REGULAR BUSINESS MEETING AGENDA MAPLE VALLEY CITY COUNCIL
7LPH Monday, June 10, 2019 Tahoma School District Central Services Center (VWLPDWLRQ 7:00 p.m. 25720 Maple Valley Black Diamond Rd SE 1. CALL TO ORDER 2. FLAG SALUTE/ROLL CALL 3. PUBLIC COMMENTS Now is time for public comment. Time is limited to 3 minutes per person, or 5 minutes per organization. If anyone from the audience would like to address Council at this time, please come to the podium and state your name and address for the city clerk. PLQ Introduction of New Employees: Kim Holben PLQ PRESENTATION: Puget Sound Regional Council 4. APPROVAL OF THE AGENDA PLQ 5. CONSENT CALENDAR (a) Approval of Minutes of the Special Meetings on May 28, 2019 and June 3, 2019 (b) Approval of voucher checks, wire transfers, electronic funds transfer, payroll, and benefit checks numbered 29616-29643, 501129-501133 voided check(s) 29586, and direct deposits June 5, 2019 for a total amount of $426,485.62 (c) Resolution No. R-19-1341 authorizing the City Manager to accept the Deed of Dedication for pathways (d) Resolution No. R-19-1342 authorizing the City Manager to execute Lease Agreement with the South King County Food Coalition (e) Resolution No. R-19-1344 authorizing the City Manager execute a Discretionary Work Request with King County Road Services for the 2019 Pavement Overlay Program 6. PUBLIC HEARING 7. BOARD, COMMISSION, COMMITTEE REPORTS PLQ 8. REPORT OF THE CITY MANAGER ...... City Manager (a) City Hall update (b) Sign Code update (c) Farmers Market update 9. COUNCIL REPORTS
Americans with Disabilities Act (ADA) reasonable accommodations provided upon request. Please call Shaunna Lee-Rice, City Clerk, at 425-413-8800. PLQ 10. CONTINUED BUSINESS (a) Resolution No. R-19-1345 accepting and authorizing the implementation of the 2019/2020 Strategic Communications Plan ...... Communications Specialist Jennifer Cusmir 11. ORDINANCES, RESOLUTIONS, AND MOTIONS 12. NEW BUSINESS PLQ (a) Resolution No. R-19-1343 authorizing the City Manager to enter into a 36- month fiber Agreement with Centurylink ...... IT Manager David Hartline (b) Resolution No. R-19-1340 accepting the bid submitted by Maroni PLQ Construction Inc., for the Lake Wilderness Phase 2 parking and entrance improvements project P-16 and authorizing the City Manager to execute a Public Works Construction Ccontract with, Maroni Construction Inc., for construction services for the Lake Wilderness Phase 2 parking and entrance improvements P-16 ...... City Engineer Bill Bullock PLQ 13. FOR THE GOOD OF THE ORDER ...... Council (a) Maple Valley Days debrief ...... Council (b) Meeting with Legislators in September ...... Mayor Kelly (c) Legacy Site ...... Mayor Kelly 14. PUBLIC COMMENTS Now is time for public comment. Time is limited to 3 minutes per person, or 5 minutes per organization. If anyone from the audience would like to address Council at this time, please come to the podium and state your name and address for the city clerk. 15. ANNOUNCEMENT OF NEXT MEETING SPECIAL MEETING Monday, June 17, 2019 at 6:00 p.m. Lake Wilderness Golf Course 25400 Witte Road SE, Maple Valley, WA
REGULAR BUSINESS MEETING Monday, June 24, 2019 at 7:00 p.m. Tahoma School District Central Services Center 25720 Maple Valley Black Diamond Rd SE, Maple Valley, WA
16. EXECUTIVE SESSION (a) Executive session to discuss with legal counsel potential litigation pursuant to RCW 42.30.110(1)(i) 1RILQDODFWLRQ 17. ADJOURNMENT
Americans with Disabilities Act (ADA) reasonable accommodations provided upon request. Please call Shaunna Lee-Rice, City Clerk, at 425-413-8800. CITY OF MAPLE VALLEY, WASHINGTON CITY COUNCIL MINUTES OF REGULAR BUSINESS MEETING MAY 28, 2019 Lake Wilderness Lodge 22500 SE 248th Street
1. CALL TO ORDER
Mayor called the meeting to order at 6:35 p.m.
2. FLAG SALUTE/ROLL CALL
Anakin and Laura Philpot led the Flag Salute.
Councilors present: Linda Olson, Les Burberry, Erin Weaver, Syd Dawson, Linda Johnson, Deputy Mayor Parnello, and Mayor Sean Kelly.
City Attorney Patricia Taraday was present.
3. PUBLIC COMMENT:
PROCLAMATION(S): Tahoma Robotics, Gun Violence Awareness Day, Memorial Day and Golden Maple Leaf
PRESENTATION: Greater Maple Valley Veterans Memorial update presented by Brett Habenicht.
PRESENTATION: Maple Valley Days – Shaunna Kipling gave an update on the Maple Valley Days work to date and the new aspects to this year’s Maple Valley Days.
Lindsey Habenicht announced the Neighbors Helping Neighbors Golf Tournament fundraiser is June 7, 2019.
4. APPROVAL OF THE AGENDA
MOTION to approve the amended agenda made by Councilor Burberry seconded by Councilor Johnson. Motion carried, 7-0.
Deputy Mayor Parnello requested to move 12 (a) to a future Study Session.
1
MOTION made to amend the agenda by removing 12 (a) for discussion at a future meeting by Councilor Dawson seconded by Deputy Mayor Parnello. Motion carried, 7-0.
5. CONSENT CALENDAR – SPECIAL ACTION ITEMS (a) Approval of Minutes of the Regular Business and Special Meetings on May 13 and May 20, 2019 (b) Approval of voucher checks, wire transfers, electronic funds transfer, payroll, and benefit checks numbered 29559-29615 and 501121-501128, voided check(s) 29574, 29582, 29609, and direct deposits May 22, 2019 for a total amount of $3,371,954.37 (c) Resolution No. R-19-1337 authorizing the City Manager to execute Memorandum of Understanding between the City of Maple Valley and Gaffney’s Grove Disc Golf Association the maintenance and use of the disc golf course at Lake Wilderness Park (d) Resolution No. R-19-1336 authorizing the City Manager to execute the Economic Development Partnership Agreement with the Port of Seattle MOTION to approve the Consent Calendar was made by Councilor Olson and seconded by Councilor Johnson. Motion carried, 7 – 0. 6. PUBLIC HEARING: None. 7. BOARDS, COMMISSION, COMMITTEE REPORTS: (a) Library Advisory Board annual update Board Members Ken Kinnear and Viki Kychakoff presented the annual update. 8. REPORT OF THE CITY MANAGER (a) City Hall update City Manager Laura Philpot addressed the: x Maple Valley Days x Legacy Site discussion-Roundabout design x Council availability for x Council Special Study Session Monday, June 3, 2019 x SR169 Open House Wednesday, June 5, 2019 x Stormwater Manager Halley Kimball attend Stormwater conference in Portland
2 x Request for weekend sign emphasis starting in June x Request for Mayor’s Police ride-a-long 9. COUNCIL REPORTS: (a) EMAC Emergency Drill Councilor Olson gave an update on her participation/observation Complex Coordinated Terrorist Attack drill. The drill next year is set as a tabletop exercise and in 2021 will be a full scale and multiple location exercise. (b) Meeting with King County Executive Mayor Kelly gave an update on the meeting advising they discussed the Be the Hope Walk, Open Space, and Summit Place. 10. CONTINUED BUSINESS: (a) Resolution No. R-19-1339 accepting Terra Dynamic, Inc.’s Summit Park Bid Alternate Nos. 2 & 3 as submitted by Terra Dynamics, Inc. on July 9, 2018, and authorizing the City Manager to execute same Parks Capital Project Manager Greg Brown advised that staff is requesting authorization as per the discussion at last month’s Council meeting concerning the project status. MOTION made to approve Resolution No. R-19-1339 by Councilor Burberry and seconded by Deputy Mayor Parnello. Motion carried, 7-0. 11. ORDINANCES, RESOLUTIONS, AND MOTIONS: None. 12. NEW BUSINESS: (a) Ordinance No. O-19-668 amending Title 12 entitled “Streets, Roadways and Public Spaces” to add a new chapter, Chapter 12.45, entitled “Honorary Street Naming,” This item was removed to be discussed at a future study session. (b) Resolution No. R-19-1338 approving the 2019 Solid Waste Comprehensive Waste Management Plan for the King County Solid Waste System Public Works Programs Project Manager Diana Pistoll introduced this item. King County staff Pat McLaughlin and Meg Moorehouse presented the PowerPoint from the packet. Mayor Kelly asked that it be noted to plan to discuss the future options with regards to solid waste and the landfill. MOTION made to approve Resolution No. R-19-1338 by Councilor Dawson and seconded by Councilor Weaver. Motion carried, 6-0.
3 (c) Ordinance No. O-19-667 amending Title 3 of the Maple Valley Municipal Code entitled “revenue and finance,” to add chapter 3.45 entitled “Donations of property to City” City Attorney Patricia Taraday addressed this item. MOTION made to adopt Ordinance No. O-19-667 by Councilor Burberry and seconded by Councilor Olson. Motion carried, 7-0. (d) Board and Commission application and interview question review City Manager Laura Philpot and City Attorney Patricia Taraday. There was extensive discussion and recommended changes, which will be amended by City Attorney. MOTION to approve as amended made by Councilor Burberry and seconded by Deputy Mayor Parnello. Motion carried, 7-0. 13. FOR THE GOOD OF THE ORDER: (a) August Recess Mayor Kelly addressed this item asking Council to confirm the recess as no meetings expect the annual Town Hall meeting on August 26, 2019. MOTION made to approve by Councilor Dawson and seconded by Councilor Weaver. Motion carried, 7-0. Councilor Dawson-attended the Memorial Services at Tahoma National Cemetery with Mayor Kelly. Councilor Weaver-unable to attend June 3rd Visioning due to graduation at her school. Mayor Kelly-kudos to Police Chief for safety plan update at Tahoma School District, Tri-City Meeting tomorrow night at Covington City Hall 14. PUBLIC COMMENTS: Justin Gillmor, 27748 212th, thanked Council for approving the MOU with the Gaffney’s Grove Disc Golf Association. He also advised that the disc golf course has been recognized as the most popular in the region. Father’s Day tournament on Saturday, June 15th. 15. ANNOUNCEMENT OF NEXT MEETING SPECIAL MEETING Monday, June 3, 2019 at 6:00 p.m. Lake Wilderness Golf Course 25400 Witte Road SE, Maple Valley
REGULAR BUSINESS MEETING Monday, June 10, 2019 at 7:00 p.m.
4 Tahoma School District Central Services Center 25720 Maple Valley Black Diamond Rd SE, Maple Valley, WA 16. EXECUTIVE SESSION: (a) Executive session to discuss the performance of a public employee pursuant to RCW 42.30.110(1)(g) Final action possible. Council convened into Executive Session at 9:15 p.m. for 15 minutes. Mayor Kelly announced at 9:55 p.m. that Council would be another 15 minutes and reconvened at 9:24 p.m. MOTION made to approve cost of living adjustment 2.8% for City Manager Laura Philpot by Councilor Burberry and seconded by Councilor Olson. Motion carried, 7-0. MOTION made to approve Merit increase of 4% by Councilor Johnson and seconded by Councilor Weaver. Motion carried, 7-0. MOTION made to approve a bonus for the April 1, 2018-March 31, 2019 performance review in the amount of $10,000.00 at the next regularly scheduled pay date by Deputy Mayor Parnello seconded by Councilor Johnson. Motion carried, 7-0. MOTION made to approve the Final City Manager evaluation by Councilor Dawson seconded by Mayor Kelly. Motion carried, 7-0. Council asked the City Attorney to update the City manager evaluation language and that it be added to the FACT sheet. 17. ADJOURNMENT:
The meeting was adjourned at 9:28 p.m.
______Shaunna Lee-Rice City Clerk
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6 CITY OF MAPLE VALLEY, WASHINGTON CITY COUNCIL MINUTES OF SPECIAL MEETING JUNE 3, 2019 Lake Wilderness Golf Course 25400 Witte Road SE, Maple Valley
1. CALL TO ORDER
Mayor Kelly called the meeting to order at 6:05 p.m.
Councilors present: Linda Olson, Les Burberry, Linda Johnson, Syd Dawson, Deputy Mayor Dana Parnello, and Mayor Sean Kelly
Councilor Weaver was absent.
Economic Development Commissioners present: Mike Zahajko, Larry Baumgardt,
Planning Commission Commissioners present: Jonathan Miller, Candace Tucker, and Dave Pilgrim
Staff Present: City Manager Laura Philpot, Senior Planner Amy Taylor, Community Development Manager Matt Torpey, City Attorney Jeff Taraday, Human Resources Manager Julie Hunsaker, Economic Development Manager Tim Morgan, Permit Coordinator/ Administrative Assistant Debi Yankeh, Executive Assistant to the City Manager Dorothy Stickney, Communications Specialist Jennifer Cusmir, and City Clerk Shaunna Lee-Rice
Facilitators: Kim Selby and Daren Crabill of NBBJ 2. Workshop and discussion of the future of Downtown Maple Valley Mayor Kelly and City Manager welcomed all attendees and gave a historical overview of the path to this meeting. The discussion followed the Visioning Agenda. Facilitators Kim Selby and Daren Crabill began the discussion with an over the last meeting overview. Recap Summit #1 Kim Selby x What is Downtown? Discussion from the meeting on May 6, 2019. x Maple Valley Priorities. Discussion from the meeting on May 6, 2019. These discussion notes are attached to the final approved minutes of May 6, 2019.
7 Homework Review – Favorite Downtowns Daren Crabill went over the responses to the homework in the imagery, as well as, the statement and identified the communities chosen in the responses. They focused on Kirkland, WA, Bend, OR, Enumclaw, WA, and Bainbridge Island, WA and with the following x Imagery x Scale x Location / Mapping x Vision Statements Vision Statements Kim Selby & Daren Crabill guided this discussion through the following criteria. • Precedents • Table Exercise The discussion centered on the meaning to words workable, attractive, economically vibrant, mixed use, and center. • Group Discussion The group discussed the meanings, as well as, how to incorporate those words in the future planning. Implementing the Vision – Toolkit Discussion Kim Selby discussed next steps with regards to how Maple Valley could address the following items, using the case studies for City of Bellevue, WA (Willburton site), Lake Forest Park, WA, and Port of Vancouver, WA. x Zoning Review x Framework Plan x Developer Solicitation x Legacy Site Community Development Manager Matt Torpey thanked the consultants and staff. He suggested that he sees the next step will be in the form of a Council Study Session. Mayor Kelly thanked all attendees. There will be more information as the date is set. 3. PUBLIC COMMENTS: None. 4. ADJOURNMENT:
8 The meeting was adjourned at 7:56 p.m.
______Shaunna Lee-Rice City Clerk
9 This page is intentionally left blank.
10 P. O. Box 320 * 22017 SE Wax Road * Maple Valley, WA 98038
Phone: 425-413-8800 * Fax: 425-413-4282
June 10th, 2019
To: Mayor Kelly and City Councilors
From: Sandy Garrett
Subject: Recommendation of Approval of Expenditures
Background
On June 5th, 2019 the Council Finance Committee reviewed the following expenditures:
TYPE CHECK # Accounts Payable Vouchers 6/11/2019 A/R Deposit Refund Checks A/P Checks 29616-29642 $ 81,094.29 EFT's 950521-950538 $ 30,930.50 Wires 902093 $ 41,060.69 Voided Check(s) 29586 (incorrect amount; reissued as check #29626) $ (1,466.10) Voided Wires Total Vouchers $ 151,619.38
Payroll 6/7/2019 EE Reimb Employee Share City Share Direct Deposit 706937-707010 (902094) 540.79 120,346.26 $ 120,346.26 Payroll Checks 501129-501133 190.00 1,779.78 $ 1,779.78 Benefit Checks 29643 259.04$ 259.04 Benefit EFT's 950539 591.38 $ 591.38 Benefit Wire 902095-902105 53,813.12 98,076.66$ 151,889.78 Voided Checks $ - Voided Wires $ - $ 730.79 $ 176,789.58 $ 98,076.66 $ 274,866.24
Total Payroll $ 274,866.24
On this 5th day of June 2019, I, the undersigned City Councilor, on behalf of the Finance Committee recommend the approval of the expenditures summarized above in the amount of: $ 426,485.62
Options 1. Recommend approval of expenditures. 2. Pull items for further review. Erin Weaver
Recommendation Staff recommends Option No. 1. Lindainda Olson Attachment Vouchers Listings.
