either publicly or privately; provided, however, that nothing
herein shall be construed to prohibit the Council, while in open session, from fully and freely discussing with
the City Manager anything pertaining to appointments and removals of City officers and employees and City
affairs. (RCW 35A.13.120.)
5. Informal Communications Encouraged
RCW 35A.13.120 should not be construed as to prevent informal communications with City staff that do not
involve orders, direction, or are meant to influence actions or administrative policy. Members of the Council
are encouraged to interact informally and casually with City staff for the purpose of gathering information,
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obtaining explanations of policies and programs or providing incidental information to staff relevant to their
assignment. Such informal contacts can serve to promote better understanding of specific City functions and
problems. However, Councilmembers must be careful in such interaction to avoid giving direction or advice
to members of City staff. While maintaining open lines of communication, City staff responding to information
requests from Councilmembers shall inform their supervisor of such contact and provide the supervisor with
the same information shared with the Councilmember.
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CHAPTER 4
COMMITTEES, BOARDS, COMMISSIONS
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A. Regional Committees, Commissions and Boards
1. Appointment, Removal, and AttendanceCommittees
a. Spokane Valley Councilmembers and/or residents who seek representation on any standing regional
committee, board, or commission required by state law for which a representative of the City is required by
Washington law or to which the City pays membership dues, shall be appointed by the Mayor with
confirmation by the Council.
b. Appointment Process: Any committee, board, commission, task force, etc., requiring Mayoral appointment
of committee members, shall also require confirmation by the Council, which shall be by majority vote of
those present at the time the vote takes place. By majority vote, Council can reject the appointment. If Council
fails to confirm the recommended appointment, the Mayor could either make another recommendation, or the
appointment may be postponed to a later date, giving City staff opportunity to further advertise for committee
openings. This process also applies to the annual appointment of Councilmembers to Committees and Boards,
which is usually done during the first few weeks of January.
c. Attendance at Committee/Board meetings: Attendance at these meetings is important so that a report can be
given to the full Council concerning the meeting’s activities, plans, agenda, etc. If the assigned
Councilmember cannot attend the committee meeting, every effort should be made to give advance notice to
the committee alternate to attend in their stead if possible.
d. Removal Process of Councilmember. Any Councilmember on any committee, board, commission, task
force, etc., requiring Mayoral appointment, may be removed by the Mayor, with confirmation by the Council,
which shall be by majority vote of those present at the time the vote takes place.
e. Removal Process of Citizen: Any citizen on any committee, board, commission, task force, etc., requiring
Mayoral appointment, may be removed by the Mayor, with confirmation by the Council, which shall be by
majority vote of those present at the time the confirmation vote takes place. Reasons for removal include
conflict of interest, unexcused multiple absences, or for those committees which require the appointee to be a
Spokane Valley citizen, failure to qualify as to residency.
f. A Councilmember or citizen may resign due to conflicts of time or scheduling commitments, or other
personal reasons. A vacancy caused by resignation, shall be filled as soon as appropriate, but not sooner than
two weeks, with notation of such on the advance agenda.
g. These committee, commission board appointments as well as removals, shall be placed as action items on
Council meeting agendas, and when possible and practical, will be noted on the Advance Agenda at least two
weeks prior to such action.
2. Council Relations with Regional Boards, Commissions and Council Citizen Advisory Bodies to Which Formatted: Indent: Left: 0", Hanging: 0.19", Tab stops:
Not at 0.46"
They Are Appointed
a. The purpose of these appointments is to provide Council with insight into areas of interest or concern within
each board. As liaisons and representatives of the City, it is the duty of Councilmembers to remember that their
sole purpose in attending these meetings and participating as an appointed board/committee member is to
represent the City; and as such during those meetings, Councilmembers may not act as a representative of any
other business, group or organization without the express consent of the Council.
b. Councilmembers are encouraged to share with all Councilmembers, copies of minutes from any statutory
boards, commissions, or committees on which they serve and participate. Communications from such boards,
commissions and bodies to the City Council which seek action or feedback, should be acknowledged by the
Council, preferably by a letter from the Mayor. Any member of the Council may also bring such
communication to the Presiding Officer’s attention under the agenda item “Committee, Board and Liaison
Reports.” If any member of the Council requests that any such communication be officially answered by the
Council, the Presiding Officer may place the matter on an upcoming agenda for a specific Council meeting,
or take other appropriate action.
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B. Non-RegionalIn-House In-House Committees, Boards, etc. Formatted: Indent: Left: 0", First line: 0", Tab stops: Not at
0.99" + 6.6"
1. Standing committees or commissions required by law The members of standing non-regional committees,
boards, and/or commissions of the City (collectively referred to under this subsection B as “in-house
committees”) shall be appointed by the Mayor for a time certain (not to exceed the term provided by law or
the term of office of the appointing Mayor) with and confirmed by Council confirmation by majority vote.
Such appointments are generally made at the first or second meeting in January. The Mayor, with approval by
majority vote of those Councilmembers present at the time the vote occurs, has authority to remove and replace
members from in-house committees. Following are established in-house committees:
a. Planning Commission -- 7 members.
“SVMC 18.10.010 Establishment and purpose.
There is created the City of Spokane Valley Planning Commission (hereafter referred to as the
“Planning Commission”). The purpose of the Planning Commission is to study and make
recommendations to the Mayor and City Council for future planned growth through continued review
of the City’s Comprehensive Land Use Plan, development regulations, shoreline management,
environmental protection, public facilities, capital improvements and other matters as directed by the
City Council.
18.10.020 Membership.
A. Qualifications. The membership of the Planning Commission shall consist of individuals who
have an interest in planning, land use, transportation, capital infrastructure and building and landscape
design as evidenced by training, experience or interest in the City.
B. Appointment. Members of the Planning Commission shall be nominated by the Mayor and
confirmed by a majority vote of at least four members of the City Council. Planning commissioners
shall be selected without respect to political affiliations and shall serve without compensation. The
Mayor, when considering appointments, shall attempt to select residents who represent various
interests and locations within the City.
C. Number of Members/Terms. The Planning Commission shall consist of seven members. All
members shall reside within the City limits. Terms shall be for a three-year period, and shall expire on
the 31st day of December.
D. Removal. Members of the planning commission may be removed by the Mayor, with the
concurrence of the City Council, for neglect of duty, conflict of interest, malfeasance in office, or other
just cause, or for unexcused absence from three consecutive regular meetings. Failure to qualify as to
residency shall constitute a forfeiture of office. The decision of the City Council regarding membership
on the planning commission shall be final and without appeal.
E. Vacancies. Vacancies that occur other than through the expiration of terms shall be filled for the
unexpired term in the same manner as for appointments.
F. Conflicts of Interest. Members of the planning commission shall fully comply with Chapter 42.23
RCW, Code of Ethics for Municipal Officers; Chapter 42.36 RCW, Appearance of Fairness; and such
other rules and regulations as may be adopted from time to time by the City Council regulating the
conduct of any person holding appointive office within the City. No elected official or City employee
may be a member of the planning commission.”
b. Lodging Tax Advisory Committee -- 5 members.
“SVMC 3.20.040 Lodging tax advisory committee.
The City Council shall establish a lodging tax advisory committee consisting of five members. Two
members of the committee shall be representatives of businesses required to collect the tax, and at least
two members shall be persons involved in activities authorized to be funded by this chapter. The City
shall solicit recommendations from organizations representing businesses that collect the tax and
organizations that are authorized to receive funds under this chapter. The committee shall be comprised
equally of members who represent businesses required to collect the tax and members who are
involved in funded activities. One member of the committee shall be from the City Council. Annually,
the membership of the committee shall be reviewed. The Mayor shall nominate persons and the
Councilmember for the lodging tax advisory committee with Council confirmation of the nominees.
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Nominations shall state the term of committee membership. Appointments shall be for one- and two-
year terms.”
c. Finance Committee-- 3 members.
The Finance Committee generally consists of three Councilmembers. Meetings are conducted on an
as-needed basis as determined by the City Manager. Matters that should be addressed by the Finance
Committee, include, but are not limited to:
i. authorizing on short notice, approval of change orders that are in excess of the amounts
authorized in SVMC 3.35.010(C), in circumstances where such a change order is necessary to avoid a
substantial risk of harm to the City. In such an event, the City Manager shall provide appropriate
information to the city council at its next regular meeting setting forth the factual basis for the action.
ii. during the last six months of a Councilmember’s current term of office, incurring City
business-related travel expenditures requires the prior authorization of the Finance Committee, except
when such travel fulfills the obligations of the Councilmember’s service on statewide or regional
boards, commissions or task forces.
iii. a Councilmember shall adhere to cancellation deadlines when canceling conferences,
seminars, regional meetings, hotel, and airfare, or any other pre-payment or obligation made on his/her
behalf. Except in the case of a personal or family emergency, or in the event the cancellation was a
City business decision, expenses incurred by the City resulting from failure to conform to cancellation
deadlines are the personal responsibility of the Councilmember and those expenses shall be repaid to
the City within fourteen calendar days of the cancellation. This is generally tracked by the City
Manager’s Executive Assistant.
d. Governance Manual Committee – 5 - 6 members
This committee usually consists of two or three Councilmembers, the City Manager, the City Attorney,
and the City Clerk. The purpose of this Committee is to periodically review the Governance Manual
for edits needed for clarity or correction, or to add or edit specific sections by Council consensus, or
by request of staff as the need arises. After discussion as a committee, the matter may be scheduled as
an administrative report on a future Council agenda. The finalized Governance Manual shall be
approved via Resolution. This committee should strive to meet quarterly throughout the year, e.g. in
February, May, August, and November.
e. Agenda Committee – Mayor, Deputy Mayor, City Manager, City Clerk
At the Mayor’s option, and either by a schedule determined by the Mayor or by personal individual
invitation, the Mayor may invite a third Councilmember to attend this weekly meeting. The attendance
by a third Councilmember is at the third Councilmember’s discretion. Other staff may be invited at the
discretion of the City Manager. As noted in Chapter 1(B)(4), this committee generally meets at a fixed
weekly time to review the Council agenda of the upcoming meeting as an opportunity to ask questions
and/or request additional materials or research needed for the impending meeting, and to review the
Advance Agenda, which is a planning document to aid in scheduling items on future Council agendas.
Since this is a standing committee of the Mayor, Deputy Mayor, City Manager, and City Clerk, no
committee appointments are necessary.
2. When required by law, committee meetings should be open to the public, including the media, unless
discussing matters which would qualify for an executive session if discussed within the whole Council. All
Council committee meetings shall be for the purpose of considering legislative policy matters, rather than
administrative matters unless requested by the City Manager. Legislative policy considerations should be
brought to the Council unless referred to a committee for pre-study.
3. The Mayor may appoint such other ad hoc advisory committees or liaisons from the Council or community
for the purpose of advising the Council in legislative policy matters. All ad hoc committees shall be defined
by a clear task and a method of “sunsetting” the committee at the conclusion of the assigned task. As with all
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committee vacancies, ads announcing a vacancy or soliciting membership or participation in a task force or
other committee shall be placed on the City’s website, and in the City’s official newspaper.
C. Private Committees, Commissions, and Boards
The Council recognizes there are various other private committees, boards and commissionscommittees
(collectively referred to under this subsection C as “committees”), such as Spokane Neighborhood Action
Partners (SNAP), which appointments are made by their own board. These boards and committees which do
not require an appointment by our Mayor or , with confirmation by our Council, are nonetheless important
aspects of our community and we recognize the time commitment any Councilmember may extend as a
member of any of those committees and/or boards. As well, Council appreciates hearing a periodic report or
update on activities and issues surrounding those boards and committees.
However, a Councilmember sitting on such a committee, board, or commission may only participate in their
capacity as a private citizen. Councilmembers are prohibited from (a) acting on such committees in any
capacity as a representative of the City; (b) characterizing, either by omission or affirmative action, their
committee participation as being on behalf of or as a representative of the City; and/or (d) using City funds or
resources for purposes related to their participation on the committee, or to otherwise further the interests of
any committee. Councilmembers who violate these prohibitions may be disciplined by the Council as provided
herein.
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APPENDIX A
Quasi-Judicial Hearings
1. Purpose
Quasi-judicial public hearings involve the legal rights of specific parties, and the decisions made as a result of
such hearings must be based upon and supported by the “record” developed at the hearing. Quasi-judicial
hearings are subject to stricter procedural requirements than legislative hearings. Most quasi-judicial hearings
held by local government bodies involve land use matters, including site specific rezones, preliminary plats,
variances, and conditional uses. (MRSC Public Hearings When and How to Hold Them by Bob Meinig, MRSC
Legal Consultant August 1998)
2. Specific Statutory Provisions
a. Candidates for the City Council may express their opinions about pending or proposed quasi-judicial actions
while campaigning, pursuant to RCW 42.36.040, except that sitting Councilmembers shall not express their
opinions on any such matter which is or may come before the Council.
b. Ex-parte communications should be avoided whenever possible. During the pendency of any quasi-judicial
proceeding, no Councilmember may engage in ex parte communications with proponents or opponents about
a proposal involved in the pending proceeding unless the Councilmember: (1) places on the record the
substance of such verbal or written communications; and (2) provides that a public announcement of the
content of the communication and of the parties’ rights to rebut the substance of the communication shall be
made at each hearing where action is taken or considered on the subject. This does not prohibit correspondence
between a citizen and his or her elected official if the correspondence is made a part of the record, when it
pertains to the subject matter of a quasi-judicial proceeding. (RCW 42.36.060)
3. Actions/Procedures for a Quasi-Judicial Public Hearing
See Spokane Valley Municipal Code Appendix C for City Council Appeal Hearing Procedures.
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APPENDIX B: RESOLUTION 07-019
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
RESOLUTION NO. 07-019
AMENDED GENERAL POLICY RESOLUTION OF CORE BELIEFS
A RESOLUTION OF THE CITY OF SPOKANE VALLEY AMENDING RESOLUTION 03-027,
ESTABLISHING A GENERAL POLICY RESOLUTION EMANATING FROM THE CORE BELIEFS OF
THE CITY COUNCIL AND COMMUNITY AND SETTING FORTH DUTIES OF BOTH ELECTED AND
APPOINTED OFFICIALS OF THE CITY TO HELP GUIDE LEGISLATIVE AND EXECUTIVE
DECISIONS TOWARD EFFECTIVE, RESPONSIVE, AND OPEN GOVERNMENT
WHEREAS, the City Council of the City of Spokane Valley, as the elective legislative body, is charged with
promulgating Ordinances and Resolutions which become the law of the city; and
WHEREAS, such Ordinances and Resolutions must provide enforceable provisions subordinate to, and in
harmony with, all other applicable federal and state statutes and regulations; and
WHEREAS, the City Council desires to provide a clear set of general policy guidelines for the conduct of city
government;
Section 1. Modifying Resolution 03-027 as set forth below by adding new section 7. The remainder of
the resolution 03-027 is unchanged:
NOW, THEREFORE, the City Council of the City of Spokane Valley does hereby affirm and resolve that
the following core beliefs shall serve as guidelines for the conduct of affairs by all branches of Spokane Valley
City Government.
Section 1. We believe that Spokane Valley should be a visionary city encouraging its citizens and their
government to look to the future beyond the present generation and to bring such ideas to
public discussion and to enhance a sense of community identity.
