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HomeMy WebLinkAboutCC Agenda Packet 02072023 February 7, 2023 Port Angeles City Council Meeting Page 1 FEBRUARY 7, 2023 City of Port Angeles Council Meeting Agenda This meeting will be conducted as a hybrid meeting. In hybrid meetings, members of the public, Council members, and City sta ff have the option to attend the meeting in person, in Council chambers at City Hall located at 321 East 5 th Street, Port Angles, or remotely via telephone or video link. The Mayor may determine the order of business for a particular City Council meeting. The agenda should be arranged to best serve the needs and/or convenience of the Council and the public. The Mayor will determine time of break. Hearing devices are available for those needing assistance. The items of business for regular Council meetings may include the following: A. Call to Order – Special Meeting at 5:00 p.m. – Executive Session under authority of RCW 42. 30. 110 (1)(b), consideration of site selection or acquisition of real estate purchase or lease if likelihood that disclosure would increase price and under RCW 42.30.110(1)(i) to discuss potential litigation with legal counsel. Call to Order – Regular Meeting at 6:00 p.m. B. Roll Call, Pledge of Allegiance Ceremonial Matters, Proclamations & Employee Recognitions C. Public Comment The City Council desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an or derly and timely manner. Visit https://www.cityofpa.us/Live-Virtual-Meetings to learn how to participate during public comment and or watch the meeting live. Written public comments can be submitted to: council@cityofpa.us, comments will not be read aloud. To provide pre-recorded messages to the City Council by phone, please call 360 -417-4504. Messages received will be made a part of the final record. Comments should be received by 2:00 p.m. Tuesday, February 7, 2023. For audio only please call: 1-844-992-4726 Use access code: 2558 656 2647 Once connected, press *3 to raise your virtual hand if you wish to make a comment or public testimony. You will be notified when it is your turn to speak. This access code is good for the February 7, 2023 meeting only. If you are joining in through the Webex link: https://cityofpa.webex.com/cityofpa/onstage/g.php?MTID=ee0c1aeb933383778976ba078d94ec7ce and wish to make a comment or public testimony, please use the “raise your hand” feature in Webex. You will be notified when it is your turn to speak. Members of the public may address the City Council at the beginning and end of any Regular Meeting under "Public Comment." During the "Public Comment" portion of the meeting, individuals may speak to agenda items, except those scheduled for a Publi c Hearing. The City Council desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an orderly, timely manner. At any time, the presiding officer, in the presiding officer's sole discretion, may set such reaso nable limits as are necessary to prevent disruption of other necessary business. At its most restrictive, Public Comment shall be limited to a t otal of 15 minutes for the first Public Comment period and shall be concluded not later than 9:45 for the second Public Comment pe riod. Individuals may speak for three (3) minutes or less, depending on the number of people wishing to speak. If more than 20 peop le are signed up to speak each speaker may be allocated two (2) minutes. Individuals who are residents of the City or own businesses within the City will be called to speak first, with preference given to those who wish to speak to an item on the meeting’s agenda. If time remains, the presiding officer will call other individuals wish ing to February 7, 2023 Port Angeles City Council Meeting Page 2 speak, generally in the order in which they have signed in. If time is available, the presiding officer may call for additional unsigned speakers. Persons speaking shall state their name, whether they reside within the City limits, whether they have any other pertinent co nnection to the City, and whether they are appearing as the representative of an organization. Excerpts: Council Rules of Procedure Section 12 D. Late Items To be placed on this or future agendas, including any executive session needed during or at the end of the meeting. E. Consent Agenda | Approve 1. City Council Minutes of January 3, 2023 ........................................................................................................................ E-1 2. Expenditure Report: From January 7, 2023 to January 20, 2023 in the amount of $4,136,983.57 ................................ E-3 3. Council Attendance / Excuse Council member McCaughan from February 21, 2023 Meeting 4. Berg Benefits Professional Services Agreement and RedQuote HRA Adoption Agreement / Authorize the City Manager to sign the Berg Benefits Professional Services Agreement in an amount not to exceed $55,200 and the RedQuote Adoption Agreement ........................................................................................................................................................................ E-19 5. Public Restroom Replacement Site Work, CON-2022-51, Final Acceptance / Accept the Public Restroom Replacement Site Work CON-2022-51 contract with 2 Grade, LLC as complete, and authorize staff to proceed with project closeout, and release the retainage upon receipt of all required clearances ........................................................................................ E-41 6. Department of Ecology Site Rental Agreement / Authorize the City Manager or his designee to sign the attached site rental agreement renewal with the Department of Ecology. Additionally, authorize the City Manager or his designee to sign the Department of Ecology annual lease agreement renewal for the next five years (through 2027) with minor modifications or updates as necessary ....................................................................................................................................................... E-42 7. Lincoln Street Safety Project, TR0218, Final Acceptance / Accept the Lincoln Street Safety Project TR0218 as complete, and authorize staff to proceed with project closeout, and release the retainage bond upon receipt of all required clearances ......................................................................................................................................................................................... E-44 8. Clallam County Board of Health Request / Authorize the Mayor to send a letter of support to the Clallam County Commissioners confirming Port Angeles’ endorsement of Forks City Council member Jeff Gingell as the cities’ representative on the Clallam County Board of Health .................................................................................................. E-48 9. City of Port Angeles and Clallam County CREW Memorandum of Understanding/Renewal / Authorize the City Manager to sign the memorandum of understanding with Clallam County for 2023 and make minor modifications as necessary ... E-49 F. Public Hearings | 6:30 p.m. or Soon Thereafter .................................................................................................. None G. Ordinances Not Requiring Council Public Hearings ....................................................................................... None H. Resolutions Not Requiring Council Public Hearings 1. Resolution to Waive Interest on Utility Accounts and Temporarily Change Payment Requirements to Reconnect Services / Pass Resolution .............................................................................................................................................................. H-1 I. Other Considerations 1. RAISE Grant / Presentation by Jeff Bohman Representative of the Peninsula Trails Coalition 2. Glass Recycling / Presentation by Interim Public Works & Utilities Director Mike Healy 3. City Council Assignments & Ad Hoc Committees for Advisory Board s Application Review / Fill Vacancies ............. I-1 J. Contracts & Purchasing 1. Equipment Purchase- Replacement of Solid Waste Vehicle #1945 ................................................................................ J-1 2. 2020-2021 Structural Engineering Services, Professional Services Agreement with Sargent Engineers, Inc., PSA-2019-38 Amendment 3............................................................................................................................................ J-4 K. Council Reports February 7, 2023 Port Angeles City Council Meeting Page 3 PUBLIC HEARINGS Public hearings are set by the City Council in order to meet legal requirements. City Council may set a public hearing in order to receive public input prior to making decisions which impact citizens. Certain matters may be controversial and City Council may choose to seek public opinion through the public hearing process. L. Information City Manager Reports: 1. 2022 Year End Building Report ...................................................................................................................................... L-1 2. Monthly Update on Past Due Utility Accounts - January ................................................................................................ L-2 3. Public Works & Utilities Grants and Loans Status Report .............................................................................................. L-3 M. Second Public Comment Follow the instructions from the first public comment period. Adjournment CITY COUNCIL MEETING Port Angeles, Washington January 3, 2023 This meeting was conducted as a hybrid meeting. CALL TO ORDER-REGULAR MEETING Mayor Dexter called the regular meeting of the Port An geles City Council to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Fire Chief Derrell Sharp led the Pledge of Allegiance to the Flag. ROLL CALL Members Present In-Person: Mayor Dexter, Deputy Mayor Meyer, Council Members Carr, McCaughan, Schromen- Wawrin and Suggs. Members Present Virtually: Council Members Carr and Schromen-Wawrin. Staff Present: City Manager West, Attorney Bloor, Clerk Martinez-Bailey, C. Delikat, D. Sharp, B. Smith, S. Carrizosa, N. Gollub, and M. Healy. CEREMONIAL MATTERS, PROCLAMATIONS & EMPLOYEE RECOGNITIONS 1.Pinning Ceremony for Port Angeles Fire Chief Derrell Sharp The Mayor invited Chief Sharp and his family to the front of the Chambers and spoke about the purpose of the ceremony and about Chief Sharp’s commitment to the community. City Manager Nathan West spoke about the position, including the time commitment and responsibilities, and the valuable qualities Chief Sharp brings to the Department, City, and the community as a whole. Chief Sharp’s wife Rachel pinned the rank of chief pins on his lapel and Derrell Sharp Sr. pinned on his badge. Chief Sharp spoke about the occasion, provided his background in fire service, and shared his appreciation for his family’s support. 2.Recognition of Outgoing Council member, Mike French The Mayor invited former Council member Mike French to the front of the Chambers. The Mayor read a proclamation recognizing French’s public service as a member of the City Council. Council took a brief break to partake in refreshments. PUBLIC COMMENT Casey Duff, residing outside the city and representing Senator Cantwell’s office , spoke about a broadband survey available. OTHER CONSIDERATIONS 1.Street Tree Presentation Interim Public Works & Utilities Director Mike Healy introduced Paul Forrest, resident and founder of the City Shade Project and Senior Planner Ben Braudrick. They provided slides that outlined the project and its history, the process for the proposed program, spoke to the benefits of trees and urban forests, and how the program would integrate with other City initiatives. Council discussion followed. 2.Olympic Peninsula Community Clinic Executive Director Scott Brandon of the Olympic Peninsula Community Clinic provided a presentation with an update on the REdisCOVERY program. He spoke about the services provided by employees and volunteers, statistic s on services delivered, and the purpose of the alternative response team programs. Council discussion followed. CITY COUNCIL REPORTS Council member Meyer spoke about his experience volunteering at the Winter Ice Village. Council member Schromen-Wawrin spoke about the upcoming legislative session. February 7, 2023 E - 1 PORT ANGELES CITY COUNCIL MEETING – January 3, 2022 Page 2 of 2 Council member Carr said she was attending the meeting from California where the area had recently experienced significant earthquakes that created a power outage, expressed her appreciation for City staff and infrastructure , and the need to prepare Port Angeles for a similar experience. She provided an update from her last Board of Health meeting. Mayor Dexter spoke about Washington State Department of Emergency Management Facebook post relative to the need to build emergency supplies in their homes. No other reports were given. INFORMATION Manager West stated the broadband map information provided by Casey Duff during public comment would be available on the City’s website as well as the City Council application and wished Commissioner French best wishes in his new role. SECOND PUBLIC COMMENT No public comment was received. ADJOURNMENT Mayor Dexter adjourned the meeting at 7:36 p.m. _____________________________________ _______________________________ Kate Dexter, Mayor Kari Martinez-Bailey, City Clerk February 7, 2023 E - 2 PORT WASH I N G T O N, U. S. A. MEMO February 7, 2023 Finance Department We, the undersigned City Officials of the City of Port Angeles, do hereby _. mm......... certify that the merchandise and/or services herein specified have been received and that these claims are approved for payment in the amount of Sarina Carrizosa $4,136,983.57 this 7th day of February, 2023. Finance Director Trina McKee Senior Accountant MarySue French Mayor City Manager Senior Accountant Melody Schneider Management Accountant Micah Rose Financial Analyst Jane Perkins Payroll Specialist Jason Jones Accountant Julie Powell Accounting Technician Luke Anderson Accounting Technician Nicole Blank Administrative Analyst Kathyellen Haney Customer Services Manager Tracy Rooks Utility Billing Specialist City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount MISC EMPLOYEE EXPENSE REIMBURSEMENT METER READER CLOTHING DER 001-0000-237.00-00 (9.48) US BANK CORPORATE PAYMENT SYSTEM City Credit Card Pmt 001-0000-213.10-95 25,022.80 Division Total:$25,013.32 Department Total:$25,013.32 MADRONA LAW GROUP, PLLC CONSULTING SERVICES 001-1210-513.41-50 4,093.00 SHI INTERNATIONAL CORP COMPUTER HARDWARE&PERIPHE 001-1210-513.31-01 57.66 City Manager Division Total:$4,150.66 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-1220-516.41-50 667.00 Human Resources Division Total:$667.00 SOUND PUBLISHING INC City Notices 001-1230-514.44-10 91.64 City Clerk Division Total:$91.64 City Manager Department Total:$4,909.30 PACIFIC OFFICE EQUIPMENT INC OFFICE SUPPLIES, GENERAL 001-2020-514.31-01 32.63 WFOA-WA FINANCE OFFCRS ASSN MEMBERSHIPS 001-2020-514.49-01 150.00 Finance Administration Division Total:$182.63 PACIFIC OFFICE EQUIPMENT INC COMPUTER ACCESSORIES&SUPP 001-2023-514.31-01 220.87 OFFICE SUPPLIES, GENERAL 001-2023-514.31-01 152.41 COMPUTER ACCESSORIES&SUPP 001-2023-514.31-01 253.43 WFOA-WA FINANCE OFFCRS ASSN MEMBERSHIPS 001-2023-514.49-01 375.00 Accounting Division Total:$1,001.71 EQUIFAX Subscription 001-2025-514.41-50 83.98 LEXISNEXIS Subscription 001-2025-514.41-50 163.20 MISC EMPLOYEE EXPENSE REIMBURSEMENT METER READER CLOTHING DER 001-2025-514.31-11 117.18 PACIFIC OFFICE EQUIPMENT INC OFFICE SUPPLIES, GENERAL 001-2025-514.31-01 3.31 PAYMENTUS GROUP INC Transaction Fees 001-2025-514.41-50 593.08 Transaction Fees 001-2025-514.41-50 11,825.99 SWAIN'S GENERAL STORE INC FIRST AID & SAFETY EQUIP.001-2025-514.31-11 169.62 FIRST AID & SAFETY EQUIP.001-2025-514.31-11 249.76 FIRST AID & SAFETY EQUIP.001-2025-514.31-11 95.64 FIRST AID & SAFETY EQUIP.001-2025-514.31-11 211.88 Customer Service Division Total:$13,513.64 PACIFIC OFFICE EQUIPMENT INC OFFICE SUPPLIES, GENERAL 001-2070-518.31-01 1.70 QUADIENT-POSTAGE ACCOUNT POSTAGE 001-2070-518.42-10 13,000.00 Page 1 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 3 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount Reprographics Division Total:$13,001.70 Finance Department Total:$27,699.68 CLALLAM CNTY COMMISSIONER'S OFFICE SUPPLIES 001-3012-598.51-23 86,755.23 Jail Contributions Division Total:$86,755.23 LEGAL FILES SOFTWARE, INC DATA PROC SERV &SOFTWARE 001-3030-515.48-02 1,812.00 MISC ONE-TIME VENDORS COURT FILING FEES 001-3030-515.49-90 18.82 City Attorney Division Total:$1,830.82 City Attorney Department Total:$88,586.05 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-4060-558.41-50 1,329.00 PROTHMAN Interim CED Director 001-4060-558.41-50 8,111.25 SOUND PUBLISHING INC Legal Adv 001-4060-558.41-15 90.06 City Notices 001-4060-558.41-15 93.22 Planning Division Total:$9,623.53 Community Development Department Total:$9,623.53 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-5010-521.41-50 1,329.00 INTL ASSN OF CHIEFS OF POLICE MEMBERSHIPS 001-5010-521.49-01 190.00 LEXIPOL LLC HUMAN SERVICES 001-5010-521.49-01 9,510.11 POWER DMS INC LIBRARY SERVICES(EXCL 908 001-5010-521.41-50 598.40 QUILL CORPORATION COMPUTERS,DP & WORD PROC. 001-5010-521.31-01 426.49 SWAIN'S GENERAL STORE INC CLOTHING & APPAREL 001-5010-521.31-11 32.64 WASHINGTON (DES) DEPT OF ENTERPRISE MEMBERSHIPS 001-5010-521.49-01 600.00 Police Administration Division Total:$12,686.64 OLYMPIC PENINSULA HUMANE SOCIETY MISCELLANEOUS SERVICES 001-5012-521.41-50 16,250.00 Intergovernmental Svcs Division Total:$16,250.00 LINCOLN STREET STATION SHIPPING AND HANDLING 001-5021-521.42-10 13.76 THOMSON REUTERS-WEST Subscription Svcs 001-5021-521.49-01 184.68 Investigation Division Total:$198.44 BLUE MTN ANIMAL CLINIC FEED,BEDDING,VIT-ANIMALS 001-5022-521.49-80 325.00 CLALLAM CNTY FIRE DISTRICT 2 CPR Classes 001-5022-521.43-10 800.00 GRAINGER Disposable gloves 001-5022-521.31-80 110.11 Disposable gloves 001-5022-521.31-80 110.11 LINCOLN STREET STATION SHIPPING AND HANDLING 001-5022-521.42-10 15.48 SHIPPING AND HANDLING 001-5022-521.42-10 48.24 Page 2 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 4 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount MISC TRAVEL N CLARK-INST CERT LESS LE 001-5022-521.43-10 883.22 OLYMPIC MEDICAL CENTER Dunn/Ewing 001-5022-521.49-90 118.00 PROFORCE LAW ENFORCEMENT POLICE EQUIPMENT & SUPPLY 001-5022-521.35-01 1,957.72 SPORTING SYSTEMS VANCOUVER Flow 556K suppressor 001-5022-521.35-01 3,979.52 SWAIN'S GENERAL STORE INC NOTIONS & RELATED SEWING 001-5022-521.35-01 18.46 EQUIP MAINT & REPAIR SERV 001-5022-521.35-01 43.45 VOIANCE LANGUAGE SERVICES, LLC OPI Monthly Minimum 001-5022-521.42-10 12.50 Patrol Division Total:$8,421.81 LEIRA MEMBERSHIPS 001-5029-521.49-01 50.00 MEMBERSHIPS 001-5029-521.49-01 50.00 MEMBERSHIPS 001-5029-521.49-01 50.00 LINCOLN STREET STATION SHIPPING AND HANDLING 001-5029-521.42-10 44.58 OLYMPIC PRINTERS INC POLICE EQUIPMENT & SUPPLY 001-5029-521.31-01 523.33 PACIFIC OFFICE EQUIPMENT INC OFFICE SUPPLIES, GENERAL 001-5029-521.31-01 54.40 QUILL CORPORATION OFFICE SUPPLIES, GENERAL 001-5029-521.31-01 136.98 WAPRO MEMBERSHIPS 001-5029-521.49-01 25.00 Records Division Total:$934.29 Police Department Total:$38,491.18 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-6010-522.41-50 1,329.00 LEMAY MOBILE SHREDDING Shredding-December 001-6010-522.41-50 50.00 Fire Administration Division Total:$1,379.00 ESO SOLUTIONS MEMBERSHIPS 001-6020-522.41-50 1,194.08 Fire Suppression Division Total:$1,194.08 A-1 PERFORMANCE, INC Monthly Cleaning 001-6050-522.41-50 371.00 Facilities Maintenance Division Total:$371.00 Fire Department Total:$2,944.08 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-7010-532.41-50 667.00 CEDAR GROVE COUNSELING, INC. Human Services 001-7010-532.49-90 18.50 HD SUPPLY SUPPLIES 001-7010-532.48-10 (142.20) MISC EMPLOYEE EXPENSE REIMBURSEMENT MIKE HEALY REIMBURSEMENT 001-7010-532.41-50 2,340.00 PROTHMAN Interim PWKS Director 001-7010-532.41-50 8,806.50 ULINE, INC FURNITURE, OFFICE 001-7010-532.31-60 1,340.85 Public Works Admin. Division Total:$13,030.65 Page 3 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 5 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount Public Works & Utilities Department Total:$13,030.65 