Sydyd DawsonDawson
11 Payment Reversal Register City of Maple Valley APPKT01073 - Jenkins Pipeline #29586
Canceled Payables Vendor Set: 01 - Vendor Set 01 Bank: AP BANK - AP BANK Vendor Number Vendor Name Total Vendor Amount 00472 Jenkins Pipeline Services LLC -1,466.10 Payment Type Payment Number Original Payment Date Reversal Date Cancel Date Payment Amount Check 29586 05/29/2019 05/29/2019 05/29/2019 -1,466.10 Payable Number: Description Payable Date Due Date Payable Amount 647289 March 2019 Services 05/29/2019 05/29/2019 1,466.10
EŽƚĞ͗ KƌŝŐŝŶĂůƉĂLJŵĞŶƚĂŵŽƵŶƚǁĂƐŝŶĐŽƌƌĞĐƚ͘ŚĞĐŬǁĂƐƌĞǀĞƌƐĞĚĂŶĚƌĞŝƐƐƵĞĚŝŶƚŚĞĨŝƌƐƚ:ƵŶĞWĐLJĐůĞǁŝƚŚ ƚŚĞĐŽƌƌĞĐƚŝŶǀŽŝĐĞĂŵŽƵŶƚ͘
5/23/2019 3:51:14 PM Page 1 of 2 12 Payment Reversal Register Packet: APPKT01073 - Jenkins Pipeline #29586 Bank Code Summary Bank Code Canceled Payables Payables Left To Pay Again Total AP BANK -1,466.10 0.00 -1,466.10 Report Total:-1,466.10 0.00 -1,466.10
5/23/2019 3:51:14 PM Page 2 of 2 13 Check Register City of Maple Valley Packet: APPKT01079 - 2019 June 1st Cycle
By Check Number
Vendor Number Vendor Name Payment DatePayment Type Discount Amount Payment Amount Number Bank Code: AP BANK-AP BANK 01839 A.B.C. Consulting Arborist LLC 06/11/2019 Regular 0.00 350.00 29616 01306 Auburn Sheetmetal Inc. 06/11/2019 Regular 0.00 4.64 29617 00110 Black Diamond Auto Parts 06/11/2019 Regular 0.00 102.46 29618 01371 Cintas Corporation No. 2 06/11/2019 Regular 0.00 2,595.39 29619 00174 City of Kent Finance 06/11/2019 Regular 0.00 26,106.33 29620 00176 City of Maple Valley Petty Cash 06/11/2019 Regular 0.00 450.00 29621 00219 Daisy Fitness Frenzy LLC 06/11/2019 Regular 0.00 168.70 29622 00251 Department of Transportation-NW Reg 06/11/2019 Regular 0.00 290.29 29623 01917 Green City Heating & A/C Inc. 06/11/2019 Regular 0.00 3.71 29624 01915 James Santerelli Enterprises LLC 06/11/2019 Regular 0.00 560.00 29625 00472 Jenkins Pipeline Services LLC 06/11/2019 Regular 0.00 1,350.00 29626 00497 King County Finance (Jail) 06/11/2019 Regular 0.00 788.76 29627 00570 Maple Valley Plaza, LLC 06/11/2019 Regular 0.00 1,150.00 29628 00640 Office Depot, Inc. 06/11/2019 Regular 0.00 258.63 29629 00667 Palmer Coking Coal Co. 06/11/2019 Regular 0.00 214.10 29630 00683 PGC Interbay, LLC (Reimbursement) 06/11/2019 Regular 0.00 1,611.33 29631 00689 PK Electric 06/11/2019 Regular 0.00 160.19 29632 01703 Reed Trucking & Excavating, Inc. 06/11/2019 Regular 0.00 34,625.88 29633 00763 Safeguard Business System 06/11/2019 Regular 0.00 238.90 29634 00801 Sound Publishing, Inc. 06/11/2019 Regular 0.00 113.89 29635 00842 Tahoma School District #409 06/11/2019 Regular 0.00 233.83 29636 00843 Tahoma School District (Facility Use) 06/11/2019 Regular 0.00 340.42 29637 01032 The Greg Prothman Company 06/11/2019 Regular 0.00 3,389.00 29638 01414 Walter E Nelson Co of Western WA 06/11/2019 Regular 0.00 1,094.34 29639 00935 Washington City & County Manageme 06/11/2019 Regular 0.00 315.00 29640 00951 Washington Tractor 06/11/2019 Regular 0.00 453.35 29641 01200 Yakima County Department of Correct 06/11/2019 Regular 0.00 4,125.15 29642 00902 US Bank (Purchasing Card) 06/11/2019 Bank Draft 0.00 41,060.69 902093 00048 Alpine Products, Inc. 06/11/2019 EFT 0.00 1,305.92 950521 00068 Aramark, Inc. 06/11/2019 EFT 0.00 716.27 950522 00150 CDW Government, LLC 06/11/2019 EFT 0.00 1,436.00 950523 00193 Code Publishing Company 06/11/2019 EFT 0.00 501.77 950524 00220 Daley Morrow Poblete, Inc. 06/11/2019 EFT 0.00 1,340.00 950525 01234 Edward K. Carlson 06/11/2019 EFT 0.00 266.00 950526 00312 Frances Brent 06/11/2019 EFT 0.00 649.60 950527 00342 GOS Printing Corporation 06/11/2019 EFT 0.00 86.36 950528 00420 James Oil Company, Inc. 06/11/2019 EFT 0.00 1,436.86 950529 00526 L. Stephen Rochon 06/11/2019 EFT 0.00 1,860.00 950530 01820 Maple Valley Golf, LLC 06/11/2019 EFT 0.00 9,533.33 950531 00664 Pacific Source Administrators 06/11/2019 EFT 0.00 85.00 950532 01861 Protime Sports Inc 06/11/2019 EFT 0.00 203.72 950533 01818 Puget Sound Regional Fire Authority 06/11/2019 EFT 0.00 697.50 950534 00884 Tri-Tec Communications, Inc. 06/11/2019 EFT 0.00 112.94 950535 00929 Washington Alarm 06/11/2019 EFT 0.00 146.88 950536 00954 Washington Workwear Stores, Inc. 06/11/2019 EFT 0.00 556.97 950537
6/3/2019 3:34:31 PM Page 1 of 3 14 Check Register Packet: APPKT01079-2019 June 1st Cycle Vendor Number Vendor Name Payment DatePayment Type Discount Amount Payment Amount Number 00982 Winners Sportswear Inc. 06/11/2019 EFT 0.00 9,995.38 950538
Bank Code AP BANK Summary Payable Payment Payment Type Count Count Discount Payment Regular Checks 34 27 0.00 81,094.29 Manual Checks 0 0 0.00 0.00 Voided Checks 0 0 0.00 0.00 Bank Drafts 10 1 0.00 41,060.69 EFT's 21 18 0.00 30,930.50 65 46 0.00 153,085.48
6/3/2019 3:34:31 PM Page 2 of 3 15 Check Register Packet: APPKT01079-2019 June 1st Cycle
Fund Summary Fund Name Period Amount 900 POOLED CASH 6/2019 153,085.48 153,085.48
6/3/2019 3:34:31 PM Page 3 of 3 16
May 31, 2019
To: Mayor Kelly and Councilors
From: David Casey, P.E. – Development Engineer
Subject: Request for Council Authorization to accept the Deed of Dedication for Pathways from Covington Golf Course, Inc.
Background
The Elk Run Golf Course closed several years ago with the expiration of the lease with King County that contained the “front” 9 holes of the course. A portion of the King County property became the new Tahoma High School and the remaining has been retained by the County for future development. The “back” 9 holes remained in the ownership of Covington Golf Course, Inc. Covington Golf Course applied for and received preliminary plat approval, with conditions, for a 103 lot residential subdivision on June 15, 2017. The boundary of the approved preliminary plat did not contain the golf cart path tract areas. These tract areas are existing access tracts separate from open space area to be dedicated in the future. The purpose of the golf cart paths is to provide pedestrian access through existing residential subdivisions to the open space areas that will be dedicated to the City for parks and recreation uses.
Discussion
The plat was conditioned to dedicate the tracts prior to the recordation of the 50th lot within the subdivision. Elk Run 8 Division I has been recorded with 19 lots. The remainder of the plat has been constructed and is anticipated to record in the near future. At recordation, the name of the plat will be Edinburgh. Therefore, it is time for the golf cart path tracts to be dedicated to the City.
Fiscal Impact
There is no direct fiscal impact of accepting the golf cart paths. There will be some long term operations and maintenance costs associated with the maintenance of the pathways.
17
Options
1. Approve the proposed resolution accepting the Deed of Dedication for Pathways. 2. Do not approve the resolution. 3. Take some other action.
Recommendation
Approve the resolution to accept the Deeds of Dedication for Pathways, authorize the City Clerk to add the date and resolution numbers to the dedication document and send the document to King County for recording.
Attachments
1. Resolution No. R-19-1341 2. Deed of Dedication for Pathways 3. Exhibit A-King County I-map printout showing the tract locations.
18 CITY OF MAPLE VALLEY, WASHINGTON
RESOLUTION NO. R-19-1341
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, ACCEPTING THE DEED OF DEDICATION FOR PATHWAYS.
WHEREAS, Westcott Homes, Inc is in the process of developing their property under the project name of Elk Run 8; and
WHEREAS, the prior owner of the property, Covington Golf Course, Inc. has obligations through the Hearing Examiner’s conditions to dedicate pathway tracts outside the boundary of the plat.
WHEREAS, the City desires to receive these tracts for acces to open space/recreation areas that will soon be dedicated to the City.
WHEREAS, the Maple Valley City Council is authorized to accept dedications.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, DO RESOLVE AS FOLLOWS:
Section 1: Deed of Dedication Accepted. The City Council hereby accepts the deed of dedication attached to this resolution as Exhibit A.
Section 2: Authorization. The City Clerk is authorized to add the date and resolution number to the deed of dedication and send the deed to King County for recording.
Section 3: Recording. Upon recording, the original signed deed, or a copy thereof will be returned to the City Clerk for filing and identified with City Clerk Receiving Number ______.
PASSED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 10th DAY OF JUNE 2019. CITY OF MAPLE VALLEY
______Sean P. Kelly, Mayor
ATTEST/AUTHENTICATED:
______Shaunna Lee-Rice, City Clerk
19 Approved as to form:
______Patricia Taraday, City Attorney
Attachments: Exhibit A
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28 May 31, 2019
To: Mayor Kelly and Councilors
From: David Casey, P.E. – Development Engineer
Subject: Request for Council Authorization to Authorize the City Manager to Execute a Lease Agreement between the City and the South King County Food Coalition.
Background
The Elk Run Farm was conceived in the fall of 2015 and had its grand opening on July 7, 2016. The primary purpose of the farm is to grow produce to be distributed to food banks in south King County. The secondary purpose is to provide a benefit to the City through providing education and volunteer opportunities. The farm was built on private property that is within a Tract that was created as a part of the recordation of the plat of Elk Run Division 8 – Phase 1. Since its beginning, the farm has grown and below are a few highlights for the last year:
x grew 6000+ lbs of produce in 2018 x hosted over 1000 individual volunteers x volunteers include church groups, scout troops, businesses, youth groups, and folks from the community x received monetary support from 11 South King County Rotary clubs, the King Conservation District, Public Health Seattle King County, and multiple foundation's. x co-teach Tahoma plant sciences classes weekly with 120 students x host four young adults with disabilities through the Tahoma Transitions program weekly x distribute produce to all 12 food banks of the South King County Food Coalition x the Coalition food banks serve 1 in 7 people in South King County x offer a paid summer internship for high school students
29 Discussion
Typically, subdivisions are required to provide an open space/recreation space tract within the boundary of the plat. The size of the area within the tract is proportional to the size of the project. The tract is owned and maintained by the home owner’s association and is solely for the benefit of the residents within the subdivision.
The Preliminary Plat of Elk Run 8 presented a unique situation considering the size of the area that is constrained by Cranmar Creek and associated wetland buffer, areas under the power line easement and steep slope areas. As a result, the City conditioned the plat to dedicate all of these areas to the City as open space recreation space at the time of plat recordation. In exchange for the dedication, the City would waive the parks mitigation fees. The total area to be dedicated to the City is approximately 60 acres. Tract U is a part of the 60 acres to be dedicated to the City.
Upon recordation of the Plat of Edinburgh, Tract U will be the area proposed to be leased to South King County Food Coalition aka Elk Run Farm for its continuing operation.
Fiscal Impact
There is no direct fiscal impact of executing the lease agreement. At some point in the future, the City may choose to provide additional lease area, partner in projects and programs or provide financial assistance.
Options
1. Approve the proposed resolution authorizing the execution of the Lease Agreement. 2. Do not approve the resolution. 3. Take some other action.
Recommendation
Approve the resolution to authorize the City Manager to execute the lease agreement..
Attachments
1. Resolution No. R-19-1342 2. Lease Agreement
30 CITY OF MAPLE VALLEY, WASHINGTON
RESOLUTION NO. R-19-1342
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE A LEASE AGREEMENT WITH SOUTH KING COUNTY FOOD COALITION.
WHEREAS, South King County Food Coalition aka Elk Run Farm is currently operating on private property ; and
WHEREAS, upon Recordation of the plat of Edinburgh aka Elk Run 8 Division 2 and 3, Tract U will be dedicated to the City; and
WHEREAS, the City desires to lease Tract U to the South King County Food Coalition for it’s continued operation and benefit to the food banks and citizens of the City; and
WHEREAS, the Maple Valley City Council is authorized to enter into lease agreements.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, DO RESOLVE AS FOLLOWS:
Section 1: Authorization. . The City Council hereby authorizes the City Manager to execute the lease agreement with South King County Food Coalition to operate a food bank garden on Tract U.
PASSED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 10th DAY OF JUNE 2019. CITY OF MAPLE VALLEY
______Sean P. Kelly, Mayor
ATTEST/AUTHENTICATED:
______Shaunna Lee-Rice, City Clerk
Approved as to form:
______Patricia Taraday, City Attorney
31 This page is intentionally left blank.
32 LEASE AGREEMENT City of Maple Valley Lease Agreement – South King County Food Coalition aka Elk Run Farm
THIS LEASE AGREEMENT, made and entered into this ____ day of ______by and between the CITY OF MAPLE VALLEY, a Washington municipal corporation, hereinafter referred to as “Lessor” and South King County Food Coalition, a Washington not for profit corporation whose address is 22225 9th Avenue South, Des Moines, WA 98198, hereinafter referred to as “Lessee.”
RECITALS
WHEREAS, Tract U of the final plat of Edinburgh, City of Maple Valley, Washington has been dedicated to the City; and
WHEREAS, the Lessee is a coalition of twelve South King County Food Banks which has leased a portion of Tract U (the subject premises) since 2015 from Covington Golf Course, Inc., for the purpose of operating a food bank garden to supply fresh, local produce for the food banks; and
WHEREAS, the Lessee desires to enter into a lease agreement with the City of Maple Valley in order to continue to operate a food bank garden on the subject premises, by;
WHEREAS, the Lessor is willing and has the authority to lease said premises, and grants certain rights, licenses, and privileges with respect thereto, to the Lessee;
NOW THEREFORE, for and in consideration of the covenants and conditions contained herein, Lessor and Lessee agrees as follows:
1. Premises. The Lessor hereby agrees to lease to the Lessee 4.52 acres of land located within Tract U of the final plat of Edinburgh, City of Maple Valley, Washington, which is currently Tract E of the recorded plat of Elk Run Division 8 Phase 1 and as more specifically identified in Attachment A (Premises).
2. Term of Lease. The term of this Agreement shall commence upon execution, and shall terminate on December 31, 2025, unless sooner terminated in accordance with the Terms of this Agreement. This Agreement can only be renewed by the mutual written Agreement of the parties. The Lessee shall surrender possession at the end of the term or at the end of any extension thereof.
3. Rental Rates. As rent for the use of farming, the Lessee agrees to pay the total annual payments of ten dollars ($10.00), that shall be due January 2nd. The rent for the first year of farming shall be due upon execution of this Agreement. Payment, in the form of a check or money order shall be payable to the “City of Maple Valley” and must be mailed or delivered to City Hall at 22017 SE Wax Road, Suite 200, Maple Valley, Washington 98038.
33
4. Permitted Use. The Lessee shall utilize the Leased Premises for the purposes of a food bank garden, related educational opportunities and civic volunteer opportunities subject to certain rights, licenses and privileges. Lessee agrees that the Premises shall not be used for any other purpose without the Lessor’s prior written consent, which consent may be withheld, conditioned or delayed for any reason or no reason.
5. Lessee Responsibilities. The Lessee shall, at its own cost and expense, be responsible for acquiring, maintaining and insuring all equipment and materials necessary for the Lessee to perform the services identified in this Agreement. If any action of the Lessee results in damage to the Premises, the Lessee will in the Lessor’s sole discretion, either repair such damage or make an appropriate compensatory payment to Lessor.
6. Property Rights. The Lessee has no right to exclusive possession of any portion of the Premises. The Lessor reserves the right for their agents, employees, or assigns to enter the Premises at any reasonable time for the purposes of consultation with the Lessee, making repairs, mowing, or making other improvements. Lessee shall allow the public to access and travel through the Premises by way of the pedestrian golf cart path to access the City-owned trailhead parking lot adjacent to the Premises and the City-owned Tract "I". Lessee shall allow City staff to access and travel through the Premises by way of both pedestrian and vehicular means to access the City-owned trailhead parking lot adjacent to the Premises and the City owned Tract "I".
7. Utilities. Lessor maintains all rights to water on the Premises. Lessee shall be solely responsible for the payment of any and all utilities on the Premises to ensure that the food bank garden can operate during the Lease term. Lessee is responsible for water, electricity, and garbage and waste disposal. Lessee shall prevent any liens from accruing related to utilities. The Lessor can make no assurance of continuing water rights during the term or extension of the Lease. If for some reason water cannot be supplied for the operation of the food bank garden, Lessee has the right to terminate the lease per this Agreement.
8. Other Agreements. Upon execution of this Lease Agreement, the Lessee acknowledges that any and all other agreements for the use of the Premises as a food bank garden are extinguished.
9. Insurance.
A. Insurance Term
The Lessee shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may
34 arise from or in connection with the Lessee’s operation and use of the leased Premises.
B. No Limitation
The Lessee’s maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the Public Entity’s recourse to any remedy available at law or in equity.
C. Minimum Scope of Insurance
The Lessee shall obtain insurance of the types and coverage described below:
1. Commercial General Liability insurance shall be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The Public Entity shall be named as additional an insured on Lessee’s Commercial General Liability insurance policy using ISO Additional Insured-Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing at least as broad coverage.
2. Property insurance shall be written on an all risk basis.
D. Minimum Amounts of Insurance
The Lessee shall maintain the following insurance limits:
1. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate.
2. Property insurance shall be written covering the full value of Lessee’s property and improvements with no coinsurance provisions.
E. Other Insurance Provisions
The Lessee’s Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the Public Entity. Any insurance, self-insurance, or self-insured pool coverage maintained by the Public Entity shall be excess of the Lessee’s insurance and shall not contribute with it.
F. Acceptability of Insurers
35
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
G. Verification of Coverage
The Lessee shall furnish the Public Entity 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 Lessee.
H. Waiver of Subrogation
Lessee and Public Entity hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance.
I. Public Entity’s Property Insurance
Public Entity shall purchase and maintain during the term of the lease all-risk property insurance covering the Building for its full replacement value without any coinsurance provisions.
J. Notice of Cancellation
The Lessee shall provide the Public Entity with written notice of any policy cancellation within two business days of their receipt of such notice.