Section 2. We believe that elected body decision-making is the only lawful and effective way to conduct
the public’s legislative business and that careful observance of a clear set of Governance
Coordination rules of procedure can best enhance public participation and decision making.
Section 3. We believe in the City Council as policy leaders of the City. One or more City
Councilmembers are encouraged to take the lead, where practical, in sponsoring Ordinances
or Resolutions excepting quasi-judicial or other public hearings and the statutory duties of the
City Manager as set forth in RCW 35A.13.020.
Section 4. We believe in hearing the public view. We affirm that members of the public should be
encouraged to speak and be heard through reasonable rules of procedure when the public
business is being considered, thus giving elected officials the broadest perspectives from
which to make decisions.
Section 5. We believe that the City of Spokane Valley’s governance should be known as “user friendly,”
and that governance practices and general operations should consider how citizens will be
served in the most responsive, effective and courteous manner.
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Section 6. We believe that the economic and commercial job base of the community should be preserved
and encouraged to grow as an alternative to increasing property taxes. We believe it imperative
to have an expanded and diverse economic base.
Section 7. We believe that Councilmembers set the tone for civic discussion and should set an example
by:
(a) Setting high standards of decorum and civility.
(b) Encouraging open and productive conversation amongst themselves and with the
community about legislative matters.
(c) Demonstrating respect for divergent points of view expressed by citizens, fellow
Councilmembers and the staff.
(d) Honoring each other and the public by debating issues within City Hall and the Community
without casting aspersions on members of Council, the staff, or the public.
(e) Accepting the principle of majority rule and working to advance the success of “corporate”
decisions.
Section 8. We solicit the City Manager’s support in conducting the affairs of the city with due regard for:
(a) Promoting mutual respect between the Citizens, City staff and the City Council by creating
the organizational teamwork necessary for effective, responsive and open government.
(b) Providing the City Council and public reasonable advance notice when issues are to be
brought forward for discussion.
(c) Establishing and maintaining a formal city-wide customer service program with emphasis
on timely response, a user-friendly atmosphere, and an attitude of facilitation and
accommodation within the bounds of responsibility, integrity, and financial capability of the
city, including organizational and job description documents while pursuing “best practices”
in customer service.
(d) Seeking creative ways to contain or impede the rising cost of governmental services,
including examination of private sector alternatives in lieu of governmentally provided
services.
(e) Providing a data base of future projects and dreams for the new City of Spokane Valley
so that good ideas from its citizens and leaders are not lost and the status of projects can be
readily determined.
th
Approved by the City Council this 11 day of December, 2007.
ATTEST: /s/ DIANA WILHITE______________________
Diana Wilhite, Mayor
/s/ CHRISTINE BAINBRIDGE___________
Christine Bainbridge, City Clerk
Approved as to form:
/S/ MICHAEL F. CONNELLY___________
Office of the City Attorney
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APPENDIX C: STATEMENT OF ETHICS
SPOKANE VALLEY CITY COUNCILMEMBERS’ STATEMENT OF ETHICS
By adoption of the Resolution which adopts this Governance Manual, the Spokane Valley City
Councilmembers hereby agree to be bound by the following rules of ethics:
1. DECLARATION OF PURPOSE:
Formatted: Font: Bold, Font color: Black
Provide guidelines and set high ethical standards for Councilmembers to perform their duties in an open,
Formatted: List Paragraph, Indent: Left: 0", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
honest, and unbiased manner.
Alignment: Left + Aligned at: 0.19" + Indent at: 0.44"
Establish procedures for prevention and/or elimination of possible conflicts of interest.
Improve and strengthen the public’s perception and trust in their local government.
2. DEFINITIONS: Formatted: Font: Bold, Font color: Black
(a) Compensation: Anything of economic value regardless of amount, however designated, which is paid,
Formatted: List Paragraph, Indent: Left: 0", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
loaned, advanced, granted, transferred, or gifted, or to be paid, loaned, advanced, granted, transferred
Alignment: Left + Aligned at: 0.19" + Indent at: 0.44"
or gifted for or in consideration of personal services to any person or that person’s immediate family
Formatted: Underline
as that term is defined in RCW 42.17A.005.
Formatted: Font: Font color: Black
(b) Contract: Includes any contract or agreement, sale, lease, purchase, or any combination of the
Formatted: List Paragraph, Numbered + Level: 1 +
foregoing. A contracting party is any person, partnership, association, cooperative, corporation,
Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left +
Aligned at: 0.25" + Indent at: 0.5"
whether for profit or otherwise, or other business entity which is a party to a contract with a
municipality.
Formatted: Underline
Formatted: Font: Font color: Black
(c) Confidential Information: Includes any information provided during executive session to any
Formatted: Indent: Left: 0.5", No bullets or numbering
Councilmember (whether written or oral), statements subject to the attorney-client privilege, and
Formatted: List Paragraph, Numbered + Level: 1 +
information considered exempt from disclosure under RCW 42.23 et seq. and/or the Washington
Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left +
Public Records Act (RCW 42.56 et seq.).
Aligned at: 0.25" + Indent at: 0.5"
Formatted: Font: Italic
Formatted: Font: Italic
3. PROHIBITED CONDUCT:
Formatted: Font: Font color: Black
(a) Acceptance of Gifts: No Councilmember, based upon their position with the City of Spokane
Formatted: Font: Bold, Font color: Black
Valley, shall receive, accept, take, seek, or solicit, directly or indirectly, anything of economic value
regardless of the amount, as a gift, gratuity, or favor from any person or entity outside the City
Formatted: List Paragraph, Indent: Left: 0", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
organization. Exceptions to this prohibition are if an item less than $50.00 value is provided to a
Alignment: Left + Aligned at: 0.19" + Indent at: 0.44"
Councilmember while that person is participating in business related to their position as a
Councilmember. Campaign donations made and reported in conformance with Washington law are
exempt from this provision. \[RCW 42.23.070\]
(b) Interest in Contracts, Exceptions: Councilmembers must comply with all applicable provisions of
RCW 42.23.030, including but not limited to those provisions prohibiting No Councilmembers
fromshall being beneficially interested, directly or indirectly, in any contract where the City of
Spokane Valley is named as a party to the contract; and preventingno Councilmembers fromshall
accepting, directly or indirectly, any compensation, gratuity or reward in connection with such
contract. This prohibition shall not apply to the exceptions specified in RCW 42.23.030 which are
incorporated herein as if fully set forth.
(c) Special Privileges Prohibited: Councilmembers are prohibited from using their position as a
Formatted: Font: Bold
member of City Council to secure special privileges or exemptions for himself, herself, or others.
(d) Conflict of Interest/Incompatible Service: No Councilmember shall engage in or accept private
employment or render services for any person, or engage in any business or professional activity
when (1) the Councilmember might reasonably expect doing so would require or induce them by
reason of their official position to disclose confidential information acquired by reason of their
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official position, or (2) doing so is otherwise when such is incompatible with the faithful discharge
of his/her official duties as a Councilmember.
(e) Confidential Information: Councilmembers are prohibited from disclosing confidential
information acquired by reason of such official position, nor shall such information be used for the
Councilmember’s personal gain or benefit.
(f) Inappropriate Councilmember Intervention: Councilmembers shall not intervene or interfere
with the administration or operation of the City’s executive branch of government in violation of
Chapter 3 of the Governance Manual, paragraphs A.2 - .4 and/or B.3.
PERSONAL OR PRIVATE INTERESTS, PUBLIC DISCLOSURE: Any Councilmember who has a
Formatted: Font: Font color: Black
financial or other private or personal interest in any ordinance, resolution, contract, proceeding, or other
action pending before the City Council or any of its committees, shall promptly disclose such interest at the
first public meeting when such matter is being considered by the City Council, and a summary of the nature
of such interest shall be incorporated into the official minutes of the City Council proceedings. Any
Councilmember who feels disqualified by reason of such interest in any matter before the City Council, shall
make a public statement and disclose the reasons why that Councilmember feels disqualified, and state that
they are recusing themselves from the issue, and with permission of the Presiding Officer, will leave the
meeting place until such time as the issue at hand has been disposed of in the regular course of business.
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Appendix D: Frequently Used Acronyms
AACE - American Association of Code Enforcement
ADA - Americans with Disabilities Act
ADT - Average Daily Traffic
ATF - Bureau of Alcohol, Tobacco & Firearms
AWC - Association of Washington Cities
BOCC - Board of County Commissioners
CAFR - Comprehensive Annual Financial Report
CDBG - Community Development Block Grant
CIP - Capital Improvement Plan
CM - City Manager
CM/AQ - Congestion Mitigation & Air Quality Program
COVID-19 – CO=corona, VI=virus, & D=disease; 2019 novel coronavirus; infectious disease caused by
severe acute respiratory syndrome coronavirus 2; WHO declared it a global pandemic March 2020
CTED - Community, Trade, & Economic Development (now Department of Commerce)
CTR - Commute Trip Reduction (legislation)
CUP - Conditional Use Permit
DEIS - Draft Environmental Impact Statement
DEM - Department of Emergency Management
DNR - Department of Natural Resources
DNS - Declaration of Non-Significance
DOC – Department of Commerce
DOE - Department of Ecology; Department of Energy
DOT - Department of Transportation (also WSDOT)
E911 - Enhanced 911
EA - Environment Assessment
EDC - Economic Development Council
EEO/AA - Equal Employment Opportunity/Affirmative Action
EEOC - Equal Employment Opportunity Commission
EIS - Environmental Impact Statement
EOE - Equal Opportunity Employer
EPA - Environmental Protection Agency
ERU - Equivalent Residential Unit (for measuring water-sewer capacity and demand)
ESU - Equivalent Service Unit (for measuring stormwater utility fees)
F & WS - Federal Fish & Wildlife Service
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FAA - Federal Aviation Administration
FCC - Federal Communications Commission
FEIS - Final Environmental Impact Statement
FEMA - Federal Emergency Management Agency
FICA - Federal Insurance Contribution Act
FIRM - Flood Insurance Rate Maps
FLSA - Fair Labor Standards Act
FMLA - Family Medical Leave Act
FMSIB – Freight Mobility Strategic Investment Board
FY - Fiscal Year
GAAP - Generally Accepted Accounting Principles
GASB - Governmental Accounting Standards Board
GIS - Geographic Information System
GMA - Growth Management Act
GPM - Gallons Per Minute
HOV - High-Occupancy Vehicle
HR - Human Resources
HUD - Housing & Urban Development (Department of)
ICMA - International City/County Management Association
L & I - Labor & Industries (Department of)
LID - Local Improvement District
MGD - Million Gallons per Day
MOA - Memorandum of Agreement
MOU - Memorandum of Understanding
MPO - Metropolitan Planning Organization
MRSC - Municipal Research Services Center
NEPA - National Environment Policy Act
NIMBY - Not In My Backyard
NPDES - National Pollutant Discharge Elimination System
PE - Preliminary Engineering; Professional Engineer
PERC - Public Employment Relations Commission
PMS - Pavement Management System
PPE - Personal Protective Equipment
PPM - Parts Per Million; Policy & Procedure Manual
PUD - Public Utility District
PW - Public Works
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QA - Quality Assurance
RCW - Revised Code of Washington
REET - Real Estate Excise Tax
RONR - Robert’s Rules of Order Newly Revised
ROW - Right of Way
SAO - State Auditor's Office
SBA - Small Business Administration
SEPA - State Environmental Policy Act
SMA - Shorelines Management Act
SWAC - Solid Waste Advisory Committee
TIB - Transportation Improvement Board
TIP - Transportation Improvement Program
TMDL - Total Maximum Daily Load
UBC - Uniform Building Code
UFC - Uniform Fire Code
UGA - Urban Growth Area
WAC - Washington Administrative Code
WACO - Washington Association of County Officials
WCIA - Washington Cities Insurance Authority
WCMA - Washington City/County Management Association
WHO – World Health Organization
WSDOT - Washington State Department of Transportation
WSP - Washington State Patrol
WUTC - Washington Utilities & Transportation Commission
WWTP - Wastewater Treatment Plant
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APPENDIX E
CITY OF SPOKANE VALLEY
10210 E. Sprague Avenue
Spokane Valley, WA 99206
(509) 720-5000
APPLICATION FOR INTERIM COUNCIL POSITION
Thank you for your interest in serving the Spokane Valley community as an Interim Council Member. An
Interim Council Member is the term used for someone toserve in a vacated council position until that vacated
position can be filled as a result of the next general municipal election (held odd years) \[RCW 42.12.070\]
To be considered, applicants must use this form. Applications shall be completed, signed, and received at
the City Clerk’s office, 10210 E. Sprague Avenue, no later than ________ p.m. on
_____________________ (late arriving applications will not be considered). Applications may be hand-
delivered or mailed. Faxed or e-mailed applications will not be accepted because the original application
with the original signature must be received by the City.
During the interview process, Current Councilmembers will ask applicants several questions on a variety of
topical subjects, which could include but are not limited to: budget, pavement preservation, transportation,
infrastructure, public safety, economic development, planning and development, open space, familiarity with
Council meetings, Open Public Meetings Act, Public Records Act, and Council/Manager form of
government.
Name(please print): _____________________________________________________________________
Complete Residence Address: _____________________________________________________________
Complete Mailing Address: (if different from above address): ____________________________________
Length of time lived at current address: _______
U.S. Citizen? \[ \]yes \[ \]no WA State Registered Voter? \[ \]yes \[ \]no
If you have lived at your current address less than one year, please list your previous addresses and state
how long you lived at those residences:
Complete Previous Address Length of Time at this Address
________________________________________________________ ______________________
________________________________________________________ _______________________
Which is your preferred way for us to contact you: \[Note: If you have an unlisted phone number, or do not wish
your e-mail address made public, do not include that information. Once this document is submitted to the City, it
becomes subject to public disclosure.\]
\[ \] Home Phone __________________ \[ \] work phone ______________________
\[ \] Cell Phone ______________________ \[ \] other message phone _______________
\[ \] e-mail address: (please print plainly): _____________________________________________________
\[ \] regular mail to residence or mailing address shown above
Page 55 of 64
EMPLOYMENT: Start with most recent
1. \[ \] present \[ \] previous
Name of Employer: ____________________________________________________________________
Address: ________________________________________________________ Phone: ______________
Position held: ____________________________________ Dates of Employment: _________________
2. \[ \] present \[ \] previous
Name of Employer: ____________________________________________________________________
Address: ________________________________________________________ Phone: ______________
Position held: ____________________________________ Dates of Employment: _________________
3. \[ \] present \[ \] previous
Name of Employer: ____________________________________________________________________
Address: ________________________________________________________ Phone: ______________
Position held: ____________________________________ Dates of Employment: _________________
EDUCATION:
Name of High School _____________________________ Address: _______________________________
Diploma or GED: \[ \] yes \[ \] no
Trade School/College/University:
Name of School _____________________________ Address: ___________________________________
Diploma: \[ \] yes \[ \] no Degree or Certification Earned: ___________________________
Trade School/College/University:
Name of School _____________________________ Address: ___________________________________
Diploma: \[ \] yes \[ \] no Degree or Certification Earned: ___________________________
Other Certifications/Licenses: _____________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
VOLUNTEER EXPERIENCE: name of social, fraternal, organizations, etc.