ARCHIVESOCIAL, INC MANAGEMENT SERVICES 001-8010-574.49-01 667.00 NATIONAL REC & PARK ASSN MEMBERSHIPS 001-8010-574.49-01 900.00 PACIFIC OFFICE EQUIPMENT INC SUPPLIES 001-8010-574.31-01 334.40 Parks Administration Division Total:$1,901.40 ANGELES MILLWORK & LUMBER ROAD/HWY MAT NONASPHALTIC 001-8050-536.31-20 25.35 QUIRING MONUMENTS INC CEMETERY MARKERS 001-8050-536.34-01 628.00 CEMETERY MARKERS 001-8050-536.34-01 1,210.00 CEMETERY MARKERS 001-8050-536.34-01 2,714.00 Ocean View Cemetery Division Total:$4,577.35 ANGELES MILLWORK & LUMBER EQUIP MAINT & REPAIR SERV 001-8080-576.31-20 84.72 SUPPLIES 001-8080-576.31-01 33.42 CENTRAL WELDING SUPPLY Acetylene 001-8080-576.49-90 34.27 FASTENAL INDUSTRIAL FASTENERS, FASTENING DEVS 001-8080-576.31-20 17.29 PORT OF PORT ANGELES SUPPLIES 001-8080-576.45-30 5,548.50 RAINBOW SWEEPERS, INC December Barricade Rent 001-8080-576.45-30 788.80 November Barricade Rent 001-8080-576.45-30 788.80 RENTAL/LEASE EQUIPMENT 001-8080-576.45-30 788.80 SWAIN'S GENERAL STORE INC SUPPLIES 001-8080-576.31-01 19.39 SUPPLIES 001-8080-576.31-20 23.44 SUPPLIES 001-8080-576.31-20 35.26 U.S BUREAU OF LAND MANAGEMENT Public Purpose Lease 001-8080-576.45-30 34.00 UNITED RENTALS NORTHWEST INC Over bill-Credit 001-8080-576.45-30 (1,187.01) Parks Facilities Division Total:$7,009.68 Parks & Recreation Department Total:$13,488.43 OTIS ELEVATOR COMPANY INC Service Contract 001-8112-555.48-10 136.00 Senior Center Facilities Division Total:$136.00 ANGELES MILLWORK & LUMBER SUPPLIES 001-8131-518.31-20 24.49 SUPPLIES 001-8131-518.31-20 30.64 CED/CONSOLIDATED ELEC DIST SUPPLIES 001-8131-518.31-20 11.62 DEPT OF LABOR & INDUSTRIES Penalty 001-8131-518.31-20 114.10 HARTNAGEL BUILDING SUPPLY INC SUPPLIES 001-8131-518.31-20 50.63 HD SUPPLY SUPPLIES 001-8131-518.31-20 211.03 OTIS ELEVATOR COMPANY INC BUILDING MAINT&REPAIR SER 001-8131-518.48-10 6,426.29 Page 4 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 6 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount SWAIN'S GENERAL STORE INC SUPPLIES 001-8131-518.31-20 39.04 SUPPLIES 001-8131-518.31-20 1.40 SUPPLIES 001-8131-518.31-01 36.93 THURMAN SUPPLY SUPPLIES 001-8131-518.31-20 14.98 SUPPLIES 001-8131-518.31-20 81.05 SUPPLIES 001-8131-518.31-20 14.00 Central Svcs Facilities Division Total:$7,056.20 SESAC, INC MEMBERSHIPS 001-8155-575.31-20 545.30 Facility Rentals Division Total:$545.30 Facilities Maintenance Department Total:$7,737.50 BLACK BALL TRANSPORT, INC HVAC Replacement 001-9029-518.41-50 38,223.21 General Unspecified Division Total:$38,223.21 Non-Departmental Department Total:$38,223.21 General Fund Fund Total:$269,746.93 LULISH DESIGN Wa State 4th Qtr taxes 101-1430-557.41-50 1,243.08 PORT ANGELES FINE ARTS CENTER FNDTN LTAX Grant 101-1430-557.41-50 10,000.00 Lodging Excise Tax Division Total:$11,243.08 Lodging Excise Tax Department Total:$11,243.08 Lodging Excise Tax Fund Total:$11,243.08 MISC EMPLOYEE EXPENSE REIMBURSEMENT Meals 12-19/20 102-7230-542.31-01 74.00 Meals 12-19/20 102-7230-542.31-01 148.00 Meals 12-19/20 102-7230-542.31-01 148.00 Meals 12-19/20 102-7230-542.31-01 148.00 ORKIN EXTERMINATING COMPANY INC Pest Control 102-7230-542.41-50 30.40 PUD #1 OF CLALLAM COUNTY Lauridsen & L St 102-7230-542.47-10 15.55 SARGENT ENGINEERING, INC Laurel St Stairway Rplcmt 102-7230-542.41-50 3,348.57 Street Division Total:$3,912.52 Public Works-Street Department Total:$3,912.52 Street Fund Total:$3,912.52 BUSINESS TELECOM PRODUCTS, INC RADIO & TELECOMMUNICATION 107-5160-528.31-14 1,835.21 CENTURYLINK 01-06 A/C 300539444 107-5160-528.42-11 67.25 CENTURYLINK-QWEST 01-02 A/C 360Z020380301B 107-5160-528.42-11 215.82 01-02 A/C 360Z020380301B 107-5160-528.42-11 (215.82) Page 5 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 7 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount CLALLAM CNTY SHERIFF'S DEPT MISC PROFESSIONAL SERVICE 107-5160-528.41-50 7,792.80 ESCHAT Monthly AWS PenCom 911 107-5160-528.49-01 788.90 ESO SOLUTIONS MANAGEMENT SERVICES 107-5160-528.49-01 49,226.83 JAMESTOWN NETWORKS DATA PROC SERV &SOFTWARE 107-5160-528.42-12 510.00 LAUREL BLACK DESIGN COMMUNICATIONS/MEDIA SERV 107-5160-528.41-15 540.00 MCFALL, BARBARA MISC PROFESSIONAL SERVICE 107-5160-528.41-50 400.00 MISC PROFESSIONAL SERVICE 107-5160-528.41-50 400.00 PUBLIC SAFETY TESTING INC Testing-2022 107-5160-528.41-50 300.34 QUILL CORPORATION OFFICE SUPPLIES, GENERAL 107-5160-528.31-01 160.32 VOIANCE LANGUAGE SERVICES, LLC OPI Monthly Minimum 107-5160-528.42-11 12.50 Pencom Division Total:$62,034.15 Pencom Department Total:$62,034.15 Pencom Fund Total:$62,034.15 2 GRADE, LLC CON-2022-51 Pmt 2 310-8985-594.65-10 140,987.62 COAST TO COAST TURF VOLUNTEER PARK SYNTHETIC 310-8985-594.65-10 36,000.00 PACIFIC SURVEYING & ENGINEERING SVC City Pier Project 310-8985-594.65-10 1,858.49 Misc Parks Projects Division Total:$178,846.11 Capital Proj-Parks & Rec Department Total:$178,846.11 Capital Improvement Fund Total:$178,846.11 PARAMETRIX INC Signal Controller Upgrade 312-7930-595.65-10 7,061.54 Signal Interconnection 312-7930-595.65-10 705.61 SARGENT ENGINEERING, INC Laurel St Stairway Rplcmt 312-7930-595.65-10 939.30 GF-Street Projects Division Total:$8,706.45 Capital Projects-Pub Wks Department Total:$8,706.45 Transportation Benefit Fund Total:$8,706.45 DILO DIRECT ENVIRONMENTAL&ECOLOGICAL 401-0000-237.00-00 (38.69) MISC UTILITY DEPOSIT REFUNDS FINAL BILL REFUND 401-0000-122.10-99 1.74 FINAL BILL REFUND 401-0000-122.10-99 26.52 FINAL BILL REFUND 401-0000-122.10-99 33.45 FINAL BILL REFUND 401-0000-122.10-99 43.89 FINAL BILL REFUND 401-0000-122.10-99 80.89 FINAL BILL REFUND 401-0000-122.10-99 123.88 FINAL BILL REFUND 401-0000-122.10-99 399.60 Page 6 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 8 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount MISC UTILITY DEPOSIT REFUNDS FINAL BILL REFUND 401-0000-122.10-99 74.79 UTILITY DEPOSIT REFUND 401-0000-122.10-99 250.00 FINAL BILL REFUND 401-0000-122.10-99 51.21 FINAL BILL REFUND 401-0000-122.10-99 62.69 FINAL BILL REFUND 401-0000-122.10-99 64.01 FINAL CREDIT-120 VALLEYCR 401-0000-122.10-99 62.82 FINAL CREDIT-126 VALLEYCR 401-0000-122.10-99 16.13 FINAL CREDIT-230 MOTOR AV 401-0000-122.10-99 23.75 Division Total:$1,276.68 Department Total:$1,276.68 NORTHWEST PUBLIC POWER ASSN EDUCATIONAL SERVICES 401-7111-533.43-10 2,720.00 EDUCATIONAL SERVICES 401-7111-533.43-10 2,720.00 Engineering-Electric Division Total:$5,440.00 AMAZON CAPITAL SERVICES OFFICE SUPPLIES, GENERAL 401-7180-533.31-01 76.45 CEDAR GROVE COUNSELING, INC. Human Services 401-7180-533.49-90 18.50 DILO DIRECT ENVIRONMENTAL&ECOLOGICAL 401-7180-533.31-01 478.45 KENNEDY, STEPHEN H. REAL PROPERTY,RENT/LEASE 401-7180-533.45-21 7,500.00 LUTZCO, INC. Supplies 401-7180-533.31-01 371.24 MATT'S TOOLS USA, LLC GERMICIDES/PERSONAL PROD. 401-7180-533.31-01 36.94 OLYMPIC ELECTRIC CO INC Electric Dock Crew 401-7180-533.41-50 101,969.46 UTILITIES UNDERGROUND LOC CTR Locates 401-7180-533.41-50 7.44 Electric Operations Division Total:$110,458.48 Public Works-Electric Department Total:$115,898.48 Electric Utility Fund Total:$117,175.16 CLALLAM CNTY DEPT OF HEALTH Water Testing 402-7380-534.41-50 437.00 Water Testing 402-7380-534.41-50 467.00 MISC EMPLOYEE EXPENSE REIMBURSEMENT Boot Reimbursement 402-7380-534.31-01 217.59 Boot Reimbursement 402-7380-534.31-01 271.99 MISC TRAVEL Water Dist Mgr Exam 402-7380-534.43-10 37.00 ORKIN EXTERMINATING COMPANY INC Pest Control 402-7380-534.41-50 31.40 TECHNICAL SYSTEMS, INC Progress Billing 402-7380-534.41-50 510.00 UTILITIES UNDERGROUND LOC CTR Locates 402-7380-534.41-50 7.41 Water Division Total:$1,979.39 Page 7 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 9 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount Public Works-Water Department Total:$1,979.39 Water Utility Fund Total:$1,979.39 CLALLAM CNTY DEPT OF HEALTH Human Services 403-7480-535.49-90 155.00 COLE INDUSTRIAL INC STEAM & HOT WATER BOILERS 403-7480-535.31-20 2,677.38 EDGE ANALYTICAL Testing Samples 403-7480-535.41-50 285.31 Testing Samples 403-7480-535.41-50 149.35 FEDERAL EXPRESS CORP Shipping Charges 403-7480-535.42-10 84.24 Shipping Charges 403-7480-535.42-10 40.39 FERGUSON ENTERPRISES INC Supplies 403-7480-535.31-20 1,016.84 FIRE CHIEF EQUIPMENT CO, INC EQUIP MAINT & REPAIR SERV 403-7480-535.48-10 739.84 HARTNAGEL BUILDING SUPPLY INC Supplies 403-7480-535.31-20 28.88 MATT'S TOOLS USA, LLC Rubber Gloves 403-7480-535.31-01 272.00 NORTHWEST PUMP AND EQUIPMENT CO ELECTRICAL EQUIP & SUPPLY 403-7480-535.31-20 2,099.84 ORKIN EXTERMINATING COMPANY INC Pest Control 403-7480-535.41-50 30.40 PETROCARD, INC Diesel 403-7480-535.32-11 1,493.72 PUD #1 OF CLALLAM COUNTY 150 N Brook Ave 403-7480-535.47-10 344.65 R&R COMPRESSOR SERVICE CO. ENGINEERING SERVICES 403-7480-535.31-20 161.58 SOUND PUBLISHING INC COMMUNICATIONS/MEDIA SERV 403-7480-535.41-15 88.48 COMMUNICATIONS/MEDIA SERV 403-7480-535.41-15 94.80 TENELCO MISCELLANEOUS SERVICES 403-7480-535.47-10 3,834.88 MISCELLANEOUS SERVICES 403-7480-535.47-10 3,459.67 UTILITIES UNDERGROUND LOC CTR Locates 403-7480-535.41-50 7.41 WATER ENVIRONMENT FEDERATION Professional Membership 403-7480-535.49-01 890.00 Wastewater Division Total:$17,954.66 Public Works-WW/Stormwtr Department Total:$17,954.66 Wastewater Utility Fund Total:$17,954.66 BRADY TRUCKING INC Yard Waste hauling 404-7538-537.41-51 37,081.98 CLEAN EARTH EVIRONMENTAL SOLUTIONS Outside Services 404-7538-537.41-51 796.75 Outside Services 404-7538-537.41-51 796.75 Outside Services 404-7538-537.41-51 782.95 Outside Services 404-7538-537.41-51 793.59 Outside Services 404-7538-537.41-51 793.59 Page 8 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 10 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount CLEAN EARTH EVIRONMENTAL SOLUTIONS Outside Services 404-7538-537.41-51 796.75 Outside Services 404-7538-537.41-51 1,519.41 Outside Services 404-7538-537.41-51 1,386.22 HI-TECH ELECTRONICS INC Upgrade svcs 404-7538-537.31-20 163.20 MISC EMPLOYEE EXPENSE REIMBURSEMENT Mileage Reimbursement 404-7538-537.43-10 38.40 Mileage Reimbursement 404-7538-537.43-10 64.29 Mileage Reimbursement 404-7538-537.43-10 179.76 PARADIGM SOFTWARE, LLC Install/Training 404-7538-537.31-20 2,244.76 PLATT ELECTRIC SUPPLY INC Parts 404-7538-537.48-10 147.52 PUD #1 OF CLALLAM COUNTY Blue Mountain Rd 404-7538-537.47-10 134.88 RABANCO, LTD Transport Recycling 404-7538-537.41-51 40,756.18 REGIONAL DISPOSAL Landfill Charges 404-7538-537.41-51 23,014.22 Landfill Charges 404-7538-537.41-51 64,249.33 Landfill Charges 404-7538-537.41-51 272,892.52 SSI SHREDDING SYSTEMS INC Filter Element 404-7538-537.31-20 1,709.46 THERMO-FLUIDS Used Oil-Blue Mtn 404-7538-537.41-51 10.00 Used Oil-Blue Mtn 404-7538-537.41-51 15.00 UNITED RENTALS NORTHWEST INC Scissor Lift 404-7538-537.35-01 1,402.43 SW - Transfer Station Division Total:$451,769.94 CEDAR GROVE COUNSELING, INC. Human Services 404-7580-537.49-90 18.50 MISC EMPLOYEE EXPENSE REIMBURSEMENT Holiday Work 12-26 404-7580-537.31-01 18.50 Holiday Work 12-26 404-7580-537.31-01 18.50 Holiday Work 12-26 404-7580-537.31-01 37.00 Holiday Work 12-26 404-7580-537.31-01 37.00 Holiday Work 12-26 404-7580-537.31-01 37.00 Holiday Work 12-26 404-7580-537.31-01 37.00 Holiday Work 12-26 404-7580-537.31-01 37.00 Holiday Work 12-26 404-7580-537.31-01 55.50 Holiday Work 12-26 404-7580-537.31-01 55.50 Holiday Work 12-26 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 37.00 Holiday Work 12-27 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 55.50 Page 9 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 11 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount MISC EMPLOYEE EXPENSE REIMBURSEMENT Holiday Work 12-27 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 55.50 Holiday Work 12-27 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 37.00 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSEMEN 404-7580-537.31-01 55.50 HOLIDAY MEAL REIMBURSMENT 404-7580-537.31-01 37.00 MEAL REIMBURSEMENT- HOLID 404-7580-537.31-01 18.50 MEAL REIMBUSEMENT - HOLID 404-7580-537.31-01 55.50 CDL RENEWAL REIMBURSEMENT 404-7580-537.49-90 136.00 ORKIN EXTERMINATING COMPANY INC Pest Control 404-7580-537.41-50 30.40 Solid Waste-Collections Division Total:$1,886.90 Public Works-Solid Waste Department Total:$453,656.84 Solid Waste Utility Fund Total:$453,656.84 AMAZON CAPITAL SERVICES Gloves 406-7412-538.31-01 19.53 IPad Case 406-7412-538.31-60 42.34 CLALLAM CNTY DEPT OF HEALTH Water Testing 406-7412-538.41-50 690.00 CLALLAM CNTY TREASURER 1% Stormwater Collection 406-7412-538.41-50 25,534.86 MISC EMPLOYEE EXPENSE REIMBURSEMENT Safety Gear-Rain gear 406-7412-538.31-01 177.21 Page 10 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 12 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount RAINBOW SWEEPERS, INC Seed Mix 406-7412-538.31-20 369.92 UTILITIES UNDERGROUND LOC CTR Locates 406-7412-538.41-50 7.41 Stormwater Division Total:$26,841.27 Public Works-WW/Stormwtr Department Total:$26,841.27 Stormwater Utility Fund Total:$26,841.27 CHECK THE DOSE MEMBERSHIPS 409-6025-526.41-50 835.58 CLALLAM CNTY EMS MEMBERSHIPS 409-6025-526.41-50 1,390.00 EMSCONNECT Online Subscription 409-6025-526.43-10 229.00 MEMBERSHIPS 409-6025-526.43-10 253.00 ESO SOLUTIONS MEMBERSHIPS 409-6025-526.41-50 1,194.09 LIFE ASSIST Supplies 409-6025-526.31-13 1,699.70 SALE SURPLUS/OBSOLETE 409-6025-526.20-80 4,181.48 SALE SURPLUS/OBSOLETE 409-6025-526.20-80 155.70 PACIFIC OFFICE EQUIPMENT INC SUPPLIES 409-6025-526.31-01 146.03 SWAIN'S GENERAL STORE INC Supplies 409-6025-526.20-80 (27.59) Supplies 409-6025-526.20-80 27.59 Uniform 409-6025-526.20-80 163.06 CLOTHING & APPAREL 409-6025-526.20-80 130.14 SYSTEMS DESIGN WEST, LLC EMS Billing-December 409-6025-526.41-50 2,258.26 Medic I Division Total:$12,636.04 Fire Department Total:$12,636.04 Medic I Utility Fund Total:$12,636.04 INTEGRAL CONSULTING, INC Nov-Dec Harbor Progress 413-7481-535.41-50 206.70 Wastewater Remediation Division Total:$206.70 Public Works-WW/Stormwtr Department Total:$206.70 Harbor Clean Up Fund Total:$206.70 KENNEDY/JENKS CONSULTANTS WW Capacity Improvmnt 453-7488-594.65-10 11,386.37 Wastewater Projects Division Total:$11,386.37 Public Works-WW/Stormwtr Department Total:$11,386.37 WasteWater Utility CIP Fund Total:$11,386.37 ALTEC INDUSTRIES, INC AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 182.37 AMAZON CAPITAL SERVICES AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 229.02 RADIO & TELECOMMUNICATION 501-0000-141.40-00 179.76 BAXTER AUTO PARTS #15 AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 80.22 Page 11 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 13 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount BAXTER AUTO PARTS #15 AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 152.41 GRAINGER AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 53.27 HEARTLINE AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 550.36 NAPA AUTO PARTS AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 33.08 AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 179.84 AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 487.54 AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 8.65 NORTHERN HYDRAULICS INC HOSES, ALL KINDS 501-0000-141.40-00 605.39 O'REILLY AUTO PARTS AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 55.08 PAPE-KENWORTH NORTHWEST, INC AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 380.59 PETROCARD, INC FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 606.38 FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 817.42 FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 580.05 POMP'S TIRE SERVICE AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 2,395.37 PRICE FORD LINCOLN AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 299.20 SIX ROBBLEES' INC AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 312.44 Division Total:$8,188.44 Department Total:$8,188.44 ALLDATA AUTO & TRUCK MAINT. ITEMS 501-7630-548.48-02 1,436.16 ANGELES MILLWORK & LUMBER AUTO & TRUCK MAINT. ITEMS 501-7630-548.31-01 21.29 ARAMARK LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 20.28 LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 20.28 ASSOCIATED PETROLEUM PRODUCTS, INC FUEL,OIL,GREASE, & LUBES 501-7630-548.32-13 13.04 BAXTER AUTO PARTS #15 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 35.60 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 37.19 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 30.54 DAREN'S POINT S AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 454.10 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 454.73 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 454.73 EXTERNAL LABOR SERVICES 501-7630-548.34-02 43.40 EXTERNAL LABOR SERVICES 501-7630-548.34-02 43.40 EXTERNAL LABOR SERVICES 501-7630-548.34-02 43.40 EXTERNAL LABOR SERVICES 501-7630-548.34-02 18.44 Page 12 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 14 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount DAREN'S POINT S EXTERNAL LABOR SERVICES 501-7630-548.34-02 18.44 FERRELLGAS INC FUEL,OIL,GREASE, & LUBES 501-7630-548.32-12 179.97 GRAINGER AUTO & TRUCK MAINT. ITEMS 501-7630-548.31-01 69.36 AUTO & TRUCK MAINT. ITEMS 501-7630-548.31-01 544.69 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 367.07 HEARTLINE AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 176.20 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 176.20 LES SCHWAB TIRE CENTER AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 1,135.80 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 19.56 EXTERNAL LABOR SERVICES 501-7630-548.34-02 65.25 EXTERNAL LABOR SERVICES 501-7630-548.34-02 87.00 EXTERNAL LABOR SERVICES 501-7630-548.34-02 61.55 NAPA AUTO PARTS AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 153.78 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 (119.68) AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 29.55 O'REILLY AUTO PARTS AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 (97.92) AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 511.57 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 51.38 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 324.06 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 (174.08) ORKIN EXTERMINATING COMPANY INC Pest Control 501-7630-548.41-50 30.40 OSW EQUIPMENT & REPAIR AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 370.26 PAPE-KENWORTH NORTHWEST, INC AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 86.61 PRICE FORD LINCOLN AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 146.31 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 71.86 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 523.35 RUDY'S AUTOMOTIVE AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 82.15 EXTERNAL LABOR SERVICES 501-7630-548.34-02 100.53 WESTERN PETERBILT INC EXTERNAL LABOR SERVICES 501-7630-548.34-02 229.65 EXTERNAL LABOR SERVICES 501-7630-548.34-02 229.65 EXTERNAL LABOR SERVICES 501-7630-548.34-02 1,258.07 Equipment Services Division Total:$9,835.17 Public Works Department Total:$9,835.17 Page 13 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 15 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount Equipment Services Fund Total:$18,023.61 CANON USA, INC Coper charges 502-2081-518.45-31 4,243.04 CENTURYLINK-QWEST 12-05 a/c 206Z050031846B 502-2081-518.42-10 2,746.93 12-05 a/c 206Z050031846B 502-2081-518.42-10 2,746.93 01-06 a/c 206Z050031846B 502-2081-518.42-10 2,737.13 01-06 a/c 206Z050031846B 502-2081-518.42-10 (2,737.13) 12-05 a/c 206Z050031846B 502-2081-518.42-10 (2,746.93) 12-05 a/c 206Z050031846B 502-2081-518.42-10 (2,746.93) PACIFIC OFFICE EQUIPMENT INC Copier contracts 502-2081-518.45-31 1,937.80 SUPERION, LLC DATA PROC SERV &SOFTWARE 502-2081-518.48-02 687.69 VERIZON WIRELESS 12-15 a/c 842160242-00001 502-2081-518.42-10 3,286.76 12-15 a/c 842160242-00003 502-2081-518.42-10 1,181.19 12-15 a/c 842160242-00004 502-2081-518.42-10 4,647.18 12-22 a/c 571136182-00001 502-2081-518.42-10 96.62 12-28 a/c 542276284-00001 502-2081-518.42-10 93.06 Information Technologies Division Total:$16,173.34 PUD #1 OF CLALLAM COUNTY Power Supplies 502-2083-518.47-10 112.14 Wireless Mesh Division Total:$112.14 Finance Department Total:$16,285.48 Information Technology Fund Total:$16,285.48 AWC EMPLOYEE BENEFITS TRUST L1 MED/DEN/VIS PREMIUMS 503-1631-517.46-34 8,102.06 LIFE INSURANCE 503-1631-517.46-32 1,776.45 LTD 503-1631-517.46-31 5,559.02 MED/DEN/VIS PREMIUMS 503-1631-517.46-30 220,345.85 HSA BANK Employer Contributions 503-1631-517.46-30 262,500.00 Employer Contributions 