K. Failure to Maintain Insurance
Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of lease, upon which the Public Entity may, after giving five business days notice to the Lessee to correct the breach, terminate the Lease 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 Public Entity on demand.
L. Public Entity Full Availability of Lessee Limits
If the Lessee maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Lessee, irrespective of whether such limits maintained by the Lessee are greater than those required by
36 this contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Lessee.
10. Hold Harmless/Indemnification. Lessee shall defend, indemnify, and hold harmless the City of Maple Valley, its officers, officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss or damage to property, which arises out of Lessee’s use of Premises, or from the conduct of Lessee’s business, or from any activity, work or thing done, permitted, or suffered by Lessee in or about the Premises, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Maple Valley. It is further specifically and expressly understood that the indemnification provided herein constitutes the Lessee's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated and agreed to by the Lessee and the City of Maple Valley. The provisions of this section shall survive the expiration or termination of this Lease
11. Termination and Default. Either party to this Agreement may terminate this Lease upon 90 days-notice to the other party. If either party willfully neglects or refuses to carry out the provisions of this lease, the other party shall have the right, in addition to damages, to terminate the lease. Notice of termination shall be in writing and specify the nature of the violations. If violations are not corrected within 30 days, the lease shall be considered terminated.
12. Breach. In the event of a material breach of the Agreement by either party, it is agreed that the non-defaulting party shall be permitted to recovery, in addition to any other remedy that may be available to it, at law or at equity, all reasonable attorney’s fees and costs, and damages incurred as a direct result or consequence of such breach.
13. Jurisdiction. Any proceeding claim, or cause of action, at law or equity, arising under this Agreement or as a result of a breach thereof, shall be brought only in the appropriate court for King County, Washington. This agreement has been executed in the State of Washington, and therefore shall be construed, interpreted, and applied on only according to the laws of the State of Washington.
14. Conditions of Premises at Lease End. Lessee shall, at the end of the lease and at the sole cost of the Lessee, remove any and all equipment, machinery, materials, and other items placed or erected on the premises, and restore the premises to the initial grated condition, unless otherwise agreed to in writing by both parties. Lessee shall not permit any liens to attach to the Premises.
15. Lessor Responsibility. Any action of the Lessor, which materially and substantially interferes with Lessee’s ability to cultivate the soil and produce crops on the leased land, shall serve as grounds for termination of this agreement
37 by Lessee.
16. Waste and Damage. Lessee shall not do or suffer any waste or damage to the leased land, including agreeing to prevent any accumulation of trash or rubbish that may result from the agricultural activity contemplated in this lease.
17. No Right to Sublease. The Lessor does not convey to Lessee the right to lease or sublease any part of the premises or to assign this lease to any person or persons unless prior written approval is obtained from Lessor.
18. Non-Partnership. This Agreement does not give rise to a partnership. Neither party shall have the authority to bind the other. Neither party shall be liable for debts or obligations incurred by the other.
19. Land Use. The Lessee shall not use the Leased Premises in a manner that would violate any federal, state, or local law, ordinance, rule, or regulation.
20. Hazardous Materials. The Lessee shall observe and comply with all applicable federal, state, and local laws, rules, and regulations concerning the handling and disposal of hazardous materials.
21. Taxes, Assessments, and Fees. The Lessee shall pay when due all taxes, assessments, fees, or charges levied against the Leased Premises which may result from the agriculture activity contemplated in this Agreement.
22. Severability. If any section or provision of this Agreement is unenforceable for any reason, the unenforceability shall not impair the remainder of this Agreement, which shall remain in full force and effect.
23. Successors and Assigns. The covenants, agreements and obligations contained in this agreement shall extend to, bind and inure to the benefit of the parties and their representative, successors and assigns.
24. Complete Agreement. This Lease Agreement constitutes the complete and integrated agreement of the parties regarding the subject matter hereof.
THE CITY OF MAPLE VALLEY SOUTH KING COUNTY FOOD COALITION
______Date ______Date______Laura Philpot, City Manager By:______
ATTEST: ______
38 39 This page is intentionally left blank.
40 Date: June 10, 2019
To: Mayor Sean Kelly and Councilors
From: Bill Bullock P.E. – City Engineer
Subject: Resolution R-19-1344 Authorizing City Manager to Execute a Discretionary Work Request for King County Road Services Provision of Maple Valley’s 2019 Pavement Overlay Project
Staff presents Resolution R-19-1344 authorizing the City Manager to execute a Discretionary Work Request (MV-427) for King County Road Services provision of the City’s 2019 Overlay Program in accordance with the interlocal agreement between the City and King County that was adopted by Resolution R-97-50 in October 1997.
Background
The interlocal agreement between Maple Valley and King County gives the City the authority to have King County perform all or any part of the construction, repair, and maintenance of streets for a mutually agreed upon cost based upon unit costs obtained from the County’s bid. The interlocal agreement provides Maple Valley economy of scale and an efficient means of accomplishing the City’s annual (2019) overlay project.
Discussion
The attached Discretionary Works Request estimate of $400,200. is based on King County’s 2019 Countywide Pavement Preservation bid on May 14, 2019 for Maple Valley’s 2019 overlay locations shown on the attached overlay map and cited below.
x SE 236th Pl (from 219th Pl. SE to end of road); x 219th Pl SE (from SE 236th Pl to SE 237th St.); x SE 237 St. (from 216th Pl SE 219th Pl SE) x SE 238th St. (from 216th Pl SE to east end of road); x SE 239th St. (from 216th Pl SE to east end of road);
Recommendation
Because time is of the essence, staff recommends approval of Resolution R-19-1344 on the Consent Agenda at tonight’s Regular Business meeting authorizing the City Manager to execute the Discretionary Work Order MV-427 to initiate the construction of the 2019 overlay project.
Fiscal Impact
41 The 2019 adopted budget allocated $300,000 for the 2019 annual asphalt overlay program. However, a carry forward of $115,000 from the 2018 budget is pending. The attached Discretionary Works Request estimate for the 2019 overlay project is $400,200.
Options
1. Approve Resolution R-19-1344 authorizing the City Manager to execute Discretionary Work Order MV-427 thereby authorizing King County to administer Maple Valley’s 2019 Annual Overlay project. 2. Do not approve Resolution R-19-1344 authorizing the City Manager to execute Discretionary Order MV-427. 3. Take some other action.
Attachments
1. Scope of Work 2. Labor and Material Estimate 3. Quantity Tabulation and location 4. Full page map showing 2019 overlay locations 5. King County Discretionary Work Request (Form A & B) 6. Resolution R-19-1344
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50
224th Pl SE Pl 224th
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Maple Valley-Black Diamond Rd SE
SE 240thSt
Hall City 219th Pl SE Pl 219th Park Take-a-Break 51
SE 236th Pl SE Wax Rd Wax SE
SE 237thSt SE 238th St 238th SE
SE 239thPl
SE 240thSt
SE 239thSt
2019Pavement Annual Overlay SE Pl 216th 215th Ave SE Ave 215th Paving This page is intentionally left blank.
52 Form A/B Page 1 of 1
Discretionary Work Request for King County Road Services FORM A
City of: Maple Valley Request Number: MV-427 Date: 01/09/2019
Problem Description: 2019 Overlay
Nature of Request: 2019 Overlay
Location: To be determined
Attachments: Budget
City Priority: Ongoing Work
Special scheduling requirements:
City Project Manager-Telephone Number: Tom Bowen 206-391-8160
Authorized By: Diana Pistoll Date: 01/09/2019
FORM B
ARMS Project #: 1135992 EBS Project #: 1135992 Work Order #: Form B Sent to City Date: 05/30/2019
Recommended Action: Include the city street identified by the city for overlay in the 2019 King County Overlay Program per the Scope of Work, Overlay Communication Protocol, Change Order Process, and engineer's estimate provided to the city. Locations include SE 236th Pl. from 219th Pl SE to end of road; 219th Pl SE from SE 236th Pl to SE 237th St.; SE 238th St. from 216th Pl SE to east end of road; and SE 239th St. from 216th Pl SE to east end of road.
Proposed Schedule: TBD at Pre-construction Conf.
County Project Manager: Paul Moore
Cost Estimate: $400,200.00
Authorized By (City - $500): Date:
Comments:
53 https://info.kingcounty.gov/discretionary/dataentry.aspx?rn=MV-427 6/3/2019 This page is intentionally left blank.
54
CITY OF MAPLE VALLEY, WASHINGTON RESOLUTION NO. R-19-1344
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE A DISCRETIONARY WORK REQUEST WITH KING COUNTY ROAD SERVICES FOR THE 2019 PAVEMENT OVERLAY PROGRAM
WHEREAS, the City of Maple Valley and King County executed an interlocal agreement in 1997 with the adoption of Resolution R-97-50 for road maintenance services; and
WHEREAS, the agreement with King County for road maintenance services is authorized by chapter 39.34 RCW and by RCW 35.77.020; and
WHEREAS, RCW 35.77.020 authorizes the City to contract with King County for repair and construction of City streets without using a public bidding process; and
WHEREAS, King County used a public bidding process for its 2019 Countywide Pavement Preservation (Overlay Program); and
WHEREAS, the interlocal agreement for road maintenance services is still in effect; and
WHEREAS, the City Council of the City of Maple Valley desires to use its interlocal agreement with King County for road maintenance services to accomplish its 2019 overlay project;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, AS FOLLOWS:
Section 1: Authorization. The City Manager is authorized to execute Discretionary Work Request MV-427 with King County Road Services to complete the 2019 pavement overlay project with an amount not-to-exceed $400,200. A copy of the Discretionary Work Request will be filed with the City Clerk and identified with Clerk’s Receiving Number ______.
PASSED BY THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, AT A REGULAR MEETING THEREOF THIS 10TH DAY OF JUNE 2019.
______Sean P Kelly, Mayor ATTEST:
______Shaunna Lee-Rice City Clerk
55 Approved as to form:
______Patricia Taraday, City Attorney
56 Maple Valley City Update June 10, 2019
Events & Ac vi es From the Desk of Laura Philpot
Jun x Joint Mee ng—City “Deep into that darkness peering, long I stood there, wondering, fearing, doub ng, 3 Council, Economic dreaming dreams no mortal ever dared to dream before.” Development ~Edgar Allan Poe Commission & Planning What do Leavenworth, Walla Walla, Commission: Downtown Visioning La Conner, Enumclaw, Issaquah, Friday Harbor, Winthrop, and Port Townsend all have in common? They have a cute down- Jun x Community Open 5 House—SR 169 town and have become known as a place Corridor Safety people want to visit, shop, and eat. Some of Discussion these downtown areas were created by x Planning decades old design and though ul foresight. Commission If we want to be on the list in 10 years, 20 years or even 50 years from now we need to Jun scale, respects the environment, and is the x Public Arts have that foresight, we have to be able to 6 Commission place people would want to visit! It was also dream. If we can agree on the dream; we can clear that there was a lot of alignment on x Library Advisory put together the proper framework, we can Board what we don’t want as well. Seas of parking, ensure it will become reality. This requires gridlock traffic and clear cu ng of trees were everyone coming to the table to work all images the group frowned upon. Jun x Maple Valley Days together; private property owners, elected 7-9 officials, city commissioners, city staff and the On June 3, 2019 we held our second exis ng residents of Maple Valley. “Downtown Visioning Workshop.” This was Jun x City Council Mee ng 10 an opportunity to recap what we heard at the first mee ng and start to look at example
Jun x Economic downtowns that a endees had shared they 11 Development liked. We s ll have a lot of work, but it is very Commission exci ng. It’s exci ng to dream big. It’s exci ng to know that future genera ons will Jun x Finance Commi ee someday take their kids and grandkids to the 19 x Planning downtown area that was dreamt of by all of Commission us. x Parks & Recrea on Commission We s ll have a lot of work to do, but the momentum feels great. We have such a May 6, 2019 we started the dreaming great city and community already! We have Jun x Kids’ Bike Challenge process. We held our first “Downtown 22 the right people at the table dreaming about & Safety Rodeo Visioning Workshop”. It was amazing how how much be er we might be in the future! aligned everyone was. The reoccurring Stay tuned and keep dreaming! Jun x City Council Mee ng themes and comments indicated that this 24 community wants something that is the right
57 June 10, 2019 Page 2 2019-2020 GOALS & OBJECTIVES
Economic Development x Finance the Legacy Site Master Plan and provide funding to begin implementa on x Engaging the whole community, to develop a new brand for Maple Valley x Increase tourism visibility to take advantage of the outdoor recrea on opportuni es the Greater Maple Valley area has to offer x Work with the Chamber to find ways to support and grow our exis ng businesses x Bring in new businesses to grow employment opportuni es for our residents x Increase our community engagement through expansion of our social media posts x Bring private entertainment to Maple Valley providing op ons for local families to stay in Maple Valley
Parks & Recrea on x Support the Parks staff in their efforts to complete the construc on of the Summit Park x Finalize new park rules including scheduling priori es and policies for the new athle c fields x Provide enough funding to maintain our park infrastructure x Finalize plans to improve Lake Wilderness Golf Course x Support the addi on of parking at Lake Wilderness Park x Con nue to support community events such as Music in the Park, Family 4th of July at the Park
Public Safety x Con nue to work with the King County Sheriff’s Office in providing good police services to City ci zens through the exis ng contract x Par cipate in localized emergency preparedness drills u lizing the City’s newly updated Emergency Preparedness Plan and the new Emergency Opera ons Center x Work with the City Police Department and our Domes c Violence Advocate to increase community awareness of the issues pertaining to domes c violence x Increase patrols in our growing city, including the trails system in and around the city
Public Works x Support the implementa on of the City’s 6-Year Transporta on Improvement Plan and staff’s efforts to seek grant funding x Support staff to improve right of way landscaping using temporary staff when needed x Con nue to support City staff’s effort to use programs that will keep Maple Valley NPDES compliant x Con nue to support the Public Works staff in efforts to improve water quality of storm runoff x Con nue involvement in regional groups dealing with transporta on issues
Quality City Services x Improve the City’s customer service and public opinion of their local government x Increase public art and other cultural ac vi es for our community x Con nue to support efforts of Black Diamond, Covington, and Maple Valley in iden fying opportuni es where the three communi es can work together/share resources to maximize efficiencies and be er use public funds x Con nue strong par cipa on in the Sound Ci es Associa on and associated commi ees
58 June 10, 2019 Page 3
The City Council and City Manager represent the City’s interests in a wide variety of mee ngs, both local and regional. Over the last month this representa on has been ac ve in the following:
S P. K , M D P , D M x City Council Mee ngs & Study Sessions x City Council Mee ngs & Study Sessions xAgenda Review Mee ngs x Agenda Review Mee ngs xMaple Valley Pony Annual Jamboree x Joint Council, Planning Commission & EDC Special xSEAL-TC Mee ng Mee ng xJoint Council/Planning Commission/EDC x State of the City Presenta ons xSCA-Public Issues Commi ee x Council Breakfast for City Staff xCoffee with Council x WRIA 8 (Salmon Recovery Council) Mee ng— xExplorer Apprecia on Night Department of Ecology, Bellevue xState of the City Presenta ons for Public x Town Center Visioning Special Council Mee ng xStaff Apprecia on Breakfast x Tahoma High School Oral Board Judging xMee ng with King County Execu ve Constan ne x Tri-City Mee ng: Black Diamond, Covington, Maple xMay South End Mayors Mee ng Valley xKing County Charter Review Commission Mee ng x Meet the New Editor: Maple Valley Reporter News- xMaple Valley Rotary—City Update paper x12th Annual Tri-City Mee ng x Domes c Violence Ini a ve Task Force Mee ng— xMeet the New Editor of Maple Valley Reporter Sammamish x Domes c Violence Ini a ve Caucus Mee ng L J , C x City Council Mee ngs & Study Sessions S D , C x Agenda Review Mee ngs x City Council Mee ngs & Study Sessions x Library Guild x Coffee with Council x City Manager Evalua on Commi ee x Greater Maple Valley Community Center Speaker x Coffee with Council Series x Joint Planning Commission/EDC/Council x Explorer Apprecia on Night x Lake Wilderness Lodge Art Exhibi on Grand x State of the City Presenta ons Opening & Ar sts’ Recep on x Memorial Day Remembrance at Tahoma Na onal x Civil Conversa on in an Angry Age Presenta on Cemetery x Victoria Schroff Mee ng x Tri-Ci es Mee ng x Library Guild Book Sale x Community Police Academy Gradua on x State of the City x Staff Breakfast by City Council L B , C x Golf Course Mee ng x City Council Mee ngs & Study Sessions x SCATBd Mee ng x City Manager Evalua on Commi ee x Tri-City Mee ng x Jennifer Dunn Leadership Ins tute City Council & City Manager Ac vi esCity Council & City Manager x Judge for THS Senior Projects x Maple Valley Visioning Mee ng x Planning Commission Joint Mee ng x SEALTC Mee ng x State of the City
x Breakfast for City Staff
x Tri-City Mee ng
59 June 10, 2019 Page 4
The City Council and City Manager represent the City’s interests in a wide variety of mee ngs, both local and regional. Over the last month this representa on has been ac ve in the following:
L O , C L P , C M x City Council Mee ngs & Study Sessions x City Council Mee ngs & Study Sessions x Study Session x Agenda Review Mee ngs x Coffee with the Council x Soos Creek/City Manager Mee ng x Rotary City Update Presenta on x City Managers & Administrators Mee ng x Employee Evalua on Commi ee x Be the Hope Mee ng x Joint Council/Planning/Economic Development x City Managers Business Breakfast Mee ng x Maple Valley Rotary Mee ngs x x EMAC Caucus Police Oversight Commi ee Mee ng x Mee ng with King County Execu ve Constan ne x EMAC Mee ng x Staff Apprecia on Breakfast x City Staff Breakfast x Maple Valley Food Bank Golden Can Awards x State of the City presenta on x State of the City Presenta ons x Audit Interview x Mee ng with WSDOT x CCTAP Terror A ack Drill x Mee ng with Black Diamond Mayor Benson x SCATBd Mee ng x Staff Li er Pick Up x SCA Mee ng x AWC Webinar—2019 Legisla ve Wrap Up & Look x Tahoma Senior Presenta ons Judge Ahead to 2020 x AWC Legisla ve Wrap Up Webinar x Tri-City Mee ng x Annual Tri-City Mee ng x Police Academy Gradua on x Police Academy Gradua on x Mee ng with Mayor Kelly and Tony Giurado x Maple Valley Food Bank Board Mee ng E W , C x City Council Mee ngs & Study Sessions
City Council & City Manager Ac vi esCity Council & City Manager
60 June 10, 2019 Page 5 FACT (Future Actions, Conversations & Tasks)
Item Date Item Descrip on Due Date Date Notes # Department Resolved 1 1/9/2017 Homeless Discussion This is scheduled for City A orney/ the July Council Study Police Session January 2019 2 5/15/2017 Surplus Property Review op ons for City Manager/ Working with King County removing exis ng Parks staff. covenants on the December 2017 Henry Switch property.