1. \[ \] current \[ \] previous_________________________________________________________________
2. \[ \] current \[ \] previous_________________________________________________________________
3. \[ \] current \[ \] previous_________________________________________________________________
4. \[ \] current \[ \] previous_________________________________________________________________
5. \[ \] current \[ \] previous_________________________________________________________________
LOCAL, STATE OR NATIONAL PROFESSIONAL ORGANIZATIONS, INCLUDING
GOVERNMENT BOARDS, COMMITTEES, OR COMMISSIONS
1. \[ \] current \[ \] previous_________________________________________________________________
2. \[ \] current \[ \] previous_________________________________________________________________
3. \[ \] current \[ \] previous_________________________________________________________________
4. \[ \] current \[ \] previous_________________________________________________________________
5. \[ \] current \[ \] previous_________________________________________________________________
1. Are you a registered voter in the City of Spokane Valley? Yes \[ \] No \[ \]
2. Have you continuously resided within the city limits of the City of Spokane Valley for a year or more?
(State law requires a councilmember to be a resident of Spokane Valley for at least a year prior to
appointment, and to be a registered voter at the time of application.) Yes \[ \] No \[ \]
Page 56 of 64
3. Have you ever been convicted of anything other than a minor traffic infraction? Yes \[ \] No \[ \]
4. If you answered “YES” to #3 above, please explain: __________________________________________
_____________________________________________________________________________________
______________________________________________________________________________________
5. Do you or your spouse or any immediate family member (spouse, children, siblings, parents) have a
financial interest in, or are you an employee or officer of any business or agency which does business with
the City of Spokane Valley? Yes \[ \] No \[ \] If yes, please explain: ___________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
6. Is any member of your immediate family currently employed, either full time or part time, by the City of
Spokane Valley, or currently perform any volunteer work for the City of Spokane Valley?
Yes \[ \] No \[ \]
If yes, please explain: ____________________________________________________________________
______________________________________________________________________________________
7. Would your appointment create a conflict of interest or an appearance of a conflict of interest?
Yes \[ \] No \[ \]
If yes, please explain: ____________________________________________________________________
8. Why are you interested in serving in this position? ___________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
9. What do you feel is the primary responsibility of a Councilperson? ______________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
10. Have you ever attended a live meeting of the Spokane Valley City Council? Yes \[ \] No \[ \]
If yes, give an estimate of how many meetings you have attended in the past twelve months:
___________________
11. Appointment to the City Council will require your attendance at regularly scheduled Council meetings,
which generally occur on Tuesday evenings, as well as other special meetings that may be scheduled from
time to time. This meeting commitment includes preparation time, such as reading the Council packet
materials. Councilmembers also participate on various boards and committees (such as STA, Visit Spokane,
Health Board, etc.) as assigned by the Mayor and confirmed by Council. Many of these groups meet during
regular work hours. Can you commit the appropriate time and energy to participate as an interim member of
the Spokane Valley City Council. Yes \[ \] No \[ \]
Page 57 of 64
12. References: Please list name, address and phone number:
1. _____________________________________________________________________________
2. _____________________________________________________________________________
3. _____________________________________________________________________________
Once submitted, applications and related materials become a public record subject to public disclosure, and
could be included in Council agenda packets. Selection of the applicant must be approved by a majority vote
of the remaining Councilmembers. No City officer shall hold any other office or employment within the
Spokane Valley City government.
By signing this application, I certify under penalty of perjury, that such appointment would not represent a
conflict of interest or an appearance of a conflict of interest; that I recognize this application is subject to
public disclosure; and that the information entered hereon by me is true and correct to the best of my
knowledge and belief.
________________________________________________________ ________________________
Signature Date Signed
Page 58 of 64
APPENDIX F
CITY COUNCIL
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075 www.spokanevalley.org
_______________________________________________
Request to Transfer Travel/Registration Budgets
Transfer to
Transfer from
Councilmember’s name
Councilmember’s name
Account numberAmount
Account numberAmount
SignatureDate
SignatureDate
------------------------------------------------------------------------------
Page 59 of 64
Appendix G: Definitions
Action: All transactions of a governing body’s business, including receipt of public testimony, deliberations,
discussions, considerations, reviews, and evaluations, as well as “final” action. \[RCW 42.30.010,
42.30.020(3)\].
Codified: The process of forming a legal code (i.e., a municipal code or book of laws) by collecting and
including the laws of a jurisdiction or municipality.
Consensus: A collective judgment or belief; solidarity of opinion: “The consensus of the group was that they
should meet twice a month. General agreement or harmony. \[Random House Webster’s College Dictionary,
April 2001\] \[Wikipedia: explains it as a group decision making process, or Does anyone object?\] It is not
unanimity, but more a process for deciding what is best overall. Members of the group reach a decision to
which they consent because they know it is the best one overall. It differs from voting which is a procedure
for tallying preferences. It does not require each member of the group to justify their feelings. \[Taken from:
Consensus Is Not Unanimity: Making Decisions Cooperatively, by Randy Schutt.”\] Similar to a type of verbal
“show of hands” on who feels particularly strong on this?” Sometimes thought of as preliminary approval
without taking final “action.” A show of hands is not an action that has any legal effect. \[“Voting and Taking
Action in Closed Sessions” by Frayda Bulestein.\]
Ex-parte: from a one-sided or partisan point of view; on the application of one party alone. An ex-parte judicial
proceeding is conducted for the benefit of only one party. Ex-parte may also describe contact with a person
represented by an attorney, outside the presence of the attorney.
Immediate Family: includes a spouse or domestic partner, dependent children, and other dependent relatives,
if living in the household. For the purposes of the definition of "intermediary" in this section, "immediate
family" means an individual's spouse or domestic partner, child, stepchild, grandchild, parent, stepparent,
grandparent, brother, half brother, sister, or half-sister of the individual and the spouse or the domestic partner
of any such person and a child, stepchild, grandchild, parent, stepparent, grandparent, brother, half-brother,
sister, or half-sister of the individual's spouse or domestic partner and the spouse or the domestic partner of
any such person (RCW 42.17A.005(24)).
Motion: An enacted motion is a form of action taken by the Council to direct that a specific action be taken
on behalf of the municipality. Once approved and entered into the record, is the equivalent of a resolution in
those instances where a resolution is not required by law, and where such motion is not in conflict with existing
state or federal statutes, City ordinances or resolutions.
Ordinance: An enacted ordinance is a law passed \[enacted\] by a municipal organization legislatively
prescribing specific rules of organization or conduct relating to the corporate affairs of the municipality and
those citizens and businesses therein. Council action shall be taken by ordinance when required by law, or
where prescribed conduct may be enforced by penalty. Special ordinances such as adopting the budget,
vacating a street, amending the Comprehensive Plan and/or Map, and placing a matter on an election ballot,
including general obligation bonds, are not codified into the City’s municipal code.
Resolution: An enacted resolution is an administrative act which is a formal statement of policy concerning
matters of special or temporary character. Council action shall be taken by resolution when required by law
and in those instances where an expression of policy more formal than a motion is desired.
Regular Meeting: Any Council meeting that meets at CenterPlace Regional Event Center, 2426 N. Discovery
Place, Spokane Valley, Washington on a Tuesday at 6:00 p.m. shall be deemed a “regular meeting.”
Social Media: A term used to define the various activities that integrate technology, social interaction and
content creation. Through social media, individuals or collaborations of individuals create on-line web content,
organize content, edit or comment on content, combine content, and share content. Includes many technologies
and forms including syndicated web feeds, weblogs (blogs), wiki, photo-sharing, video-sharing, podcasts, and
social networking. (From MRSC, and Social Media and Web 2.0 in Government, WebContent.gov)
Page 60 of 64
Appendix H
Formatted: Space After: 0 pt
City Councilmember Social Media Policy
Official Councilmember-Specific Social Media Accounts.
Councilmembers may choose to create and maintain a Councilmember-specific social media account, such as
on Facebook, Twitter and/or Instagram, to communicate with constituents as part of their Councilmember
role. When doing so, Councilmembers agree to the following guidelines:
Requirements:
1. Create the account using your @SpokaneValleyWA.gov email alias. On Facebook, per Facebook
policy, create a ‘page’ from your personal ‘profile’.
2. When creating Councilmember accounts, include:
- Title including your official role of “Councilmember” in the name (Ex. Councilmember first last
name)
- Category of “Government Official”
- Identifiable, official Councilmember photo (can be provided by city staff)
- Disclaimer, “All content is mine and does not represent the views of the Spokane Valley City
Council or City of Spokane Valley.”
3. Familiarize yourself with and adhere to the City of Spokane Valley Social Media Policy.
4. Contact the City’s IT manager regarding your new account(s) and provide the account handles. The
IT manager or designee will associate your account with the City’s social media archiving platform,
currently Page Freezer, to assure that all content, including posts and comments, is archived for
public records retention. Content may be public record if it is deemed part of city job
responsibilities.
5. Be aware that the Open Public Meetings Act (OPMA) applies to social media/electronic platform
interactions between elected officials just as it does to in-person or phone interactions. Please do not
have a discussion of agency business publicly or privately on social media, because if it constitutes a
quorum, you may be in violation of the OPMA. An OPMA prohibited meeting may be deemed to
have occurred electronically when a quorum is ultimately involved and a discussion of city business
occurs.
6. Once a Councilmember term ends, close the page. All records will be archived through the City’s
archiving platform.
7. Be aware that all posts, comments and content are public records when they are set forth on an
official city account. Do not delete posts, comments or content.
Recommendations:
8. For best practices, post regularly (Suggested minimal post of once per week). Accounts that are not
actively used should be closed or hidden.
9. Keep your followers informed of city events, projects and opportunities to get involved and inform
city decision-making by sharing City of Spokane Valley social media messages.
Personal or Campaign Social Media Accounts of Individual Councilmembers.
Page 61 of 64
Councilmembers who maintain a personal or campaign social media account shall:
1. Use a personal or campaign email alias. Do not use an @SpokaneValleyWA.gov alias to set up and
manage any personal or campaign account. State law prohibits the use of official city accounts for
campaign purposes so all campaign-related social media communications must be made on personal
or campaign accounts. Campaign purposes include supporting or opposing any candidate for public
office and supporting or opposing any ballot proposition.
2. Post a disclaimer on your personal account that identifies the account purpose and that the opinions
expressed are your own.
3. Not write posts on personal or campaign accounts that would fit within the scope of city
employment. Merely posting Council agendas or information regarding city events or providing
general information regarding the City’s activities is not conducting city business and will not
convert your personal post or the posts of others into public records. Personal communications that
are not related to the conduct of government or the performance of your office are not public records.
However, if you use your personal account to transact city business, any posts or comments
generated in doing so may be public records.
4. Not link private or campaign accounts to a city account, with the exception of Facebook
requirements for setting up a Facebook page.
5. Refrain from discussing personal accounts in public meetings or documents.
6. Not use city devices to maintain or access private accounts.
Resources.
City of Spokane Valley Social Media Policy (Link to new policy)
Association of Washington Cities social media guidelines for elected officials
MRSC social media policies
Page 62 of 64
INDEX
4 M
45 days · 35 majority of the whole · 22, 24
45 minutes · 15 majority plus one · 26
maker of the motion · 20, 21
mileage stipend · 34
9
N
90 days · 16, 17, 30
negative · 20, 21
new taxes · 25
A
Advance Agenda · 14
O
Attendance at Committee/Board meetings · 43
Outside Request · 10
B
P
ballot · 35
bias · 23
budget amendment · 22 parliamentarian · 16
per diem · 33
Presiding Officer · 10
prevailing side · 27
C
coin flip · 33
R
Council-Manager · 5
rearrange · 8, 11
recuse · 22
D
Robert’s Rules · 4
Disruptive public conduct · 15
S
E
speak twice · 20
surprise · 10
ethical · 51
Excused Absences · 17
Executive sessions · 11
T
Table a motion · 21
F
three minutes · 15, 16, 20, 26
tie vote · 22
franchise ordinance · 24
V
G
vote to extend the meeting · 10
gift · 51
W
L
waived · 24
leave of absence · 17
withdraw · 20
Page 63 of 64
M
4
majority of the whole · 22, 24
majority plus one · 26
45 days · 35
maker of the motion · 20, 21
45 minutes · 15
mileage stipend · 34
9
N
90 days · 16, 17, 30
negative · 20, 21
new taxes · 25
A
O
Advance Agenda · 14
Attendance at Committee/Board meetings · 42
Outside Request · 10
B
P
ballot · 35
parliamentarian · 16
bias · 23
per diem · 33
budget amendment · 22
Presiding Officer · 10
prevailing side · 27
C
R
coin flip · 33
Council-Manager · 5
rearrange · 8, 11
recuse · 22
Robert’s Rules · 4
D
Disruptive public conduct · 15
S
speak twice · 20
E
surprise · 10
ethical · 49
Excused Absences · 17
T
Executive sessions · 11
Table a motion · 21
three minutes · 15, 16, 20, 26
F
tie vote · 22
franchise ordinance · 24
V
G
vote to extend the meeting · 10
gift · 49
W
L
waived · 24
withdraw · 20
leave of absence · 17
Page 64 of 64
DRAFT
ADVANCE AGENDA
as of December 7, 2023; 9:00 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
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. Admin Report potential grant opportunity: City Safety Program Adam Jackson, Dan Baker (5 minutes)
3. Admin Report potential grant opportunity: RAISE Program Adam Jackson, Dan Baker (5 minutes)
4. 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)
2. Motion Consideration potential grant opportunity: City Safety Program A. Jackson, Dan Baker (5 minutes)
3. Motion Consideration potential grant opportunity: RAISE Program Adam Jackson, Dan Baker (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)
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)
Draft Advance Agenda 12/7/2023 4:53:24 PM Page 1 of 2
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
Ethics Code
Gang Task Force Update
Mirabeau Park Forestry Mgmt.
ORV usage on streets
Park Camera Update
Park Lighting
PFD Presentation
Public Safety Comparison
Protection of Utility Infrastructures
SCRAPS
Street Scaping, signs, trees, etc.(info)
Vehicle Wgt Infrastructure Impact
Yellowstone Franchise Agreement
Zayo Franchise Ordinance
Draft Advance Agenda 12/7/2023 4:53:24 PM Page 2 of 2
City of Spokane Valley
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
PageTitle
1Cover Sheet
2Pre-A
pplication Meeting Requested
3Construction Applications Received
4Engineering Applications Received
5Land Use Applications Received
6Construction Permits Issued
7Engineering Permits Issued
8Land Use Applications Completed
9Inspections Performed
10Code Enforcement
11Revenue
12Building Permit Valuations
Created On: 12/7/2023Page 1 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Pre-Application Meeting Requested
A Pre-Application Meeting is a service provided to help our customers identify the code
requirements related to their project proposal
9
Community & Public Works Department Pre-Application Meetings Scheduled:
Spokane Valley Pre-Application Meeting Requests
25
20
15
10
5
0
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial Pre-AppLand Use Pre-AppMW Commercial Pre-App
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial Pre-App1126899571045
MW Commercial Pre-App 10000011001
Land Use Pre-App87863895643
** Not Submitted /
02011200011
Cancelled
Monthly Totals201114151319151316990
Annual-To-Date:154
** NOT SUBMITTED is a new category created by SmartGov which separates permits that have not entered details or provided documents for review
Created On: 12/7/2023Page 2 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Construction Applications Received
The applications recevied are those that include projects for New, remodeled, and accessory
buildings; Signs, Factory Assembled Structures (FAS), Trade, Roofs, and more.