503-1631-517.46-30 138,000.00 Employer Contributions 503-1631-517.46-30 1,500.00 Employer Contribution 503-1631-517.46-30 1,500.00 REDACTED Disability Board-December 503-1631-517.46-35 46.66 Disability Board-December 503-1631-517.46-35 60.00 Disability Board-December 503-1631-517.46-35 433.08 REDQUOTE, INC. HRA REIMBURSEMENTS 503-1631-517.46-30 10,402.19 TEAMSTERS LOCAL 589 INSURANCE, ALL TYPES 503-1631-517.46-33 93,638.00 INSURANCE, ALL TYPES 503-1631-517.46-34 6,497.00 Other Insurance Programs Division Total:$750,360.31 Page 14 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 16 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount AWC-ASSN OF WASHINGTON CITIES AWC WORKERS COMP RETRO PR 503-1661-517.49-50 25,568.69 DEPARTMENT OF LABOR & INDUSTRIES 4th Qtr L&I 503-1661-517.49-50 117,890.11 Worker's Compensation Division Total:$143,458.80 AWC-ASSN OF WASHINGTON CITIES AWC DRUG & ALCOHOL CONSOR 503-1671-517.41-50 3,125.00 MARSH USA INC. UST INSURANCE RENEWAL 503-1671-517.46-10 3,761.00 SUMMIT LAW GROUP PLLC PROFESSIONAL SERVICES 503-1671-517.41-50 525.00 WCIA (WA CITIES INS AUTHORITY) 2023 Liability/Program 503-1671-517.41-50 8,487.92 2023 LIABILITY & PROGRAM 503-1671-517.46-10 1,590,870.00 Comp Liability Division Total:$1,606,768.92 Self Insurance Department Total:$2,500,588.03 Self-Insurance Fund Total:$2,500,588.03 AFLAC AFLAC SUPP INSURANCE PREM 920-0000-231.53-10 861.38 AFSCME LOCAL 1619 PAYROLL SUMMARY 920-0000-231.54-40 530.00 AWC EMPLOYEE BENEFITS TRUST SUPPLEMENTAL LIFE 920-0000-231.53-30 596.00 BROWN & BROWN OF WASHINGTON PAYROLL SUMMARY 920-0000-231.53-40 1,994.69 CHAPTER 13 TRUSTEE Case #21-10696 920-0000-231.56-90 358.00 EMPLOYMENT SECURITY DEPT 4th Qtr PFML Premiums 920-0000-231.53-50 35,770.09 EMPOWER-P/R WIRE PAYROLL SUMMARY 920-0000-231.52-20 22,899.66 FEDERAL PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-10 476.82 PAYROLL SUMMARY 920-0000-231.50-10 84,206.43 FICA/MEDICARE PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-20 354.12 PAYROLL SUMMARY 920-0000-231.50-20 99,616.62 FIREFIGHTER'S LOCAL 656 PAYROLL SUMMARY 920-0000-231.54-30 2,761.25 HSA BANK Employee Contribution 920-0000-231.52-40 3,649.24 PAYROLL SUMMARY 920-0000-231.52-40 1,250.00 PAYROLL SUMMARY 920-0000-231.53-11 75.00 PAYROLL SUMMARY 920-0000-231.53-12 321.93 Employee Contribution 920-0000-231.52-40 250.00 IBEW LOCAL 997 PAYROLL SUMMARY 920-0000-231.54-20 1,250.43 JOHN HANCOCK LIFE INSURANCE CO PAYROLL SUMMARY 920-0000-231.52-25 1,641.02 LEOFF PAYROLL SUMMARY 920-0000-231.51-21 32,706.73 MISSION SQUARE-P/R WIRES PAYROLL SUMMARY 920-0000-231.52-10 29,321.76 Page 15 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 17 City of Port Angeles City Council Expenditure Report Between Jan 7, 2023 and Jan 20, 2023 Vendor Description Account Number Amount OFFICE OF SUPPORT ENFORCEMENT PAYROLL SUMMARY 920-0000-231.56-20 1,161.95 PERS PAYROLL SUMMARY 920-0000-231.51-10 1,036.14 PAYROLL SUMMARY 920-0000-231.51-11 15,005.50 PAYROLL SUMMARY 920-0000-231.51-12 80,702.80 POLICE ASSOCIATION PAYROLL SUMMARY 920-0000-231.55-10 373.00 UNITED WAY (PAYROLL) PAYROLL SUMMARY 920-0000-231.56-10 190.00 WSCCCE AFSCME AFL-CIO PAYROLL SUMMARY 920-0000-231.54-40 6,400.22 Division Total:$425,760.78 Department Total:$425,760.78 Payroll Clearing Fund Total:$425,760.78 Total for Checks Dated Between Jan 7, 2023 and Jan 20, 2023 $4,136,983.57 Page 16 of 16 Jan 25, 2023 2:58:04 PMFebruary 7, 2023 E - 18 Date: February 7, 2023 To: City Council From: Abbi Fountain, Human Resources Manager Subject: Berg Benefits Professional Services Agreement and RedQuote HRA Adoption Agreement Background / Analysis: For employees covered by the Association of Washington Cities health care, the City provides a medical bridge (also known as a Health Reimbursement Arrangement or HRA) in the amount of $2400/individual and $4800/family coverage. Berg Benefits Inc, dba RedQuote, administers reimbursements for the HRA program. Berg Benefits Inc, dba RedQuote, consultants are trained and knowledgeable in the Health Insurance Portability and Accountability Act (HIPPA) and they provide customer service support regarding the appropriate processing of health care providers for medical claims that current City staff do not have the training or qualifications to perform. The City has been contracting with this company for several years due to their knowledge and expertise in the health care field. Rates per person have remained consistent and there is no increase for 2023. The Professional Services Agreement is for one year, January 1, 2023, to December 31, 2023. The scope of work is the same as the previous agreement. Funding Overview: The annual professional services fee is $55,200. Attachment: Berg Benefits Professional Services Agreement RedQuote HRA Adoption Agreement Summary: As part of the City’s health care benefit, the City contracts with a third-party administrator to oversee and administer the medical bridge portion of the health care plan. Funding: Professional services fee is $55,200. Recommendation: Authorize the City Manager to sign the Berg Benefits Professional Services Agreement in an amount not to exceed $55,200 and the RedQuote Adoption Agreement and make minor modifications as necessary. February 7, 2023 E - 19 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 1 of 8 CITY OF PORT ANGELES 2023 PROFESSIONAL SERVICES AGREEMENT 1. Parties and Date. THIS Agreement is made effective as of the 1st day of January, 2023, by and between CITY OF PORT ANGELES, WASHINGTON ("City") and BERG BENEFITS, INC. dba REDQUOTE ("Consultant"). 2. General Purpose and Intent. Consultant will provide employee benefits design consultation to City. Consultant will provide documentation and illustrations to City's employees. Consultant will provide benefits related customer service support regarding health, dental, vision, life, and disability employee benefits plans. These services will be provided from January 1, 2023 to December 31, 2023. 3. Services by Consultant. A. Consultant shall perform the services described in the Scope of Work attached hereto as Exhibit "A" (the "Scope of Work"). The services performed by the Consultant shall not exceed the Scope of Work without prior written authorization from the City. B. The City may from time to time require changes or modifications in the Scope of Work. Such changes, including any decrease or increase in the amount of compensation, shall be agreed to by the parties and incorporated in written amendments to the Agreement. 4. Schedule of Work. A. Consultant shall perform the services described in the Scope of Work in accordance with the schedule attached hereto as Exhibit "B." If delays beyond Consultant's reasonable control occur, the parties will negotiate in good faith to determine whether an extension is appropriate. B. Consultant is authorized to proceed with the services described in the Scope of Work upon receipt of a written Notice to Proceed. 5. Compensation. ✓ LUMP SUM. Compensation for the services described in the Scope of Work shall be a Lump Sum of $56,100.00 (187 employees @ $25/PEPM x 12 months) ❑ TIME AND MATERIALS NOT TO EXCEED. Compensation for the services described in the Scope of Work shall not exceed $ _____________ without written authorization and will be based on the list of billing rates and reimbursable expenses attached hereto as Exhibit "C." ❑ TIME AND MATERIALS. Compensation for the services described in the Scope of Work shall be on a time and material basis according to the list of billing rates and reimbursable expenses attached hereto as Exhibit "C." ❑ OTHER. 6. Coordination of Contract Documents. This Agreement consists of this professional services agreement form and Exhibits "A" and "B". If there is any inconsistency between this professional services agreement form and any of the Exhibits, the professional services agreement form shall take precedence. February 7, 2023 E - 20 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 2 of 8 7. Payment. A. Consultant shall provide monthly invoices in the format acceptable to the City for work performed to the date of invoice. Consultant shall maintain time and expense records for reimbursable expenses and any work that is billed hourly under this Agreement and provide them to the City upon request. B. All invoices shall be paid by City warrant within thirty (30) days of receipt of a proper invoice. C. Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by City representatives for three (3) years after final payment unless a longer period is required by a third-party agreement. Copies shall be made available on request. D. If the services rendered do not meet the requirements of the Agreement, Consultant will correct or modify the work to comply with the Agreement. City may withhold payment for such work until the work meets the requirements of the Agreement. 8. Discrimination and Compliance with Laws. A. Consultant agrees not to discriminate against any employee or applicant for employment or any other person in the performance of this Agreement because of race, creed, color, national origin, marital status, sex, age, disability, or other circumstance prohibited by federal, state, or local law or ordinance, except for a bona fide occupational qualification. B. Consultant shall comply with all federal, state, and local laws and ordinances applicable to the work to be done under this Agreement. C. Violation of this Paragraph 8 shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by City, in whole or in part, and may result in ineligibility for further work for City. 9. Term and Termination of Agreement A. This Agreement may be terminated by the City at any time upon the default of the Consultant or upon public convenience, in which event all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City, and Consultant shall be entitled to just and equitable compe nsation for any satisfactory work completed prior to the date of termination, not to exceed the total compensation set forth herein. Consultant shall not be entitled to any reallocation of cost, profit or overhead. Consultant shall not in any event be entitled to anticipated profit on work not performed because of such termination. Consultant shall use its best efforts to minimize the compensation payable under this Agreement in the event of such termination. If the Agreement is terminated for default, the Consultant shall not be entitled to receive any further payments under the Agreement until all work called for has been fully performed. Any extra cost or damage to the City resulting from such default(s) shall be deducted from any money due or coming due to the Consultant. The Consultant shall bear any extra expenses incurred by the City in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by the City by reason of such default. February 7, 2023 E - 21 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 3 of 8 B. The City may suspend this Agreement, at its sole discretion, upon one week's advance notice to Consultant. Such notice shall indicate the anticipated period of suspension. Any reimbursement for expenses incurred due to the suspension shall be limited to the Consultant's reasonable expenses, and shall be subject to verification. The Consultant shall resume performance of services under this Agreement without delay when the suspension period ends. 10. Standard of Care. Consultant represents and warrants that it has the requisite training, skill and experience necessary to provide the services under this agreement and is appropriately accredited and licensed by all applicable agencies and governmental entities. Services p rovided by Consultant under this agreement will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing in similar circumstances. 11. Ownership of Work Product. All data materials, reports, memoranda, and other documents developed under this Agreement whether finished or not shall become the property of City, shall be forwarded to City at its request and may be used by City as it sees fit. Upon termination of this agreement pursuant to paragraph 9 above, all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City. City agrees that if it uses products prepared by Consultant for purposes other than those intended in this Agreement, it does so at its sole risk and it agrees to indemnify and hold Consultant harmless therefore. 12. Indemnification/Hold Harmless. Consultant 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 resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and da mages caused by the sole negligence of the City. 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 c aused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This w aiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. February 7, 2023 E - 22 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 4 of 8 13. Insurance. The Consultant shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be written 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 insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. February 7, 2023 E - 23 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 5 of 8 E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. F. Notice of Cancellation The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. G. Failure to Maintain Insurance Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days’ notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 14. Assigning or Subcontracting. Consultant shall not assign, transfer, subcontract or encumber any rights, duties, or interests accruing from this Agreement without the express prior written consent of the City, which consent may be withheld at the City's sole discretion. 15. Independent Contractor. Consultant is and shall be at all times during the term of this Agreement an independent contractor. 16. Notice A. Any notice or communication required by this Agreement must be in writing, and may be given either personally, electronically with evidence of receipt, by express delivery service, or by registered or certified mail, return receipt requested. If given personally, by express delivery service, or by registered or certified mail, such notice or communication shall be deemed to have been given and received upon actual receipt. If delivery is made electronically, either by e-mail or facsimile transmission, a notice shall be deemed to have been given when delivered to the person to whom it is addressed, and there is electronic confirmation that it was received. Such notices or communications shall be given to the Parties at their addresses set forth below: Nathen West City Manager, Port Angeles 321 E 5th St Port Angeles, WA 98362 Phone: 360-417-0411 Email: citymanager@cityofpa.us Joseph Berg President, Berg Benefits, Inc. 1804 W Union Ave #201 Tacoma, WA 98405 Phone: 253-753-9930 Email: jberg@bergbenefits.com February 7, 2023 E - 24 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 6 of 8 B. Either party may change its contact information by sending its new contact information to the other party in the same manner as is provided for sending the other party notice under the provisions of paragraph 16.A. 17. Disputes. Any action for claims arising out of or relating to this Agreement shall be governed by the laws of the State of Washington. Venue shall be in Pierce County Superior Court. 18. Attorney’s Fees. In any suit or action instituted to enforce any right granted in this Agreement, the substantially prevailing party shall be entitled to recover its costs, di sbursements, and reasonable attorney's fees from the other party. 19. Extent of Agreement/Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended, modified or added to only by written instrument properly signed by both parties. CITY OF PORT ANGELES, CONSULTANT _________________________ _________________________ Nathan West Joseph Berg City Manager President, Berg Benefits, Inc. Date:_____________________ Date:______________________ February 7, 2023 E - 25 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 7 of 8 Exhibit A Scope of Work Consultant will: 1) Provide advice to City regarding creation and implementation of employee health insurance plan, including medical insurance, HSA, and HRA advice. 2) Will research and / or answer questions relating to the HRA, HSA processing and regulations. The information includes but is not limited to appropriate carrier documentation, tax, COBRA, and retiree implications and any other service support relating to employee issues and questions. 3) Provide HR and/or Payroll Department with information pertaining to HRA reimbursements throughout the year. 4) Provide quoting service and comparison services to the City at health plan renewals. 5) Assist the City in creating offers for various employee units. 6) Other employee benefits consulting services as needed. February 7, 2023 E - 26 City of Port Angeles ________________ _______________ Professional Services Agreement CITY CONSULTANT Page 8 of 8 Exhibit B Schedule of Work Consultant will: 1) Provide advice and consulting services to the City as needed. a. Timing for completion of requests from the City will be as soon as reasonably possible. As projects and requests vary in scope, turn-around times will be discussed with each request. 2) Provide advice and customer service to city employees. a. Timing for these requests will be as soon as reasonably possible. Requests will often be dependent on insurance companies, pharmacies, and/or provider's office. February 7, 2023 E - 27 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 1 of 13 ©2021 RedQuote The undersigned Employer adopts the RedQuote Health Reimbursement Arrangement and elects the following provisions: EMPLOYER AND PLAN INFORMATION 1. EMPLOYER’S NAME, ADDRESS AND TELEPHONE NUMBER Name: City of Port Angeles Address: 321 East 5th Street Street Port Angeles Washington 98362 ______ City State Zip Telephone: 360-417-4510 2. EMPLOYER’S TAXPAYER IDENTIFICATION NUMBER: 91-6001266 3. ERISA PLAN NAME: City of Port Angeles_____________________________________________ 4. EFFECTIVE DATE a.  The Health Reimbursement Arrangement is a new plan effective as of _________. b. ✓ The Health Reimbursement Arrangement is an amendment and restatement of an existing plan. The effective date of the amendment and restatement is - 01/01/2023_________. 5. ERISA PLAN NUMBER a. ✓ 501 b.  Other: 6. PLAN ADMINISTRATOR a. ✓ Employer (Use Employer name, address and telephone number). b.  Use name, address and telephone number below: Name: Address: ______________________________________________________________________ __________________________ City State Zip Telephone: February 7, 2023 E - 28 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 2 of 13 ©2021 RedQuote 7. AFFILIATED EMPLOYERS The following Affiliated Employers (i.e., entities within the Employer’s controlled group) will adopt this Health Reimbursement Arrangement as Participating Employers: a. ✓ N/A b.  Name of Affiliated Employer(s): ____________________________ 8. PLAN YEAR The Plan Year shall end on: a. ✓ December 31 b.  The last day of the month of __________________. TYPE OF HEALTH REIMBURSEMENT ARRANGEMENT 9. HRA CLASSIFICATION The Health Reimbursement Arrangement shall consist of separate accounts which meet the following classifications: a. ✓ Integrated HRA. HRA integrated with other major medical group health plan coverage under the terms of IRS Notice 2013-54 with the following specifications: The HRA will be integrated with (select (1) and/or (2)): 1. ✓ The Employer’s group health plan coverage, and/or 2.  The group health plan coverage of another employer (such as a spouse’s employer’s coverage). The group health plan coverage (select (3) and/or (4)): 3. ✓ Provides minimum value under IRC Section 36B, and/or 4.  Does not provide minimum value. Eligible Employees for the Integrated HRA are set forth in Section 10. In addition, special rules concerning Dependents also apply to Integrated HRAs. To be a valid Integrated HRA under this subsection 9.a., select one of the following three Dependent integration options: 5.  Spouses Only. Only spouses have coverage under this HRA (only subsection 13.a. is checked). Then, the Participant’s spouse (if applicable) must either be enrolled for group health plan coverage under the Participant’s employer group health plan or the spouse’s employer group health plan; or 6.  