3 7/24/2017 Student Traffic Court Work with Tahoma Police Department Dra plan created. Will High School work with new prosecutor Administra on to for implementa on. develop a student court for traffic cita ons.
6 7/9/2018 Oakpoint Agreement Provide a presenta on Legal/ Public Works Email was sent to full Review to Council reviewing Council. the agreement with Oakpoint related to 10 Trails Development in Black Diamond.
7 7/23/2018 Lake Wilderness Ar- Research restric ons Parks & Recrea on boretum/ Community on property and report Center Property back to Council.
9 10/8/2018 Street Trees Evaluate current tree Community Currently being reviewed standards. Development/ by Planning Commission. Public Works Spring 2018
11 11/13/2018 Business License Review and update the Finance/ A orney Code City's Business License Beginning of 2019 Code. 12 11/13/2018 Art Requirements Review the municipal Community Devel- Placing on Planning and/or Incen ves code and development opment Commission Work Plan. regula ons to 2019 Work Plan
FACT—Future Ac ons, Conversa ons & Tasks & Tasks Ac ons, Conversa ons FACT—Future encourage and/or incen vize more public art within our city.
61 June 10, 2019 Page 6 FACT (Future Actions, Conversations & Tasks)
Item Date Item Descrip on Due Date Date Notes # Department Resolved 13 11/26/2018 Commission Inter- Review the interview Human Resources 5/28/2019 This was reviewed by view Ques ons ques ons used by & Associated Council at the Council when Department May 28, 2019 Council interviewing 1st Quarter 2019 mee ng. commissions and boards.
15 12/3/2018 Red Light Enforce- Research red light vio- Police Department Future Study Session. ment la ons and bring back recommenda ons re- garding poten al en- forcement emphasis.
16 1/28/2019 Council Movie View- Schedule a viewing of Finance ing the movie: " All the Queen's Horses". It is a move about the im- portance of having financial safeguards.
21 3/25/2019 Keys to the City Poli- Develop sample poli- City Clerk cies cies for Council to con- sider for awarding keys to the City. 23 4/22/2019 Public Safety Update Council requested a City Manager/ This is scheduled for the public safety update Police July 8, 2019 Council including the Judge mee ng. and Prosecutor be pro- vided to Council in July before the August recess.
24 5/13/2019 Council retreat Find a date for a fall City Manager Hold placed on calendars council retreat and see for Saturday, if we are able to sched- November 2, 2019 with ule David Smith to details to follow. speak on "Civil Conver- sa ons in an Uncivil World". FACT—Future Ac ons, Conversa ons & Tasks & Tasks Ac ons, Conversa ons FACT—Future
25 5/13/2019 City Limit Signs on Review the city limits Public Works Staff has reviewed and 288th along 288th and install determined the loca on. signs as appropriate. Once signs are fabricated maintenance will schedule the installa on. Will be completed by end of sum- mer.
62 June 10, 2019 Page 7 FACT (Future Actions, Conversations & Tasks)
Item Date Item Descrip on Due Date Date Notes # Department Resolved 26 5/28/2019 Police Ride Along Schedule a police ride Police along with Mayor some me in the month of July. 27 5/28/2019 Economic Develop- Bring back the EDC City Manager ment Commission code to review wheth- Code er members should be vo ng or non-vo ng members. FACT—Future Ac ons, Conversa ons & Tasks & Tasks Ac ons, Conversa ons FACT—Future
63 June 10, 2019 Page 8
DEPARTMENT UPDATE
Mee ngs/Seminars/Conferences/Conference Calls/Networking x A ended the downtown Visioning Planning Mee ng on May 6 to discuss downtown/town center planning. x A ended the South Sound Alliance (SSA) Mee ng. Topic discussed was Governance Structure for SSA. x A ended City Council Mee ngs (May 13 and 28). x A ended the monthly Chamber of Commerce Luncheon. x A ended the Big Tent Outdoor Recrea on Coali on Mee ng to review bills that were being considered in the State legislature this past legisla ve session. x Big Tent Policy Update Conference Call to get an update from the most recent legisla ve session. x A ended the Sea le Chapter lunch an walking tour of Bothell. x Ge ng Started conference call with Steve Chandler (Chandlerthinks, LLC) to discuss steps for the branding project. x King County Regional Trails Coali on Mee ng to discuss the geographic territory for the Coali on and organiza onal framework. WEDA Legisla ve Debriefing Conference Call to review bills that were either passed or defeated that affect outdoor recrea on x Met with Tim Du er, Economic Development Manager, for the City of Issaquah and Beth Javens, Director of Visit Issaquah, to discuss joint marke ng project ideas for outdoor recrea on for 2020. King County Monthly ADO Conference Call to discuss business leads and get updates from the ci es. x A ended the annual Tri-ci es mee ng where a Maple Valley Economic Development update was given. x Met with Black Diamond Mayor, Carol Benson, to take a tour of Lake Sawyer Park to see if it could a poten al venue for an Ironman Triathlon event in 2022.
Business Recruitment & Development x A ended Green River College's SBDC Orienta on session for new businesses at Tahoma High School. x Met with Renton Technical College Preident, Kevin McCarthy and VP of Finance, Eduardo Rodriguez, to
Economic Development Development Economic discuss RTC's future growth in Southeast King Count. x A ended the FIABCI Sea le Chapter monthly luncheon that included a walking tour of Bothell. This is a networking group of real estate professionals.
Professional Development Webinars: Homegrown Tools developed by EDA University Center at UNC Chapel Hill (Keenan Center for Private Enterprise) x This tool was designed to connect public officials, prac oners, and researchers to successful small town economic development strategies. x Synchronist So ware Demo to learn more about efficiencies using data.
64 June 10, 2019 Page 9
DEPARTMENT UPDATE Mee ngs/Seminars/Conferences/ Networking Events Social Media Update May 2019 x South King County Communicators Mee ng x Greater Maple Valley Community Caretaker March Mee ng Total Page Followers x Lake Wilderness Lodge Art Exhibi on Grand (EOM) 3,318 Opening (Press Release, eNo fica on & F acebook , Photos) Net New Followers 103 x City Council/EDC/PC Joint Mee ng (Photos) x City Council Mee ng – Presented Dra Total Page Likes (EOM) 3,073 Strategic Communica ons Plan x State of the City presenta ons (2) Net New Page Likes 95 x Tri-City Mee ng (Photos) Total Page Views 1,054 Press Releases Issued Total People Who x SR169 Widening Project (eNo fica on & Viewed 697 Facebook) x Speed Limit Reduc on on SR169 (Press Re- Organic Reach (# of lease, eNo fica on & Facebook) People who had any page x Don’t Feed the Waterfowl (eNo fica on & content reach their screen) 77,730 Facebook) x Na onal Water Safety Month (Press Re- lease, eNo fica on & Facebook) Post with most clicks Speed limit x Business Survey Extension (eNo fica on & reduced on sec on Facebook) of SR-169 (2.7K) x Cherokee Bay Water System Upgrade
(eNo fica on & Facebook) Communica ons Post with most Photo of Boy Scouts x Kent-Kangley Construc on (eNo fica on & reac ons picking up trash and Facebook) cigare e bu s at x Bike Everywhere Day (eNo fica on & Face- Lake Wilderness book) Park & Arboretum (199) Other x Lake Weed Watched Volunteer Program Event with most 2019 Spring Flyer responses Recycling Collec on x Summer Events Pos ngs for Parks & Rec Event x Kids’ Fest, 4th of July, and Bike Challenge/ (106) Rodeo Event Posters x # of Facebook followers increased by 3.4% in May x # of Facebook followers increased by 31.1% since January 1, 2019 x # of Facebook followers increased by 69.6% since May 31, 2018
65 June 10, 2019 Page 10 DEPARTMENT UPDATE
Finance x Finance and Human Resources met to update the City’s travel procedures. Once the City Manager has reviewed them, the proposed procedures will be brought to Sr. Staff for review. x The Finance Director a ended the 12th Annual Tri-City Mee ng. x The Washington State Auditor’s Office has been on-site for its annual audit of the City’s Financial Statements. The an cipated audit comple on date for the 2018 Financial Statements is June 7, 2019. The auditors will also conduct an accountability audit which will occur at a later date this year. Finance staff provided support to the auditors including all documenta on requested and backup informa on to support the informa on in the documents. x The Finance Director a ended the Oyster Team mee ng in Shoreline. The team is comprised of Finance Directors from each of the contract ci es and representa ves from the King County Sheriff’s Office, including Jason King, CFO. The topics discussed were the status of the Guild nego a ons and the final 2019A Exhibit A detailing the 2019 costs and staffing. x The Finance Department welcomes Kim Holben to their team! Kim is filling the role of Sr. Financial Analyst. Kim has jumped in and, with li le assistance, has begun working on the back log resul ng from the month long posi on vacancy. x The Finance Director a ended the City Manager’s Business Breakfast.
Geographic Informa on Systems (GIS) x Staff updated Maple Valley Days maps based on new informa on received from staff, including KidLand map with KidLand a rac ons and vendor loca ons, fes val vendor map, and Saturday Only vendor map. Staff also created 4 maps for Maple Valley Days fes val including arboretum parking maps and maps for the port-a-po y vendor to iden fy loca ons for temporary bathrooms for the event and parade. x The route map and data with newly received route informa on for the “Be the Hope Walk” have been updated including the Google Maps web map for the event’s website and the poster sized event maps Finance / IT/ GIS Finance / IT/ with the new route were updated. A map was also created for the Be The Hope Walk event for the permit applica on to King County x Work was completed to add addi onal service order capabili es to Elements So ware for SWM assets that aren’t currently being tracked for inspec on, maintenance or cleaning. 180 new fields were added to the Elements database for capturing new inspec on, cleaning, and maintenance informa on. x Maps have been provided to public works for the pavement overlay project. x Staff diagrammed the en re service order structure within Elements including all service orders, work items, dynamic forms, work tasks, and tasks types. Duplicate service orders were found as were service orders that were missing required components to be func onal within Elements. Work was also done on adding addi onal service order capabili es to Elements for SWM assets that aren’t currently tracked for inspec on, maintenance or cleaning this applica on. x Staff provided 13 GIS feature classes of data to the Parks Consultant working on the 6-year Parks, Recrea on, Arts, & Open Space (PRAOS) Plan. This included zoning, land use, school parcels, right-of- ways, roads, major and minor roads, subdivisions, subdivisions with right-of-ways, HOA Parks, Parks & Open Space, Golf Course, and Trails.
66 June 10, 2019 Page 11 DEPARTMENT UPDATE
Informa on Technology Services (ITS) x Packet informa on proposing the Wilderness Park fiber installa on was completed by staff to be brought forward to Council on June 10, 2019 council mee ng. x ITS staff reviewed news reports of recent cybera acks on ci es for possible lessons learned; R A May cybera ack of Bal more, which had fallen vic m to ‘EternalBlue’ malware. Systems were locked down for a $100,000 ransom. System patching appears to be a factor of the breach. R Philadelphia was hit in May, when it also fell vic m to EternalBlue and ransom demands. R The City of Laredo, TX suffered a breach in May following penetra on of a document management system. x A Disaster Recovery/Emergency Preparedness system design was prepared to document a list of equipment to add to the Emergency Management Performance Grant (EMPG) grant proposal. x ITS staff met with a consultant regarding possible paths forward for pu ng logon services in the cloud, enabling: R Improved security R Improved disaster recovery R Reducing the number of usernames and passwords needed by staff x Staff installed spare computers in the emergency opera ons center. x The State Auditor’s Office has moved security frameworks when analyzing security. ITS staff are analyzing the impact that moving from NIST to CIS Security Controls would have on the City. x ITS staff are providing support for the Parks & Recrea on system payment processing project to implement addi onal security and improve reliability. Finance / IT/ GIS Finance / IT/
67 June 10, 2019 Page 12 DEPARTMENT UPDATE
How did it get to be June?!! The Clerk’s Office daily ac vity, no ma er the season, con nues to include passports, notary, contracts processing, website updates, peddler’s license, records management, public disclosure requests, suppor ng City Council mee ngs, and emergency management.
The records management program for 2019 is underway and it has been quite busy. Staff is working with Public Works and Community Development to clean up old files, as well as, records are being scanned, filmed, and microfilmed by the State Archives Office. The records that have met their reten on life have been transferred to the State Archives or destroyed per the approved Reten on Schedule. Staff is wai ng for award announcements on another grant applica on for a grant through the Secretary of State’s Office.
Candidate filing is now closed and our elec on is November 5th. For more informa on, see h ps://www.kingcounty.gov/depts/elec ons.aspx.
The tri-city Emergency Managers are collabora ng on the work on the Regional Hazard Mi ga on Plan (RHMP) 2019 update. All three City staff members are also working with King County Office of Emergency Management as part of the county plan. There will be mul ple opportuni es for the public to review the plan including at the Emergency Preparedness Fair. As a reminder, the Emergency Preparedness Fair is set for September 28, 2019. The community is excited for the opportunity to engage with all of the community partners. Staff is anxiously awai ng the release of the Emergency Management Planning Grant (EMPG) Grant applica on which should be out within the next two weeks.
Our stats for the month of May are as follows: x Passports: May - 50 City Clerk x Pet Licenses: May - 14 x Website Updates: May – 150 + x Public Records Requests: May - 15
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DEPARTMENT UPDATE
Youth Sports Lake Wilderness Park has been bustling on weeknights and Saturdays as our youth base- ball league reaches its halfway point. The league includes Tball (312 par cipants) and Coach Pitch (67 par cipants). Girls Slowpitch (20 par cipants) is also being offered for the first me. There are over 80 volunteer coaches that give their me to teach the kids America’s pas me. Staff is pleased to announce par cipa on records were set this season with 399 combined players par cipa ng in all of our baseball and so ball leagues
Summer Staff The Department is busy preparing for another great summer in the parks. Over 40 new staff members have been added for the 9 weeks of beach, recrea on and camp opera ons, as well as Parks maintenance. Incorpora ng the Beach House for a full summer is exci ng for all, especially for the concessions, boat rental and lifeguarding programs.
The lifeguard crew is fully staffed for 2019. New incen ves and compe ve wages seem to be paying dividends as staffing levels are where they need to be for the first me in several years.
Camp Wild Day Camp for ages 6 – 11 is once again popular as most weeks are full and have wai ng lists. Camp leadership is strong with several returning staff members including the Manager. Pro-Tow Motorplex is the camp sponsor, again this year, marking their 14th consecu ve year as sponsor.
Wilderness Adventure Camp This new 4-week camp is for ages 11 – 15. The quality staff have been planning many fun and exci ng outdoor
Parks & Recrea on & Recrea on Parks adventures and are confident that campers will enjoy their me. Some of the ac vi es include mountain biking, hiking, sailing, rowing, rock climbing, fly fishing, and river ra ing. We s ll have openings in this camp, so help us spread the word!
Eagle Scout Project for the Lake Wilderness Lodge Boy Scout Cameron Stuard from Troop 747 fixed the fencing around the HVAC units at the Lake Wilderness Lodge. The old fence was ro en and falling down but now the wood has been replaced and a fresh coat of paint has been added. Thank you, Cameron!
Before After
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DEPARTMENT UPDATE
Papa Bear Round-a-Bout Congratula ons to Brian Wargo and the Parks Maintenance team for comple ng the landscaping of the round -a-bout at the Papa Bear sculpture. It looks great, and once the plants get established it will be a gem for the City of Maple Valley, Summit Park, and Tahoma High School.
Before After
Summit Park is on the Fast Track Summit Park construc on con nues to as we an cipate an opening in late June/July. Things are moving long quickly now and you can definitely see daily progress, and the community will soon be enjoying the many ameni es that Summit Park will offer.
Parks & Recrea on & Recrea on Parks
Playground Restrooms/Concession
Soccer Fields Padding Being Installed Team Dugouts
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DEPARTMENT UPDATE
Softball Field
New landscaping at Lake Wilderness Lodge The Parks crew have been at it again by removing blackberry bushes and designing and installing new land- scaping beds behind the Lodge. The new, lush landscaping provides an even greater backdrop for brides to enjoy during their wedding, and makes the Lodge a place to enjoy nature.
Parks & Recrea on & Recrea on Parks
71 June 10, 2019 Page 16
STATUS OF ACTIVE CAPITAL IMPROVEMENT PROJECTS
STATUS OF ACTIVE CAPITAL IMPROVEMENT PROJECTS – MAY 2019 SR 169 Widening (from Witte Road SE to SE 240th Street) (T39) Design Consultant: David Evans & Associates (DEA) Construction Contract: T B D Est. Construction Date: June 2019
Description: This project scope includes the installation of an additional north-bound travel lane, a bike lane, retaining walls, and sidewalk on the east side of Maple Valley Highway from Witte Road to SE 240th Place. Additionally, this project will provide intersection improvements along this section of the SR 169 corridor, as well as surface water drainage enhancements. This will provide for enhanced traffic capacity by eliminating a serious bottleneck as well as also provide enhanced safety for pedestrians and other non-motorized traffic.
Current Status: x Stormwater infiltra on system has been installed and covered (SE 225th Avenue to SE 240th Street). x Soldier Pile Wall: (This is the primary opera on for the next several weeks.) R 23 of 122 soldier piles have been placed. x Storm and irriga on pipes have been installed under SE 225th Avenue. x Approximately 1,100 out of 3,400 cubic yards of fill material has been placed.