Community & Public Works Department Construction Applications Received: 368
Spokane Valley Construction Applications Received
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial NewCommercial MFRCommercial TI
Commercial TradeCommercial AccessoryResidential SFR/Duplex
Residential RemodelResidential AdditionResidential Trade
Residential AccessoryDemolitionSign
Re-RoofFactory AssembledMillwood/Other Construction
*Other Construction applications include, Millwood, Adult Family Home Inspections, Cell Tower Modifications, Solar Panels, Swimming Pool/Hot Tub
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial New34431380263
Commercial MFR041106320151
Commercial TI13811612147151098
Commercial Trade2431292947322649283728
Commercial
Accessory/Addition
471816223746
Residential SFR/Duplex2210291423161912132113
Residential Remodel11141310911121511176
Residential Addition369889107824
Residential Trade131129178156174169171162160215199
Residential Accessory7511888853108
Demolition516113385336
Sign114815666793
Re-Roof2336597968717782688263
Factory Assembled011042113513
AFH Inspection42604692524
Millwood/Other
Construction
168142318162519281513
**Not Submitted /
Cancelled
12102014171481491741
Monthly Totals
2772704063633943703913853594383680
Annual-To-Date:4021
** NOT SUBMITTED is a new category created by SmartGov which separates permits that have not entered details or provided documents for review
Created On: 12/7/2023Page 3 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Engineering Applications Received
The applications received are those that include projects for all site work projects, such as Grading
permits, Right-of-Way (ROW), approaches, and more.
Community & Public Works Department Engineering Applications Received:62
Engineering Applications Received
160
140
120
100
80
60
40
20
0
JanFebMarAprMayJunJulAugSepOctNovDec
Engineered GradingRegular GradingRight-of-WayApproachClearing & Grubbing
JanFebMarAprMayJunJulAugSepOctNovDec
Engineered Grading567311786365
Regular Grading12200112100
Right-of-Way507198861121241301089710753
Approach6131415986199134
Clearing & Grubbing00000000000
** Not Submitted /
Cancelled
716715891371212
Monthly Totals6292121104132140145135110126620
Annual-To-Date:1229
** NOT SUBMITTED is a new category created by SmartGov which separates permits that have not entered details or provided documents for review
Created On: 12/7/2023Page 4 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Land Use Applications Received
The applications received are those that include projects that involve land development, such as
Platting actions, Boundary Lines Adjustments, Zoning, SEPA and Exceptions
Community & Public Works Department Land Use Applications Received: 40
Spokane Valley Land Use Applications Received
100
80
60
40
20
0
JanFebMarAprMayJunJulAugSepOctNovDec
Boundary Line AdjShort PlatLong PlatBinding Site PlanFinal Platting
Zoning/Comp AmendAccessory DwellingSEPAAdmin ExceptionAdmin Interpretation
Home Business LicOther Development** NOT SUBMITTED
** Other Development could include, Zoning Letter, Floodplain, Shoreline, Alterations, Variances, Small Cell, CUP, Street Vacations, etc…
JanFebMarAprMayJunJulAugSepOctNovDec
Boundary Line Adj22212334362
Short Plat26522223243
Long Plat20201000020
Binding Site Plan02000100000
Final Platting12544626412
Zoning/Comp Amend00000000002
Accessory Dwelling00004151000
SEPA11300101030
Admin Exception01002010002
Admin Interpretation00000000000
Home Business Lic3836602857383530333928
Other Development641033777781
** NOT SUBMITTED62386464312
Monthly Totals52548738755955524963400
Annual-To-Date:624
** NOT SUBMITTED is a new category created by SmartGov which separates permits that have not entered details or provided documents for review
Created On: 12/7/2023Page 5 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Construction Permits Issued
The applications issued are those that include projects for New, remodeled, and accessory
buildings; Signs, Factory Assembled Structures (FAS), Trade, Roofs, and more.
Community & Public Works Department Construction Permits Issued:356
Spokane Valley Construction Permits Issued
500
400
300
200
100
0
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial NewCommercial MFRCommercial TI
Commercial TradeCommercial AccessoryResidential SFR/Plex
Residential RemodelResidential AdditionResidential Trade
Residential AccessoryDemolitionSign
Re-RoofFactory AssembledMillwood/Other Construction*
*Other Construction applications include, Millwood, Adult Family Home Inspections, Cell Tower Modifications, Swimming Pool/Hot Tub
JanFebMarAprMayJunJulAugSepOctNovDec
Commercial New12110043081
Commercial MFR019030400240
Commercial TI1578108131012867
Commercial Trade2532292847322548273930
Commercial
Accessory/Additions
152062241562
Residential SFR/Plex2918222023112719171823
Residential Remodel99111597131415194
Residential Addition17594545941
Residential Trade133158170142178173186158155214194
Residential Accessory6612898115568
Demolition
425111656433
Sign125724377883
Re-Roof2334587869707782698262
Factory Assembled01392103243
Millwood/Other
Construction*
1014222620272821341915
Cancelled
441174626455
Monthly Totals2733233843753803684033903644453560
Annual-To-Date:4061
Created On: 12/7/2023Page 6 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Engineering Permits Issued
The applications issued are those that include projects for all site work projects, such as Grading
permits, Right-of-Way (ROW), approaches, and more.
Community & Public Works Department Engineering Permits Issued:65
Engineering Permits Issued
160
140
120
100
80
60
40
20
0
JanFebMarAprMayJunJulAugSepOctNovDec
Engineered GradingRegular GradingRight-of-WayApproachClearing & Grubbing
JanFebMarAprMayJunJulAugSepOctNovDec
Engineered Grading55871845473
Regular Grading12200102100
Right-of-Way547090831081241381099211058
Approach61761114871814113
Clearing & Grubbing00000000000
00201001231
Cancelled
Monthly Totals6694108101124141149135113131650
Annual-To-Date:1227
Created On: 12/7/2023Page 7 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Land Use Applications Completed
The applications completed are those that include projects that involve land development, such
as Platting actions, Boundary Line Adjustments, Zoning, SEPA and Exceptions
Community & Public Works Department Land Use Applications Completed:
35
Spokane Valley Land Use Applications Completed
100
50
0
JanFebMarAprMayJunJulAugSepOctNovDec
Boundary Line AdjShort Plat
Long PlatBinding Site Plan
Final PlattingZoning/Comp Amend/Code Text Amend
Accessory DwellingSEPA
** Other Development could include, Zoning Letter, Floodplain, Shoreline, Alterations, Variances, Small Cell, CUP, Street Vacations, etc…
JanFebMarAprMayJunJulAugSepOctNovDec
Boundary Line Adj32101222403
Short Plat40304306252
Long Plat00101020210
Binding Site Plan20000100110
Final Platting63005213341
Amend/Code Text
Amend
01000001010
Accessory Dwelling00002100100
SEPA10111100010
Admin Exception00000011001
Admin Interpretation00000000000
Home Business Lic3435621950513932295425
Other Development34622957543
Monthly Totals53457422667050524771350
Annual-To-Date:585
Created On: 12/7/2023Page 8 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Development Inspections Performed
Community & Public Works Department Development Inspections Performed:1671
Development Inspections include building, planning, engineering and ROW
Spokane Valley Development Inspections Performed
2500
2000
1500
1000
500
0
JanFebMarAprMayJunJulAugSepOctNovDec
202120222023
JanFebMarAprMayJunJulAugSepOctNovDecAnnual Totals
202313211078159616231749190518561903197321341671 18,809
202210791253184418301679191315741950174616981259964 18,789
20219279911625175816611533161715501253134514731372 17,105
Monthly
Totals
13211078159616231749190518561903197321341671018,809
Annual-To-Date:18,809
Created On: 12/7/2023Page 9 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Code Enforcement
Code Enforcement Officers Citizen Request Responses:43
They are listed by type below. All complaints, even those with no violation, must be investigated.
Code Enforcement Complaints Investigated
100
80
60
40
20
0
JanFebMarAprMayJunJulAugSepOctNovDec
CE-Stop Work OrderComplaint (Non-Violent)
EnvironmentalGeneral
NuisanceProperty
JanFebMarAprMayJunJulAugSepOctNovDec
CE-Stop Work Order00010000112
Business License
Violation
00000000016
Complaint (Non-Violent)
0000000000
Environmental0000000000
General2245466781011
Nuisance5042554675653840402320
Property571399872111164
Monthly Totals57517261887951686051430
Annual-To-Date:681
Created On: 12/7/2023Page 10 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Revenue
Community & Public Works Department Revenue Received:$211,627.00
Spokane Valley Revenue Received
$700,000
$600,000
$500,000
$400,000
$300,000
$200,000
$100,000
$0
JanFebMarAprMayJunJulAugSepOctNovDec
202320225-Yr Trend
JanFebMarAprMayJunJulAugSepOctNovDec Totals
2023$242,817$601,763$249,699$325,351$277,568$291,181$261,372$243,206$276,627$418,962$211,627$3,400,171
5-Yr Trend$366,189$217,048$278,862$261,774$267,125$269,300$357,431$343,968$273,585$300,353$264,532$248,223$3,448,391
2022$173,509$139,945$171,413$210,513$217,237$277,917$510,629$433,002$294,301$285,383$279,727$168,612$3,162,187
2021$1,087,310$196,293$364,569$459,905$239,948$367,253$433,461$430,383$323,636$396,162$292,643$329,244$4,920,807
2020$230,256$402,862$371,956$237,120$402,525$309,668$226,943$188,990$268,487$254,775$246,368$223,685$3,363,635
2019$162,441$228,717$265,529$195,244$241,906$233,496$355,943$304,988$228,157$294,794$299,906$349,821$3,160,942
2018$177,431$117,425$220,845$206,090$234,009$158,168$260,179$362,478$253,342$270,649$204,016$169,751$2,634,383
Created On: 12/7/2023Page 11 of 12
Community & Public Works Department
Monthly Report
11/1/2023 - 11/30/2023
Building Permit Valuation
Community & Public Works Department Building Permit Valuation:$13,340,888.00
This includes residential, commercial, reroof, & FAS placed.
Spokane Valley Permit Valuation
$80,000,000
$70,000,000
$60,000,000
$50,000,000
$40,000,000
$30,000,000
$20,000,000
$10,000,000
$0
JanFebMarAprMayJunJulAugSepOctNovDec Totals
5-Yr Trend20222023
JanFebMarAprMayJunJulAugSepOctNovDec Totals
2023
$17,287,531$61,507,380$34,061,501$22,737,321$19,583,399$22,255,351$15,704,992$20,019,711$20,052,582$43,983,576$13,340,888$290.53M
5-Yr Trend
$13,934,472$51,953,203$72,761,110$22,693,957$26,107,478$29,486,237$43,333,753$24,061,575$19,236,442$23,134,959$26,716,219$26,059,263$263.30M
2022
$20,182,361$31,376,013$14,935,549$32,649,784$24,027,391$48,521,183$57,628,766$44,067,876$22,352,208$18,694,797$28,311,097$55,806,317$469.21M
2021
$8,860,000$179,080,000$16,720,000$32,820,000$22,430,000$27,700,000$65,190,000$24,390,000$18,160,000$42,670,000$17,710,000$13,480,000$298.27M
2020
$22,130,000$20,750,000$36,690,000$27,670,000$51,380,000$29,930,000$17,950,000$7,610,000$20,620,000$15,270,000$26,890,000$21,380,000$263.07M
2019
$5,660,000.00$22,210,000.00$19,460,000.00$12,460,000.00$23,150,000.00$15,020,000.00$46,650,000.00$18,800,000.00$14,360,000.00$17,160,000.00$35,210,000.00$32,930,000.00$219.89M
2018
$12,840,000.00$6,350,000.00$276,000,000.00$7,870,000.00$9,550,000.00$26,260,000.00$29,250,000.00$25,440,000.00$20,690,000.00$21,880,000.00$25,460,000.00$6,700,000.00$2573.09M
Created On: 12/7/2023Page 12 of 12
FINANCE DEPARTMENT
Chelsie Taylor, Finance Director
10210 E Sprague Avenue Spokane Valley WA 99206
Phone: (509) 720-5000 Fax: (509) 720-5075
www.spokanevalley.org
Memorandum
To: John Hohman, City Manager
From: Chelsie Taylor, Finance Director
Date: December 6, 2023
Re: Finance Department Activity Report Î September 2023
Following is information pertaining to Finance Department activities through the end of September
2023 and included herein is an updated 2023 Budget to Actual Comparison of Revenues and
Expenditures through the end of September.
2022 Year-end Process
The 2022 books were closed in April and the annual financial report was completed and filed in
May. The State AuditorÓs Office issued an unmodified opinion on the audit of the financial
statements for the fiscal year 2022 and the Federal single audit on September 22, 2023. We
expect the accountability audit and related exit conference to be completed later this fall.
2023 Budget Amendment #2
As we have progressed through 2023 the need for a number of budget amendments has arisen.
Council review will take place at the following meetings:
October 10 Admin Report
October 24 Public Hearing
October 24 First reading on proposed ordinance amending the 2023 Budget
November 21 Second reading on proposed ordinance amending the 2023 Budget
2024 Budget Development
The 2024 Budget development process began in the Finance Department in early March, and
st
on March 31 we sent detailed budget requests to all departments to complete by mid-May. By
st
the time the budget is scheduled to be adopted on November 21, the Council will have had an
opportunity to discuss the budget on eight occasions including three public hearings.
June 13 Council budget workshop
August 29 Admin report on 2024 revenues and expenditures
September 12 Public hearing #1 on the 2024 revenues and expenditures
October 3 City ManagerÓs presentation of preliminary 2024 Budget
October 10 Public hearing #2 on 2024 Budget
October 24 First reading on proposed ordinance adopting the 2024 Budget
November 21 Public hearing #3 on the 2024 Budget
November 21 Second reading on proposed ordinance adopting the 2024 Budget
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30.docx Page 1
2024 Property Tax Levy
A significant part of the budget development process includes the annual levy of property taxes
which in 2024 are expected to account for approximately 22.28% of recurring General Fund
revenues. Council discussions specifically related to this topic will take place at the following
meetings:
September 12 Public hearing on 2024 revenues including property taxes
September 26 Admin Report on proposed ordinance levying 2024 property taxes
October 10 First reading of ordinance levying 2024 property taxes and confirming tax
levy
October 24 Second reading of ordinance levying 2024 property taxes and confirming
tax levy
Outside Agency Funding in the 2024 Budget
The City has historically provided funding for local organizations involved in either social
services or economic development activities, and the preliminary 2024 Budget currently has
$200,000 available for this award process. The schedule leading to awarding funds is as
follows:
July 14 Letters mailed to agencies that have historically received funding, media
release to City website and notice to newspapers
August 11 Agency requests are due at City Hall
September 19 Economic development and social service agency presentations to
Council
October 24 Council makes final determination of awards
Lodging Tax
The schedule leading to awarding funds is as follows:
September 1 Letters mailed to agencies that have historically received funding, media
release to City website and notice to newspapers
September 29 Grant applications due at City Hall
October 26 Grant applicant presentations to lodging tax advisory committee
November 14 Admin report to Council on results of lodging tax advisory committee
meeting
December 12 City Council motion consideration: Award lodging tax for 2024
Budget to Actual Comparison Report
A report reflecting 2023 Budget to Actual Revenues and Expenditures for those funds for which
a 2023 Budget was adopted is located on pages 6 through 18. Because we attempt to provide
this information in a timely manner, this report is prepared from records that are not formally
closed by the Finance Department at month end or reconciled to bank records. Although it is
realistic to expect the figures will change over subsequent weeks, I believe the report is materially
accurate.