Dependent Children Only. Only dependent children have coverage under this HRA (only subsection 13.b. is checked). Then, the Participant’s dependent children (to the extent applicable) must be enrolled for group health plan coverage under the Participant’s employer group health plan or spouse’s or dependent’s employer’s group health plan; or 7. ✓ Spouses and Dependent Children. Both spouses and dependent children have coverage under this HRA (both subsections 13.a. and 13.b. are checked). Then, the Participant’s spouse and dependent children (to the extent applicable) must February 7, 2023 E - 29 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 3 of 13 ©2021 RedQuote either be enrolled for group health plan coverage under the Participant’s employer group health plan or the spouse’s or dependent’s employer’s group health plan. b.  Pre-2014 HRA. An HRA that was in existence prior to January 1, 2014 and that consists of the following prior Employer contributions (select (1) and (2) as applicable): 1.  Employer contributions credited before January 1, 2013, and 2.  Employer contributions credited during 2013 calendar year under the HRA terms in effect on January 1, 2013. c.  Retiree-Only HRA. An HRA that covers only former employees of the Employer consisting of (select (1), (2) and (3) as applicable): 1.  Former employees who are retirees, 2.  Former employees who are disabled, and 3.  Former employees who have terminated employment. d.  Excepted Benefit Premium Reimbursement HRA. An HRA that reimburses only individual insurance premiums that are considered HIPAA excepted benefits – (1) stand-alone individual dental insurance, (2) stand-alone individual vision insurance, (3) non-coordinated, individual insurance coverage for a specified disease or illness, and (4) non-coordinated, individual insurance coverage that is hospital indemnity or fixed indemnity. e.  Excepted Benefit HRA. An HRA that reimburses certain medical expenses that satisfy the following requirements: (1) Other major medical group health plan coverage is available from the Employer to the employees covered by the HRA. (2) Contributions for a year must be used for expenses incurred in the same year or otherwise forfeited. However, for this purpose, the carryover rule of IRS Notice 2013-71 allowing a carryover of unused amounts of up to $500 to the following plan year (select only one) –  Shall apply, or  Shall not apply. (3) Contributions for a year are equal to the following (but cannot exceed $500) – f.  Excepted Benefit Dental and Vision HRA. An HRA that is limited to reimbursement of dental-only and vision-only expenses as defined in Treas. Reg. Section 54.9831-1(c)(3)(iii) and that otherwise satisfy Code Section 213(d). February 7, 2023 E - 30 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 4 of 13 ©2021 RedQuote g.  HRA Integrated with Dental and/or Vision Only Coverage. An HRA that is integrated with dental-only coverage and/or vision-only coverage sponsored by the Employer and the HRA is limited to reimbursement of the following expenses (select only one): 1.  Dental-only expenses (as defined in Treas. Reg. Section 54.9831-1(c)(3)(iii)) that are not reimbursed by the employer’s dental-only coverage and that otherwise satisfy Code Section 213(d), 2.  Vision-only expenses (as defined in Treas. Reg. Section 54.9831-1(c)(3)(iii)) that are not reimbursed by the employer’s vision-only coverage and that otherwise satisfy Code Section 213(d), or 3.  Dental-only and vision-only expenses (as defined in Treas. Reg. Section 54.9831- 1(c)(3)(iii)) that are not reimbursed by the employer’s dental-only or vision-only coverage and that otherwise satisfy Code Section 213(d). h.  After-Tax Reimbursement Account. A reimbursement account that reimburses expenses (but not major medical individual insurance premiums), but only if the reimbursements are treated as taxable compensation to the Eligible Employee pursuant to the rules and procedures of the Employer. Note: The Employer is solely responsible for determining the amount of taxable compensation and the rules and procedures of how and when to treat reimbursements as taxable compensation. i.  TRICARE Health Reimbursement Account. An HRA that is integrated with TRICARE coverage under the terms of IRS Notice 2015-17 with the following specifications: (1) The employer offers group major medical coverage to its TRICARE-eligible employees (other than the HRA) and such coverage provides minimum value under IRC Section 36B; (2) Employees participating in the HRA are also enrolled in TRICARE; (3) The HRA is only available to employees who are also enrolled in TRICARE; and (4) The Employer employs less than 20 employees. Note: By signing this Agreement, the Employer certifies that it employs less than 20 employees and is exempt from the prohibition on financial and other incentives as set forth in 32 CFR Section 199.8. The Employer is required to inform RedQuote if this changes at any point in the future. The Employer is solely responsible for complying with any TRICARE rules and regulations. February 7, 2023 E - 31 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 5 of 13 ©2021 RedQuote j.  Qualified Small Employer Health Reimbursement Arrangement (“QSEHRA”). A QSEHRA is a health reimbursement arrangement that satisfies the following specifications: (1) The Employer is not an “applicable large employer” determined pursuant to the rules set forth in Code Section 4980H(c)(2) and guidance related thereto (generally this means that the Employer must employ less than 50 full-time or full-time equivalent employees in the prior calendar year); (2) The Employer does not offer a group health plan (as defined in Chapter 100 of the Code) to any of its employees; (3) Only the Employer makes contributions to the QSEHRA as limited by Section 14.f.; (4) Reimbursements are limited to the types of expenses set forth in Section 16.k.; (5) Reimbursements are only made to Eligible Employees who provide proof of major medical coverage; and (6) The QSEHRA is offered to all Eligible Employees as set forth in Section 10.f. Note: The Employer is solely responsible for complying with the income exclusion rules under Code Section 106(g) and the notice requirements of Code Section 9831(d)(4). However, the Summary Plan Description includes a discussion of the notice provisions and related subsidy rules for a QSEHRA. ELIGIBILITY REQUIREMENTS 10. ELIGIBLE EMPLOYEES a. ✓ If this is an Integrated HRA under Section 9.a., only those employees (if any) enrolled in the other group health plan coverage can be eligible for the HRA. In this regard, the following employees are eligible for such an HRA: 1. ✓ Employees enrolled in the Employer’s group health plan coverage; or 2.  Employees enrolled in the Employer’s group health plan coverage or the group health plan coverage of another employer (such as a spouse’s or dependent’s employer); 3.  Employees enrolled in the group health plan coverage of another employer (such as a spouse’s or dependent’s employer); or 4.  Employees are not eligible to participate. Only eligible spouses and dependents may participate as set forth in Item 13. . February 7, 2023 E - 32 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 6 of 13 ©2021 RedQuote b. ✓ All employees are eligible except for the following (select all that apply): 1.  Union employees 2.  Non-resident aliens 3.  Leased employees 4.  Part-time employees scheduled to work less than _________ hours per week. 5. ✓ Employees who are not eligible for the Employer’s major medical coverage. 6.  Other: c.  All employees are eligible – no exclusions. d.  This is a retiree-only HRA under Section 9.c. of this Adoption Agreement and the following classifications are eligible: ____________________________________ ______________________________________________________________________ e.  This is a TRICARE HRA under Section 9.i. of this Adoption Agreement and HRA is only available to those employees who are enrolled in TRICARE and satisfy the requirements of Section 9.i. f.  This is a QSEHRA under Section 9.k. of this Adoption Agreement and all employees of the Employer are considered Eligible Employees except for the following exclusions (check all that apply): 1.  Employees who have not completed 90 days of service with the Employer. 2.  Employees who have not attained age 25. 3.  Part-time and seasonal employees (as defined in Code Section 105(h) and guidance related thereto). 4.  Employees covered by a collective bargaining agreement. 5.  Employees who are non-resident aliens who receive no US-source income. 11. WAITING PERIOD Any Eligible Employee will be eligible to participate in the Health Reimbursement Arrangement upon satisfaction of the following waiting period: a. ✓ Same waiting period as Employer’s (or if applicable, spouse’s) major medical coverage (NOTE: If this is an Integrated HRA under Section 9.a. of this Adoption Agreement, this subsection a is the only choice that can apply.) b.  Date of hire or attainment of Eligible Employee status (no waiting period) (NOTE: If this is a QSEHRA under Section 9.k. of this Adoption Agreement, this subsection b is the only choice that can apply. To exclude new hires for the first 90 days, select Section 10.f.1. above.) c.  ________months after date of hire d.  ________days after date of hire e.  Other: February 7, 2023 E - 33 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 7 of 13 ©2021 RedQuote 12. EFFECTIVE DATE OF PARTICIPATION An Eligible Employee who has satisfied the eligibility and waiting period requirements of Items 10 and 11 will become a Participant on: a. ✓ the same day as the Employer’s major medical coverage. (NOTE: If this is an Integrated HRA under Section 9.a. of this Adoption Agreement, this subsection a is the only choice that can apply.) b.  the day on which such requirements are satisfied (NOTE: If this is a QSEHRA under Section 9.k. of this Adoption Agreement, this subsection b is the only choice that can apply). c.  the first day of the month coinciding with or next following the date on which such requirements are satisfied. d.  the first day of the calendar quarter coinciding with or next following the date on which such requirements are satisfied. e.  the first day of the pay period coinciding with or next following the date on which such requirements are satisfied. f.  Other: 13. DEPENDENTS NOTE: If this is an Integrated HRA under Section 9.a., see the special rules in Section 9.a.5. thru 9.a.8. The HRA will cover the following dependents (select all that apply): a. ✓ Spouses for Federal income tax purposes b. ✓ Biological children, adopted children, stepchildren and eligible foster children who have not attained the age of 26. (NOTE: If this is an Integrated HRA under Section 9.a. or a Pre-2014 HRA under Section 9.b., this subsection b. must apply.) c. ✓ Any other individuals who are Federal tax dependents of the Employee. d.  Any of the following individuals (but who are also Federal tax dependents of the Employee): _____________________________________________________________ BENEFITS 14. HRA CONTRIBUTIONS The Employer will contribute to each Participant’s HRA Account the following amount based on the frequency selected: a.  $_________ per month b.  $_________ per quarter c.  $_____ ____per plan year d.  This is a Pre-2014 HRA under Section 9.b. of this Adoption Agreement, and no additional contributions can be made. e.  This is an Excepted Benefit HRA under Section 9.e. of this Adoption Agreement, and contributions are limited as set forth in Section 9.e. February 7, 2023 E - 34 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 8 of 13 ©2021 RedQuote f.  This is a QSEHRA under Section 9.k. of this Adoption Agreement and contributions are as follows (NOTE: Annual contributions cannot be greater than the applicable limit set forth in Code Section 9831(d)(2)(B)(iii), as adjusted. Contributions begin for the calendar month beginning after the effective date of participation.): 1.  $ ____________ per month for each Eligible Employee, or 2.  $ ____________ per month for each Eligible Employee and his/her Covered Dependents. The amount above will be different based on the variation in the price of a major medical policy based on age or number of family members as follows: ___________ g. ✓ Other: Medical Enrollment: Employee Only (EE) $2,400.00, Employee Spouse (ES) $4,800.00, Employee Child (EC) $4,800.00, Employee Family (EF) $4,800.00 15. ANNUAL DEDUCTIBLE THRESHOLD For each Plan Year, HRA Account contributions cannot be accessed and are not available to HRA Participants prior to the date during the Plan Year that the HRA Participant satisfies the applicable Annual Deductible Threshold based on the following criteria: a.  No Annual Deductible Threshold applies. Note: If this box is checked, skip to Section 16. NOTE: If this is an Excepted Benefit Premium Reimbursement HRA under Section 9.d., an Excepted Benefit HRA under Section 9.e., an Excepted Benefit Dental or Vision HRA under 9.f., an After-Tax Reimbursement Account under Section 9.h., or a TRICARE HRA under Section 9.i. this subsection (a) must be selected. b.  Annual Deductible Threshold does apply. The Annual Deductible Threshold is calculated based on the following expenses: 1.  Eligible claims filed under the coverage or policy associated with the HRA; or 2.  All Qualifying Medical Expenses. c. ✓ The Annual Deductible Threshold is as follows: 1.  A $___________Annual Deductible Threshold applies for all Participants, regardless of the level of coverage selected 2. ✓ An Annual Deductible Threshold applies based on the major medical level of coverage selected by the Participant as follows: $ 1,500 Single_______________ $ 3,000 Single Plus Spouse__ _ $ 3,000 Single Plus Dependent _ $ 3,000 Family_______________ 3.  A multi-tiered Annual Deductible Threshold applies as follows: February 7, 2023 E - 35 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 9 of 13 ©2021 RedQuote (i) On the first $________ of the Annual Deductible Threshold, the HRA reimburses _________ % of eligible HRA claims; (ii) From $___________ to __________ of the Annual Deductible Threshold, the HRA reimburses _________ % of eligible HRA claims; and (iii) Amounts greater than $________ of the Annual Deductible Threshold, the HRA reimburses __________ % of eligible HRA claims. 4.  A multi-tiered Annual Deductible Threshold applies as follows: (i) For amounts less than $ _______ of the Annual Deductible Threshold, the HRA reimburses 0% of eligible HRA claims; (ii) For amounts greater than $ ___________ but less than $ ______________ of the Annual Deductible Threshold, the HRA reimburses ________ % of eligible HRA claims; and (iii) For amounts greater than $ ___________ of the Annual Deductible Threshold, the HRA reimburses ________ % of eligible HRA claims. 16. QUALIFYING MEDICAL EXPENSES The following expenses will be considered as Qualifying Medical Expenses under the HRA: a.  Integrated HRA. This is an Integrated HRA under Section 9.a.: 1.  The non-HRA group health plan coverage is providing minimum value (box 9.a.3 is checked). In that case, Qualifying Medical Expenses will be limited to any medical expenses under IRC 213(d) (excluding individual insurance premiums and employer group health plan premiums paid on a pre-tax basis). AND/OR 2.  The non-HRA group health plan coverage is not providing minimum value (box 9.a.4 is checked). In that case, Qualifying Medical Expenses will be limited to co- payments, co-insurance, and deductibles under the non-HRA group health plan coverage, plus other IRC 213(d) expenses (excluding individual insurance premiums and employer group health plan premiums paid on a pre-tax basis) that are not considered essential health benefits. AND/OR 3.  This type of HRA will also reimburse a spouse’s employer group health plan premiums, as long as those premiums are paid by the spouse on an after-tax basis and are properly substantiated as determined by the Claims Administrator. b. ✓ Integrated HRA. This is an Integrated HRA under Section 9.a. that is either providing minimum value or not providing minimum value. Qualifying Medical Expenses will be limited to the following (indicate all that apply): February 7, 2023 E - 36 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 10 of 13 ©2021 RedQuote  Medical deductible paid under the applicable employer group health plan; ✓ Medical co-insurance paid under the applicable employer group health plan; ✓ Medical / Pharmacy co-pays paid under the applicable employer group health plan; and/or  Pharmacy deductibles, co-insurance and/or co-pays paid under the applicable employer group health plan. c.  Pre-2014 HRA. This is a Pre-2014 HRA under Section 9.b. Qualifying Medical Expenses will be limited to any medical expenses under IRC 213(d) based on Internal Revenue Service guidance and rules in effect on December 31, 2013, as determined by the Claims Administrator. d.  Retiree-Only HRA. This is a Retiree-Only HRA under Section 9.c. Qualifying Medical Expenses will be limited to any medical expenses under IRC 213(d) (including any individual insurance premiums but excluding employer group health plan premiums). e. Excepted Benefit Premium Reimbursement HRA. This is an Excepted Benefit Premium Reimbursement HRA under Section 9.d. Qualifying Medical Expenses are limited to individual insurance premiums described in Section 9.d. f.  Excepted Benefit HRA. This is an Excepted Benefit HRA under Section 9.e. Qualifying Medical Expenses will be limited to any medical expenses under IRC 213(d) (excluding any individual insurance premiums and employer group health plan premiums). g.  Excepted Benefit Dental and Vision HRA. This is an Excepted Benefit Dental and Vision HRA under Section 9.f. Qualifying Medical Expenses are limited to reimbursement of IRC 213(d) expenses that are dental and/or vision expenses only as limited by Section 9.f. h.  HRA Integrated with Dental or Vision Only Coverage. This is an HRA Integrated with Dental and/or Vision Only Coverage under Section 9.g. Qualifying Medical Expenses are limited to reimbursement of IRC 213(d) expenses that are dental and/or vision expenses only as limited by Section 9.g. i.  After-Tax Reimbursement Account. This is an After-Tax Reimbursement Account under Section 9.h. Qualifying Medical Expenses are limited to the following (select all that apply): February 7, 2023 E - 37 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 11 of 13 ©2021 RedQuote 1.  Individual insurance premiums for ACA excepted benefits only. 2.  Any Code Section 213(d) expense (excluding individual insurance premiums and employer group health plan premiums). j.  TRICARE HRA. This is a TRICARE HRA under Section 9.i. Qualifying Medical Expenses are limited to the following, as long as they satisfy Code Section 213(d) (select all that apply): 1.  Cost sharing under the TRICARE plan (deductible, copays and coinsurance). 2.  Individual insurance premiums for TRICARE supplemental coverage. 3.  Individual insurance premiums for ACA excepted benefit coverage. 4.  Actual expenses incurred for services or supplies that are excepted benefits. k.  QSEHRA. This is a QSEHRA under Section 9.j. Qualifying Medical Expenses include major medical insurance premiums of the Eligible Employee regardless of whether the insurance was purchased on the Exchange or elsewhere, plus the following (select all that apply): 1.  Major medical insurance premiums for Covered Dependents. 2.  Other health insurance premiums (such as dental and vision premiums) of the Eligible Employee and/or Covered Dependents. 3.  Any other Code Section 213(d) expense of the Eligible Employee and/or Covered Dependents. Notwithstanding the above, a QSEHRA cannot reimburse employer sponsored group health plan coverage premiums or premium equivalents to the extent the premiums or premium equivalents were paid on a pre-tax basis. An Employer may limit or expand the provisions set forth above in this Section 16 for a particular type of HRA, as long as such limitations or expansions comply with applicable law as determined by the Claims Administrator. Explain the limitations or expansions as follows: _____________________________________________________________________________ 17. HEALTH FLEXIBLE SPENDING ARRANGEMENT If the Employer maintains a health flexible spending arrangement, claims will be processed in the following order: a.  Health FSA expenses will be processed first. b.  