Past Milestones: x Construc on start: April 15, 2019. x Project survey and control complete. x Lane shi and traffic control in place and refined. x Tree removal, clearing, and grubbing complete. x Wall excava on begun. x Held project open house to answer ques on from the public and share project informa on. x Processing preliminary project contractor submi als and RFI’s. x Cedar River Water District water line reloca on (in project limits) completed. x Construction contract awarded to Johansen Construction Company for $4,609,800. x Engineers Estimate was $5,813,000. x Selected KBA Inc. to provide Construc on Management Services for the project. x Right of Way acquisition has been completed and approved by Council.
Public Works / Community Development Public Works x TIB Bid Authorization approved and granted. x Construction Contract Advertised – Bids due on February 19, 2019. x Solicited for professional services (RFQ) to hire a Construction Management firm. x TIB Grant was awarded on November 16, 2018 for $4,000,000. x TIB Grant was submitted requesting $4,000,000. x 100% Plans have been submitted by the consulting engineer. x Finalizing WSDOT Chan Plan approval. x 90% plans have been submitted to the City and staff is reviewing them. x SEPA application process begun. x Finalized coordinating with the Maple Valley Public Arts Commission for decorative design of the proposed wall face between Witte Road and SE 240th Street.
72 June 10, 2019 Page 17 STATUS OF ACTIVE CAPITAL IMPROVEMENT PROJECTS (continued) x Coordinated utility plan elements with Cedar Creek Water District. The District indicated that they will be abandoning a short section of line near Witte Road, relocating two fire hydrants, and other minor modifications coincident with this project. x Final Chan Plan sent to WSDOT. x Presented project and solicited citizen input at November 30, 2017 CIP Public Open House. x WSDOT review of the draft Channelization Plan and Basis of Design Report completed. x Initiated initial meeting with affected property owners (for access management). x Additional counts and turning movements have been analyzed specific to the Chevron at Wilderness Village to understand access characteristics unique to that business. Results and potential mitigation have been coordinated and discussed with the owner. x Staff has reviewed and given feedback on 30-percent design plans (PS&E) in October of 2017. x Staff submitted a State TIB grant in August 2017 in the amount of $4.5 million for the project. The project was not selected for funding. x Environmental documents are completed/submi ed to the regulatory agencies for approval. Public Works / Community Development Public Works
73 June 10, 2019 Page 18 STATUS OF ACTIVE CAPITAL IMPROVEMENT PROJECTS (continued)
Witte Road –SE 249th Place to SE 256th Street (T28b PHASE II) Design Consultant: P B S Construction Contract: T B D Est. Construction Date: June 2021
Description: Phase II includes development of a full-road diet for the Witte Road corridor north of the realigned SE 256th Street intersection through SE 249th Place; specific project enhancements include pavement upgrade, side- walk installation, bike lanes, drainage improvements, retaining walls, and intersection upgrades.
Current Status: x Construction anticipated in 2020. x Finalizing contract amendment with PBS Engineering and Environmental to complete and finalize the design elements presented to council in April and prepare final plans.
Past Milestones: x The City is applying for a 2019 King County Flood Control grant for the removal of the 220th Avenue SE connection, daylighting Jenkins Creek. The application will be submitted by June 14, 2019 and the City should be notified whether it has received funding by late summer or early fall of 2019. x Held City Council workshop to review value engineering efforts and design options refine direction to the consulting engineer to finalize plans. Council gave its concurrence to: R Add the center left turn lane at SE 256th (in addition to SE 254th) into design. R Remove the vehicular connection at 220th Avenue SE (reroute to SE 256th) to address safety and alignment conflict considerations. R Simplify the cross section to include a two lane street with five foot bike lanes on each side and a five foot sidewalk with intermittent planter strip. x Anticipate right of way acquisition of permanent easements in the second quarter of 2019. x Current design status is approximately 90% complete. x Presented project and solicited citizen input at the November 30, 2017 CIP Public Open House.
Kent-Kangley Road/242nd Avenue SE Signalization (T-44) Design Consultant: K P G I n c . Construction Contract: T B D Est. Construction Date: July 2019 Public Works / Community Development Public Works
Description: The intersec on at Kent-Kangley Road and 242nd Avenue SE, located behind Safeway, has had con nued conges on and safety concerns as traffic in this area has increased. The project includes reconfiguring the intersec on to establish a traffic signal, full pedestrian crossing facili es, bike lanes, and channeliza on. Current Status: x Received 90% design plans and specifications; city 80% complete with review comments. x Bid ready plans expected mid-June to advertise for a September construction start date. x PSE agreements for a aching aerial communica on fiber submi ed to PSE.
74 June 10, 2019 Page 19 STATUS OF ACTIVE CAPITAL IMPROVEMENT PROJECTS (continued)
Past Milestones: x Received 30% design plans; currently under City review. x Analyzing signal phasing and traffic modelling. x Sent out bid for pre-order of signal poles & mast arms (long lead time items). x Selected KPG Inc. to provide Engineering Services for the design of the signal project. R Developed scope and fee for approval by City Council in the amount of $174,964. x Project pre-planning efforts are on-going. x Solicit for professional services for design and construction support. x Updated project priority on the 6-Year Transportation Plan.
Lake Wilderness Parking Lot – Phase 2 (P-16) Design Consultant: D M P I n c . Construction Contract: T B D Est. Construction Date: July/August 2019
Description: Complete Phase 2 of the Lake Wilderness Lodge parking lot. The new paved parking lot will be located adjacent to the Arboretum on both sides of the main entrance road and will create approximately 115 new lots. The driveway approach to the disk golf parking lot and Maintenance road will be improved and paved to reduce the pot holes and loose gravel issues at these entrances.
Current Status: x Design is 80% complete. x Review current plans with Parks Dept. Staff on-site and incorporated input into final design (minor additions/changes).
Past Milestones: x Topographic Survey completed. x Scope of work developed to finalize design and produce bid ready documents. x Preliminary plan developed in 2014 – 60% design.
DEPARTMENT UPDATE - PUBLIC WORKS/COMMUNITY DEVELOPMENT
Public Works / Community Development Public Works Surface Water Management NPDES Phase II Permit x Completed residential and commercial (private) stormwater inspections for the north half of the City, as required by the NPDES Phase II Permit. x Jenkins Pipeline began cleaning the remaining catch basins in order to complete the cleaning of all of the City owned catch basins within a 2-year cycle as required by the Permit.
SWM Rate Study x Staff will hire a consultant to evaluate the City’s current SWM program and SWM rates to determine poten al changes or increases necessary to meet growing demands.
75 June 10, 2019 Page 20 DEPARTMENT UPDATE - PUBLIC WORKS/COMMUNITY DEVELOPMENT (Continued) SWM Rate Study Staff will hire a consultant to evaluate the City’s current SWM program and SWM rates to determine potential changes or increases necessary to meet growing demands.
Current Status: x The City has selected FCS Group to perform the study based on their experience with small municipalities. A contract should be signed with FCS Group by early June and then they will kick off their study.
2019 Storm Water Ponds Retrofit Project This project scope includes retrofitting seven existing storm water retention ponds that will improve surface water quality within the City. The preliminary scope of work includes the removal of accumulated sediment, the re-installation of low permeable liners and treatment liners, the modification of existing inlets and outlets needed to enhance wildlife habitat, as well as to improve the aesthetic appeal of these facilities. Staff applied for and was awarded a Metropolitan King County Water Quality Improvement grant totaling $20,000.
Current Status: x Signed contract with PLS Inc. to perform a survey of the ponds for not to exceed $10,360. PLS will perform survey in early June.
x Submitted a progress report to King County as part of the WaterWorks Grant requirement.
2020 Storm Water Ponds Retrofit Project The City has been selected by King County to complete a full application for their 2020 WaterWorks Grant. The City’s Letter of Intent (LOI) to King County indicated our plans to use funding from this grant to construct stormwater retrofits on existing City-owned ponds to provide a water quality benefit.
Current Status: x The City will submit the completed application by June 13, 2019.
2019 Stormwater Pond Fencing This project scope includes evaluating which City-owned ponds currently are not fenced, determining whether fencing is required or would be beneficial, and hiring a contractor to install fencing where needed. $200,000 has been allocated to fund fencing projects in 2019.
Current Status: x After evaluation and site visits, it was determined that there are four ponds remaining that would benefit
Public Works / Community Development Public Works from being fenced. Other unfenced ponds will be considered for vegetation or other improvements. x Portions of five other pond fences will be repaired/replaced. x This project will be scheduled to occur after the 2019 Storm Water Ponds Retrofit Project as there are some overlaps in location. The estimated construction schedule is late summer or early fall of 2019.
2019-2021 Witte Road/Lake Wilderness Golf Course Water Quality Pre-Construction Grant This project scope includes a feasibility study and design of stormwater quality Best Management Prac ces (BMP’s) to treat infiltra on or discharge currently untreated stormwater runoff from Wi e Road adjacent to the Lake Wilderness Golf Course and the Golf Course itself, prior to the runoff discharging to the Jenkins Creek Headwaters. The City was awarded a grant from the department of Ecology for $75,000 towards the study, design, and permi ng for this project.
76 June 10, 2019 Page 21 DEPARTMENT UPDATE - PUBLIC WORKS/COMMUNITY DEVELOPMENT (Continued)
Current Status: x Ecology has provided the Final Grant Agreement to the City. Consent for City Manager Laura Philpot to sign this agreement is on the May 13, 2019 Council Agenda. x PBS Engineering conducted survey of the project area on May 3, 2019. x A professional archaeologist was hired for the required Department of Archaeology and Historic Preservation site survey and inventory (as requested by a local tribe during consultation) and began preparing their report.
Lakes Program x King County ini ated the 2019 Lake Wilderness swim beach monitoring program on May 13, 2019. Under the program, samples for E.coli will be taken from the le , center, and right of the swimming beach over a 19 week period ending on September 16, 2019.
x Staff a ended a Lake Wilderness Ci zen Advisory Commi ee Mee ng on May 21, 2019 at the Lake Wilderness Lodge.
x Aqua c plant surveys were performed on May 23, 2019 by AquaTechnex and the Lake Wilderness Preserva on Associa on Volunteer Milfoil Patrol. As a result, subsequent herbicide treatment is scheduled to occur on Wednesday, June 5, 2019 to treat approximately nine acres of Elodea and pondweed. Public Works Maintenance x Crews continue mowing and maintaining retention/detention ponds city wide. x Crew ground sidewalks in the Patrick’s Faire, Katesridge, and Glacier Valley neighborhoods. x Desmond Weaver attended the annual Snow and Ice conference in Salt Lake City. x Crew replaced sidewalk panels in the Patrick’s Faire neighborhood. x Crews have started trimming and weeding landscape medians starting with Witte Road. x “No Parking” signs were installed in the school zone behind Rock Creek Elementary in the Springhaven Glen neighborhood.
Solid Waste x Staff applied for and has been awarded a 2019-2021 Local Solid Waste Financial Assistance Program grant in the amount of $9,787. An agreement will be forth coming on a June 2019 Council Agenda. Public Works / Community Development Public Works x Maple Valley held another successful grant-funded spring recycling event and all grant reimbursement monies have been received by the City. x Staff a ended the Metropolitan Solid Waste Advisory Commi ee Mee ng on May 10, 2019. x Staff closed out the 2017-2019 Local Solid Waste Financial Assistance Grant. x Staff and King County presented the 2019 Comprehensive Solid Waste Management Plan to Council at the May 28, 2019 Special Council Mee ng where staff was directed to move the item forward on the Consent Agenda at the June 10, 2019 Regular Business Mee ng for poten al approval. x Staff con nues work with Recology CleanScapes and Republic Services on the Transi on Plan for the Maple Ridge and Maple Woods transi on to Recology CleanScapes as Republic Services Franchise Ordinance terminates on July 26, 2019.
77 June 10, 2019 Page 22 DEPARTMENT UPDATE - PUBLIC WORKS/COMMUNITY DEVELOPMENT (Continued)
Community Development The Planning Department is continuing to stay busy with building permit review and intake. Single family resident permits continue to be issued for Fox Pointe (237th and SE 248th Place) and Overlook at Summit Park, and are now coming in for the 130 lot Northpoint at Maple Centre development. Staff is working with the developers of the Bonaventure Senior Living Center to facilitate a revision to the building and site plan, they hope to begin construction soon. Marques at Maple Valley, including the new UW Medical Center and Retail stores are ready to be issued as of May 31, 2019. Staff continues to work with CVS to get their project going on the corner of Witte Road and SR 169. Staff received an application for development of the Hayes Gravel Pit into two warehouse uses totaling approximately 250,000 square feet. The notice of application was issued on February 22, 2019 and we continue negotiations regarding conditions on the project. Our new Building Official, Dee Warnes, started on June 3, 2019.
Planning Commission The Commission held a Public Hearing on the draft Shoreline Master Program on May 1, 2019. Approximately 30 people attended. Comments were generally positive, given that not many of the rules governing what you can do on your property in relation to the existing regulations are changing. Future Planning Commission meetings will focus on deliberation and a recommendation on the Shoreline Master Program, Sign Code, and elevators in mixed use buildings. It is likely that the outcome of the Downtown Visioning exercise will result in a significant increase in the future workload for the Planning Commission in 2019 and 2020. Public Works / Community Development Public Works
78 June 10, 2019 Page 23 Residen al Subdivisions and Available Lots
Building Permits Issued
Poten al Ap- Site Prior Available Pre-Plat Pre-Plat Final Plat File Number Plat Name Building proved Under to 2017 2018 2019 Building Approval Expira on Approval Lots Lots Const. 2017 Lots
Ridge at Lake CD0406-013 6/30/2004 N/A 2/25/2005 11 N/A 9 0 0 2 Wilderness
CD1309-002 Jordan's Crossing 7/31/2007 N/A 3/24/2014 15 N/A 14 0 0 1
Edgestone Div I CD0602-005 7/18/2007 N/A 2/23/2017 48 N/A 27 16 5 (Arbors 3) Edgestone Div II CD0602-005 7/18/2007 N/A 2/23/2017 9 N/A 8 1 0 (Arbors 4)
South Fork (Sunshine CD0702-001 7/31/2007 N/A 4/25/2017 10 N/A 9 1 Grove)
Canton Crossing CD1506-007 2/9/2016 2/7/2021 5/22/2017 51 N/A 41 7 3 (Shavano)
CD1308-004 Yellow Rock Road 4/1/2014 3/30/2021 8/24/2016 6 yes 1 4 1
CD0601-017 Wilderness Hills 4 2/12/2018 16 2/11/2023 No 16 No 16 0
CD0601-010 Wilderness Hills 3 12/11/2007 12/8/2017 2/12/2018 22 No 21 1
Fox Pointe (aka CD0702-010 10/5/2007 10/2/2017 Yes 42 Yes 12 5 25 Malloy) Sun Ridge at Elk Run 11/28/202 PSP1801-001 11/30/2018 9 No No 0 4 D 2 5 Overlook at Summit Phase 1 CD1602-001 3/22/2017 70 3/21/2022 55 Yes 19 19 17 Park 7/30/2018
Northpoint at Maple CD1610-005 3/28/2017 110 3/27/2022 No 110 Yes 39 71 Centre
CD1604-003 Cedar Peak 6/29/2017 17 6/28/2022 No No 0
CD1507-006 Rainier Ridge 6/29/2017 71 6/28/2022 No No 0
Phase 1 CD1609-007 Elk Run 8 6/17/2017 84 6/17/2022 19 Yes 15 4 0 2/26/2018
CD1801-001 Meadowridge Park 7/10/2018 49 7/9/2023
Total 426 414 23 78 102 84 127
79 June 10, 2019 Page 24
Commercial Projects
File Number Commercial Projects Square Feet Type Status
DR1805-001 Marques Mixed Use 186 Residen al Units New construc on Approved
CD1501-005 St. George Episcopal 5,000 New construc on Site Development Review
CD1707-003 Bonaventure at Maple Valley 180,212 New construc on Approved
CD1709-002 CVS-Wilderness Village 13,162 New construc on Design Review Total: 198,374
Pre-Applica on Conferences Type 2019 1st Quarter 2019 2nd Quarter 2019 3rd Quarter 2019 4th Quarter 2019 YTD Commercial 2 3 5
Residen al 7 5 12
Other Review Mee ngs 0
Totals 9 8 0 0 17
80 June 10, 2019 Page 25
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82 Date: June 4, 2019
To: Mayor Kelly and Councilors
From: Jennifer Cusmir, Communications Specialist
Subject: Adoption of the City’s Strategic Communications Plan
Background
Development of a City Strategic Communications Plan was one of the job duties assigned to the newly created Communications Specialist position. The plan is in response to Council’s objectives of increasing awareness of the policies and programs of the City and generating engagement of community members in the governing process.
The plan provides a holistic approach to communications that emphasizes the identification of emerging issues and dissemination of policy decisions. The plan also focuses on the development of goals and strategies to more effectively engage the community and bridge the gap between citizens and government.
Discussion
The Strategic Communications Plan is broken into 9 components, Executive Summary, Vision and Core Values, Introduction & Rational, Situational Analysis, Strategic Messages, Strategy Deployment, Implementation, Measurement, and Appendices.
Senior Staff reviewed the plan in April 2019.
The City Council reviewed the plan at the May 13, 2019 City Council Regular Business Meeting. No requests for amendments other changes were made upon review.
Fiscal Impact
There is no direct cost to the City to review and adopt the Strategic Communications Plan.
Options
1. Approve Resolution R-19-1345 at the June 10, 2019 Regular Business Meeting accepting the 2019-2020 Strategic Communications plan and approving the plan’s implementation 2. Direct staff to take some other action. 3. Do nothing.
83
Recommendation
Begin review of the Strategic Communications Plan.