WeÓve included the following information in the report:
Revenues by source for all funds, and expenditures by department in the General Fund and
by type in all other funds.
A breakdown between recurring and nonrecurring revenues and expenditures in the General
Fund, Street O&M Fund and Stormwater Fund.
The change in fund balance including beginning and ending figures. The beginning fund
balance figures are those that are reflected in our 2022 Annual Financial Report.
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30.docx Page 2
Columns of information include:
o The 2023 Budget
o September 2023 activity
o Cumulative 2023 activity through September 2023
o Budget remaining in terms of dollars
o The percent of budgeted revenue collected or budgeted expenditures disbursed
A few points related to the General Fund #001 (page 6):
Recurring revenues collections are currently at 72.96% of the amount budgeted with 75.00% of
the year elapsed.
Property taxes are paid to Spokane County in two installments each year on April 30 and
October 31 and are then remitted to the City primarily in May and November with lesser
amounts typically remitted in June and December. Property taxes received thus far in 2023
are $7,641,252 or 56.31% of the amount budgeted.
Sales tax collections represent only eight months of collections thus far because taxes
collected in September are not remitted to the City by the State until the latter part of
October. Collections are currently at $21,603,612 or 70.70% of the amount budgeted.
Gambling taxes are at $300,683 or 78.51% of the amount budgeted. Gambling taxes are paid
st
quarterly with third quarter payments due by October 31.
Franchise Fee and Business Registration revenues are typically received in the month
following a calendar year quarter. So far in 2023 we have received $751,305 or 61.84% of the
amount budgeted.
State shared revenues are composed of State of Washington distributions that include items
such as liquor board profits, liquor excise tax, streamlined sales tax mitigation and criminal
justice monies. Most of these revenues are paid by the State in the month following a
calendar quarter. Through September weÓve received remittances totaling $1,588,931 or
67.87% of the amount budgeted.
Fines and forfeitures revenues are composed of monthly remittances from Spokane County
with payments made in the month following the actual assessment of a fine and false alarm
fees. Through September weÓve received remittances through the month of August with
receipts of $324,970 or 62.66% of the amount budgeted.
Community and Public Works service revenues are largely composed of building permit and
plan review fees as well as right of way permits. Revenues are currently at $3,000,015 or
95.36% of the amount budgeted.
Recreation program revenues are composed of revenues generated by the variety of parks
and recreation programs including classes, swimming pools (in-season), and CenterPlace.
Currently, revenues total $728,580 or 116.48% of the amount budgeted.
Recurring expenditures are currently at $33,604,235 or 63.12% of the amount budgeted with
75.00% of the year elapsed.
Investments (page 19)
Investments at September 30 total $115,942,330 and are composed of $110,651,070 in the
Washington State Local Government Investment Pool and $5,291,260 in bank CDs.
Total Sales Tax Receipts (page 20)
Total sales tax receipts reflect State remittances through September and total $24,462,467
including general, criminal justice, and public safety taxes. This figure is $690,695 or 2.91%
greater than the same eight-month period in 2022.
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30.docx Page 3
Economic Indicators (pages 21 Î 23)
The following economic indicators provide information pertaining to three different sources of tax
revenue that provide a good gauge of the health and direction of the overall economy.
1. Sales taxes (page 21) provide a sense of how much individuals and businesses are spending
on the purchase of goods.
2. Hotel / Motel taxes (page 22) provide us with a sense of overnight stays and visits to our area
by tourists or business travelers.
3. Real Estate Excise taxes (page 23) provide us with a sense of real estate sales.
Page 21 provides a 10-year history of general sales tax receipts (not including public safety or
criminal justice) with monthly detail beginning January 2014.
Compared with calendar year 2022, 2023 collections have increased by $579,235 or 2.76%.
Tax receipts reached an all-time high in 2022 of $32,347,046, besting the previous record
year of 2021 when $31,499,534 was collected.
Page 22 provides a 10-year history of hotel/motel tax receipts with monthly detail beginning
January 2014.
Compared with calendar year 2022, 2023 collections have decreased by $3,899 or 0.66%.
Collections reached an all-time high in 2022 of $901,686, besting the previous record of
$744,437 in 2021.
Page 23 provides a 10-year history of real estate excise tax receipts with monthly detail
beginning January 2014.
Compared with calendar year 2022, 2023 collections have decreased by $1,761,421 or
42.68%.
Collections appear to be more in line with historical amounts rather than the historic highs
seen in 2021 and 2022.
Collections reached an all-time high in 2021 of $6,218,227.
Debt Capacity and Bonds Outstanding (page 24)
This page provides information on the CityÓs debt capacity, or the dollar amount of General
Obligation (G.O.) Bonds the City may issue, as well as an amortization schedule of the bonds the
City currently has outstanding.
The maximum amount of G.O. bonds the City may issue is determined by the assessed value
for property taxes which for 2023 is $16,292,740,920. Following the December 1, 2022 debt
service payments, the City has $9,810,000 of nonvoted G.O. bonds outstanding which
represents 4.01% of our nonvoted bond capacity, and 0.80% of our total debt capacity for all
types of bonds. Of this amount:
o $3,430,000 remains on bonds issued for the construction of CenterPlace. These bonds
are repaid with a portion of the 1/10 of 1% sales tax that is collected by the Spokane Public
Facilities District.
o $155,000 remains on bonds issued for road and street improvements around CenterPlace.
The bonds are repaid with a portion of the real estate excise tax collected by the City.
o $6,225,000 remains on bonds issued for construction of the new City Hall. The bonds are
repaid with General Fund revenues.
Street Fund Revenue Sources (pages 25 and 26)
The last two charts reflect a history for the two primary sources of revenue in Street Fund #101.
These include:
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30.docx Page 4
Page 25 provides a 10-year history of Motor Vehicle Fuel Tax collections with monthly detail
beginning January 2014.
Compared with calendar year 2022, 2023 collections have decreased by $14,198 or 1.06%.
Tax receipts peaked in 2007 at approximately $2.1 million and have generally ranged around
$2 million in the years 2014 through 2022.
Page 26 provides a 10-year history of Telephone Utility Tax collections with monthly detail
beginning January 2014.
Compared with 2022, 2023 collections have decreased by $13,916 or 2.10%. Unlike tax
revenues collected by the State and remitted monthly, these taxes are paid to the City directly
by the service provider. Consequently, there is not a "clean cutoff' in terms of when a vendor
pays the tax.
Tax receipts peaked in 2009 at $3,054,473 and have decreased each year since due to what
we suspect is the reduction in land lines by individual households as well as a reallocation of
revenues from voice plans to data plans by cell phone companies.
The 2023 Budget was adopted with a revenue estimate of $857,000. We will watch actual
receipts closely as the year progresses.
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30.docx Page 5
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
#001 - GENERAL FUND
RECURRING ACTIVITY
Revenues
Property Tax13,569,20096,4897,641,252(5,927,948)56.31%
Sales Tax30,555,0002,797,79121,603,612(8,951,388)70.70%
Sales Tax - Public Safety1,357,000135,7051,037,943(319,057)76.49%
Sales Tax - Criminal Justice2,398,000236,5631,820,912(577,088)75.93%
Gambling Tax and Leasehold Excise Tax383,0009300,683(82,317)78.51%
Franchise Fees/Business Registration1,215,00015,299751,305(463,695)61.84%
State Shared Revenues2,341,000277,3671,588,931(752,069)67.87%
Fines, Forfeitures and Penalties518,60041,523324,970(193,630)62.66%
Community and Public Works3,145,900270,6373,000,015(145,885)95.36%
Recreation Program Revenues625,50082,783728,580103,080116.48%
Grant Proceeds100,00000(100,000)0.00%
Miscellaneous Department Revenue22,500042,75020,250190.00%
Miscellaneous & Investment Interest158,200303,0272,323,4582,165,2581468.68%
Transfers in - #105
(h/m tax-CP advertising)
30,00000(30,000)0.00%
Total Recurring Revenues56,418,9004,257,19341,164,410(15,254,490)72.96%
Expenditures
City Council707,55841,062497,522210,03670.32%
City Manager1,159,40456,323772,099387,30566.59%
City Attorney921,906124,576764,175157,73182.89%
City Services055,39387,338(87,338)0.00%
Public Safety32,772,361219,77421,106,93011,665,43164.40%
Deputy City Manager604,75246,640462,944141,80876.55%
Finance1,346,05597,324958,690387,36571.22%
Human Resources385,58431,505280,951104,63372.86%
Information Technology436,17222,360290,658145,51466.64%
City Facilities Operations and Maintenance475,88434,326376,47699,40879.11%
Community & Public Works - Administration375,20026,552241,593133,60764.39%
Community & Public Works - Engineering2,092,926135,5751,366,404726,52265.29%
Community & Public Works - Building2,117,009140,9841,368,204748,80564.63%
Community & Public Works - Planning887,72972,155592,496295,23366.74%
Economic Development1,426,641124,467899,756526,88563.07%
Parks & Rec - Administration383,49627,813270,699112,79770.59%
Parks & Rec - Maintenance972,45520,341708,803263,65272.89%
Parks & Rec - Recreation 351,84314,643211,849139,99460.21%
Parks & Rec - Aquatics565,700158,766469,97095,73083.08%
Parks & Rec - Senior Center38,9161,99613,87225,04435.65%
Parks & Rec - CenterPlace1,096,36780,090709,144387,22364.68%
General Government1,945,41880,939816,3961,129,02241.97%
Transfers out - #204 ('16 LTGO bond debt service)401,15000401,1500.00%
(park capital projects)
Transfers out - #309 160,00000160,0000.00%
Transfers out - #311 (pavement preservation)
1,011,8000337,267674,53333.33%
(insurance premium)
Transfers out - #502 600,00000600,0000.00%
Total Recurring Expenditures53,236,3261,613,607 33,604,235 19,632,09163.12%
Recurring Revenues Over (Under)
Recurring Expenditures3,182,5742,643,5867,560,1754,377,601
Page 6
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
#001 - GENERAL FUND - continued
NONRECURRING ACTIVITY
Revenues
Transfers in - #3121,200,00000(1,200,000)0.00%
Precinct Grant39,00000(39,000)0.00%
County Portion of Plante's Ferry Study50,00000(50,000)0.00%
Coronavirus Local Fiscal Recovery Funds4,520,00012,4019,430,0594,910,059208.63%
Judgments & Settlements003,565,2983,565,2980.00%
Total Nonrecurring Revenues5,809,00012,40112,995,3577,186,357223.71%
Expenditures
City Hall Repairs0258,353704,719(704,719)0.00%
City Attorney (office furniture for new Paralegal)8,500008,5000.00%
(police vehicles)
Public Safety 1,350,085001,350,0850.00%
Public Safety (police staffing assessment)
85,000051,55133,44960.65%
(access/fencing White Elephant)
Public Safety 31,000030,73226899.13%
Public Safety (install Precinct gutters)
4,000004,0000.00%
(install security cameras at Precinct)
Public Safety 20,0007,4917,49112,50937.45%
n 30,0000030,0000.00%
Public Safety (furniture for roll call room at Preci
Public Safety (Precinct shop lift replacement)25,0000025,0000.00%
City Facilities (City Hall space planning)06,30345,699(45,699)0.00%
City Facilities (Balfour Facility)014,87151,984(51,984)0.00%
Community & Public Works (20th Anniversary)34,7695,32530,1894,58086.83%
Community & Public Works (consulting services)209,9750165,19544,78078.67%
Engineering (cubicle furniture)16,600016,5198199.51%
(equipment assessment)
Parks & Rec 6,000006,0000.00%
Parks & Rec (repaint portico at CenterPlace)12,0000012,0000.00%
(replace CenterPlace flooring)
Parks & Rec 52,700016,24036,46030.82%
Parks & Rec (backup batteries for CP emergency lig 10,0000010,0000.00%
(sidewalk repairs at CenterPlace)
Parks & Rec 20,0000020,0000.00%
Parks & Rec (CenterPlace lobby improvements)150,00000150,0000.00%
General Government - Finance temp employee09,12682,080(82,080)0.00%
General Government - IT capital replacements151,000033,830117,17022.40%
Financial Software Capital Costs500,00011,200302,223197,77760.44%
General Government (CLFR related costs)6,520,00018,0745,618,964901,03686.18%