HRA expenses will be processed first. c. ✓ Not applicable – no health FSA. February 7, 2023 E - 38 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 12 of 13 ©2021 RedQuote 18. CLAIMS FOR REIMBURSEMENT MUST BE FILED WITHIN a. ✓ ____90_____ days following each plan year AND, For Participants who terminate employment, will a different filing deadline apply? b. ✓ Yes, ___60______ days following termination of employment c.  No 19. CARRY FORWARD Amounts not used by the end of a Plan Year shall: a.  Carry forward to the next Plan Year. b.  Carry forward to the next Plan Year, subject to the following limitations or restrictions: ____________________________________________________________________ c. ✓ Shall forfeit as of the end of the Plan Year NOTE 1: If this is an Excepted Benefit HRA under Section 9.e., amounts must forfeit as of the end of each Plan Year, subject to the carryover rule listed in Section 9.e. NOTE 2: If this is an Integrated HRA under Section 9.a., and this Section 19.c. forfeiture is selected, the annual waiver requirement of Notice 2013-54 does not apply (except in mid-year qualifying event situations). 20. SPEND DOWN After HRA eligibility terminates (e.g., termination of employment, retirement): a. ✓ Any unused amounts in an HRA Account will forfeit. NOTE: If this is an Integrated HRA under Section 9.a., selecting a forfeiture means that the termination waiver rule of Notice 2013-54 does not apply. b.  Any unused amounts in an HRA Account will continue to be eligible for reimbursement. c.  Any unused amounts in an HRA Account will continue to be eligible for reimbursement for retirees. d.  Any unused amounts in an HRA Account will continue to be eligible for reimbursement for those Employees or individuals who satisfy the following conditions: ________________________________________________________________________ ____________________________________________, and for all other Employees or individuals unused amounts shall forfeit once HRA eligibility terminates. APPLICATION OF OTHER LAWS 21. FAMILY AND MEDICAL LEAVE ACT FMLA generally applies to Employers who have 50 or more employees in the preceding or current calendar year. (The Employer is required to inform RedQuote if this provision changes for any future calendar year.) a. ✓ FMLA applies. b.  FMLA does not apply. 22. COBRA February 7, 2023 E - 39 REDQUOTE ADOPTION AGREEMENT HEALTH REIMBURSEMENT ARRANGEMENT Page 13 of 13 ©2021 RedQuote COBRA generally applies to Employers who have 20 or more employees in the preceding calendar year. (The Employer is required to inform RedQuote if this provision changes for any future calendar year.) a. ✓ COBRA applies. b.  COBRA does not apply. c.  COBRA does not apply because this is a QSEHRA. This Adoption Agreement may be used only in conjunction with the RedQuote Health Reimbursement Arrangement. This Adoption Agreement and the RedQuote Health Reimbursement Arrangement shall together be known as the Health Reimbursement Arrangement or HRA. __CITY OF PORT ANGELES____________ Name of Employer By: Printed Name: Title: Signature Date: February 7, 2023 E - 40 Summary: On September 6, 2022 City Council awarded a construction contract to 2 Grade LLC to install three Portland Loo restrooms at the Transit Center and the Breezeway Parking Lot. The work has been inspected and accepted as complete with the final costs amounting to $209,794.93 for installation of the utilities, slabs, and the pre-purchased restrooms. A 5% retainage was held for this project. Funding: Funding for this project is budgeted in Capital Projects PK0120 24 Hours Restroom Pilot Project and PK0205 Restroom Replacement Program. Recommendation: Accept the Public Restroom Replacement Site Work CON-2022-51 contract with 2 Grade, LLC as complete, and authorize staff to proceed with project closeout, and release the retainage upon receipt of all required clearances. Date: February 7, 2023 To: City Council From: Mike Healy, Interim Director of Public Works & Utilities Subject: Public Restroom Replacement Site Work, CON-2022-51, Final Acceptance Background / Analysis: On September 6, 2022, City Council approved a contract to 2 Grade LLC, of Port Angeles for the installation of 3 Portland Loo Restrooms in the amount of $211.855.36. This contract prepared the Gateway Transit Center and the Breezeway Parking lot sites for installation of the Portland Loos which were built off site under a separate purchase contract. Work included utility connections, site slabs, lighting and railing. On December 13, 2022, 2 Grade LLC completed the installation of the 3 Portland Loos at the Gateway Transit Center and The Breezeway Parking Lot. This included all infrastructure and hardscape shown on the plans and in the specifications. The total cost to install the restrooms amount to $209,794.93. The work was inspected and accepted as complete in December 2022. Project Cost Summary Original Contract Amount Change Orders Unit Quantity Variations Final Cost Project Cost Variance $211,855.36 $0 ($2,060.43) $209,794.93 -1% City staff recommends City Council accept the Public Restroom Replacement Site work as complete, and authorize staff to proceed with project close out, and release the retainage upon receipt of required clearances. Funding Overview: Funding for this project is budgeted in Capital Projects PK0120 24 Hours Restroom Pilot Project and PK0205 Restroom Replacement Program. February 7, 2023 E - 41 Date: February 7th, 2023 To: City Council From: Derrell Sharp, Fire Chief Subject: Department of Ecology Site Rental Agreement Background / Analysis: The Washington State Department of Ecology (DOE) has an ongoing program for ambient air quality monitoring in the region. As a part of that program, for the past several years DOE has maintained a small air sampling station on the roof of the fire station. This air sampling station is quite small and does not impact fire department operations. In addition to the air sampling station on the roof, there are several small computer/communication items housed in an equipment room at station 11. The fire department provides 110 volt power to that equipment. The sampling station uses air monitoring data to: • Provide near real-time air quality information to protect health. • Determine if air quality meets health-based federal standards. • Forecast air quality. • Decide if burning will be allowed. • Help make air permitting decisions. • Evaluate the effectiveness of air pollution control programs. • Evaluate the effects of air pollution on public health. • Determine air quality trends. • Identify and develop responsible, cost-effective pollution control strategies. • Evaluate air quality models. Summary: The Washington State Department of Ecology (DOE) has an ongoing program for ambient air quality monitoring in the region. For the past several years the DOE has maintained a small air sampling station on the roof of the fire station as part of this air quality monitoring program. The City and DOE have an annual site rental agreement for the use of the space. The agreement is up for renewal and staff is recommending authorization for five (5) additional years. Funding: There are no costs associated with this rental agreement. The Department of Ecology pays the city $550 per year for the use of this space. Recommendation: Authorize the City Manager or his designee to sign the attached site rental agreement renewal with the Department of Ecology. Additionally, authorize the City Manager or his designee to sign the Department of Ecology annual lease agreement renewal for the next five years (through 2027) with minor modifications or updates as necessary. February 7, 2023 E - 42 Monitoring results are published on the DOE website and are available for viewing on a daily and hourly basis. The following link provides access to the data. Air monitoring network - Washington State Department of Ecology The DOE air monitoring agreement is renewed every year for the lease of the fire station space. The agreement has not changed since the previous agreement which was reviewed and approved by the City of Port Angeles Legal Department. In recognition of the repetitive annual requests and the important continuation of this air monitoring station, staff is recommending authorization for the City Manager to sign through the year 2027. Funding Overview: There are no costs associated with this rental agreement, the Department of Ecology pays the City $550 per year for the use of this space. February 7, 2023 E - 43 DELEGATED STATE RENTAL AGREEMENT BETWEEN STATE OF WASHINGTON, DEPARTMENT OF ECOLOGY AND CITY OF PORT ANGELES Port Angeles Fire Department 102 E Fifth Street Port Angeles, WA 98362 Contact Name/Telephone Number : Derrell Sharp, 360-417-4651 Tax ID Number: 91-6001266 This RENTAL AGREEMENT is made and entered into between the City of Port Angeles, Port Angeles Fire Department, whose address is 102 East Fifth Street, for its heirs, executors, administrators, successors, and assigns, hereinafter called the Landlord, and the State of Washington, Department of Ecology, hereinafter called the Tenant, acting under a delegation of authority from the Department of Enterprise Services (DES), in accordance with RCW 43.82.010. WHEREAS, the Tenant has the responsibility to monitor ambient air conditions and as part of this activity must maintain ambient air monitoring stations; and WHEREAS, the Tenant wishes to lease site, shelter and utility services for air monitoring equipment; and THEREFORE, in consideration of the terms, conditions, covenants and performances contained herein, IT IS MUTUALLY AGREED AS FOLLOWS: 2. The Landlord has offered to furnish to the Tenant, a suitable site with utility services located at the following street address: 102 East Fifth Street, Port Angeles, WA. The air monitoring equipment is located on/in: a building located on site. TERM 3. This Rental Agreement, which cannot exceed one (1) year, shall be effective from February 1, 2023 through January 31, 2024. 3A.Landlord shall provide access and undisturbed use of the premises, including equipment and instruments for the period February 1, 2023 through January 31, 2024, between the hours of 8:00 a.m. to 5:00 p.m. RENTAL RATE 4. The Tenant shall pay rent to the Landlord for the premises at the following rate: $550.00 per year, payable in one installment. The Tenant will pay each installment when due, upon receipt from Landlord of completed State of Washington invoice voucher. The completed invoice voucher must be received prior to the end date of this Rental Agreement. The February 7, 2023 E - 44 authority of the Tenant to enter into this agreement is contingent upon the appropriation of funds. 4A. Any and all payments provided for herein when made to the Landlord by the Tenant shall release the Tenant from any obligation therefore to any other party or assignee. EXPENSES 5. During the term of this Rental Agreement, Landlord shall pay all real estate taxes, all property assessments, insurance, storm water, and utility services together with maintenance and repair as described below: MAINTENANCE AND REPAIR 6. The Landlord shall maintain the premises in good repair and tenantable condition during the continuance of this Rental Agreement, except in case of damage arising from the negligence of the Tenant’s clients, agents or employees. For the purposes of maintenance and repair, the Landlord reserves the right at reasonable times to enter and inspect the premises and to do any necessary maintenance and repairs to the premises. TERMINATION 7. This Rental Agreement may be terminated by either party giving written notice not less than thirty (30) days prior to the effective date of termination. Tenant shall be reimbursed for any unearned rent that has been paid. 7A. Upon expiration or termination of this agreement, the Tenant shall restore the site to at least the same condition the site was in immediately prior to the installation of shelter and/or air monitoring equipment, reasonable wear and tear excepted. NOTI CES 8. Written notices will be sent by certified mail to the address listed below unless a different address shall be designated in writing and delivered to the other party. LANDLORD: Port Angeles Fire Department 102 East Fifth Street Port Angeles, WA 98362 TENANT: Department of Ecology Air Quality Program P.O. Box 47600 Olympia, WA 98504-7600 DISASTER 9. In the event the rented premises are destroyed or injured by fire, earthquake, or other casualty so as to render the premises un fit for occupancy, the Tenant may terminate this Rental Agreement and shall be reimbursed for any unearned rent that has been paid. February 7, 2023 E - 45 APPROVED AS TO FORM: By: APPROVAL ON FILE_______ Assistant Attorney General NO GUARANTEES 10. It is understood that no guarantees, express or implied, representations, promises or statements have been made by the Tenant unless endorsed herein in writing. HAZARDOUS SUBSTANCES 11. Landlord shall indemnify and hold harmless the Tenant with respect to any and all damages, costs, attorney fees, and penalties arising from the presence of hazardous substance, toxic waste or other toxic substance on the premises, except for such substances as may be placed on the premises by Tenant. DAMAGES 12. Each party to this agreement shall be responsible for injury to persons or damage to property resulting from negligence on the part of itself, its employees, its agents, or its officers. Neither party assumes any responsibility to the other party for the consequences of any act or omission of any third party. Landlord will not be responsible for damage it causes to Tenant’s property while located on the premises unless Landlord is responsible for 50% or more of any fault causing the damage. Landlord is not responsible for insurance or maintenance of Tenant’s property located on the premises. BINDING AUTHORITY 13. It is understood that this Rental Agreement shall not be binding upon the State of Washington, Department of Ecology, unless signed by the Tenant’s Director or his/her designee. IN WITNESS WHEREOF, the parties hereto have hereunto subscribed their names. LANDLORD STATE OF WASHINGTON CITY OF PORT ANGELES DEPARTMENT OF ECOLOGY By : By: Title: Title: Date: Date: February 7, 2023 E - 46 Date: February 7, 2023 To: City Council From: Mike Healy, Interim Director of Public Works & Utilities Subject: Lincoln Street Safety Project, TR0218, Final Acceptance Background / Analysis: On June 15, 2021, City Council approved a contract to Interwest Construction, Inc., of Burlington, WA for the Lincoln Street Safety project in the amount of $1,844,044.00. Project elements included in the project are designed to increase pedestrian safety and promote public accessibility. The project included: • Uphill buffered bike lane and downhill shared lane markings, • ADA curb ramp revisions and new curb extensions to shorten crosswalk lengths, • Pedestrian activated rapid flashing crossing beacons at 4th Street, • New bus pullout and traffic signal at 3rd Street, and • ADA signal upgrades at 5th Street and new pavement markings throughout the corridor. The total cost to accomplish the safety project with Interwest Construction, Inc. amounts to $1,913,458.53. The work was inspected by consulting firm Parametrix Inc and accepted as complete by engineering staff in June of 2022. The cost exceeded the original bid due to 1) increased pavement work to replace failed asphalt adjacent to curb ramps at some intersections on Lincoln Street, and 2) replacement of a rapid flashing beacon struck by a vehicle during the project. Funding Overview: Project Cost Summary Original Contract Amount Change Orders Unit Quantity Variations Final Cost Project Cost Variance $1,844,044.00 $73,609.49 ($4,194.96) $1,913,458.53 3.7% City staff recommends City Council accept the Lincoln Street Safety Project TR0218 as complete, and authorize staff to proceed with project close out, and release the retainage bond upon receipt of required clearances. Summary: The purpose of this memo is to obtain City Council final acceptance for the work performed on the Lincoln Street Safety Project by Interwest Construction Inc of Burlington, WA. The work was inspected and accepted as complete with the final project costs amounting to $1,913,458.53 including taxes. A retainage bond was held for this project. Funding: The approved 2022-2027 Capital Facilities Plan included funding from Budget 312-7930-595- 6510 for the Lincoln Street Safety Project in the amount of $1,913,458.53. A WSDOT Bicycle and Pedestrian Safety Program grant funded $1,150,000 of the construction cost. Recommendation: Accept the Lincoln Street Safety Project TR0218 as complete, and authorize staff to proceed with project closeout, and release the retainage bond upon receipt of all required clearances. February 7, 2023 E - 47 Date: February 7, 2022 To: City Council From: Nathan A. West Subject: Clallam County Board of Health Appointment Background / Analysis: In 2004 the Board of Health adopted an ordinance creating an expanded Clallam County Board of Health. The Board expanded their membership and now consists of a total of 11 members including County Commissioners (3); elected City Council member (1); public health, health care facilities and providers (1);consumer of public health (1); community stakeholder (1); four Tribal representatives – Jamestown S’Klallam, Lower Elwha, Makah, and Quileute for a total of 11 members. The incorporated cities of Clallam County are asked to reach consensus on a recommendation for appointment. Port Angeles, Forks and Sequim alternate appointing a representative to the Board of Health every three years. Forks is next in line to appoint a representative for the 3-year term. Forks Council member Jeff Gingell has agreed to serve in this capacity. On January 9, 2023, the Forks City Council approved the appointment of Council member Gingell to serve as the Cities’ Representative. To complete the appointment, Port Angeles should also send a letter of endorsement to the Clallam County Board of Commissioners. Funding: N/A Summary: Clallam County has requested the appointment of a representative from the incorporated cities of Clallam County to serve on the Board of Health. Funding: N/A Recommendation: Authorize the Mayor to send a letter of support to the Clallam County Commissioners confirming Port Angeles’ endorsement of Forks City Council member Jeff Gingell as the cities’ representative on the Clallam County Board of Health. February 7, 2023 E - 48 Date: February 7, 2023 To: City Council From: Brian S. Smith, Police Chief Subject: City of Port Angeles and Clallam County CREW Memorandum of Understanding/Renewal Background: On October 19, 2021 City Council approved and authorized the City Manager to sign a Memorandum of Understanding with Clallam County for the year 2022. The proposed agreement funds up to one half of what are three CCSO CREW inmate work teams. Each CREW team consists of up to 5 inmates and one Corrections Deputy. The City funds provided by this agreement will help Clallam County continue to leverage the other funding sources. The City currently has no funded or designated work crew dedicated to cleaning up trash and dumpsites on City property. The trash left on City property if unaddressed can place the City in violation of City ordinances and /or State law. The over 1,000 hours work is far beyond a what we might get from a private contractor. This will provide the City another means to clean up City property in a timely, affordable and legal manner. The volume of work is dependent on CCSO resource and CREW availability. This agreement also addresses the City Strategic Plan, ICI #4 – Relationship and community partnerships objectives. The responsibility for determining whether a location is an abandoned dumpsite remains with PAPD. PAPD and REdisCOVERY staff will continue to provide notice of clean ups and will continue to work to get persons out of illegal encampments and into services. Additionally: • The inmate workers learn valuable trade skills operating the various equipment and tools. They are known to be reliable and capable workers. The Clallam Sheriff (CCSO) regularly get calls from former inmates asking to use the “Chain Gang” as a job reference. Summary: For over 10 years the Port Angeles Police Department and the Clallam County Sheriff’s Department (CCSO) have operated with an informal arrangement for CREW (Community Roads Ecology Workers, formerly known as the Chain Gang) services to perform work on City property and right of way. In 2021 the City Council authorized a MOU