Attachments
1. Resolution No. R-19-1345 2. Final 2019-2020 Strategic Communications Plan
84 CITY OF MAPLE VALLEY, WASHINGTON
RESOLUTION NO. R-19-1345
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, ACCEPTING AND AUTHORIZING IMPLEMENTATION OF THE 2019-2020 STRATEGIC COMMUNICATIONS PLAN
WHEREAS, the City of Maple Valley has the responsibility to maintain engage the public in effective and efficient methods of communications; and
WHEREAS, the City of Maple Valley City Council supports improving communications with all target audiences; and
WHEREAS, the City of Maple Valley City Manager’s Department is responsible for developing a Strategic Communications Plan that outlines the City’s approach and objectives for communications, identifies communications tools and tactics, and sets forth a plan for implementation; and
WHEREAS, the City of Maple Valley City Council reviewed and unanimously supported the proposed Strategic Communications Plan on May 13, 2019;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, AS FOLLOWS:
Section 1. Acceptance. The 2019-2020 City of Maple Valley Strategic Communications Plan is hereby accepted and shall be the guide for the planning, implementation, and dissemination of communications within in the City of Maple Valley. The 2019-2020 Strategic Communications Plan is incorporated by this reference as if fully set forth herein and has been filed with the City Clerk and identified with Clerk’s Receiving No. ______.
PASSED BY THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, AT A REGULAR MEETING THEREOF THIS 10TH DAY OF JUNE 2019. ______Sean P. Kelly, Mayor ATTEST:
______Shaunna Lee-Rice, City Clerk
APPROVED AS TO FORM:
______Patricia Taraday, City Attorney
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86
City of Maple Valley Strategic Communications Plan 2019-2020
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88 Vision Statement
Maple Valley will be a well-planned City with a safe, healthy and aesthetically pleasing environment. A strong sense of community will develop through effective partnerships with community organizations, maintaining historic connections with the area’s rural past, and embracing the positive aspects of modern technology. The community will be economically vital with quality education and recreation opportunities.
2019-2020 Strategic Communications Plan June 10, 2019 through December 31, 2020
Prepared by:
Jennifer Cusmir, Communications Specialist
89 Table of Contents
Executive Summary ...... 4 City of Maple Valley’s Vision and Core Values ...... 5 Introduction & Rationale ...... 6 Guiding Principles ...... 6 Objectives ...... 7 Legal & Ethical Considerations ...... 8 Alignment & Integration ...... 8 Situational Analysis ...... 10 Audience Identification ...... 10 Stake Holder Needs Analysis ...... 12 Media Market ...... 14 Communications Assets ...... 15 Issue Identification ...... 17 Community Resources ...... 17 Opportunities ...... 18 Suggested Research ...... 18 Strategic Messages ...... 19 Key Concepts/Themes ...... 19 Topical Categories ...... 20 Current Issues ...... 21 Strategy Deployment ...... 23 Brand Management ...... 23 Media Relations Tactics ...... 23 Public Relations Tactics ...... 24 Direct Communications Tactics ...... 25 Marketing & Advertising Tactics ...... 25 Social Media Strategy & Tactics ...... 25 Customer Relationship Management (CMR) ...... 27 Citizen Engagement Tactics ...... 27 Issue Management/Crisis Communications ...... 29
90 Departmental Outreach ...... 31 Cross-Channel Promotion ...... 31 Implementation ...... 32 Priority Action Plan for Biennial Budget Years 2019-2020 ...... 32 Measurement...... 34 Reach & Penetration ...... 34 Level of Engagement ...... 34 Experience & Opinion ...... 34 Media Tracking ...... 34 Performance Measures, 2019-2020 ...... 36 Appendix A: Glossary & Abbreviations ...... 38 Appendix B: Local Market Analysis ...... 39 Print ...... 39 Television ...... 39 Radio ...... 40 News Programming ...... 40 Appendix C: Ethics Guidelines ...... 41 PRSA Member Statement of Professional Values ...... 41 ICMA Code of Ethics with Guidelines ...... 42 Appendix D: About Integrated Marketing Communications ...... 47 Bibliography ...... 49 Magazines ...... 50
91 Executive Summary
This is the first Strategic Communications Plan for the City of Maple Valley, Washington and is designed to set out objectives, messages and strategies that will be used during the Biennial Budget years 2019- 2020 to communicate the City’s programs and policies to various audiences.
It describes the City’s approach and objectives for communications, “Introduction & Rationale,” (pages 6-9), our current situation (pages 10-18), the strategic messages (pages 19-22), our tools and tactics (pages 23-31), the implementation plan (pages 32-33), and our measures for assessing outcomes (pages 34-37).
The objectives of this plan are to:
x Increase awareness, x Increase engagement, x Provide access, x Establish transparency, and x Reinforce credibility.
To reach these objectives, we have devised the key following messages (based on the City’s Vision Statement):
x “Maple Valley plans for the future,” x “Maple Valley values citizens and their input,” x “Maple Valley is dedicated to forming strong partnerships within the community,” and x “Maple Valley is committed to ensuring economic vitality.”
The underlying theme is that the government of Maple Valley cares deeply about the community and is planning for the future while being a good steward of the public’s resources. The messages will be deployed through a number of different strategies, tools, and tactics, described in the “Strategy Deployment” section on pages 23-31.
In the “Measurement” section (pages 34-37), the process and outcome measures that will be implemented are identified.
Other items of interest in this plan include a description of our issue identification and management approach, as well as analysis of emerging social media opportunities.
92
City of Maple Valley’s Vision and Core Values
City Vision
Maple Valley will be a well-planned City with a safe, healthy, and aesthetically pleasing environment. A strong sense of community will develop through effective partnerships with community organizations, maintaining historic connections with the area’s rural past, and embracing the positive aspects of modern technology. The community will be economically vital with quality education and recreation opportunities.
Vision – Maple Valley 2035
Maple Valley will work as a community to provide a safe, aesthetically pleasing city that operates in harmony with its natural environment, rural history, and provides multi-generational opportunities for economic growth, community involvement, recreational activities, and cultural expression. Our city will be a regional focus for health, business, good government, and education, and will provide opportunities for regular interaction in all spheres of human endeavor with our neighbor communities and visitors from outside our region. We will make this possible with a vital economic base, a multi- faceted transportation network, and an emphasis on the quality of life for our residents.
Core Values Statements
x We provide quality service. x We make a difference through teamwork. x We are ethical in all of our work. x We are proactive in identifying and dealing with issues. x We are reliable. x We are resource conscious as we produce results.
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94 contributes to strengthening the quality of life Introduction & in the community. It is a good use of the City’s resources, and a duty we have to our Rationale constituents.
The City of Maple Valley is making communications a priority, with the intent of increasing awareness of the policies and Communications Priority programs of the City and generating enhanced engagement of constituents in the Enhance communications with governing process. The creation of the Communications Specialist position is a clear the residents and businesses in sign of the commitment that the Council has the City and region by proactively to conduct the business of the City in an open and inclusive manner. identifying emerging issues; The City is seeking strategic, holistic improving long-range approaches to communications that emphasize the identification of emerging communications strategies; and issues and dissemination of policy decisions. communicating more effectively The plan, this being the first edition, has been created to meet these broad goals, support the identified key issues, policy Council priorities, and to reinforce key messages as identified in the “Strategic decisions made, and actions Messages” section beginning on page 19. taken by the City Council. The Council priorities provide direction to staff on issues that are of particular policy interest and that are to be used to align Guiding Principles resources in support of the City’s Vision Statement and the Maple Valley Vision 2035. This plan is built on the foundation of four concepts that guide the development of The Council priorities for Biennial Budget Years communications vehicles and strategies. 2019-2020, adopted November 26, 2018 are: Clear & Direct – We will always strive to use the x Economic Development most direct and straightforward language to x Parks & Recreation communicate the City’s policies and programs. x Public Safety We will explain technical terms, eschew jargon, x Public Works and provide background information to ensure x Quality City Services that all of our communications are understandable and accessible to the widest The City understands that communications is a possible audience. basic obligation of government, and an essential component of the democratic process. Proactive – Whenever possible, we will provide It helps build pride and satisfaction within the information on issues as they come to light, to community, increases participation, and ensure the most accurate and complete
95 information is available to the public as soon as establishing the communications priorities. is practicable. Each issue or program campaign will be designed with these desired outcomes in mind. Transparent – We will be open in communicating City business and making Increase Awareness – We want information information about the policies, finances, and about City policies and programs to be available operations of the City available to all citizens. to all of our audiences and for Council, City, and One way of accomplishing this is to include other agency priority projects to be common citizens at all levels of decision making, from knowledge among our key audiences. soliciting input to encouraging service on Increase Engagement – We want to encourage committees and commissions that actively and enable residents and business owners to advise management and the Council on policy participate in public policy formation. In decisions. addition, we would like to generate high levels Listen & Learning – We recognize that of participation in and attendance at City communications is two-way, both providing meetings, programs, and events. information and receiving feedback. When the Provide Access – We want to reduce barriers to City listens to residents, it gains by building communication in order to reach the broadest trust and credibility, but also in that, the voice possible audience and provide accessibility and of the public is reflected in the policies and inclusion to vulnerable populations. programs that are created by the City. Establish Transparency – It is our intent to The principles we abide by are designed to conduct the “people’s business” in the open – making information about City policies and operations available to all – and give constituents reasonable access to elected Guiding Principles officials and City staff. Clear & Direct Reinforce Credibility – We will provide honest and responsible communications that will help Proactive us to build trust and credibility with our audiences, which is critical in maintaining an Transparent ongoing dialogue with the community.
Listening & Learning Consistent Messaging – We will work to make all messaging consistent across every department. provide a solid basis for deliberative democracy By carefully planning our communications to through public participation and informed meet these objectives, we believe that we can public debate. successfully reinforce the City’s key messages while simultaneously increasing constituent awareness and engagement. These over- Objectives arching outcomes will be measured through a series of specific metrics identified in the We have identified five broad objectives “Measurement” section, pages 34-37. designed to meet Council’s intent in
96 City Council before the Council has had the opportunity to deliberate and establish the Objectives City’s official position, or vote on a specific Increase Awareness decision. Increase Engagement While we firmly believe that we best serve the public interest by acting as responsible Provide Access advocates for the Council’s policy decisions – Establish Transparency providing the City’s perspective in the marketplace of ideas, facts, and viewpoints to Reinforce Credibility aid informed public debate – we also recognize the potential for criticism that the Consistent Messaging City has been selective about information provided to the public with the goal of attempting to persuade residents to come to a Legal & Ethical Considerations preferred conclusion. Any appearance of “spin” in our communications will work against In addition to the aspirations we have for the the ideals of transparency and inclusiveness and quality of our communications, there are a reduce our credibility with the public. number of other considerations that also guide Ultimately, we aim to provide the data and our tactics and strategies. We are very careful reasoning behind the policy decisions so that to ensure that we are aware of and implement residents can understand how those decisions all legal requirements. We strive to meet the were made. highest ethical standards of both government agencies and the communications profession. In addition, as professional practitioners, we have adopted the ethical standards of the Washington Open Public Meetings Act – The Public Relations Society of America and the Legislature states in RCW 42.30.010, public International City-County Management agencies, “…exist to aid in the conduct of the Association (Appendix C). people’s business…,” and, “…their actions be taken openly and that their deliberations be In the end, all communications promulgated by conducted openly.” We will make sure that all the City of Maple Valley will be tested against of our communications efforts uphold both the the highest ethical and legal standards, to letter and spirit of RCW 42.30 in providing the ensure that we are faithfully serving the public public with information about City business. to the best of our ability. Accessibility – We will make every reasonable Alignment & Integration effort to ensure that the information about City programs and policies is available to all of our One of the areas we will focus on in audiences, despite the many barriers to implementing this messaging framework is our communication. ability to articulate the linkage between the strategic messages of this plan and the City’s Informing vs. Persuading – One of the many values, specific marketing plans, and issues challenges of communicating emerging issues is management. in providing complete and unbiased information to residents on issues that are coming to the
97 What this means in practice is that staff will ensure that all activities are developed and executed within the context of the City’s over- arching strategy.
We are also developing a process for integrating messages across platforms and media that will allow us to react more quickly to changes in social media, as well as to better leverage existing City communications assets.
98 Situational Analysis Primary Audiences The single largest audience we want to reach Audience Identification are residents of the City of Maple Valley. Today there are approximately 25,000 people living in In the broadest sense, the communications the city limits. There are a number of defining audience is anyone who lives or works within characteristics that create subcategories with the City of Maple Valley’s corporate limits, city specific needs, such as: staff, elected and appointed officials, visitors, x Property Owners/Renters residents of neighboring communities, and x businesses considering relocating to Maple Children/No Children Valley. This represents a very broad and diverse x Employed/Not Employed group of people with different needs and x Length of Residence interests, so it is useful to consider a number of x Educational Attainment subcategories or niche audiences that identify x Household Income groups with similar characteristics or x Ethnicity communications needs. x Age
We also need to be aware that there are According to the 2016 United States Census different levels of interest on the part of our Bureau American Community Survey, there are audiences in receiving communications. One of 8,527 households in Maple Valley, 82.5% of the challenges is to provide opportunities for which are owner occupied, and the median our audiences to increase voluntarily their level income is $98,925. Approximately 47% of the of engagement, eliminate barriers to households include one or more children under participation, and increase the value of their the age of 18. Children under the age of 18 relationship with the City. To do that without make up 32% of the population. The median being intrusive, we will first have to age is 35.6 years. For adults over the age of 25, demonstrate the value of participation to our 40.7% have earned a bachelor’s degree or audiences. Another way is to have information higher. About 9% of residents are of Asian about City services, programs, and policies ancestry. Residents who are Hispanic or Latino available wherever and whenever our account for just under 6% of the population, audiences wish to receive them. about 3% are African-American, and Native Americans comprise 3% of the population. Audiences also have different informational needs, depending on their relationship to the Of residents 16 years of age and over, 68.7% are City. Business owners, developers, and employed, 5.5% are unemployed, and 25.5% residents all have different relationships with are not in the labor force. The majority of the the City and may need information on employed population, just over 77%, commutes processes, policy decisions, or services. alone, 9.6% carpool, 7% works from home, and about 4% uses public transportation. The Lastly, we must also consider media median travel time to work is 38.3 minutes. preferences and understand the unique features of each channel that we deploy, We can also divide our resident audience recognizing that individuals have differing through their level of engagement. We expectations and conscious needs in recognize four distinct levels: communicating with the City. x Engaged (Ambassadors, Watchdogs)
99 x Interested (aware or impacted) Partnerships with the Maple Valley-Black x Passive Diamond Chamber of Commerce, the Greater x Disinterested (actively avoiding or those Maple Valley Community Center, the Maple who consider City communication Valley Food Bank and Emergency Services, the intrusive) Maple Valley Farmers’ Market, and the Maple Valley Historical Society, help the City to better The most engaged residents are those who reach and engage with a broader cross section have a particular interest in the policies or of residents and business owners. Important programs of the City. We anticipate many of our benefits of working with these organizations communications efforts will be specifically include the ability to extend the City’s aimed at the two most involved groups – education and outreach capacities so more engaged and interested – as they have the residents are aware and informed, to identify highest interest in receiving communications community-based resources and from the City. Direct communications to these recommendations, enhance the competency of two groups represents the most efficient use of engagement plans, and to elicit previously communication resources. We recognize that it unheard perspectives and ideas. is also possible for disinterested or passive residents to shift suddenly to interested and Secondary Audiences engaged when City policies and programs affect Other audiences that we have a need to them directly. communicate with from time to time include The media has also been identified as a primary other Greater Maple Valley area residents, who audience, both in providing information directly live in unincorporated portions of King County; to our audiences and in creating commentary special interest community groups; the faith and critique of our policies and programs. based community; various niche stakeholder groups, such as senior citizens, teenagers, or City of Maple Valley employees are another key volunteers; Federal and State Legislators; audience, as residents see them as experts and elected and appointed leaders in other local expect them to know a great deal about the governments and agencies, and business and City’s programs and policies. By educating staff cultural organizations. about issues, policy decisions, and City programs, we further develop them as For visitors to Maple Valley, we need to have representatives of the City. the ability to deliver messages that will enhance the reputation of the City, spur additional use of The City of Maple Valley also recognizes other City facilities and programs, and promote local government agencies, special utility interest in the City to an even broader districts, and community organizations as audience. primary audiences. Other government agencies that operate within the city limits include the We also consider state and national event Tahoma School District No. 409, Puget Sound organizers and potential corporate relocations Regional Fire Authority , and King County as audiences for our communications. Working Libraries. Special utility districts include Soos with the Economic Development Manager, we Creek Water and Sewer District, Covington strive to promote the City as the best location Water District, Cedar River Water and Sewer to hold outdoor recreation events and a perfect District, and Puget Sound Energy. location for businesses, both in quality of life for
100 their employees and as a business-friendly than they were in 2012. Satisfaction with the environment for their organizations. Police Department was significantly less in 2015 versus 2012. City Staff and City Council had the Audiences lowest levels of satisfaction in both 2012 and Primary 2015. Residents The respondents were asked to list the Business Owners/Operators community events that they had participated in Media within the two years prior to the survey, 2013 Employees and 2014. The majority (87.8%) of the Local Government Agencies (in City) respondents claimed they did not attend any Community Organizations community events within the city in 2013 or
2014. Of the remaining 12.2% respondents, 31% Secondary reported attending the Fourth of July Picnic and Greater Area Residents Fireworks event, 28.8% reported attending Federal/State Elected Officials Music in the Park, and 58% reported attending Other Local Government Agencies “Other” events. The overall experience at the Visitors events and programs attended improved Potential Business Relocations slightly from 2012 to 2015.