(Street Fund operations)
Transfers out - #101 3,530,048003,530,0480.00%
Transfers out - #122 (replenish reserve)500,0000500,0000100.00%
(Balfour Park Imp. Phase 1)
Transfers out - #309 427,32700427,3270.00%
Transfers out - #309 (pump for Mirabeau Falls)33,0000033,0000.00%
('21 fund bal >50%)
Transfers out - #312 5,358,05405,358,0540100.00%
Total Nonrecurring Expenditures19,085,058330,742 13,015,469 6,069,58968.20%
Nonrecurring Revenues Over (Under)
Nonrecurring Expenditures(13,276,058)(318,341)(20,113)13,255,945
Excess (Deficit) of Total Revenues
Over (Under) Total Expenditures(10,093,484)2,325,2457,540,06217,633,546
Beginning unrestricted fund balance46,101,05046,101,050
e36,007,56653,641,112
Ending fund balanc
Page 7
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
SPECIAL REVENUE FUNDS
#101 - STREET FUND
RECURRING ACTIVITY
Revenues
Telephone Utility Tax857,00075,912649,240(207,760)75.76%
Motor Vehicle Fuel (Gas) Tax2,062,600197,4321,322,211(740,389)64.10%
Multimodal Transportation139,20034,770104,298(34,902)74.93%
Right-of-Way Maintenance Fee95,0004,65220,616(74,384)21.70%
Solid Waste Road Wear Fee1,700,000232,0851,455,296(244,704)85.61%
Investment Interest50012,95544,45943,9598891.81%
Miscellaneous Revenue10,00042811,7011,701117.01%
Total Recurring Revenues4,864,300558,2353,607,821(1,256,479)74.17%
Expenditures
Wages / Benefits / Payroll Taxes1,617,994108,5691,179,428438,56672.89%
Supplies198,0004,151174,05623,94487.91%
Services & Charges2,813,399412,4392,248,018565,38179.90%
Snow Operations1,081,9155,937769,604312,31171.13%
Local Street Program3,918,1005,6371,654,0452,264,05542.22%
Intergovernmental Payments1,000,00023,060450,807549,19345.08%
Vehicle Rentals - #501 (non-plow vehicle rental)27,75009,25018,50033.33%
(plow replace)
Vehicle Rentals - #501 275,000091,667183,33333.33%
Total Recurring Expenditures10,932,158559,7946,576,8744,355,28460.16%
Recurring Revenues Over (Under)
Recurring Expenditures(6,067,858)(1,560)(2,969,052)3,098,806
NONRECURRING ACTIVITY
Revenues
Insurance Proceeds0013,81213,8120.00%
Transfers in - #0013,530,04800(3,530,048)0.00%
Transfers in - #1061,862,92901,862,9290100.00%
Transfers in - #3112,677,09902,677,0990100.00%
Transfers in - #312250,0000250,0000100.00%
Total Nonrecurring Revenues8,320,07604,803,840(3,516,236)57.74%
Expenditures
Tapered Wing for Snowplow0021,860(21,860)0.00%
Generator for Maint. Shop (50% cost to #402)8,50010011,574(3,074)136.17%
(50% cost to #402)
Desks for Maintenance Shop 1,530001,5300.00%
Signal Maintenance Equipment40,00042137,4042,59693.51%
Streetlight Replacement Program40,000032,9627,03882.40%
Transfers out - #501(truck for Signal Technician)58,0000058,0000.00%
Fixed Base Pole/Pedestrian Signal Post002,190(2,190)0.00%
Retaining Wall Repair008,168(8,168)0.00%
Bridge Maintenance10,0000010,0000.00%
Total Nonrecurring Expenditures158,030521114,15743,87372.24%
Nonrecurring Revenues Over (Under)
Nonrecurring Expenditures8,162,046(521)4,689,683(3,472,363)
Excess (Deficit) of Total Revenues
Over (Under) Total Expenditures2,094,188(2,081)1,720,630(373,558)
Beginning fund balance1,319,2061,319,206
e3,413,3943,039,836
Ending fund balanc
Page 8
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
SPECIAL REVENUE FUNDS - continued
#103 - PATHS & TRAILS
Revenues
Motor Vehicle Fuel (Gas) Tax8,7008335,577(3,123)64.10%
Investment Interest1001791,1921,0921192.02%
Total revenues8,8001,0126,769(2,031)76.92%
Expenditures
Capital Outlay00000.00%
Total expenditures00000.00%
Revenues over (under) expenditures8,8001,0126,769(2,031)
Beginning fund balance38,36838,368
e47,16845,137
Ending fund balanc
#104 - TOURISM FACILITIES HOTEL/MOTEL TAX FUND
Revenues
Tourism Facilities Hotel/Motel Tax600,00069,595381,631(218,369)63.61%
Investment Interest 5,00018,538156,652151,6523133.04%
Transfers in - #105515,1980515,1980100.00%
Total revenues1,120,19888,1331,053,482(66,716)94.04%
Expenditures
Spokane County - Avista Stadium Award2,000,00002,000,0000100.00%
Total expenditures2,000,00002,000,0000100.00%
Revenues over (under) expenditures(879,802)88,133(946,518)(66,716)
Beginning fund balance5,619,7055,619,705
e4,739,9034,673,187
Ending fund balanc
#105 - HOTEL/MOTEL TAX FUND
Revenues
Hotel/Motel Tax900,000107,070587,135(312,865)65.24%
Investment Interest 1,0002,18216,40115,4011640.11%
Total revenues901,000109,252603,536(297,464)66.99%
Expenditures
Transfers out - #00130,0000030,0000.00%
Transfers out - #104515,1980515,1980100.00%
Tourism Promotion309,70240,31881,318228,38426.26%
Total expenditures854,90040,318596,516258,38469.78%
Revenues over (under) expenditures46,10068,9337,020(555,847)
Beginning fund balance507,419507,419
Ending fund balance553,519514,439
#106 - SOLID WASTE
Revenues
Solid Waste Administrative Fees225,00020,181170,18754,81375.64%
Solid Waste Road Wear Fee00000.00%
Investment Interest 4,0004,63873,278(69,278)1831.95%
Total revenues229,00024,819243,465(14,465)106.32%
Expenditures
Transfers out - #1011,862,92901,862,9290100.00%
Education & Contract Administration229,00039,401203,27425,72688.77%
Total expenditures2,091,92939,401 2,066,203 25,72698.77%
Revenues over (under) expenditures(1,862,929)(14,582)(1,822,738)(40,191)
Beginning fund balance3,003,1613,003,161
Ending fund balance1,140,2321,180,423
Page 9
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
SPECIAL REVENUE FUNDS - continued
#107 - PEG FUND
Revenues
Comcast PEG Contribution71,000014,43056,57020.32%
Investment Interest 09746,736(6,736)0.00%
Total revenues71,00097421,16649,83429.81%
Expenditures
PEG Reimbursement - CMTV39,5000039,5000.00%
Capital Outlay33,5001,3389,63623,86428.76%
Total expenditures73,0001,3389,63663,36413.20%
Revenues over (under) expenditures(2,000)(364)11,530(13,530)
Beginning fund balance233,782233,782
Ending fund balance231,782245,312
#108 - AFFORDABLE & SUPPORTIVE HOUSING TAX FUND
Revenues
Affordable & Supportive Housing Tax200,00024,19998,887101,11349.44%
Investment Interest 02,75417,870(17,870)0.00%
Total revenues200,00026,954116,75883,24258.38%
Expenditures
Affordable & Supportive Housing Program00000.00%
Total expenditures00000.00%
Revenues over (under) expenditures200,00026,954116,75883,242
Beginning fund balance577,569577,569
e777,569694,326
Ending fund balanc
#109 - TOURISM PROMOTION AREA
Revenues
Tourism Promotion Area Fee800,000147,937816,444(16,444)102.06%
Investment Interest 03,13411,120(11,120)0.00%
Tourism Interest04381,910(1,910)0.00%
Total revenues800,000151,510829,474(29,474)103.68%
Expenditures
Services & Charges45,00010,00039,3505,65087.44%
Total expenditures45,00010,00039,3505,65087.44%
Revenues over (under) expenditures755,000141,510790,124(35,124)
Beginning fund balance00
Ending fund balance755,000790,124
#110 - HOMELESS HOUSING PROGRAM FUND
Revenues
Recording Surcharge - Homeless Housing00000.00%
Investment Interest 00000.00%
Total revenues00000.00%
Expenditures
Services & Charges00000.00%
Total expenditures00000.00%
Revenues over (under) expenditures0000
Beginning fund balance00
Ending fund balance00
Page 10
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
SPECIAL REVENUE FUNDS - continued
#120 - CENTER PLACE OPERATING RESERVE FUND
Revenues
Transfers in00000.00%
Total revenues00000.00%
Expenditures
Operations00000.00%
Total expenditures00000.00%
Revenues over (under) expenditures0000
Beginning fund balance300,000300,000
Ending fund balance300,000300,000
#121 - SERVICE LEVEL STABILIZATION RESERVE FUND
Revenues
Investment Interest024,91350,27350,2730.00%
Transfers in00000.00%
Total revenues024,91350,27350,2730.00%
Expenditures
Operations00000.00%
Total expenditures00000.00%
Revenues over (under) expenditures024,91350,27350,273
Beginning fund balance5,500,0005,500,000
e5,500,0005,550,273
Ending fund balanc
#122 - WINTER WEATHER RESERVE FUND
Revenues
Investment Interest1,1002,1428,0856,985735.02%
Transfers in - #001500,0000500,0000100.00%
Subtotal revenues501,1002,142508,0856,985101.39%
Expenditures
Snow removal expenses500,00000500,0000.00%
Transfers out - #10100000.00%
Total expenditures500,00000500,0000.00%
Revenues over (under) expenditures1,1002,142508,085(493,015)
Beginning fund balance31,78031,780
e32,880539,865
Ending fund balanc
DEBT SERVICE FUNDS
#204 - DEBT SERVICE FUND
Revenues
Spokane Public Facilities District527,200068,600(458,600)13.01%
Transfers in - #001401,15000(401,150)0.00%
Transfers in - #30180,60000(80,600)0.00%
Transfers in - #30280,60000(80,600)0.00%
Total revenues1,089,550068,600(1,020,950)6.30%
Expenditures
Debt Service Payments - CenterPlace527,200068,600458,60013.01%
Debt Service Payments - Roads161,20003,100158,1001.92%
Debt Service Payments - '16 LTGO Bond401,1500110,575290,57527.56%
Total expenditures1,089,5500182,275907,27516.73%
Revenues over (under) expenditures00(113,675)(1,928,225)
Beginning fund balance00
e0(113,675)
Ending fund balanc
Page 11
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
CAPITAL PROJECTS FUNDS
#301 - CAPITAL PROJECTS FUND
Revenues
REET 1 - Taxes1,500,000124,3341,183,021(316,979)78.87%
Investment Interest4,00026,038173,651169,6514341.27%
Total revenues1,504,000150,3721,356,672(147,328)90.20%
Expenditures
Transfers out - #20480,6000080,6000.00%
Transfers out - #303385,9670219,916166,05156.98%
Transfers out - #311 (pavement preservation)
1,037,500001,037,5000.00%
Transfers out - #3143,655003,6550.00%
Total expenditures1,507,7220219,9161,287,80614.59%
Revenues over (under) expenditures(3,722)150,3721,136,756(1,435,134)
Beginning fund balance5,314,9285,314,928
Ending fund balance5,311,2066,451,684
#302 - SPECIAL CAPITAL PROJECTS FUND
Revenues
REET 2 - Taxes1,500,000124,3341,183,021(316,979)78.87%
Investment Interest6,00032,162213,882207,8823564.71%
Total revenues1,506,000156,4961,396,904(109,096)92.76%
Expenditures
Transfers out - #20480,6000080,6000.00%
Transfers out - #303602,72002,275,986(1,673,266)377.62%
Transfers out - #311 (pavement preservation)1,037,500001,037,5000.00%
Transfers out - #314135,00000135,0000.00%
Total expenditures1,855,82002,275,986(420,166)122.64%
Revenues over (under) expenditures(349,820)156,496(879,082)311,069
Beginning fund balance6,791,1756,791,175
Ending fund balance6,441,3555,912,093
Page 12
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
CAPITAL PROJECTS FUNDS - continued
#303 STREET CAPITAL PROJECTS FUND
Revenues
Developer Contribution71,61500(71,615)0.00%
Traffic Mitigation Fees00126,085126,0850.00%
Investment Interest0043,32443,3240.00%
Grant Proceeds7,988,376633,6162,456,682(5,531,694)30.75%
Transfers in - #301385,9670219,916(166,051)56.98%
Transfers in - #302602,72002,275,9861,673,266377.62%
Transfers in - #315108,44900(108,449)0.00%
Total revenues9,157,127 633,616 5,121,992 (4,035,135)55.93%
Expenditures
205Sprague/Barker Intersection Improvement19,76664018,88288495.53%
249Sullivan & Wellesley Intersection00282,170(282,170)0.00%
275Barker Rd Widening - River to Euclid031,92531,925(31,925)0.00%
299Argonne Rd Concrete Pvmt Indiana to Mont0817983(983)0.00%
300Pines & Mission Intersection Improvements1,294,831714218,5131,076,31816.88%
313Barker Road/Union Pacific Crossing1,044,000726,1261,188,129(144,129)113.81%
318Wilbur Sidewalk: Boone to Mission03943,739(3,739)0.00%
320Sullivan Preservation: Sprague-8th2,070,462152,516510,1981,560,26424.64%
321Argonne Corridor Imprv - North of Knox10,0000010,0000.00%
3262020 Citywide Retroreflective Post Panel89,502073688,7660.82%
327Sprague Avenue Stormwater1,557,410001,557,4100.00%
329Barker Road Imp - City Limits to Appleway750,0008,87079,760670,24010.63%
332NE Industrial Area - Sewer Extension25,0000025,0000.00%
334Sprague Avenue Preservation00479(479)0.00%
335Mission Ave over Evergreen Rd Deck Repair01,148320,872(320,872)0.00%
3408th Ave Sidewalk (Coleman to Park)401,01122,167605,919(204,908)151.10%
3422022 School Zone Flashing Beacons001,223(1,223)0.00%
344Park Rd Sidewalk - Broadway to Cataldo338,86229,80629,806309,0568.80%
345Park Rd Sidewalk - Nora to Baldwin311,600862424,182(112,582)136.13%
346Bowdish Sidewalk - 12th to 22nd244,6839,81940,237204,44616.44%
347Broadway and Park Intersection0549,482738,626(738,626)0.00%
348Barker Rd Improvements - Appleway to I-9002,1652,165(2,165)0.00%
349Trent Ave Access Control & Safety Improv002,032(2,032)0.00%
351Barker Rd Improv - Sprague to Appleway01,2851,285(1,285)0.00%
3522022 Citywide Signal Backplates0982982(982)0.00%
Contingency1,000,000001,000,0000.00%
Total expenditures9,157,1271,539,718 4,502,843 4,654,28449.17%
Revenues over (under) expenditures0(906,102)619,149(8,689,419)
Beginning fund balance1,943,1511,943,151
e1,943,1512,562,300
Ending fund balanc
Note: Work performed in the Street Capital Projects Fund for preservation projects is for items such as sidewalk upgrades that were bid
with the pavement preservation work.