for 1000 hours of CREW work time for calendar year 2022. Staff is recommending renewal of that agreement for 2023. Funding: The City has allocated $40,000 in funding for 2023 from the General Fund Reserves and in the Police Department budget. CCSO will provide the specialized vehicles, staffing and supervision required to operate the CREW teams. Recommendation: Authorize the City Manager to sign the memorandum of understanding with Clallam County for 2023 and make minor modifications as necessary. February 7, 2023 E - 49 • When the projects are posted on the CCSO Facebook page, they are consistently celebrated by the public. These posts also generate more referrals of areas of interest that need work. Below are a couple of the posts: o https://www.facebook.com/clallamcountysheriff/posts/4175545462456619 o https://www.facebook.com/clallamcountysheriff/posts/4262139480463883 • In addition to the waste and garbage regularly cleaned, CREW recycles hundreds of pounds of aluminum each year. • Even with COVID restrictions and reduced staffing, CREW removed over 17,000 pounds of litter and over 58,000 pounds of illegal dumpsites/abandoned encampments in 2020. • High risk offenders are not assigned to CREW. The inmates selected are screened in what is a very sought-after assignment for the participants. In 2022 CREW completed limited work for the City due to the staffing challenges that restricted CCSO to one CREW team. In 2023 CCSO is working toward three functioning CREW teams. Funding: The $40,000 City General Fund Reserve funds for this renewed 2023 project will leverage other WA Department of Ecology, Clallam County Roads and the CCSO general fund budget that have previously funded the three CREW teams. The Department of Ecology continues to provide grant funding to cover much of the essential work the CREW has done over 20+ years since the inception of this program. This Ecology grant assists in funding the staff hours, specialized equipment, specialized vehicles, and supplies to clean litter and remove illegal dumpsites on State and County roads and property. The Ecology grant does not fully fund all 3 County CREW teams. The County Sheriff’s budget and County Roads budget provides additional funding. Also, the Department of Ecology and County Roads funding is restricted to County property or County roads. The CCSO funding is less restrictive and is what has allowed the CREW teams historically to provide the City some limited assistance. For over 10 years PAPD has informally requested and received CREW services inside the City without an agreement or providing any City funding. The renewed agreement between the City and CCSO allows the CREW to provide more efficient and effective services inside the City. February 7, 2023 E - 50 File: MEMORANDUM OF UNDERSTANDING BETWEEN CLALLAM COUNTY SHERIFF’S OFFICE AND The CITY OF PORT ANGELES For Sheriff’s C.R.E.W. Activities on City property and roads. From January 1, 2023 to December 31, 2023 This Memorandum of Understanding (MOU) stipulates the Sheriff’s Department shall provide the specified Sheriff’s C.R.E.W. (Community Roads Ecology Workers) Activities on Port Angeles Roads, Rights-of-Way, Properties, Public Works activities, and Road or Trail Associated Projects. . It is expected that the City of Port Angeles will utilize one (1) work crew. The Sheriff’s C.R.E.W. will perform requested work based on Supervisor hours per quarter on City related activities as listed below to satisfy payment. Supervisor hours will include actual project work, team preparation, travel, safety instruction, and record-keeping time. The hourly wage with benefits for one C.R.E.W. Deputy is $40.00 for these services. The monthly estimated fuel charge by Clallam County Roads for the van use will be $100 per month. For 2023, the City of Port Angeles will provide funding not to exceed $40,000 in total for services of the Sheriff’s C.R.E.W. Based on the salary/benefits of the deputy and fuel, this will provide the City a maximum of 1000 supervisor hours for the year. Payment will be quarterly based on supervisor hours billed. All Sheriff’s C.R.E.W. deputy positions are subject to reassignment based upon needs of the Sheriff’s Office. The C.R.E.W Deputy is a Sheriff’s Department Employees assigned from the Corrections Section, and operates within the parameters of the Civil Service recognized Corrections Officer job description and career track. Appropriate C.R.E.W. Activities include but are not limited to the following: 1) Litter pickup and illegal dumpsites on city parks and property. 2) Litter pickup on city roadways and right-of-ways. 3) Illegal dumpsites on city roadways and right-of-ways. 4) Brushing, weeding, and vegetation control including spot spraying on city roadways and right-of-ways. 5) Trail projects and maintenance on City and County trails. 6) Special Projects as assigned by City of Port Angeles. 223 East 4th Street, Suite 12 Port Angeles, WA 98362-3015 Support Services: (360)417-2270 Fax: (360)417-2498 http://www.clallamcountywa.gov/497/sheriff sheriff@clallamcountywa.gov Clallam County Sheriff’s Office WASPC Accredited Agency Brian King Sheriff Ron Cameron Undersheriff Amy Bundy Chief Criminal Deputy Alice Hoffman Chief Civil Deputy Don Wenzl Chief Corrections Deputy February 7, 2023 E - 51 The City of Port Angeles will also provide written guidance on cleanup protocols and environmental constraints in specified locations. C.R.E.W. shall comply with guidance provided. Projects assigned by the City of Port Angeles that require specialty tools, shall be provided or loaned by the City of Port Angeles. Work performed by the Sheriff’s Office pursuant to this MOU shall be tracked so that performance accomplishments can be measured for the City’s Performance Based Budget. As a minimum, the following shall be traced and reported weekly: City Road Name or City Property Name or location Supervisor hours spent performing activity Inmate hours spent performing activity Activity Performed Crew completing activity Activity Initiator Upon written agreement, this MOU may be expanded to accommodate special projects if additional funding is secured and the Sheriff has Supervisors and crew that can do the extra work. It is agreed that other Officer duties will not be reimbursed. Signed this _______day of ______________, 2023, by: ____________________________________ Brian King , Clallam County Sheriff _________________________________ Nathan A. West, City Manager, City of Port Angeles February 7, 2023 E - 52 Date: February 7, 2023 To: City Council From: Nathan West, City Manager Sarina Carrizosa, Finance Director Subject: Resolution to Waive Interest on Utility Accounts and Temporarily Change Payment Requirements to Reconnect Services Background / Analysis: In March of 2020 City Council approved the waiver of all interest on accounts receivable, and that waiver has later extended to December 31, 2022. In January of 2022 City Council continued through December 31, 2022 the waiver of all interest on utility accounts. Additionally, in recognition of the continued financial hardship that was caused by the pandemic and to prevent potential unhoused families and further exacerbation of this situation, Council approved a temporary suspension of to the Port Angeles Municipal Code (PAMC) 13.16.050, which requires full payment of past due accounts to reconnect services. This action was taken to allow ratepayers the opportunity to coordinate payment options with the City without overextending their finances by paying large past due sums on utilities. The Council approved change allowed accounts to be disconnected for service if customers failed to make payments as agreed on a payment plan more than twice. Reconnection of services would occur with a payment of the lesser of 50% of the past due amount, or $500.00. This approach allowed Staff to hold customers accountable for payment arrangements without financially overburdening them as well as prevent the potential of unhoused families due to financial hardship and the need to pay significantly high balances to continue service. City staff is actively working with customers that have past due accounts to set -up payment plans or assist them with applying for the low-income discount program and referring them to other organizations that offer assistance such as LiHeap, or COVID financial assistance provided by Serenity House and OlyCAP. The City has also been working to provide grant funding to customers. Despite efforts to create and encourage payment plans as well as options for financial assistance the volume and amount of past due Summary: In March of 2020 City Council approved the waiver of all interest on accounts receivable. In January 2022, this waiver was extended to end on December 31, 2022 for utility accounts. Additionally, in recognition of the continued financial hardship that was caused by the pandemic, Council approved a temporary suspended the requirement of full payment of past due accounts to reconnect services. This change was also in effect through December 31, 2022. In an effort, to prevent further hardship for these customers Staff is recommending a continued waiver on utility account interest through September 30, 2023, is also recommending the temporary changes to PAMC 13.16.050 be extended through December 31, 2023. Funding: The full amount of interest that would be charged to utility accounts is estimated at $130,500 for the nine-month waiver period based on current past due amounts, however this amount will vary slightly based on payments and payment plan arrangements. This amount is shared across the Electric, Water, Wastewater, Solid Waste and Medic 1 funds. Recommendation: Pass the attached resolution waiving interest on all utility accounts through September 30, 2023, and temporarily suspend full payment requirements for reconnection of services through December 31, 2023. February 7, 2023 H - 1 utility accounts remains high. Even so, since the City ceased disconnecting services for non-payment, past due balances have decreased overall $300,000 going from $1.8 million in January 2022 to $1.5 million in January 2023. Staff continues to work with customers to reduce the balance even more, but the large number of past due accounts and lack of staffing capacity have substantially reduced Staff’s ability to work with customers in a timely manner. To allow more time to create payment plans and apply other funding options for customer assistance Staff is recommending the waiver on utility account past due balances continue through September 30, 2023. Staff is also recommending that the temporary suspension of the requirements for reconnection in PAMC 13.16.050 be continued to December 31, 2023 to further allow ratepayers the opportunity to coordinate payment options with the City without overextending their finances by paying large past due sums on utilities. Staff is recommending Council pass the attached resolution waiving interest on utility accounts through September 30, 2023 and temporarily change payment requirements to reconnect services by suspending PAMC 13.16.050 through December 31, 2023. Funding Overview: The full amount of interest that would be charged to utility accounts is estimated at $130,500 for the nine-month waiver period based on current past due amounts, however this amount will vary slightly based on payments and payment plan arrangements. This amount is shared across the Electric, Water, Wastewater, Solid Waste and Medic 1 funds. Attached: Resolution waiving interest on all utility accounts through September 30, 2023 and temporarily rescinding full payment requirements for reconnection of services through December 31, 2023. February 7, 2023 H - 2 1 RESOLUTION NO. A RESOLUTION of the City Council of the City of Port Angeles, Washington, continuing interest waivers on utility accounts as additional relief for the hardship created by the COVID-19 pandemic and suspending requirements for full payment of past due amounts prior to re-connect of services. WHEREAS, on March 17, 2020 City Manager Nathan A. West issued a Declaration of Emergency recognizing the dire health and economic hardships being created by COVID-19 pandemic; and WHEREAS, the COVID-19 outbreak at this date is continuing to cause substantial health, financial, and economic hardships for many of our citizens and businesses; and WHEREAS, due to the COVID-19 pandemic, many utility customers of our community still are in need of the financial assistance provided by the interest waiver set out in the Emergency Declaration issued on April 10, 2020; and that waiver should be continued on utility accounts through the end of September, 2023. WHEREAS, due to the volume and significant financial implications of current past due utility accounts there exists a need to continue the temporary change to the disconnect procedures outlined in PAMC 13.16.050 to allow Staff to continue to provide payment plan options that do not overburden customers with substantial past due balances caused by the COVID-19 pandemic by changing the requirements for payments of all balances prior to re- connecting services through the end of December 31, 2023. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Angeles as follows: a.That the COVID-19 continues to create an emergency in the City of Port Angeles; and b.That the waiver of interest on utility accounts, to the City, as initially implemented April 10, 2020, through an Emergency Declaration issued by the City Manager, is hereby extended and shall continue in effect through September 30, 2023. c.The suspension of the requirement for full payment of past due amounts prior to re-connect of utility services shall be continued through. PASSED by the City Council of the City of Port Angeles at a regular meeting of said February 7, 2023 H - 3 2 Council held on the _____day of February, 2023. ______________________________ Kate Dexter, Mayor ATTEST: __________________________________ Kari Martinez-Bailey, City Clerk APPROVED AS TO FORM __________________________________ William E. Bloor, City Attorney February 7, 2023 H - 4 Date: To: From: Subject: February 7, 2023 City Council Nathan A. West, City Manager Kari Martinez-Bailey, City Clerk City Council Assignments & Ad Hoc Committees for Advisory Board Application Review Background / Analysis: As members of the Port Angeles City Council, you not only dedicate time to your duties as Council members, you are also asked to serve on a variety of internal and external boards, committees, and commissions. Due to the departure of former Council member Mike French, Council should consider re-assigning seats so that all vacancies have been filled. The Mayor has drafted an assignment list which is being presented to the Council for consideration. Appointments to these committees are typically for two years, however, this memo addresses only vacancies. Committee assignments are made by the Council as a body, except for the Utility Advisory Committee, (UAC). By ordinance, the Mayor is given the authority to appoint three Council members to serve on the UAC. Most committees have been assigned an alternate representative. While alternates typically won’t need to attend regular committee meetings, they do serve an important role in ensuring that the City is represented when the assigned Council member(s) cannot attend. If you cannot attend a meeting, please contact your alternate directly to arrange for them to attend in your absence. Staff serves as alternate on a few committees By statute, only one Council member is assigned to the Lodging Tax Advisory Committee (LTAC), therefore there is no alternate assigned to the LTAC. Summary: Councilmembers are asked to serve on a variety of internal and external boards, committees and commissions. Some assignments are either required by State statute or by the organization’s bylaws. Every two years City Council reviews the current assignments for possible alteration in assignment. The Mayor works with Council members to determine each member’s interest in serving on these various committees, and then presents a draft assignment list to the full Council for its consideration. Since one seat has been left vacant by former Council member Mike French, Council should consider new seats so that all vacancies have been filled. Funding: N/A Recommendation: Council discussion. 1) Approve committee assignments for 2023, as presented. 2) And appoint a Council member to the vacant seat on an ad hoc subcommittee to review appointments to the Lodging Tax Advisory Committee. February 7, 2023 I - 1 It is important to note that the Council Reports section of the meeting agenda is intended to be a time when Council members can update the full body on their committee assignments. The Clerk’s Office will send correspondence to each committee, notifying them as to their Council representative(s). City advisory committees will be in touch with Council members about onboarding. While the Mayor made recommendations on vacancies, shifting seats as necessary, Council may wish to discuss the document and make changes. In addition to this list of committees, previously Council has appointed members to ad hoc committees in order to review applications and make recommendations to the full Council. In addition to vacancies on the advisory boards, a vacancy by former Council member Mike French has left a seat open on the ad hoc committee to review Lodging Tax Advisory Committee applications. The process of appointment varies from committee to committee. Members from advisory groups, including the Public Safety Advisory Board and the Parks, Recreation and Beautification Commission have their own process for reviewing applications for potential members. Once their board and commission members have made a decision on appointment, they forward their recommendation for appointment to the full Council. In 2017, City Council began a different process for filing positions on the City’s advisory boards, starting with the Planning Commission. Then, Acting Manager West asked for three Council members willing to serve on an ad hoc committee for the year 2018 and then again in 2019, to review applications that had been received. In 2020, City Council again appointed an ad hoc committee to review applications, however, Council set term limits which would allow the committee to meet and discuss as needed, should an application come in outside of the typical recruitment time of January and February, for terms expiring at the end of February. On April 5, 2022, Council appointed Council members Carr, French and McCaughan to serve a two-year term on an ad hoc subcommittee to review appointments to the Lodging Tax Advisory Committee. Staff are recommending Council appoint a member to fill the vacant seat on the Lodging Tax Advisory Committee ad hoc committee to review applications. This appointment will be valid through April 5th 2024. All final board, committee and commission appointments will be made by the full Council. The timing of this is important and could eliminate any delay in appointments that should take place in February and throughout the year. Funding: N/A Attachment: Draft Appointment Letter February 7, 2023 I - 2 February 8, 2023 Greetings, The Port Angeles City Council formally approved the following 2-year assignments at their regular meeting held on February 7, 2023. Board, Commission or Committee Council Representative(s) Alternate • City Wellness Committee McCaughan Miller • Clallam Co. Board of Health No representative needed this year. • Clallam County EDC West No alternate assigned • Clallam Transit System Meyer & Schromen-Wawrin Dexter, Miller • Disability Board Dexter No alternate assigned • Feiro Marine Life Center Dexter McCaughan • Fireman's Pension Board Dexter Meyer • Homelessness Task Force Miller Schromen-Wawrin • Lauridsen Trust Dexter No alternate assigned • Law and Justice Dexter No alternate assigned • Lodging Tax Advisory Committee Carr No alternate required • Marine Resource Committee Suggs Carr • NOPR C & D Council Carr Schromen-Wawrin • Olympic Peninsula Tourism Commission COPA Staff (COPA staff) • PA Regional Chamber of Commerce Meyer Carr • Peninsula Area Public Access McCaughan No alternate assigned • PRTPO Schromen-Wawrin Meyer • Solid Waste Advisory Committee McCaughan Suggs • Strait Ecosystem Recovery Network Schromen-Wawrin McCaughan • Trust Lands Advisory Committee Carr Meyer • Volunteer Fireman's Pension Board Dexter Meyer • Utility