For the majority of respondents, allocating tax dollars to road maintenance was seen as highly Stake Holder Needs Analysis important. The respondents also believed that tax allocation for the Police Department was The way to best determine the communications highly important. Park Facilities and Recreation needs of our audiences is through demographic Programs ranked third, followed by Economic and psychographic analysis, service statistics, Development, City Sponsored Events, and Social and surveying. Services. City Surveys In general, the residents of Maple Valley In November 2015, the City published the expressed that they live an enjoyable life in the results of its most recent Citizen and Business city. The 2015 survey reported 75.71% of Community Satisfaction Research survey respondents rated a high quality of life. The through Hebert Research. The survey did not rating was higher than the 2012 survey include questions that were specific to citizens’ reported. preferred communication methods or The citizens were surveyed on the importance satisfaction with access to City staff, appointed, of attracting more business and economic or elected officials. Results from the survey growth for the purpose of having more were of limited use in planning our opportunities to live and work in the city. It was communication efforts. discovered that 50.16% of the respondents When asked to rate their level of satisfaction considered attracting more business and with the different departments in the city, economic growth to be highly important. respondents reported that they were slightly We are hoping when the next Community less satisfied with the Parks and Recreation Satisfaction survey is conducted it will include Department and Community Events in 2015 questions that will better help in identifying
101 common methods used for getting information improvement of the timeliness and about the City and the level of satisfaction with accuracy of information City communications and marketing efforts. x Reach out frequently and use outreach tools that will effectively King County reach all communities, such as According to the January 2014 Report of Public sharing information in community Input for the King County Strategic Plan, the clinics or appearing monthly on most important issues for County residents are: cable access channels to share different aspects of local policy and x Mobility (transit and roads) services x Economic Vitality x Continue to develop customer x Safety service ethics among staff and x Housing leadership x Equity (jobs, housing, education, x Enhance efforts to engage and be healthy foods, physical and mental responsive to rural communities healthcare) x Build public engagement skills and x Healthy Environment practices across all county The report reflects on engaging the public in departments and agencies meaningful and authentic ways. Participants in x Share results of every engagement the strategic planning process stated that they effort, letting the public know what needed to know more about what the county we did, any barriers we may be does and the issues the county faces. It was also facing, and the progress we are expressed that the public often feels the making toward success government is out of touch with them and that Government Web User Survey they do not believe the county cares about what the residents think. The residents, who The Pew Internet Research Center conducted a took part in community focus groups and online study in 2010, to determine how the public uses surveys, expressed that they want to be asked “e-government” services. The findings make a about the challenges they are facing and want powerful case that the future of government to share their ideas. Participants felt that they communications is digital. knew their communities and had valuable In 2000, less than half (47%) of the national information for county decision-makers. They population had used a government website. By urged that efforts to gather public input needed 2003 that had increased to two-thirds (66%). to be completed in a meaningful way, saying The findings from the 2010 study report 82% of that the county needs to make sure to report internet users (representing 61% of all back to the public on what was done with the American adults) looked for information or information provided. completed a transaction on a government Based on the information provided by the website in the twelve months prior to the public on meaningful and authentic survey. The study also found that internet users communication, the County included the in general are more likely to contact following action points in their strategic plan: government than non-internet users.
x Continue improvements with the Users’ top reasons for visiting government county website, including websites included looking up a public policy or
102 issue, looking up what services a government content models that began with the advent of agency provides, downloading forms, finding participative websites that emphasize user- information about recreational activities, to generated content and a participatory online apply for a job, to apply for licenses and/or culture. This evolution in technology has had a permits, and to make payments for utilities or profound impact on the way government does other services. This is consistent with the page its job. access data from the City of Maple Valley’s One of the most significant trends has been the website, where the most often accessed pages decline of newspaper subscriptions and in 2018 were for employment opportunities, circulation. Traditionally, newspapers have information about Lake Wilderness Lodge, parks provided the most complete coverage and and recreation, and Lake Wilderness Park. often provided fuel for television and web- The Pew report also identified common based organizations. These roles are now characteristics regarding citizens’ interactions reversed with many news organizations with government. Specifically, the interactions creating online content exclusively. were frequently: For a preliminary analysis of the local media x Data driven – 40% of online adults went market, please see Appendix B. online to access data and information National Media Trends about government. x Organized around new online platforms Nielsen’s 2018 Total Audience Report Q2 shows – Citizen interactions with government nearly half of an adults’ day is dedicated to moved beyond the website with more consuming media content. American adults online adults using platforms such as spend over 11 hours per day listening to, blogs, social networking sites, email, watching, reading, or generally interacting with online video or text messaging to get media. Behind the surge of content government information. consumption are the growing use of new x Participatory – Users are not simply platforms, as well as the younger generations going online for data and information; who use them. they want to share their personal views The number of people using traditional on the business of government. platforms has been holding steady from 2016 to In the survey, Pew found that 44% of all 2018. Television viewing and radio have Americans had contacted a government agency remained consistent over the measured years or official in the preceding twelve months via with radio reaching 92% of all adults on a the telephone, a letter or in-person contact, weekly basis, and live and time-shifted TV has a and that the traditional methods are frequently weekly reach of 88% used as a supplement to online information Newer platforms of media consumption have seeking behavior. More than half of online emerged because of internet accessibility and government users have contacted government the growing connectedness of citizens. Digital using offline as well as online methods. usage continues to play a growing role with Media Market adults in the United States. Digital platforms – computers, smartphones, and tablets – have Anyone who follows mass media is well aware become a major catalyst for frequent content of the shifting landscape of platforms and exposure. In the first-quarter 2018, adults spent
103 three hours and 48 minutes a day on digital compared to other social media apps. More mediums. This is a 13-minute increase from the than three-quarters of users access Facebook prior quarter, and 62% of that time is attributed via a mobile device. to app/web usage on smartphones. Twitter is the most popular microblogging Historically, demographics have been a major service with the number of U.S. users projected factor in determining media usage. Older to surpass 70 million in 2020. The platform generations tend to lean more on traditional allows users to post messages containing 280 mediums, while younger generations are often characters or less on public or private feeds. early adopters of nascent technology. As Twitter has become an important tool allowing technology gains adoption and becomes users to connect with their desired audience in universal, it “trickles up” through the real time. demographics. Though older generations, YouTube is an important social media platform generally spend the most time with media for users to strengthen their online presence, (adults 35-49 spending over 11 hours a day on narrate their story, and engage their audience. it, while adults 50-64 spending nearly 13 hours), With 1.6 billion users, it is projected that younger generations are at the forefront of TV- YouTube will expand their mass-market reach in connected devices and digital usage. Young the upcoming years with original social TV adults 18-34 spend 43% of their time programming from YouTube Red, live consuming media through digital platforms. broadcasting, and YouTube TV. It is not Social Media expected that YouTube’s next phase of growth will be through amateur content, but rather It would not be an exaggeration to say that over more investment in YouTube as a social TV the past five years, the media landscape and platform with advertising precision. the relating communications model has shifted in a fundamental way. The tools and techniques Instagram’s user growth increased over the past that served the City well over the past twenty two years, adding more than 200 million new years are becoming antiquated as new ways of users. With the popularity of Instagram stories approaching mass communications are rapidly and enhanced live video features, Instagram being deployed. specializes in organic engagement. Many companies and government agencies use As of January 2018, there are more than 200 Instagram to highlight local scenery and events million Facebook users in the United States, through the sharing of photographic images. with users ages 25-44 making up just over 50% of that total. Based on the national data, there With the use of social media on these platforms are an estimated 15,000 Facebook users in the as well as others such as Snapchat, LinkedIn and city limits and of those users; approximately NextDoor, government presence has become 7,500 are between 25 and 44 years of age. ever more important. In the “Strategy Facebook remains the most popular social Deployment” section, there is further analysis network nationwide. In 2014, U.S. users spent of what this means for the City of Maple Valley. an average of 39 minutes on the site every day. Not only is Facebook a large part of daily online Communications Assets usage, it has benefited hugely from mobile The City has several existing communications social growth in recent years with mobile users assets that have been used for a number of also showing strong engagement rates years.
104 Website local reach of the service and once we have established that it is worth investing resources The City’s website acts as the online into, we will being testing for inclusion in our clearinghouse for almost any information the active portals. public needs. Over the past year, there have been almost 40,000 visitors accessing the site’s The City of Maple Valley Police Department homepage, the Employment Opportunities currently has a dedicated Facebook page, which page has 27,000 page views, and Lake is administered by the Police Department’s Wilderness Lodge has just over 21,000. Users Executive Assistant. are most likely to access the site via a mobile Print Publications device, such as a smartphone or tablet. The most popular publication is the City’s Parks In 2018, we dramatically enhanced the City’s and Recreation Guide, which is received by website user experience by updating both the approximately 11,000 households three times desktop and mobile wireframes. We recognized per year. The guide is also available for that there were pages that received more user download on the City’s website. traffic than others receive and worked to make those pages more accessible. Navigation menus We also design and print special publications as and availability of City online services were also needed, such as the “It’s a Natural Fit” visitor made more visible to help increase ease of use guide, our economic development and tourism for the City’s target audiences. folders, and our legislative priorities brochure. Subscription services are also available via the City website in the form of eNotifications. Users may subscribe to receive various notifications and updates via email. There are currently 996 active subscribers.
Social Media
The City has established two active profiles on the social media platforms Facebook and YouTube. The City also has accounts on additional social media platforms, NextDoor, Instagram, LinkedIn, Pinterest and Flickr, however these accounts are inactive and were opened in order to secure the user names “City of Maple Valley” and “Lake Wilderness Lodge” in anticipation of the future development of the City’s social media presence. As new platforms enter the market, we will continue to register the user names “City of Maple Valley” and Lastly, the City produces hundreds of program “Lake Wilderness Lodge” to reserve the names. brochures, fliers, posters, banners, event Prior to activation of inactive social media displays, promotional items, and custom accounts, we will conduct an analysis of the
105 materials. Since the creation of the across Witte Road. There are also light poles on Communications Specialist position, many of SR169 and Witte Road on which banners may these items are now being designed and be hung. manufactured in-house. The City owns two electronic reader-boards. Electronic Communications Issue Identification Starting in 2019, the City will be publishing a quarterly newsletter which citizen will be able There are a number of established avenues for to subscribe to via the City website. identifying emerging issues. The key mechanisms are: The Police Department publishes two special audience newsletters quarterly, one for x Staff review of Council agendas, businesses and one for residents. x Weekly Senior Staff meetings, and x Media tracking and analysis. Video
The City currently does not produce video content. In addition, the City’s staff and elected officials have been instructed to inform the City Static Displays/Signage Manager, Public Information Office, and the Entering the City, on southbound SR169, there Communications Specialist when the media is a static gateway sign and water feature. At contacts them or if they observe the media the other entrances to the City there are static covering City facilities or events. signs with the City logo and a welcome Lastly, Council members are encouraged to message. contact the City Manager whenever they have a concern that a particular issue may need to be addressed. Community Resources
There are numerous organizations, associations, and agencies that are key partners in the City of Maple Valley’s communications efforts. They act as both conduits for reaching diverse audiences and vulnerable populations, and in reinforcing strategic messaging. We meet with partnering agencies as frequently as necessary.
Business Associations – Maple Valley-Black Diamond Chamber of Commerce, Maple Valley Farmers’ Market
Agencies – Port of Seattle, Soos Creek Water & The storm pond fencing located in the right-of- Sewer District, Covington Water District, Cedar way on SR169, SR516 is used for banner River Water and Sewer District, King County placement, and a larger banner may be hung Library System, Seattle & King County Public Health, King County Road Service Division,
106 Washington State Department of x Newcomer’s welcome package Transportation, Puget Sound Regional Fire x Citizens Academy Authority, King County Sheriff x Opportunities for a City app x Opportunities in mobile media, and Government – King County, City of Covington, City of Black Diamond, State of Washington, x Begin planning of next iteration of the Green River Community College, Tahoma City’s website School District No. 409
Nonprofits – Maple Valley Food Bank & Emergency Services, Maple Valley Historical Society, Vine Maple Place, Maple Valley Days Committee, Greater Maple Valley Community Center, Maple Valley Creative Arts Council, Lake Wilderness Arboretum, Elk Run Farm, Maple Valley Centennial Lions Club, Rotary Club of Maple Valley
Major Private Partners/Contractors – Recology Cleanscapes, Republic Services Opportunities
Over the duration of this plan, we will continue to explore a number of communications and outreach opportunities that may be implemented either on an ad hoc basis or as part of the update of the Strategic Communications Plan. We will be specifically looking for ways to leverage our assets to promote City activities and services. Suggested Research
To best implement and improve the City’s communications strategies we plan to conduct additional research, both to clarify and focus our efforts this year and to help us plan for the following years.
Tools and subject areas will include:
x Council perceptions x City Community Satisfaction survey x Communications survey and focus groups x Accessibility of website x Citizens City Participation Guide
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108 explanation and direction. To make them Strategic Messages memorable and effective, we will emphasize simple, short messages supported by strong Branding and brand positioning for cities can be graphics. somewhat different than corporate entities, particularly in that cities do not have direct Key Concepts/Themes control over the brand, but rather strive to include the community’s vision of itself, by Five major themes have been identified and will working with various stakeholder groups to be used to direct messages and identify and constantly refine the brand. Part of communications that help focus the response this effort involves working to address issues to particular issues. These themes are in that damage reputation, while at the same time alignment with the City’s Vision Statement and investing in improving awareness of community Council Priorities. assets. “Maple Valley Plans for the Future”
The reputation of a city can be thought of as the This theme cuts across many of the issues facing articulated quality of life present in the the City, including growth, budget, community. In a large way, this is determined transportation, public safety, and many other by the attitude of the residents, investment by broad categories of priorities, services, businesses, as well as the city’s efforts to care programs, and policies. One way we can for infrastructure, protect the public and demonstrate the City’s planning activities is to regulate behavior (codes, business licensing, share and discuss the plans themselves, permitting, etc.). whether for budgeting and financial This year, the City of Maple Valley has initiated management or in growth and resource a citywide project, which will establish the City’s management. Examples of these messages brand identity. We believe that by establishing include how the City operates within its means, a brand and aligning our messages with the how the City manages its resources, such as the actual culture and character of the City, we can Golf Course and the Legacy Site, and how the replace outmoded clichés about the City with a region plans for future development. realistic and positive reputation. Negatives in “Maple Valley Values Citizens and Their Input” the perception of the City will also be addressed during this project. To promote citizen engagement, the City must solicit input from stakeholders, use that input in The keys to making successful changes in making decisions, and then communicate back reputation is consistency in messaging, having to those stakeholders how that input influenced the brand promises match reality, and mutual the final policy decisions. Even if someone does support among the agencies promoting the not agree with the final outcome, we gain brand messages. It is important to recognize credibility by taking all input into account when that a brand is not a logo or a tag line. A brand making decisions and letting people know that is the experience of a community. their input was considered and appreciated.
The messages we plan to develop following the The City has made great strides towards branding project will be designed to improving our outreach efforts. Increasing the simultaneously support brand positioning, align City’s social media presence and hosting with Council priorities, and aid in policy community events, such as the City’s 20th
109 Birthday Celebration, For the Love of Maple “Maple Valley has a Cost-Effective, Efficient Valley, and Behind the Curtain, have increase Government” the number of opportunities citizens have to The City of Maple Valley continuously engage with City staff and elected and cooperates with other governments and appointed officials. agencies and seeks out regional answers to the A recent example that demonstrates that the issues we face. City is responsive to the needs of the Our employees are dedicated to excellence in community are the intersection improvements public service and are careful stewards of the at Kent-Kangley (SR516) and 218 Avenue SE. We taxpayers’ investments. We are committed to will continue to look for ways to prove that the keeping our community safe, financially sound, City is seeking and has used resident input sustainable, and beautiful. throughout all communication activities. Maple Valley Cares “Maple Valley is dedicated to Forming Strong Partnerships within the Community” Taken together, these four key messages can be combined under the concept “Maple Valley Local and regional cross-sector partnerships add Cares.” We want to demonstrate value to the community through combined efforts. The City will continue to strengthen relationships with organizations in the nonprofit, business, academic, and government sectors. We “Maple Valley Cares” understand that the shared vision and purpose that guides such partnerships “Maple Valley plans for the future” results in improved coordination of policies, programs, and service delivery. “Maple Valley values citizen input”
The City participates in a tri-cities meeting “Maple Valley is dedicated to with the cities of Covington and Black forming strong community Diamond annually to discuss regional issues. The Tahoma School District is partnerships” another community partner with which the City works closely. Other community “Maple Valley has a cost-effective, partners include, but are not limited to, efficient government” King County, Puget Sound Regional Fire Authority, the Maple Valley-Black Diamond Chamber of Commerce, the Maple Valley Food Bank and Emergency Services, the Greater responsiveness, community-orientation, and Maple Valley Community Center, the Maple transparency in all of our communications. Valley Farmers’ Market, the Maple Valley Days Committee, the Maple Valley Historical Society, the Lake Wilderness Arboretum, the Rotary Topical Categories Club of Maple Valley, and the Maple Valley Centennial Lions Club. In addition to these high-level message themes, there are issues that will continue to be
110 important for the City to communicate about. In action, or by creating resources that increase fact, each of the following topical areas builds awareness and engagement. upon the high-level messages identified above For each issue listed below, a communications and each issue can be addressed in terms of our plan with the City’s position, talking points, and key messages. a deployment strategy will be developed and Financial Management – Cutting across all of implemented, or will be as the issue matures. the key messages, an important element of this As new issues arise, a plan will be developed to topic is the legal and contractual restrictions we address them as described in the “Issues have on use of funds and making sure residents Management” section of the deployment understand the different sources of funding at strategy (page 29). our disposal. We are also addressing what we Mental Health/Community Assistance – are doing to help protect and grow the local Mental health has long been considered a economy. taboo topic, however, in 2018, the City in Public Safety – The emphasis here is on partnership with the Tahoma School District, planning for the future and providing adequate and Nexus Youth and Families, with support resources to Police, Public Works, and from the City of Auburn, shone a spotlight on Emergency Management. Issues such as staffing mental illness and its wide-ranging impact on and equipment will continue to generate the overall health of the community with discussion during budget development. emphasis on the community’s youth. The City will continue to participate in conversations Growth – The City needs to continue to educate related to mental health and will continue to the community on what rights and work with community partners to find ways to responsibilities we have in relation to development, emphasizing what we can and cannot do on projects, particularly those that have a high level of regional impact.
Transportation – Development within the City and in the surrounding area will continue to increase demand on local and regional roadways. Communicating how the City is trying to address the issue of transportation and demonstrating the importance of regional partnerships and relationships between City officials and our state representatives is key in transportation messaging. Current Issues
There are a number of issues that are currently occupying the public discussion about Maple Valley in which the City has an interest in participating, whether through providing information about City policy and legislative
111 connect residents with mental health information and support services.
Legacy Site Property – The property referred to as the Legacy Site, consists of 50 acres and was purchased by the City in 2000. The property is currently undeveloped. In 2016, the City Council established the Legacy Site Task Force to research, study, and make recommendations for the future use of the site. The Task Force made its recommendation to Council in July 2018. We will use our communications tools to inform the public about the future of the site as plans continue to develop. Lake Wilderness Golf Course - In June 2018, Columbia Hospitality, a consultant contracted by the City, presented the Lake Wilderness Golf Course Assessment to the City Council. Since the presentation, the City selected a new company, CourseCo, to manage the golf course. We will continue to update the public as plans for the golf course develop.