Page 13
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
CAPITAL PROJECTS FUNDS - continued
#309 - PARKS CAPITAL PROJECTS FUND
Revenues
Transfers in - #001620,32700(620,327)0.00%
Transfers in - #31040,19200(40,192)0.00%
Transfers in - #3125,677,84600(5,677,846)0.00%
Grant Proceeds126,10000(126,100)0.00%
Investment Interest 004434430.00%
Total revenues6,464,4650443(6,464,022)0.01%
Expenditures
314Balfour Park Frontage Improvements005,000(5,000)0.00%
316Balfour Park Improvements - Phase 15,021,465520,2333,423,8121,597,65368.18%
328Sullivan Park Waterline500,000039,773460,2277.95%
338Loop Trail Project750,0007,61924,453725,5473.26%
Parking & Trail Design (Summerfield, Ponderosa, F
136,90000136,9000.00%
West Lawn Shade Canopy for Stage23,1000023,1000.00%
Pump replacement for Mirabeau Falls33,0000033,0000.00%
Total expenditures6,464,465527,8533,493,0382,971,42754.03%
Revenues over (under) expenditures0(527,853)(3,492,595)(9,435,449)
Beginning fund balance177,301177,301
Ending fund balance177,301(3,315,294)
#310 - CIVIC FACILITIES CAPITAL PROJECTS FUND
Revenues
Investment Interest 1,0002323,9072,907390.71%
Total revenues1,0002323,9072,907390.71%
Expenditures
Transfers out - #30940,1920040,1920.00%
Payment to Library District799,0930799,0930100.00%
Total expenditures839,2850799,09340,19295.21%
Revenues over (under) expenditures(838,285)232(795,186)(37,285)
Beginning fund balance853,709853,709
e15,42458,523
Ending fund balanc
#311 - PAVEMENT PRESERVATION FUND
Revenues
Transfers in - #0011,011,8000337,267(674,533)33.33%
Transfers in - #3011,037,50000(1,037,500)0.00%
Transfers in - #3021,037,50000(1,037,500)0.00%
Grant Proceeds1,760,000535,3102,034,475274,475115.60%
Investment Interest 03,753131,880131,8800.00%
Total revenues4,846,800539,063 2,503,622 (2,343,178)51.66%
Expenditures
Transfers out - #1012,677,09902,677,0990100.00%
Pre-project GeoTech Services50,0000050,0000.00%
Pavement Preservation7,805,121007,805,1210.00%
320Sullivan Preservation: Sprague-8th0212,9611,282,975(1,282,975)0.00%
334Sprague Avenue Preservation05,2216,013(6,013)0.00%
3392022 Local Access Streets: Summerfield E087,0421,393,988(1,393,988)0.00%
3408th Ave Sidewalk (Coleman to Park)021,729135,425(135,425)0.00%
341Broadway Preservation - Fancher to Park047,1211,346,986(1,346,986)0.00%
347Broadway and Park Intersection056,88696,477(96,477)0.00%
Total expenditures10,532,220430,960 6,938,9643,593,25665.88%
Revenues over (under) expenditures(5,685,420)108,103(4,435,342)(5,936,435)
Beginning fund balance6,615,7006,615,700
e930,2802,180,358
Ending fund balanc
Page 14
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
CAPITAL PROJECTS FUNDS - continued
#312 - CAPITAL RESERVE FUND
Revenues
Transfers in - #0015,358,05405,358,0540100.00%
Investment Interest 20,00084,516510,968490,9682554.84%
Total revenues5,378,05484,5165,869,022490,968109.13%
Expenditures
Transfers out - #0011,200,000001,200,0000.00%
Transfers out - #101250,0000250,0000100.00%
Transfers out - #3095,677,846005,677,8460.00%
Transfers out - #314544,3920218,119326,27340.07%
Land Acquisition (E Sprague)791,0000790,78321799.97%
(Sullivan Park)
Land Acquisition 759,60000759,6000.00%
Total expenditures9,222,83801,258,9027,963,93613.65%
Revenues over (under) expenditures(3,844,784)84,5164,610,119(7,472,968)
Beginning fund balance16,658,02016,658,020
Ending fund balance12,813,23621,268,139
#314 - RAILROAD GRADE SEPARATION PROJECTS FUND
Revenues
Developer Contribution187,51100(187,511)0.00%
Grant Proceeds2,827,086176,359625,665(2,201,421)22.13%
Investment Interest 00000.00%
Transfers in - #3013,65500(3,655)0.00%
Transfers in - #302135,00000(135,000)0.00%
Transfers in - #312544,3920218,119(326,273)40.07%
Total revenues3,697,644176,359843,784 (2,853,860)22.82%
Expenditures
143Barker Rd/BNSF Grade Separation750,00011,309276,437473,56336.86%
223Pines Rd Underpass2,200,00076,845892,9001,307,10040.59%
311Sullivan Rd./SR 290 Interchange Project1,000,0001,67914,145985,8551.41%
Total expenditures3,950,00089,8331,183,4822,766,51829.96%
Revenues over (under) expenditures(252,356)86,526(339,698)(5,620,378)
Beginning fund balance267,460267,460
e15,104(72,239)
Ending fund balanc
#315 - TRANSPORTATION IMPACT FEES
Revenues
Transportation Impact Fees200,00050,879304,395104,395152.20%
Investment Interest 03,93725,31525,3150.00%
Total revenues200,00054,816 329,711 129,711164.86%
Expenditures
Transfers out - #303108,44900108,4490.00%
Total expenditures108,44900108,4490.00%
Revenues over (under) expenditures91,55154,816329,71121,262
Beginning fund balance665,904665,904
Ending fund balance757,455995,615
Page 15
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CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
ENTERPRISE FUNDS
#402 - STORMWATER FUND
RECURRING ACTIVITY
Revenues
Stormwater Management Fees5,600,00031,9513,312,851(2,287,149)59.16%
Investment Interest2,00014,94898,81196,8114940.54%
Total Recurring Revenues5,602,00046,899 3,411,662(2,190,338)60.90%
Expenditures
Wages / Benefits / Payroll Taxes957,36864,493 458,047499,32147.84%
Supplies99,3002,514 96,8452,45597.53%
Services & Charges1,764,82259,568 946,957817,86553.66%
Intergovernmental Payments48,00023,79845,6402,36095.08%
Vehicle Rentals - #5016,75002,2504,50033.33%
Total Recurring Expenditures2,876,240150,372 1,549,739 1,326,50153.88%
Recurring Revenues Over (Under)
Recurring Expenditures2,725,760(103,473) 1,861,923(863,837)
NONRECURRING ACTIVITY
Revenues
Grant Proceeds0118236,520236,5200.00%
Total Nonrecurring Revenues0118236,520236,5200.00%
Expenditures
Capital - various projects350,0000106,938243,06230.55%
300Pines & Mission Intersection Improvement004,845(4,845)0.00%
314Balfour Park Frontage Improvements00393(393)0.00%
334Sprague Avenue Preservation001,200(1,200)0.00%
3408th Ave Sidewalk (Coleman to Park)01,850403,438(403,438)0.00%
345Park Rd Sidewalk - Nora to Baldwin00161,745(161,745)0.00%
Watershed Studies100,000017,19682,80417.20%
Land Acquisition (Spokane Conservation Dist.)260,0000252,8357,16697.24%
(50% cost to #101)
Desks for Maintenance Shop 1,530001,5300.00%
Generator for Maint. Shop (50% cost to #101)8,50010011,574(3,074)136.17%
Stormwater Comprehensive Plan50,0000050,0000.00%
Total Nonrecurring Expenditures770,0301,950 960,165 (190,135)124.69%
Nonrecurring Revenues Over (Under)
Nonrecurring Expenditures(770,030)(1,832)(723,645)46,385
Excess (Deficit) of Total Revenues
Over (Under) Total Expenditures1,955,730(105,305)1,138,278(817,452)
Beginning working capital2,278,3632,278,363
Ending working capital4,234,0933,416,641
Note: Work performed in the Stormwater Fund for preservation projects is for stormwater improvements that were bid
with the pavement preservation work.
#403 - AQUIFER PROTECTION AREA
Revenues
Spokane County460,0000287,700(172,300)62.54%
Grant Proceeds397,500282,504548,717151,217138.04%
Investment Interest 1,9004,10739,30537,4052068.68%
Total revenues859,400286,611875,72216,322101.90%
Expenditures
Capital - various projects1,421,100357,480789,959631,14155.59%
Effectiveness study55,0000055,0000.00%
Total expenditures1,476,100357,480789,959686,14153.52%
Revenues over (under) expenditures(616,700)(70,870)85,763(669,819)
Beginning working capital1,520,5221,520,522
Ending working capital903,8221,606,284
Page 16
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
INTERNAL SERVICE FUNDS
#501 - ER&R FUND
Revenues
Interfund vehicle lease - #00152,100017,727(34,373)34.02%
Interfund vehicle lease - #10127,75009,442(18,308)34.02%
Interfund vehicle lease - #101 (plow replace)
275,000093,568(181,432)34.02%
Interfund vehicle lease - #4026,75002,297(4,453)34.02%
Transfers in - #101 (additional dump bed truck)
58,00000(58,000)0.00%
Investment Interest2,0004,27633,52131,5211676.03%
Total revenues421,600 4,276 156,554 (265,046)37.13%
Expenditures
Wages / Benefits / Payroll Taxes0012,557(12,557)0.00%
Small Tools & Minor Equipment10,0001149,71528597.15%
Equipment Repair & Maintenance01,0894,482(4,482)0.00%
Vehicle Purchase513,0001,771468,96344,03791.42%
Total expenditures523,0002,974495,71727,28394.78%
Revenues over (under) expenditures(101,400)1,302(339,163)(292,329)
Beginning working capital1,417,1191,417,119
Ending working capital1,315,7191,077,956
#502 - RISK MANAGEMENT FUND
Revenues
Investment Interest00000.00%
Transfers in - #001600,00000(600,000)0.00%
Total revenues600,00000(600,000)0.00%
Expenditures
Auto & Property Insurance600,0000572,25127,74995.38%
Unemployment Claims0049(49)0.00%
Total expenditures600,0000572,30027,70095.38%
Revenues over (under) expenditures00(572,300)(627,700)
Beginning working capital428,022428,022
Ending working capital428,022(144,278)
FIDUCIARY FUNDS
#632 - PASSTHROUGH FEES & TAXES
Revenues
Passthrough Fees & Taxes591,00051,906391,661(199,339)66.27%
Total revenues591,00051,906391,661(199,339)66.27%
Expenditures
Passthrough Fees & Taxes591,00047,584326,269264,73155.21%
Total expenditures591,00047,584326,269264,73155.21%
Revenues over (under) expenditures04,32265,392(464,070)
Beginning working capital00
Ending working capital065,392
Page 17
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA Budget Year2023
Budget to Actual Comparison of Revenues and Expenditures Elapsed =75.00%
For the Nine-Month Period Ended September 30, 2023
2023
ActualActual throughBudget% of
BudgetSeptemberSeptember 30RemainingBudget
SUMMARY FOR ALL FUNDS
Total of Revenues for all Funds121,162,0147,442,81888,571,210
Per Revenue Status Report121,162,0147,442,81888,571,210
Difference- - -
Total of Expenditures for all Funds140,540,2475,744,44683,571,087
Per Expenditure Status Report140,540,2475,744,44683,571,087
Difference- - -
Total Capital expenditures (included in
total expenditures)33,733,0982,977,39117,362,960
Page 18
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA 10/31/2023
Investment Report
For the Nine-Month Period Ended September 30, 2023
NW BankGesaTotal
LGIP*CD #2068CD #9613Investments
Beginning$113,098,923.28$3,195,435.19$2,069,514.37$118,363,872.84
Deposits4,055,478.450.000.004,055,478.45
Withdrawls(7,000,000.00)0.000.00(7,000,000.00)
Interest496,667.740.0026,310.88522,978.62
Ending$110,651,069.47$3,195,435.19$2,095,825.25$115,942,329.91
matures:7/26/202412/28/2023
rate:5.15%5.14%
Earnings
BalanceCurrent PeriodYear to dateBudget
001General Fund$61,052,019.70$286,409.932,203,617.92$65,000.00
101Street Fund2,886,274.2412,955.3144,459.07500.00
103Trails & Paths39,890.80179.051,192.02100.00
104Tourism Facilities Hotel/Motel4,130,011.2718,537.94156,652.115,000.00
105Hotel/Motel486,034.342,181.6116,401.081,000.00
106Solid Waste Fund1,033,225.064,637.7373,278.104,000.00
107PEG Fund217,074.07974.366,735.520.00
108Affordable & Supportive Housing613,623.052,754.3017,870.480.00
109Tourism Promotion Area698,285.813,134.3211,119.790.00
110Homeless Housing Program0.000.000.000.00
120CenterPlace Operating Reserve0.000.000.000.00
121Service Level Stabilization Reserve5,550,273.0924,912.9250,273.090.00
122Winter Weather Reserve477,115.422,141.588,085.191,100.00
301Capital Projects 5,800,978.6726,038.24173,650.904,000.00
302Special Capital Projects7,165,304.6232,162.14213,882.416,000.00
303Street Capital Projects0.000.0043,323.860.00
309Parks Capital Projects0.000.00442.920.00
310Civic Buildings Capital Projects51,720.54232.153,907.091,000.00
311Pavement Preservation836,200.013,753.36131,879.960.00
312Capital Reserve Fund18,829,164.3084,516.48510,967.6020,000.00
314Railroad Grade Separation Projects0.000.000.000.00
315Transportation Impact Fees877,110.883,936.9925,315.280.00
316Economic Development Capital Proj0.000.000.000.00
402Stormwater Management3,330,232.4714,948.0698,810.722,000.00
403Aquifer Protection915,073.614,107.3939,305.011,900.00
501Equipment Rental & Replacement952,717.964,276.3633,520.552,000.00
502Risk Management0.000.000.000.00
632Passthrough Fees & Taxes0.000.000.000.00
$115,942,329.91$532,790.22$3,864,690.67$113,600.00
*Local Government Investment Pool
Page 19
P:\\Finance\\Finance Activity Reports\\Council Monthly Reports\\2023\\2023 09 30
CITY OF SPOKANE VALLEY, WA 10/31/2023
Sales Tax Receipts
For the Nine-Month Period Ended September 30, 2023
Month Difference
Received20222023$%
February3,202,171.483,327,068.41124,896.933.90%
March2,441,337.892,669,835.22228,497.339.36%
April2,550,319.992,592,511.3642,191.371.65%
May3,153,928.133,105,321.94(48,606.19)(1.54%)
June3,039,845.652,995,877.23(43,968.42)(1.45%)
July3,009,859.023,212,629.74202,770.726.74%
August3,235,239.663,389,163.24153,923.584.76%
September3,139,069.663,170,059.3730,989.710.99%
23,771,771.4824,462,466.51690,695.032.91%
October3,284,249.15
November3,413,874.54
December3,179,520.40
January2,913,075.29
36,562,490.8624,462,466.51
Sales tax receipts reported here reflect remittances for general sales tax, criminal justice
sales tax and public safety tax.
The sales tax rate for retail sales transacted within the boundaries of the City of Spokane
Valley is 8.9%. The tax that is paid by a purchaser at the point of sale is remitted by the
vendor to the Washington State Department of Revenue who then remits the taxes back to
the various agencies that have imposed the tax. The allocation of the total 8.9% tax rate to
the agencies is as follows:
-State of Washington6.50%
-City of Spokane Valley0.85%
-Spokane County0.15%
-Spokane Public Facilities District0.10%*
-Criminal Justice0.10%
-Public Safety0.10%*2.40%local tax
-Juvenile Jail0.10%*
-Mental Health0.10%*
-Law Enforcement Communications0.10%*
-Spokane Transit Authority0.80%*
8.90%
*Indicates voter approved sales taxes
In addition to the .85% reported above that the City receives, we also receive a portion of
the Criminal Justice and Public Safety sales taxes. The distribution of those taxes is
computed as follows:
Criminal Justice: The tax is assessed county-wide and of the total collected, the
State distributes 10% of the receipts to Spokane County, with the remainder
allocated on a per capita basis to the County and the cities within the County.
Public Safety: The tax is assessed county-wide and of the total collected, the
State distributes 60% of the receipts to Spokane County, with the remainder
allocated on a per capita basis to the cities within the County.