Advisory Committee Dexter, Miller & Schromen-Wawrin Suggs • William Shore Memorial Pool District McCaughan & Suggs Miller 321 East Fifth Street Port Angeles, WA 98362 February 7, 2023 I - 3 Page 2 2023 Board, Commission, Committee Appointments February 8, 2023 Please contact your assigned representatives directly regarding meetings, notices, and general onboarding. Email addresses are: Kate Dexter – Mayor Position 4 kdexter@cityofpa.us Brendan Meyer – Deputy Mayor Position 7 Bmeyer@cityofpa.us Navarra Carr – Council member Position 6 ncarr@cityofpa.us LaTrisha Ollom-Suggs – Council member Position 1 losuggs@cityofpa.us Amy Miller – Council member Position 2 amiller@cityofpa.us Lindsey Schromen-Wawrin – Council member Position 3 lswawrin@cityofpa.us Charlie McCaughan – Council member Position 5 cmccaugh@cityofpa.us Please advise if I may be of further assistance. Sincerely, Kari Martinez-Bailey City Clerk City Manager's Office kmbailey@cityofpa.us (p) 360-417-4634 │(f) 360-417-4509 CC: Kate Dexter, Mayor February 7, 2023 I - 4 Date: February 7, 2023 To: City Council From: Mike Healy, Interim Director of Public Works & Utilities Subject: Equipment Purchase- Replacement of Solid Waste Vehicle #1945 Background / Analysis: As advances are made in the area of EV and Hybrid vehicles, with each vehicle procurement staff reviews the applicability of EV and Hybrid vehicles models in our procurement process. Staff now reviews the possibility of electric and hybrid powered models to determine if there is a comparable vehicle offered that will meet the mission demand expectations and determined that none were available at this time. With this procurement the Director reviewed the GMC Sierra Hybrid Model and the Chevy Silverado and determined that while fuel mileage was comparable to that of the selected Ford F250 the towing capacity of the GMC at 5,900 lbs. and Chevy Silverado at 9,700 lbs. was dramatically less than the F250 at 15,000 lbs. The operational responsibility of the Regional Transfer Station has dramatically changed the role of this vehicle within Solid Waste and necessitates the increased size of the vehicle both for towing heavy equipment as well as snowplowing. We expect that given the Summary: It is necessary to replace Solid Waste Division vehicle #1945, 2002 Ford Ranger 4x4 Pickup Truck, as it has reached the end of its useful service life and can no longer be deemed as either reliable or dependable. Through the City’s membership with the Washington State Purchasing Cooperative, Bud Clary Ford of Longview, WA was selected from the cooperative vendors list, Contract No. 05218. Additionally, a 1999 Chevrolet Service Truck that was part of the equipment acquisitions that resulted from the City transitioning to providing services is also past its useful life and is requested to be surplus without replacement. Funding: This vehicle purchase and replacement is identified in the 2022 budget (501-7630-594-6410) and is included in the 2023-2028 Capital Facilities Plan (CFP) in the amount of $42,100. Funds exist in the equipment services budget for Solid Waste vehicles set aside each year during the CFP process. The remaining $53,549.88 is proposed from these funds with a reallocation recommended in the 2023 CFP cycle. Recommendation: 1.Approve the purchase and outfitting of a new Solid Waste Division pickup truck in an amount not to exceed $95,649.88. 2.Authorize the City Manager to sign a contract for the purchase and outfitting of a 2023 Ford F250 4x4 extra cab pickup and to make minor modifications to the purchase contract if necessary. 3.Authorize the City Manager to surplus both vehicle #1945 and the 1999 Chevrolet Service Truck once the new vehicle is placed into service. February 7, 2023 J - 1 workload envisioned for this vehicle that this procurement will serve the mission well for an estimated 10 years. In addition to the vehicle replacement schedule as listed in the Capital Facilities Plan, staff is undertaking an additional pre-procurement planning process by producing a matrix of all vehicles expected to be purchased over the next 5 years outlining a projection of which vehicles can be replaced considering current technology. This plan will need to be monitored and adjusted throughout the year to take into consideration new EV and Hybrid vehicle offerings in the public fleet procurement window, mechanical maintenance considerations within the current fleet so as to determine if it is wise to retire early a vehicle with a history of moderate to high consumption of mechanical maintenance resources, changes to service mission demands and of course budget availability reflecting fully outfitted costs. We expect to have the revised vehicle procurement plan as a handout to the City Council in March of this year. The Solid Waste Division vehicle #1945 is 20 years old with over 88,000 miles on it. This vehicle is the primary vehicle the Solid Waste Division uses at the City of Port Angeles Regional Transfer Station and the Blue Mountain Facility. It is prudent to replace this vehicle, as it has long since reached the end of its useful service life. The purchase of this new vehicle will allow the retirement of 2 vehicles: #1945 and a 1999 Chevrolet Service Truck that was part of the Solid Waste acquisition plan. It is proposed that Vehicle #1945 be replaced by a 2023 Ford F250 4x4 extra cab pickup. This vehicle will feature a 6.7 liter diesel engine that meets current emission standards and provides an upgrade in fuel economy from 17 mpg to 20 mpg. This replacement vehicle will have the required ability to tow portable generator(s) and pumps, both of which are used at both transfer station facilities, tow trailer equipment to/from Solid Waste Facility worksites, and to plow snow. We recommend that this vehicle be outfitted with a new Boss 9’2” Power-VXT Poly Blade snowplow (identical to current city units) and a Boss VBX 8000 slide-in sander (identical to current city units) both of which are electric powered units. Inclusion of the snowplow and sander will enable Solid Waste personnel to plow snow and to keep both the Regional Transfer Station and Blue Mountain Transfer Station open as safe facilities for use by our resident customers. This vehicle will also be available for roadway plowing upon completion of its Solid Waste plowing duties and as such can be used in the event of a mechanical failure to another plow vehicle or as the need arises. This truck will be fueled using biofuel diesel which we use exclusively for our entire diesel fueled fleet of vehicles. Funding Overview: The 2022 budget includes $42,100.00 for the purchase of a new Solid Waste pickup. This purchase would require a budget supplemental of $53,549.88 to cover increased vehicle costs and the addition of the snowplow and sander accessories. WSPC Bid Purchase Contract (WSPC Bid Prices Include Sales Tax) New Vehicle Type Vehicle Budget State Bid Accessories Replacing Vehicle 2023 Ford F250 4x4 Pickup w/ snowplow & sander $42,100.00 $68,421.00 $27,228.88 #1945, 2002 Ford Ranger 4x4 Pickup February 7, 2023 J - 2 Total Cost $95,649.88 February 7, 2023 J - 3 Date: February 7, 2023 To: City Council From: Mike Healy, Interim Director of Public Works & Utilities Corey Delikat, Director of Parks & Recreation Subject: 2020-2021 Structural Engineering Services, Professional Services Agreement with Sargent Engineers, Inc., PSA-2019-38 Amendment 3 Background / Analysis: On October 1, 2019 City Council approved a Professional Service Agreement with Sargent Engineers to provide design support for the City Pier Railing Project, Laurel Street Stairs Project and routine federally required bridge safety inspections. Design work has been completed on the City Pier Railing Project. And Amendment 2 was approved by City Council on November 15, 2022 to extend the agreement to add final design costs for the Laurel Street Stairs Project, and staff now proposes Amendment 3 to the Laurel Street Stair Project. Under Amendment 3, Sargent Engineers, Inc and subconsultants will perform the following additional services: • Prepare a survey of the hillside. • Prepare two conceptual designs along with estimates of probable cost for the stairs. • Provide structural support and review of the concepts prepared. • Attend meetings as noted in the proposal. As for deliverables, the City will be provided with a conceptual layout for the preferred concept plan along with an estimate of probable cost for the plan. Because the stairs are in such an iconic spot in the downtown area, staff recommends studying alternatives that could have a greater visual appeal than a standard set of galvanized steel stairs with the same footprint as the original stairs. A 3D model and aerial perspective view will also be prepared for the preferred concept to assist staff with public outreach efforts. Summary: The City has an agreement with Sargent Engineering for design support on a number of projects. One of these projects is the replacement of the Laurel Street Stairs. The amendment presented for Council’s consideration tonight will add services to the original agreement with Sargent Engineering. Funding: Funding for the Laurel Street Stair Replacement is approved as part of the 2023-2028 Capital Facilities Plan under project TR-0101 Laurel Street Stair Replacement. Recommendation: Approve and authorize the City Manager to sign the Structural Engineering Professional Services Agreement Amendment 3 with Sargent Engineers in an amount of $50,457 with a new not to exceed contract value of $237,130 and to make minor modifications to the agreement if necessary. February 7, 2023 J - 4 Funding Overview: Funding for the Laurel Street Stair Replacement is included in the approved CFP 2023-2028 budget (TR0101). The table below identifies the task and the additional amount for the proposed scope of work for Amendment 3 in 2023. Task Current Agreement Amendment 3 Amount Task 1-3 74,430 Task 4 - Laurel Street Stairs (TR 0101) 46,434 $ 50,457 Task 5-6 65,809 SUB TOTAL 186,673 $ 50,457 NEW MAXIMUM NOT TO EXCEED CONTRACT AMOUNT $237,130 February 7, 2023 J - 5 AMENDMENT NO. 3 TO THE SERVICE AGREEMENT BETWEEN THE CITY OF PORT ANGELES AND SARGENT ENGINEERS, INC PSA-2019-38 RELATING TO: STRUCTURAL ENGINEERING SERVICES THIS AMENDMENT NO. 3 is made and entered into by and between THE CITY OF PORT ANGELES, a non-charter code city and municipal corporation of the State of Washington, (hereinafter called the “CITY”) and SARGENT ENGINEERS, Inc, a corporation authorized to do business in the State of Washington (hereinafter called the “CONSULTANT”). NOW, THEREFORE, in consideration of the representations and the terms, conditions, covenants, and agreements set forth in the original AGREEMENT, Amendment No. 1, Amendment No. 2, and this Amendment No. 3 the parties hereto agree as follows: SECTION 1 The CITY entered into the existing AGREEMENT with the CONSULTANT on 10/17/2019, (the AGREEMENT). The AGREEMENT was subsequently amended by Amendment No. 1 on 11/02/2021 and Amendment No. 2 on 11/21/2022. SECTION 2 I REVISED SCOPE OF SERVICES The City desires to expand the scope of the Laurel Street Stairway Replacement as originally stated in the AGREEMENT, to include site survey and two conceptual Architects designs. The two conceptual designs will add costs for CONSULTANT’S subconsultants, RWD Landscape Architects and Wengler Surveying & Mapping. The scope of professional services (Scope of Services) to be performed and the results to be achieved by the CONSULTANT pursuant to the AGREEMENT shall be amended to include the attached Exhibit A2 to Amendment 3. The extra work in Exhibit A2 is in addition to the Tasks in Exhibit A – Scope of Services and Project Schedule in the original AGREEMENT. The Scope of Services shall include all services and material necessary to accomplish the work. This amendment is made for the mutual benefit of both parties. II REVISED TIME OF PERFORMANCE To allow adequate time to complete the additional requirements of the amended Scope of Services, both parties agree to amend the time of performance in Section IV of the AGREEMENT to read: The duration of the AGREEMENT shall extend through December 31, 2024. III REVISED MAXIMUM COMPENSATION February 7, 2023 J - 6 The CONSULTANT’S total compensation and reimbursement for this Amendment are stated in the attached Exhibit B1 of the Amendment. Due to the additional requirements of the amended Scope of Services, the maximum compensation amount referenced in Section VI of the Agreement is amended from $186,673 to $237,130, an increase of $50,457. The budget for any Task may be further adjusted by mutual agreement without an amendment to the AGREEMENT, as long as the maximum compensation amount does not exceed $237,130. IV EXHIBITS AND SIGNATURES This Amendment together with the original AGREEMENT, Amendment No. 1, and Amendment No. 2, including their exhibits, constitutes the entire AGREEMENT, supersedes all prior written or oral understandings, and may only be changed by written amendment executed by both parties. The following exhibits are hereby made part of the Amendment 3. Exhibit A1 - Scope of Services Exhibit B1 - Budget Summary Exhibit C1 – Sargent - “Laurel Stairs Architectural Design -Phase 1” Proposal SECTION 3 Except as modified herein, the original AGREEMENT, as amended, is confirmed and ratified. In WITNESS WHEREOF, the parties hereto have executed this Amendment No. 3 to the AGREEMENT as of the date and year of the last signature affixed below. CITY OF PORT ANGELES By: _______________________________ SARGENT ENGINEER, Inc By:________________________________ Nathan West City Manager Date:______________________________ Printed Name: _______________________ Title: _______________________________ APPROVED AS TO FORM: ___________________________________ City Attorney Date: _______________________________ ATTEST: ___________________________________ City Clerk February 7, 2023 J - 7 EXHIBIT A2 SCOPE OF WORK SCOPE OF WORK As a part of Phase I of Laurel Street Stairs Project the following tasks will be performed: February 7, 2023 J - 8 • Prepare a survey of the hillside per the attached proposal from Wengler. o Utility locates will be performed utilizing the free “Call 811 Before You Dig” service. If additional utilities are present at the site other than those located using this service, it will be the responsibility of the City to locate them. • Prepare two conceptual designs along with estimates of probable cost for the stairs per the attached proposal from RWD. • Provide structural support and review of the concepts prepared by RWD for feasibility (Sargent). • Attend meetings as noted in attached proposal from RWD (RWD to attend in person, Sargent to attend remotely). As for deliverables, the City will be provided with a conceptual layout for the preferred concept plan along with an estimate of probable cost for the plan. A 3D Model and Aerial Perspective view will also be prepared for the preferred concept to assist the City with their public outreach efforts. Upon completion of Phase I, Sargent will prepare a scope of work and fee estimate for the completion of the final design documents, including plans, specifications, estimate, and structural calculations. RWD will continue to provide support through final design as required. Phase II will also include any geotechnical investigation and design required to design the foundation for the preferred concept. EXHIBIT B1 BUDGET Budget Breakdown Task Additional 2023 Cost Estimate Task 4 Laurel Street Stairway Replacement – Stair Landings Design $50,457 February 7, 2023 J - 9 Total $50,457 EXHIBIT C1 Sargent Engineers, Inc. 320 Ronlee Lane NW Olympia, Washington 98502-9241 February 7, 2023 J - 10 Tel 360 867-9284 Fax 360 867-9318 www.sargentengineer s.com January 6, 2023 David Wegener City of Port Angeles Public Works 321 E. Fifth Street Port Angeles, WA 98362 RE: Laurel Stairs Architectural Design – Phase I Project No.: A19161.00 Dear Mr. Wegener: On behalf of Sargent Engineers, I am pleased to present to you our proposal for Phase I of the Laurel Stairs Replacement Project. Phase I includes the preparation of an architectural concept plan and estimate for the replacement of the Laurel Stairs. To complete this effort, we have brought RWD Landscape Architects (RWD) onto our team to handle the architectural design and Wengler Surveying & Mapping (Wengler) to complete the survey. SCOPE OF WORK As a part of Phase I the following tasks will be performed: • Prepare a survey of the hillside per the attached proposal from Wengler. o Utility locates will be performed utilizing the free “Call 811 Before You Dig” service. If additional utilities are present at the site other than those located using this service, it will be the responsibility of the City to locate them. • Prepare two conceptual designs along with estimates of probable cost for the stairs per the attached proposal from RWD. • Provide structural support and review of the concepts prepared by RWD for feasibility (Sargent). • Attend meetings as noted in attached proposal from RWD (RWD to attend in person, Sargent to attend remotely). As for deliverables, the City will be provided with a conceptual layout for the preferred concept plan along with an estimate of probable cost for the plan. A 3D Model and Aerial Perspective view will also be prepared for the preferred concept to assist the City with their public outreach efforts. Upon completion of Phase I, Sargent will prepare a scope of work and fee estimate for the completion of the final design documents, including plans, specifications, estimate, and structural calculations. RWD will continue to provide support through final design as required. Phase II will also include any geotechnical investigation and design required to design the foundation for the preferred concept. February 7, 2023 J - 11 ENGINEERING BUDGET For the above scope of work, we estimate a maximum fee of $50,457 billed at our 2023 hourly rates. See the following hourly breakdown. We have organized our hourly breakdown to align with the specific line items as presented in the attached proposal by RWD. Mr. David Wegener Page 2 City of Port Angeles Public Works Thank you for this opportunity to be of service to you. If you have any questions or comments, please do not hesitate to reach out. Respectfully, Sargent Engineers, Inc. Scott Olson, PE, SE Principal SCO B:\19Files\A19161.00 City of Port Angeles - Structural Engineering Services\Task 4 - Laurel St Stair Replacement\Architectural Stair Design Proposal\LaurelStairsArchDesignProposal.docx February 7, 2023 J - 12 February 7, 2023 J - 13 P a g e | 1 Laurel Street Stairway & Conrad Dyar Memorial Plaza December 29, 2022 Robert W. Droll, Landscape Architect, PS, 4405 7th Ave., Lacey, WA, 98503, 360.456.3813, email: bob@rwdroll.com Exhibit A Scope of Services Laurel Street Stairway & Conrad Dyer Memorial Plaza Scope of Work This assignment includes the work to be performed by Robert W. Droll, Landscape Architect, PS, (hereinafter RWD) for the Laurel Street Stairway & Conrad Dyar Memorial Plaza (hereinafter Project), for Sargent Engineers (hereinafter Client) on behalf of the city of Port Angeles (hereinafter Owner). Professional Services include preparation of Concept Plan (15% Design), followed by the 30%, 60%, 90%, and 100% Design Submittals, Permitting, and Construction Administration which will be negotiated in the future at the request of the Owner. This Project is to design and build a new stairway and urban plaza to the replace these existing urban features which have outlived their useful life (see Exhibit B herein). Basis of Proposal This Scope of Services and Fee Proposal are based upon discussions with Scott Olson, PE and Jordan Weiks, PE of Sargent Engineers and representatives of the Client via a virtual meeting, drawings, and written documentation. Scope of Services Task 1 Concept (15%) Design Task 1.01 Prepare Stairway & Plaza Images RWD will research stairways and plazas similar to scope and character as this Project’s goal. RWD will prepare and present image boards to the Client and Owner in an effort to examine the range of design possibilities and find a range of preferred images as determined by the Owner. Task 1.02 Site Visit/Survey Map, Meeting with Owner & Chamber Subgroup Client and Owner will prepare a Design Survey of the site in ACAD format and in compliance with WAC 332-130-145 (attached) with one-foot contours and provide to RWD. RWD will visit site with Design Survey in hand to confirm site conditions. RWD will meet with the Client, Owner and Chamber Subgroup to review image boards, discuss goals and budget, and narrow the range of preferred stairway and plaza images. RWD will take drone photos of Project. Task 1.03 Prepare 2 Concept Plans Based upon the preferences of the Owner, RWD will prepare two (2) Concept Plans that could fulfill Owner’s goals. RWD will prepare plans and sections to help illustrate design intent and character of both options. Both Concept Plans will be prepared in ACAD with the Design Survey as the base. February 7, 2023 J - 14 P a g e | 2 Laurel Street Stairway & Conrad Dyar Memorial Plaza December 29, 2022 Robert W. Droll, Landscape Architect, PS, 4405 7th Ave., Lacey, WA, 98503, 360.456.3813, email: bob@rwdroll.com Task 1.04 Review Concept Plans with Owner – in person RWD will meet with Client & Owner in person on one occasion to review both Concept Plans. Task 1.05 Revise 2 Concept Plans Based upon the comments from the Concept Plan review with the Owner, RWD will revise both Concept Plans accordingly. Task 1.06 Prepare Estimate of Probable Cost for each Concept Plan Client and RWD will prepare an Estimate of Probable Cost for each of the 2 Concept Plans. Cost will include all construction costs items, taxes, permits, A/E, contingency, and escalation to the construction year. Task 1.07 Review Concept Plans with Owner & Chamber Subgroup Client and RWD will meet with Owner in person to review the Concept Plan revisions and Estimate of Probable Costs for each Option. The goal of this meeting is to select a Preferred Concept Plan and document Owner directed revisions. Task 1.08 Pre-Application Conference RWD will prepare, submit, and attend the City of Port Angeles Pre-Application Conference. Task 1.09 Revise Preferred Concept Plan RWD will revise the Preferred Concept Plan and Client and RWD will revise the corresponding Estimate of Probable Costs. Task 1.10 Prepare 3D Model & Aerial Perspective RWD will prepare a 3D model of the Stairway and Plaza based upon the Preferred Concept Plan. Based upon drone photos taken in Task 1.02, Owner will select photos that will serve as the perspective angle the 3D model will be draped upon and rendered. RWD will prepare one rendered perspective of the Stairway and Plaza; 2 View Angles total. Task 1.11 Project Management Manage the contractual, scheduling, billing, and timing of project. Manage the coordination of consultants and the execution of the Scope of Services. Communicate with Client and Owner on project design and details. Additional Services, Excluded Services Specific items that are not within the scope of work/services include, but are not limited to, the following:  30%, 60%, 90% & 100% Design, Bidding and Construction Administration Services shall be contract amendments  Revisions beyond those identified in the Scope herein. February 7, 2023 J - 15 P a g e | 3 Laurel Street Stairway & Conrad Dyar Memorial Plaza December 29, 2022 Robert W. Droll, Landscape Architect, PS, 4405 7th Ave., Lacey, WA, 98503, 360.456.3813, email: bob@rwdroll.com  Geotechnical Investigations shall be by others  Demand analysis/economic modeling  Design Development, Construction Documents or Proposed Design of any off-site improvements or building improvements  Any design work other than defined herein  Legal Descriptions of easements, Rights-of-Ways, etc.  Hydrology Studies, Environmental Studies/Assessments  Conditional Use Permits  Construction Staking  Traffic Impact Analysis  Wildlife and archaeological investigations  Web-site preparation and hosting, visual impact analysis, photo-simulations, perspective character sketches  Noise studies, air quality studies  Public Meetings, neighborhood meetings, Hearing Examiner meetings, etc.  Environmental Assessments  Material Testing Services Professional Fee Professional Fees to accomplish the Scope of Services is shown on Exhibit C. RWD will perform the Scope of Services on a Lump Sum Basis and will invoice monthly for work performed. Client or Owner’s Responsibilities Client or Owner shall provide the following information or services as required for performance of the work. RWD assumes no responsibility for the accuracy of such information or services and shall not be liable for errors and omissions therein. Should RWD be required to provide services in obtaining or coordinating compilation of this information, such services shall be charged as Additional Services.  Electronic files in ACAD format of existing conditions – Design Survey  Existing Geotechnical Reports  Administrative processing and fee payment for all permitting  Existing as- built site engineering and utility base information.  Material Testing February 7, 2023 J - 16 P a g e | 4 Laurel Street Stairway & Conrad Dyar Memorial Plaza December 29, 2022 Robert W. Droll, Landscape Architect, PS, 4405 7th Ave., Lacey, WA, 98503, 360.456.3813, email: bob@rwdroll.com Exhibit B – Project Limits February 7, 2023 J - 17 1:07 PM 12/29/2022 22056 Laurel St. Stairway Laurel Street Stairway & Conrad Dyar Memorial Plaza, Port Angeles, WA Owner: City of Port Angeles Client: Sargent Engineers Exhibit C - Scope & Fee Proposal Task Subtotal Bob Droll, ASLA Landscape Tech Clerical hrs. subtotal hrs. subtotal hrs. subtotal Phase 1 1.00 Concept (15%) Design 1.01 Prepare Stairway & Plaza Images $ 1,320.00 $ - 12 $ 1,320.00 $ - 1.02 Site Visit w/ Survey Map, Meeting with Owner & Chamber Subgroup - in person $ 2,240.00 8 $ 1,360.00 8 $ 880.00 $ - 1.03 Prepare 2 Concept Plans $ 3,320.00 4 $ 680.00 24 $ 2,640.00 $ - 1.04 Review Concept Plans with Owner - in person $ 2,240.00 8 $ 1,360.00 8 $ 880.00 $ - 1.05 Revise 2 Concept Plans $ 1,320.00 $ - 12 $ 1,320.00 $ - 1.06 Prepare Estimate of Probable Costs for each Concept Plan $ 1,680.00 6 $ 1,020.00 6 $ 660.00 $ - 1.07 Review Concept Plans with Owner & Chamber Subgroup $ 2,240.00 8 $ 1,360.00 8 $ 880.00 $ - 1.08 PreApplication Conference $ 660.00 $ - 6 $ 660.00 $ - 1.09 Revise Preferred Concept Plan $ 880.00 $ - 8 $ 880.00 $ - 1.10 Prepare 3D Model and Aerial Perspective of Stairway and Plaza - 2 View Angles $ 3,520.00 $ - 32 $ 3,520.00 $ - 1.11 Project Management $ 3,050.00 16 $ 2,720.00 $ - 6 $ 330.00 Subtotal $ 22,470.00 Phase 2 2.00 30% Design TBD 3.00 60% Design TBD 4.00 Permitting TBD 5.00 90% Design TBD 6.00 100% Design TBD February 7, 2023 J - 18 7.00 Bidding and Award TBD 8.00 Construction Administration TBD Professional Services Subtotal $ 22,470.00 Direct Expenses $ 300.00 Professional Services $ 22,770.00 Robert W. Droll, Landscape Architect, PS 360.456.3813 February 7, 2023 J - 19 CONTRACT NO PSA-2019-38, AMENDMENT NO. 2 [FORM REVISED 7/2017] Page 7 of 19 WAC 332-130-145 Topographic elements on maps—Requirements. For the purposes of this section, topographic elements consist of information shown on a map which depicts the horizontal and vertical positions of natural and/or fabricated features and existing terrain surfaces. Usually, contour lines and spot elevations are used to depict surface relief, but a variety of methods can be used to show changes in terrain. The following requirements shall apply to maps that include topographic elements, prepared by professionals registered under chapters 18.43 and 18.210 RCW. Such requirements should be considered minimum only. The professional conducting the work will determine what precision and accuracy are expected to be utilized for topographic mapping services necessitating various levels of accuracy. (1) The following elements must be included on every map that includes topographic elements: (a) Vertical datum used (such as "assumed," "NAVD 88," "NSRS," "unknown"); (b) North arrow; (c) Map scale and graphic scale bar; (d) Legend of symbols used; (e) Licensee name and contact information;(f) Seal and signature of licensee. (2) Statements of clarification for elements shown: (a) Basis of elevations citing benchmark(s) used with elevation(s) (such as "city bench mark 20-01, elevation 456.32 feet, GPS observation including metadata"); (b) Purpose or intended use of the topographic elements shown on the map (such as "preliminary plat," "on-site septic design," "civil engineering design"); (c) A description of the source of the contours (such as "con-tours derived from direct field observations," or "contours shown are from county GIS"); (d) Labeling to determine contour interval(s); (e) Description of project benchmarks established (such as "rail-road spike in power pole," "chiseled 'X' in concrete curb"); (f) Statement of elevations and contour accuracy (such as "na-tional mapping standards, one-half the contour interval"); (g) Statement on limitation of use (such as "preliminary-not for design," "this is not a boundary survey"); (h) Source of boundary information (such as "record of survey in-cluding auditor indexing information," "county GIS") and method(s) used to relate area mapped to said boundaries. (3) Statements of clarification of utility information shown: (a) Source of utility location (such as "surface markings," "as-built," "potholing," or "field measurement"); (b) Statement of accuracy of utility depiction (such as "loca-tions of underground utilities shown hereon are based upon field measurement" or "locations of underground utilities shown hereon are based upon as-built maps"); (c) A statement of the scope of work between the project owner and the licensee regarding the comprehensiveness, exclusions, and limits of the utility investigations leading to these utility depictions. [Statutory Authority: RCW 58.24.040(1). WSR 18-17-080, § 332-130-145, filed 8/13/18, effective 9/13/18.] Certified on 10/25/2019 WAC 332-130-145 Page 1 February 7, 2023 J - 20 CONTRACT NO PSA-2019-38, AMENDMENT NO. 2 [FORM REVISED 7/2017] Page 8 of 19 Wengler Surveying & Mapping James Wengler, Professional Land Surveyor, Certified Federal Surveyor (360) 457-9600 703 East Eighth Street Fax (360) 457-9556 Port Angeles, Washington 98362 www.wenglersurveying.com January 5, 2023 Scott Olson, PE, SE |Principal Sargent Engineers, Inc. 320 Ronlee Lane NW | Olympia, WA 98502 Direct: (360) 302-7978 | Office: (360) 867-9284 Ext. 7978 scotto@sargentengineers.com Re: Topographic survey of portions of Laurel Street between the face of the curb along First Street in front of the Conrad Dyar Memorial Fountain and the alley between First and Second Streets in the Townsite of Port Angeles. Dear Scott: Thank you for requesting that Wengler Surveying & Mapping submit a proposal for the above mentioned topographic survey. I understand the purpose of this survey is to prepare a topographic map of that portion of Laurel Street between the face of the curb along First Street in the vicinity of the fountain area southerly to the centerline of the alley between First and Second Streets. The map will include underground utilities delineated by representatives of various utility companies by using the Washington State one-call locate Utility Notification Center. The map will show the location of the existing wooden staircase, but the elevations obtained will be masked so the contouring will be uniform under the structure. February 7, 2023 J - 21 CONTRACT NO PSA-2019-38, AMENDMENT NO. 2 [FORM REVISED 7/2017] Page 9 of 19 In addition we will measure the elevations of the bottom and top of the concrete stairs leading to the wooden stairs from the fountain and the top of the concrete retaining wall southerly of the fountain. Spot elevations will also be measured in and around the plaza in the area of the fountain between the curb and the retaining wall. The map produced will show 1 foot contour intervals with an accuracy of 0.5 feet. The east and west limits of the mapping will include the width of Laurel Street and an additional 15 feet westerly and approximately 10 feet easterly or to the face of existing structures if encountered. A triangulated irregular network (TIN) surface model will be produced for the area between the retaining wall and the centerline of the alley between First and Second Streets. The area north of the retaining wall will only show spot elevations and will not be modeled. The horizontal datum used for this survey will be the Washington Coordinate System, North Zone, Datum of 1983, 1991 adjustment. The vertical datum used will be the North American Datum of 1988 (NAD88). Both these datum’s are required by chapter 1.16 of the city code. We did perform a survey of this site in 2000 after a recent slide in the area. We will not be using any of that data during the course of this survey. I had my crew visit the site today and they reported back it is covered with garbage and hypodermic needles; therefore we are estimating some extra time for the field work because of these hazards This proposal includes performing the following professional services: Job setup, research and prepare data for field crews: Prepare and set up job files. Field Work (Boundary Traverse): The purpose of this traverse is to establish a horizontal and vertical datum for the project. In addition this traverse will be used to measure the horizontal and vertical components of the features required for the topographic survey. Data Processing: Reduce field measurements to verify the accuracy of all measurements. Prepare Topographic survey: Prepare a map showing the above mapped features. The final sealed and signed map will be in PDF format. Digital copies of the topographic map in AutoCAD format along with XML and CSV files of the points surveyed will be provided. For these professional services, I have prepared the following spreadsheet. February 7, 2023 J - 22 CONTRACT NO PSA-2019-38, AMENDMENT NO. 2 [FORM REVISED 7/2017] Page 10 of 19 ESTIMATE OF PROFESSIONAL SERVICE CHARGES FOR SARGENT ENGINEERS (LAUREL STREET TOPO) ESTIMATED HOURS HOURLY RATE COST PRE-FIELD OFFICE WORK RESEARCH 1 $100.00 $100.00 JOB SETUP 1 $100.00 $100.00 FIELD WORK TOPOGRAPHIC MAPPING 40 $200.00 $8,000.00 POST FIELD OFFICE WORK DATA PROCESSING (REDUCE NOTES) 2 $100.00 $200.00 DRAFT TOPOGRAPHIC SURVEY 16 $100.00 $1,600.00 CONTINGENCIES 15% $1,500.00 TOTAL $11,500.00 If this is acceptable, please send a signed and dated copy of this estimate (a scan is acceptable) along with your billing address and we will proceed with the work and consider this a contract. We appreciate this opportunity and look forward to working with you. Sincerely, James Wengler, PLS, CFeds Approved: Printed name:__________________________ Signed name:__________________________ February 7, 2023 J - 23 CONTRACT NO PSA-2019-38, AMENDMENT NO. 2 [FORM REVISED 7/2017] Page 11 of 19 Address:______________________________ ______________________________ Date: _______________________________ February 7, 2023 J - 24 2022 Year End Building Report JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Total NEW CONSTRUCTION 0 0 0 0 0 0 0 1 0 0 0 0 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $721,500.00 $0.00 $0.00 $0.00 $0.00 $721,500 REPAIR AND ALTERATION 6 11 9 7 7 5 13 14 10 6 5 8 101 $435,035.00 $2,435,793.00 $758,052.00 $1,960,236.00 $1,058,262.00 $2,465,383.00 $652,613.00 $1,644,339.00 $238,842.00 $323,155.00 $71,716.00 $865,703.00 $12,909,129 NEW CONST. 0 0 0 0 0 0 0 0 0 0 0 0 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 REPAIR AND ALTERATION 0 0 0 0 0 0 1 0 0 0 0 0 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $3,450,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $3,450,000 NEW CONSTRUCTION 0 0 0 1 0 0 0 0 2 0 0 0 3 $0.00 $0.00 $0.00 $60,000.00 $0.00 $0.00 $0.00 $0.00 $250,000.00 $0.00 $0.00 $0.00 $310,000 REPAIR AND ALTERATION 0 0 0 0 0 0 1 0 0 1 0 0 2 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $150,000.00 $0.00 $0.00 $300,000.00 $0.00 $0.00 $450,000 NEW MULTI FAMILY 0 0 0 0 0 0 0 0 0 0 0 0 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 NEW MANUFACTURED HOME 0 0 0 0 0 1 1 0 0 0 0 0 2 $0.00 $0.00 $0.00 $0.00 $0.00 $300,000.00 $180,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $480,000 NEW SINGLE FAMILY RESIDENCE 2 6 8 4 3 4 2 3 1 0 6 0 39 $188,000.00 $1,193,918.00 $1,623,118.00 $647,136.00 $750,000.00 $815,472.00 $315,928.00 $818,212.00 $678,800.00 $0.00 $1,168,158.00 $0.00 $8,198,742 NEW ACCESSORY STRUCTURE 0 0 0 1 0 0 0 2 1 1 0 1 6 $0.00 $0.00 $0.00 $208,820.00 $0.00 $0.00 $0.00 $56,440.00 $15,000.00 $25,000.00 $0.00 $42,000.00 $347,260 REPAIR AND ALTERATION 18 21 59 31 34 22 62 52 37 25 27 29 417 $137,362.00 $828,583.00 $478,142.00 $218,553.00 $920,861.00 $649,576.00 $757,022.00 $652,578.00 $473,396.00 $223,671.00 $184,804.00 $446,313.00 $5,970,861 0 0 1 0 1 1 0 1 3 0 0 0 7 $0.00 $0.00 $60,000.00 $0.00 $100,000.00 $20,000.00 $0.00 $24,000.00 $34,500.00 $0.00 $0.00 $0.00 $238,500 Total Permits Issued:26 38 77 44 45 33 80 73 54 33 38 38 579 Total Construction Valuation:$760,397.00 $4,458,294.00 $2,919,312.00 $3,094,745.00 $2,829,123.00 $4,250,431.00 $5,505,563.00 $3,917,069.00 $1,690,538.00 $871,826.00 $1,424,678.00 $1,354,016.00 $33,075,992 0 0 0 0 0 0 0 0 0 0 0 0 0 $6,980.25 $49,346.17 $34,258.51 $34,983.24 $22,061.69 $24,226.54 $30,163.81 $48,515.26 $22,439.19 $12,188.48 $19,474.28 $19,599.91 $324,237.33 DEMOLITION AND MOVING CERTIFICATES OF OCCUPANCY Public Comm. Ind. Res. PERMIT FEES PAID February 7, 2023 L - 1 Date: February 7, 2023 To: Mayor Dexter, Deputy Mayor Meyer, Councilmember Carr, Councilmember McCaughan, Councilmember Schromen-Wawrin, Councilmember Suggs From: Sarina Carrizosa, Finance Director Subject: Monthly Update on Past Due Utility Accounts - January NOVEMBER 2022 DECEMBER 2022 JANUARY 2023 AMOUNT CHANGE % CHANGE DEC - JAN Number of Customers Past Due 1,501 1,538 1,806 268 17.43% Number of Disconnections for Non-payment - - - - N/A 60 days past due amount 132,335.06 233,833.23 229,585.19 (4,248.04) -1.82% 90 days past due amount 69,955.28 98,927.36 118,265.18 19,337.82 19.55% 120 days past due amount 1,157,555.18 1,135,852.45 1,201,681.33 65,828.88 5.80% Total amount past due 1,359,845.52 1,468,613.04 1,549,531.70 80,918.66 5.51% Total Additional Payment Plan Agreements 29 13 - (13) -100.00% CITY OF PORT ANGELES MONTHLY REPORT ON PAST DUE ACCOUNTS DECEMBER 2022 - JANUARY 2023 0.0% 2.0% 4.0% 6.0% 8.0% 10.0% 12.0% 14.0% 16.0% 18.0% 20.0% - 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 60 days past due amount 90 days past due amount 120 days past due amount Total amount past due DECEMBER 2022 -JANUARY 2023 PAST DUE AMOUNTS NOVEMBER 2022 DECEMBER 2022 JANUARY 2023 % CHANGE DEC - JAN February 7, 2023 L - 2 PUBLIC WORKS CONTRACT STATUS REPORT OCTOBER 2022 / JANUARY 2023 (COSTS SHOWN INCLUDE APPLICABLE TAXES) ACTIVE CONSTRUCTION CONTRACTS AWARDED BY CITY COUNCIL EXCEEDING $35,000 PROJECT TITLE ORIGINAL BUDGET (Construction) ORIGINAL CONTRACT AMOUNT PRIOR CHANGE ORDERS OCT. TO JAN. CHANGE ORDERS CONTRACT + REVISED AMOUNTS CON-2021-45 (CL0919) A Street Substation Electrical Switchgear Upgrades $500,000 $297,638.72 $0.00 $0.00 $297,638.72 CON-2021-47 “I” Street Substation Electrical Switchgear Upgrades $350,000 $322,239.00 $0.00 $0.00 $322,239.00 TR-02-18 Lincoln Street Safety $1,844,044 $1,844,044 $73,609.49 $0.00 $1,917,653.49 TR06-16 Francis Street ADA Improvements $321,750.00 $321,750.00 $56,685.00 $0.00 $378,435.00 CON-2022-51 (PK0205) Public Restroom Replacement $211,855.36 $211,855.36 $0.00 $0.00 $211,855.36 CON-2022-25 (WW1122) 2022 Neighborhood Sewer Rehab (Shane Park) $210,619.40 $210,619.40 $0.00 ($10,500) $200,119.40 SVC-2022-09 Hermann Brothers Logging & Construction, Inc $400,000 $400,000 $0.00 $0.00 $400,000 CON-2020-49 Electrical Dock Crew $1,900,000 $1,900,000 $0.00 $0.00 $1,900,000 CON-2022-50 City Pier Railing $435,464 $435,464 $0.00 $0.00 $435,464 SVC-2022-59 (TR0621) On Call Olympic Discovery Trail Maintenance $100,000 $100,000 $0.00 $0.00 $100,000 TR0209 Race Street Complete Street Project $5,240,038 $4,993,259.25 $0.00 $0.00 $4,993,259.25 February 7, 2023 L - 3 PURCHASE ORDER CONTRACTS $7,500 - $25,000 AND LIMITED PUBLIC WORKS PROCESS OR SMALL WORKS ROSTER CONTRACTS UNDER $25,000 AWARDED SINCE LAST COUNCIL REPORT (QUOTATIONS AVAILABLE FOR INSPECTION AT CONTRACT SPECIALIST’S OFFICE) CONTRACTOR OR VENDOR CONTRACT/ PO # DESCRIPTION DATE AWARDED AMOUNT *Prestige Worldwide Technologies, LLC CON-2022-58 Cla-Val Valves Maintenance October 27, 2022 $24,249.08 *Pacific Northwest Tree Service CON-2022-63 Lincoln Park Hazardous Tree Removal November 8, 2022 $4,188.80 Sunbelt Rentals, Inc. MEC-2022-61 Shoring Boxes Purchase December 6, 2022 $21,026.69 *Limited Public Works Process February 7, 2023 L - 4