Page 20
Page 21
.76%
11/3/2023
Difference
2022 to 2023
AugustJulyJuneMayAprilMarchFebruaryJanuary
August
t
P:\\Finance\\Finance Activity Reports\\Tax Revenue\\Sales Tax\\2023\\sales tax collections 2023
A
3
2014201520162017201820192020202120222023$%
August
-
2014201520162017201820192020202120222023
collected
collected
0
budgetactual total
5,000,000
25,000,00020,000,00015,000,00010,000,000
CITY OF SPOKANE VALLEY, WSales Tax Collections For the years 2014 through 202 January1,677,8871,732,2991,863,2251,992,2732,078,4122,240,9082,253,8522,615,3262,834,6862,938,699104,0133.67%February1,17
0,6401,197,3231,316,6821,369,7401,536,2521,648,6571,776,8982,185,8762,161,4982,360,356198,8589.20%March1,201,9911,235,2521,378,3001,389,6441,564,2821,549,2751,687,3552,317,6712,256,3142,299,08542,771
1.90%April1,448,5391,462,0961,640,9131,737,9331,926,5511,955,4701,627,5963,029,0902,790,6672,741,095(49,572)(1.78%)May1,400,9561,373,7101,566,1781,564,1191,762,1191,946,1121,651,9372,768,7432,695,717
2,645,656(50,061)(1.86%)June1,462,5581,693,4611,641,6421,751,9361,871,0772,067,9872,291,8422,795,9202,658,9882,838,468179,4806.75%July1,545,0521,718,4281,776,6531,935,0282,053,9612,232,3422,368,4952,
804,9302,848,6182,982,462133,8444.70%August1,575,3711,684,7001,746,3711,877,8991,980,9402,121,0512,393,5972,623,9342,777,8892,797,79119,9020.72% Collected to date11,482,99412,097,26912,929,96413,618
,57214,773,59415,761,80216,051,57221,141,49021,024,37721,603,612579,2352September1,552,7361,563,9501,816,9231,946,6892,019,1982,223,5762,258,4892,627,9972,908,3220October1,594,5031,618,8211,822,9981,
898,0672,005,8362,134,9852,431,9202,648,7483,027,3410November1,426,2541,487,6241,652,1811,768,8171,925,8172,064,5042,317,6852,504,8842,818,2230December1,383,5961,441,9041,664,9831,856,9891,918,4112,0
19,8952,178,8152,576,4152,568,7830 Total Collections17,440,08318,209,56819,887,04921,089,13422,642,85624,204,76225,238,48131,499,53432,347,04621,603,612 Budget Estimate16,990,00017,628,40018,480,50
019,852,10020,881,90022,917,00021,784,00025,200,00030,000,00030,555,000Actual over (under) budg450,083581,1681,406,5491,237,0341,760,9561,287,7623,454,4816,299,5342,347,046(8,951,388)Total
actual collections as a % of total budget102.65%103.30%107.61%106.23%108.43%105.62%115.86%125.00%107.82%n/a% change in annual total collected5.14%4.41%9.21%6.04%7.37%6.90%4.27%24.81%2.69%n/a%
of through August67.59%68.62%69.97%68.60%70.75%68.78%73.69%83.89%70.08%70.70%% of through August65.84%66.43%65.02%64.58%65.25%65.12%63.60%67.12%65.00%n/a Chart Reflecting History
of Collections through the Month of Augus
Page 22
11/3/2023
AugustJulyJuneMayAprilMarchFebruaryJanuary
Difference
2022 to 2023
August
P:\\Finance\\Finance Activity Reports\\Tax Revenue\\Lodging Tax\\2023\\105 hotel motel tax 2023
August
2014201520162017201820192020202120222023$%
2014201520162017201820192020202120222023
collected
collected
0
budgetactual total
700,000600,000500,000400,000300,000200,000100,000
ctual over (under) budg19,26731,23716,37435,98066,976143,85197,243(5,563)301,686(312,865)
CITY OF SPOKANE VALLEY, WAHotel/Motel Tax Receipts through -Actual for the years 2014 through 2023 ATotal actual collections as a % of total budget103.64%105.68%102.82%106.20%111.55%123.98%128.10%99
.26%150.28%n/a% change in annual total collected5.90%5.82%2.60%3.29%5.03%14.97%(40.41%)67.95%21.12%n/a% of through August66.93%67.89%67.33%68.09%71.08%77.91%77.17%59.07%98.51%65.24%%
of
January25,42527,09231,88727,21028,75231,86536,20326,00648,75936,965(11,794)(24.19%)February26,01427,11127,77326,79528,87832,82131,03531,04138,36945,9727,60319.82%March29,38432,99834,33031,60131,90640
,07637,39530,53644,48348,8704,3879.86%April48,24650,45552,55152,24257,66459,11724,95944,47687,56185,978(1,583)(1.81%)May41,12344,28350,23050,11251,77753,59616,90649,00274,61373,194(1,419)(1.90%)June5
2,61856,97555,06060,63762,04873,72128,91066,26286,75888,7832,0252.33%July61,51461,80965,00769,33771,86584,62841,83694,49597,413100,3032,8902.97%August70,38472,69773,70076,97279,36891,63749,772101,171
113,078107,070(6,008)(5.31%) Total Collections354,707373,420390,538394,906412,258467,461267,016442,989591,034587,135(3,899)(0.66%)September76,10074,05170,30580,17379,66197,53159,116104,494106,0130Oc
tober45,60449,88055,66056,63161,82677,93250,84492,92478,0480November39,60042,37646,39347,09052,86859,25239,69462,32277,8710December33,25641,51033,47837,18040,36341,67526,57341,70848,7200
Total Collections549,267581,237596,374615,980646,976743,851443,243744,437901,686587,135 Budget Estimate530,000550,000580,000580,000580,000600,000346,000750,000600,000900,000 through
August64.58%64.25%65.49%64.11%63.72%62.84%60.24%59.51%65.55%n/a Chart Reflecting History of Collections through the Month of August
)
Page 23
42.68%
(
11/3/2023
)
AugustJulyJuneMayAprilMarchFebruaryJanuary
Difference
2022 to 2023
1,761,421
(
)
2
633,958n/a
(
2,366,04
)
38
10.26%
(
4,127,461,580,03
67
3,411,572,218,22
46
9.73%69.99%
2,045,601,658,02
)
2
9
12.28%
(
800,432533,54
August
2,404,1212,217,62
53
2,103,53
4
353,8221,007,57
1,572,12
P:\\Finance\\Finance Activity Reports\\Tax Revenue\\REET\\2023\\301 and 302 REET for 2023
7
8
731,57
1,535,10
August
3
9
91.06%109.65%78.61%105.18%80.14%79.20%102.28%85.29%103.19%78.87%63.91%72.02%66.79%69.94%63.26%66.52%55.92%54.86%73.97%n/a
467,42142.49%152.26%117.69%150.38%126.68%119.06%182.90%155.46%139.50%n/a
2014201520162017201820192020202120222023$%
1,001,69
2014201520162017201820192020202120222023
t
e
g
t
e
g
bud
)
collected
0
e
tt
usus
under collected
gg
(
500,000
4,500,0004,000,0003,500,0003,000,0002,500,0002,000,0001,500,0001,000,000
h Auh Au
gg
budgetactual total
ctual over
CITY OF SPOKANE VALLEY, WA1st and 2nd 1/4% REET Collections throughActual for the years 2014 through 2023 January61,19296,141104,446153,661239,437120,809212,512277,311420,393169,780(250,613)(59.61%)F
ebruary67,049103,50883,583124,514146,892199,209242,927283,644239,226198,135(41,091)(17.18%)March81,724165,868220,637282,724310,562193,913203,774497,974543,267278,083(265,184)(48.81%)April105,448236,5
21205,654169,060218,842347,528197,928470,818381,096279,914(101,182)(26.55%)May198,870165,748192,806202,734646,397263,171258,784380,346521,957371,459(150,498)(28.83%)June106,676347,421284,897248,76827
7,424465,044329,801426,592564,764397,559(167,205)(29.61%)July208,199217,375248,899449,654302,941327,636234,040408,246397,408422,44425,0366.30%August172,536202,525231,200472,420261,626300,312365,83866
6,6451,059,352248,668(810,684)(76.53%) Collected to datSeptember152,323179,849178,046187,348259,492335,824381,224471,991218,7010October123,505128,833253,038207,895584,792225,216381,163440,971386,071
0November172,227129,870186,434229,800263,115319,161370,4491,208,216389,0730December117,682157,919164,180278,995288,912235,726479,586685,473458,7300 Total distributed by Spokane County1,567,4292,131,
5782,353,8223,007,5733,800,4323,333,5493,658,0266,218,2275,580,0382,366,042 Budget estimate1,100,0001,400,0002,000,0002,000,0003,000,0002,800,0002,000,0004,000,0004,000,0003,000,000ATotal
actual collections as a % of total bud% change in annual total collected32.19%35.99%10.43%27.77%26.36%% of throu% of throu Chart Reflecting History of Collections through the
Month of August
P:\\Finance\\Finance Activity Reports\\Debt Capacity\\2023\\debt capacity 2023
CITY OF SPOKANE VALLEY, WA
Debt Capacity
2022 Assessed Value for 2023 Property Taxes16,292,740,920
MaximumOutstandingRemaining
Deb
tas ofDebt%
Capacity12/31/2022CapacityUtilized
Voted (UTGO)1.00%of assessed value162,927,4090162,927,4090.00%
Nonvoted (LTGO)1.50%of assessed value244,391,1149,810,000234,581,1144.01%
Voted park2.50%of assessed value407,318,5230407,318,5230.00%
Voted utilit
y2.50%of assessed value407,318,5230407,318,5230.00%
1,221,955,5699,810,0001,212,145,5690.80%
2014 LTGO Bonds
Road <GO Bonds
PeriodStreet2016 LTGOGrand
EndingCenterPlaceImprovementsTotalBondsTotal
12/1/2014225,000135,000360,0000360,000
Bonds 12/1/2015175,000125,000300,0000300,000
Repaid 12/1/2016185,000130,000315,00075,000390,000
12/1/2017190,000130,000320,000150,000470,000
12/1/2018230,000135,000365,000155,000520,000
12/1/2019255,000140,000395,000160,000555,000
12/1/2020290,000140,000430,000165,000595,000
12/1/2021320,000145,000465,000170,000635,000
12/1/2022350,000150,000500,000175,000675,000
2,220,0001,230,0003,450,0001,050,0004,500,000
12/1/2023390,000155,000545,000180,000725,000
12/1/2024430,0000430,000185,000615,000
12/1/2025465,0000465,000195,000660,000
12/1/2026505,0000505,000200,000705,000
12/1/2027395,0000395,000205,000600,000
12/1/2028300,0000300,000215,000515,000
12/1/2029245,0000245,000220,000465,000
12/1/2030225,0000225,000225,000450,000
Bonds 12/1/2031180,0000180,000235,000415,000
Remaining 12/1/2032130,0000130,000240,000370,000
12/1/2033165,0000165,000250,000415,000
12/1/2034000260,000260,000
12/1/2035000270,000270,000
12/1/2036000280,000280,000
12/1/2037000290,000290,000
12/1/2038000305,000305,000
12/1/2039000315,000315,000
12/1/2040000330,000330,000
12/1/2041000340,000340,000
12/1/2042000355,000355,000
12/1/2043000365,000365,000
12/1/2044000375,000375,000
12/1/2045000390,000390,000
3,430,000155,0003,585,0006,225,0009,810,000
5,650,0001,385,0007,035,0007,275,00014,310,000
Page 24
Page 25
11/3/2023
Difference
2022 to 2023
AugustJulyJuneMayAprilMarchFebruaryJanuary
August
P:\\Finance\\Finance Activity Reports\\Tax Revenue\\MVFT\\2023\\motor vehicle fuel tax collections 2023
August
A
2014201520162017201820192020202120222023$%
2014201520162017201820192020202120222023
collected
collected
0
budgetactual total
800,000600,000400,000200,000
1,600,0001,400,0001,200,0001,000,000
CITY OF SPOKANE VALLEY, WMotor Fuel (Gas) Tax Collections -For the years 2014 through 2023 January152,906152,598163,918150,654162,359148,530152,686143,576162,156138,984(23,172)(14.29%)February148,118
145,455163,037164,807175,936181,823170,461150,882156,245168,13711,8927.61%March131,247140,999145,537138,205139,826131,009146,280117,784135,183133,038(2,145)(1.59%)April156,269157,994167,304168,000168
,796144,08090,589141,080160,396161,8891,4930.93%May156,850156,259171,829174,211193,986185,669130,168175,706181,782181,9261440.08%June161,965164,872157,737174,838144,308175,985128,359156,670162,670165
,4762,8061.72%July157,805168,205177,427177,019194,267169,733138,932163,103190,587180,072(10,515)(5.52%)August172,308186,277177,567195,780205,438195,107136,633185,516192,966198,2655,2992.75%
Collected to date1,237,4681,272,6591,324,3561,343,5141,384,9161,331,9361,094,1081,234,3171,341,9851,327,787(14,198)(1.06%)September173,299174,505194,640184,342180,874180,605195,550178,022173,1430Oc
tober160,539161,520166,369163,780158,062162,187160,272161,171142,0540November165,871181,771176,178194,814199,282196,240175,980187,269155,4260December141,298153,338152,787154,298148,960155,728119,2821
49,169147,0590 Total Collections1,878,4751,943,7932,014,3302,040,7482,072,0942,026,6961,745,1921,909,9481,959,6671,327,787 Budget Estimate1,866,4001,867,7002,013,4002,048,9002,061,1002,039,5001,715
,0001,808,7001,904,0002,071,300Actual over (under) budg12,07576,093930(8,152)10,994(12,804)30,192101,24855,667(743,513)Total actual collections as a % of total budget100.65%104.07%100.05%99.60%100.5
3%99.37%101.76%105.60%102.92%n/a% change in annual total collected0.56%3.48%3.63%1.31%1.54%(2.19%)(13.89%)9.44%2.60%n/a% of through August66.30%68.14%65.78%65.57%67.19%65.31%63.80%68.24%70.48%64.1
0%% of
through August65.88%65.47%65.75%65.83%66.84%65.72%62.69%64.63%68.48%n/a Chart Reflecting History of Collections through the Month of August
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11/3/2023
Difference
AugustJulyJuneMayAprilMarchFebruaryJanuary
2022 to 2023
August
t
P:\\Finance\\Finance Activity Reports\\Tax Revenue\\Telephone Tax\\2023\\telephone utility tax collections 2023
August
-
A
2014201520162017201820192020202120222023$%
2014201520162017201820192020202120222023
collected
0
collected
t
800,000600,000400,000200,000
budgeactual total
1,800,0001,600,0001,400,0001,200,0001,000,000
ugust205,645185,172171,909150,644148,158127,303112,35185,25182,14675,746(6,400)(7.79%)ctual over (under) budg(288,940)(307,917)(270,692)(107,095)(141,630)(35,848)(202,370)33,91571,639(207,974)
CITY OF SPOKANE VALLEY, WTelephone Utility Tax Collections AA through August67.55%67.85%67.48%67.17%67.95%67.62%72.50%66.94%66.05%n/a Chart Reflecting History of Collections through
the Month of Augus
For the years 2014 through 2023 January210,777177,948182,167162,734130,196136,615123,292(333)81,43979,239(2,200)(2.70%)February205,953212,845173,971163,300164,060132,538121,596155,91180,73080,351(379
)(0.47%)March208,206174,738177,209162,536158,416138,727121,938100,56681,03827,407(53,631)(66.18%)April206,038214,431171,770157,285146,519126,455120,01683,10981,613146,59964,98679.63%May210,010187,856
174,512161,506149,434135,704118,01894,86485,28579,128(6,157)(7.22%)June210,289187,412170,450156,023150,780129,602117,90585,94963,09481,16318,06928.64%July205,651190,984174,405157,502147,281130,723120
,92286,834107,59779,393(28,204)(26.21%) Collected to date1,662,5691,531,3861,396,3931,271,5301,194,8441,057,667956,038692,151662,942649,026(13,916)(2.10%)September199,193183,351170,476155,977141,290
128,01891,86687,39190,1140October183,767183,739166,784153,075142,925127,21490,27286,94185,6830November213,454175,235166,823151,208139,209125,02788,21282,79781,0650December202,077183,472168,832161,115
140,102126,22692,24284,63583,8350 Total Collections2,461,0602,257,1832,069,3081,892,9051,758,3701,564,1521,318,6301,033,9151,003,639649,026 Budget Estimate2,750,0002,565,1002,340,0002,000,0001,900,
0001,600,0001,521,0001,000,000932,000857,000Total actual collections as a % of total budget89.49%88.00%88.43%94.65%92.55%97.76%86.69%103.39%107.69%n/a% change in annual total collected(10.03%)(8.28
%)(8.32%)(8.52%)(7.11%)(11.05%)(15.70%)(21.59%)(2.93%)n/a% of through August60.46%59.70%59.67%63.58%62.89%66.10%62.86%69.22%71.13%75.73%% of