There are a number of public education campaigns that we will conduct annually at the appropriate times. Those campaigns include:
x Lake and water safety, x Do not feed the water fowl, x Street maintenance, x Fireworks ban, x Emergency preparedness, x Snow and ice removal, x Winter driving, and x Many others.
The City will also find ways to support “quality of life” messages that are implemented by partner organizations – such as King County, the Maple Valley-Black Diamond Chamber of Commerce, the Greater Maple Valley Community Center, or the Tahoma School District – to reinforce brand messages and support consistency of messages throughout the community.
112 Brand Management Strategy Deployment A good brand strategy is based on identifying Because the scope of the City’s communications the unique characteristics of a commodity – in needs is broadening, we will initiate the use of this case the existing qualities of the community the conceptual framework of Integrated – and finding creative and effective ways to tell Marketing Communications (IMC) (see that story. Appendix D) to reach out to the various audiences we serve. Under that framework, Strategic reinforcement of the City’s brand tools and practices belonging to a number of promises and “cross channel” alignment of our different disciplines – marketing, public key messages gives us opportunities for relations, issue management, among others – extending and building on the positive, while will be used simultaneously to distribute refuting and re-positioning the negative. Our messages and information. One of the approach to reputation management will be hallmarks of IMC is careful alignment across focused on relationship building – creating various tools and tactics to reinforce the opportunities for citizens to actively engage themes and messages. with the City.
The City’s basic approach will be issue-based, Tactics we will employ include: with simultaneous rollout across various x Threading key messages throughout all platforms and locations. Key themes, our long- City communications, educational term messages, will be woven throughout all of campaigns, promotional campaigns, the communications we develop. Regardless of and information releases, topic, messages will be evaluated for how well x Reinforcing regional branding efforts, they: x Creating partnerships with other x Support the Vision Statement of the community agencies to share City of Maple Valley and “Vision - communications channels, and Maple Valley 2035,” (included in the x Make City communications vehicles City’s Comprehensive Plan), available across multiple platforms. x Align with Council priorities, Media Relations Tactics x Reflect the guiding principles of this plan, It is true that the media landscape has rapidly x Adhere to legal and ethical changed as a result of online social media considerations, and offerings, however, we believe that some form x Promote the key themes and strategic of professional journalistic presence is likely to messages. remain focused on local government. Even so, the explosion of non-traditional media The action plan for 2019-2020 can be found in sometimes makes it challenging to determine the section entitled “Implementation,” (pages effective strategies for deploying messages, 32-34) and will be executed using the tools and requiring a willingness to try new ways of assets described in this section. leveraging the media.
We will use the following tools to generate stories with the local media, both traditional and non-traditional:
113 x City website news releases and To tell Maple Valley’s “story,” we will identify eNotifications, potential topics that illustrate the key messages x Formal press releases, through positive outcomes, human interest, x Tailored pitches, and and employee successes. x Media list management.
We will approach media relations as a collaborative process in helping reporters understand the issues, providing access to City experts and data, and facilitating a dialog with elected officials.
The City has been using both the Covington/Maple Valley/Black Diamond Reporter and Voice of the Valley to place our messages, images, and information, and we try to write stories in journalistic style to make it easier for editors to use our materials.
th Another large element of our media relations City’s 20 Anniversary Celebration Ceremonies help convey Key Messages efforts is response to media inquiries. Acting on tips, reacting to our press releases, or researching stories, reporters contact the City Some of the public relations tactics we will for information on their assignments regularly. employ include: We make a point of resolving all such requests x Scheduling ceremonies, such as as quickly as possible. We are also proactive in groundbreakings, ribbon cuttings, and responding to incorrect information in stories, dedications, working with reporters to correct future x Holding Town Hall meetings or the reporting. State of the City presentations, We see our role in interacting with the media as x Leveraging recognitions, proclamations, setting the agenda – working with the media to and presentations at Council meetings, increase the frequency that some issues appear, x Using photography on our website, thus increasing their salience and heightening social media, and publications to tell their importance. the City’s stories, x Applying for awards that demonstrate
the quality and success of City of Maple Public Relations Tactics Valley programs, x Executing public education campaigns, Public Relations is one of the tools in the IMC x Developing promotional collateral, such mix related to managing the City’s reputation, as brochures and fliers, helping audiences understand background on x Making community group policy decisions, and clarifying the role of presentations, government. x Participating in cause-related community events,
114 x Developing branded premiums, and Love of Maple Valley, Parks & Recreation x Managing the City’s trademarks and activities, programs, and events, and facility logos. rentals.
The goals of our public relations efforts are Areas that we will continue to leverage twofold, to make the complicated easier to constitute a more guerrilla approach to understand and to offset perceived negative advertising – posters, fliers, press releases, in- bias. In general, City government is often kind cross promotions with community viewed as a collection of problems rather than partners, and waste management billing inserts. the steward of public trust. Social Media Strategy & Tactics Direct Communications Tactics The use of social media tools in government is We will continue to use all of the changing the way that people find information, communications assets described in the the common wisdom is that we must adapt, or “Situational Analysis” (pages 10-18), with an become increasingly irrelevant. Use of social emphasis on cross-channel alignment of media increases the frequency which citizens messages. interact with the City and can enhance citizens’ perceptions of government by allowing them to All design work will be executed to support access more up-to-date information. strategic messages, maintain visual consistency, and protect our logo and trademarks. Citizens who interact with the City through social media play a crucial role in bridging and We will continue to leverage space on bonding the City to other citizens who do not brochures, ads, and digital media to drive traffic use social media by relaying City messaging and to the City’s website. information. This results in a sense of more Marketing & Advertising Tactics connectedness with the City. We have established and strengthened the Marketing in government is generally reserved City’s online presence through the Facebook for driving participation in fee-based activities and YouTube platforms. In order to prepare for and programs, and for the most part is funded a more robust online presence, we have some by the revenues those programs generate. questions to answer: We deploy marketing tactics for public x How will we choose which social meetings, special events, and other networks or new media opportunities participation opportunities as well. We have to leverage for official City also used them to educate constituents, communications? customers, and audiences about the availability x of information and processes delivered through What services will our audiences be the website, as well as services provided at City most likely to use, and what are their offices. needs and expectations for them? x How will we select, train, and monitor Cost is a major factor in implementing the staff needed to maintain multiple advertising campaigns and this is why we social media platforms? typically reserve advertising in the newspapers and direct mail advertising for large City events, This is not a question of if we should use some such as the City’s 20th Anniversary and For the of these social media tools. It is increasingly
115 clear that we are undergoing a massive We will be relaunching the City newsletter and reorganization of the media and it will be published quarterly via the City’s communications methods used by people every website. Other web-based communication tools day. For the City to be accessible, we will need to consider in the future include the creation on to use the tools our audiences are using in ways an online newsroom that allows users to that provide them with adequate information, “share” stories on their social media sites and a access, and transparency. possibly a City blog.
Over the next two years, we will continue to Communications staff will monitor and edit explore the numerous platforms available and Wikipedia entries related to the City of Maple perform beta testing. We will identify the best Valley. Periodic topic searches on sites such as social media sites to implement that will reach Google Trends will allow us to audit searches our target audiences and begin employing them related to Maple Valley. for communication of the City’s policies and Social Networking Sites programs. We will also look for ways that the City can become a leader in the organization The City will repurpose our own news releases and maintenance of online communities and other outlets’ stories for inclusion on social servicing our region. media platforms, such as Facebook and YouTube. Online Photo, Video, and Podcasting The future goal of establishing an online We have created an account on Flickr, but the newsroom is to provide the opportunity to account is not yet active. We are looking for “share” our stories on a variety of platforms. opportunities to leverage it for geotagging, The purpose of such a feature is to enable resident photo submissions, and photo sharing people to transfer our communications with news organizations, members of the effortlessly and increase the utility of our community, and possibly as an economic communications assets. development tool. Online Reputation Management The City’s YouTube account is a good approach to populating our own website and Facebook Another approach to leverage web account. We will continue to add content developments is through online reputation regularly and look for ways to encourage management. In order to begin to understand external embedding of our video assets by how the City’s reputation is evolving online, interested organizations. staff will monitor the communication that is being disseminated about the City of Maple Podcasting is continuing to grow in popularity Valley on social media and other media outlets, and producing and publishing podcasts is or “listen to the conversation.” Since our becoming increasingly less expensive. News and interest is primarily local, the areas we will civic podcasts are becoming popular sources for focus on will include local discussion forums, information. We will continue to evaluate comments on stories on local media websites, potential audiences for podcasts of our and posts and comments on social media sites. programs and news stories. We will also focus on building relationships with Web Publishing “key influencers,” those online users who generate the most content in relation to the
116 City, providing them with information and or Flickr and encourage people to submit feedback. photographs of the City. This will emphasize residents’ civic pride and enrich the City’s There are numerous online resources for design resources by making everyone part of tracking trends in online discussions. We will be our identity program. using free online tools, such as Google Trends, Buzzsumo, Reddit, and Quora, to examine Customer Relationship Management keyword statistics about the City of Maple (CMR) Valley. The cornerstone of the City’s approach to Another area to pay attention to for comments customer relationship management is listening about the City are review sites like Yelp. and responding. The City offers numerous Search Engine Optimization (SEO) avenues for audiences to ask questions or provide comments. The outcome we desire is making Maple Valley’s key information “discoverable” by our Citizen Request Tracking audiences. With over a 30 trillion websites in The most significant tool in our CRM program is the Google Index and roughly 5.6 billion the citizen request function in the Elements searches per day, it can be difficult to achieve software. By entering call information into the high rankings on search engine results. system, call takers can track the status of Fortunately, for the City, the search algorithm service requests and follow up both with the used by the biggest search engines, Google and department and the constituent to ensure the Bing, give special preference to .gov domains highest level of responsiveness. (government sites). Customer Service Training Other strategies we will employ as part of the website redesign will be to load key words into Each City department implements its own our page information and encouraging training on customer service. Communications outbound and inbound links. staff will provide support with the design and dissemination of training materials, if Building Engagement through Conversations requested. We will also begin to research web tools that An idea that may be explored in the future is will allow us to solicit input directly from how to blend the problem-solving capabilities residents and communicate back to them. of staff with the use of technology such as real- There are multiple websites and apps, such as time chat via the City website or chat bots for Wooclap and Slido, which allow people to addressing frequently asked questions online. participate in audience polling and view results in real time. We will also be researching models Citizen Engagement Tactics and best practices in online “town hall The City has developed a program of meetings” or “idea-sharing” to determine what opportunities for participation, from service types of platforms might work best for the City task forces, commissions, and committees and of Maple Valley. through public forums and online access.
One example that we can explore is setting up a City of Maple Valley group and “photo stream”
117 Main Telephone Lines Over the next two years, we will be implementing a new approach to the Callers to both City Hall and Lake Wilderness eNotification system. In selecting items for Lodge will reach a City staff member on inclusion in the direct email program, we will weekdays from 8:00 a.m. to 5:00 p.m. The main first identify target audiences for information to telephone lines have a message option for determine if eNotification is an appropriate weeknights and weekends. medium, and take care to align messages with The staff who manage the main telephone lines recipients’ interests. help residents solve a variety of problems, log in One goal of our eNotification system is complaints or comments, take service requests, minimizing spam complaints, as that is a top handle program registration, schedule component of ISPs reputation and filtering appointments for services, and make referrals algorithms, which could result in our address to other agencies when appropriate. being blocked for all customers of a particular We will promote the fact that a person will ISP. To minimize spam complaints we will: assist callers when they contact the City by x Only send to our permission-based list, phone, and callers will not find themselves x Make the subscription using a phone tree or other electronic call categories/options clear so subscribers routing program during business hours. understand what information will be Citizen Requests Online emailed to them, x Encourage subscribers to add our email The online Citizen Request Form is currently address to their address book, underutilized. In 2018, only 55 requests were x Avoid content that could be confused submitted through the City’s website. The form with spam, may be used to report potholes, code x Keep to a frequency that is consistent violations, request information, provide with what most recipients would feedback, etc. expect, and Once submitted, forms are received by the City x Make it easy to unsubscribe. Clerk’s Office and then routed to specific Frequency is probably one of the most departments. If the form is a request for important considerations. According to a service, the request is entered into Elements so Campaign Monitor study, the second most-cited it may be tracked. reason (40%) consumers unsubscribe is because We will work to better promote the online “emails are sent too often.” request form as a way for citizens to contact the (*The plan regarding the eNotification system City. City news releases and Facebook can be may need to be amended in the event the City used for promotion. selects a new web service provider in 2020.)
eNotifications* Public Meetings
Maple Valley’s eNotifcation system in an opt-in The City has a number of advisory committees direct email program. Available through the City and commissions that meet to discuss City website, subscribers choose from a list of topics business. We will continue to use the online City on items that they wish to receive periodic meeting calendar and Facebook emails from the City.
118 communications to inform the public of At the same time, keeping staff informed also meeting schedules and agendas. builds morale and heads off misinformation circulated by rumor. We also produce a number of public forums each year, including the Town Hall meeting and The City uses a number of tools to disseminate project related informational meetings, which information to staff: provide additional opportunities for residents to x “All-Staff” emails, become involved in policy deliberation and x information gathering. “All-Staff” meetings, x Senior Staff meetings, Maple Valley Behind the Curtain x Departmental meeting,
In 2018, we began developing a new program x Council updates, for educating residents about the City. Behind x Fliers and posters, and the Curtain events are designed to familiarize x Other special events. attendees with the way the City is operated and Issue Management/Crisis introduce the City’s products, services, and staff. Communications
The goals of the program are to increase the Issues, for the purpose of this discussion, are public’s knowledge about the work the City is topics of concern to one or more audiences that doing, build accountability and trust through relate directly to City policies or programs. They openness and transparency, inspire citizens to are typically identified through the process be ambassadors for the City, and increase the described in the situational analysis (page 17). level of community engagement. Many issues arise over the course of a year, a The Behind the Curtain events will continue minority of which may rise to the level of crisis. through 2019 with special attention being paid For our purposes, there is a critical distinction to scheduling and marketing to help ensure between emergencies – such as floods, favorable turnout. earthquakes, and fires – and crises. Where we recognize any threat to public safety as an Internal Communications emergency, a crisis may be a threat to the Recognizing that employees are one of the most organization’s financial health or reputation. immediate and direct ways that our audiences Emergency communications are addressed in receive information about the City, we will work the City’s Comprehensive Emergency to make improvements to our internal Management Plan (CEMP). communications vehicles as resources for We obviously cannot predict every issue that informing staff about the City’s strategic will arise over the course of a year, nor would it messages and issues that may arise throughout be desirable to attempt to prepare for every the year. possible contingency. Instead, our strategic In the end, the desired outcome is a workforce messages will be designed to position the City that understands the City’s vision, exemplifies with a foundation of broad concepts that allow the values, and actively communicates the key for flexibility in addressing any situation that strategic messages. should arise. When as issue comes up, the first step should be to determine what actions – if any – are appropriate in response.
119 There can be unintended consequences if we levels of transparency and credibility, we will were to attempt to proactively respond to every always tell the truth about what happened and evolving issue; we could waste resources, have a plan to resolve the problem. diffuse our strategic messages, and potentially Every story has a victim and a villain; often the generate negative stories that might otherwise City initially finds itself unintentionally in the not have happened. villain’s role. In order to effectively address The key then, is preparation – through clear issues, we must understand what responsibility procedures and general strategies. As issues the City has toward the issue, acknowledge our arise and are identified by staff, the first step is actions, and move ourselves from villain to to determine if: vindicator by having a plan to address the issue. To do that we will implement a three phase x The issue should be monitored, but no approach. response should be made, x The issue requires a response, or When a crisis arises, the first phase is x The issue rises to the level of crisis. preparation. During that time, staff will conduct research to determine: Issues not requiring a public response are generally topics generated by local media or x What has happened? public comment. In most cases, the story may x What are the questions people might pass without much community discussion, or have? the individuals affected can be directly x What are our messages? addressed to solve their problems or answer As soon as possible, we will move to the their questions. Issues of this type generally response phase. The key here is that our revolve around problems that have limited messages should say what we are going to do. impact or a very short lifespan. Action is always preferable to talk. Issues requiring a response are those that affect During the recovery phase, we will assess the a large number of people and have a relatively following: long lifespan, meaning that the issue will continue to impact people over several days or x Did we reach our intended audiences? longer. The standard approach should be to x Were our messages accurate? research and develop a list of talking points that x Were our messages credible? describe the issue, outline City policy in regard x Have we solved the problem? to the issue, and describe the City’s response x What can we learn from this? plan. Crisis expert James Lukaszewski points out that Elected officials and appropriate staff will be “each crisis has a ‘teachable moment’ as anxiety briefed on the situation. Then we should starts to subside when we can deliver important publicly respond with an explanation and our information” about City policies or programs. plan to fix the problem and avoid similar What this means is that we can leverage a crisis situations in the future. as an opportunity to reach higher levels of For crises, the approach is similar, but more awareness and engagement if we are prepared robust. In general, responses should be made and respond appropriately. within 24 hours – if not sooner – to the emergence of a crisis. To promote the greatest
120 Departmental Outreach
Communications staff also provides support and consultation to all City departments for Planning Communications external communications and special x Did we include our key events. While we are available to all departments at any time, some have more messages? robust programs that require ongoing collaboration. x Does it support Council
Some of the City departments staff, and priorities? programs we work most closely with are: x Does it uphold the City’s x Parks and Recreation Department, x Public Works Department, mission, vision, and values? x Police Department, x Is it clear and direct? x Economic Development, x City Manager’s Office x Have we selected appropriate x City Clerk’s Office media? x Recreation Manager and Coordinator x Have we included
x Events and Facility Coordinator opportunities for feedback and Another key project we are planning is a Communications Handbook for City participation? employees that will clarify and communicate the City’s communications mission and goals, services, and value outbound eNotification messages, include internally while providing advice and guidance information about how to connect with the City on the City’s communications policies and on solid waste billing inserts, or use our procedures. Facebook page to promote our newsletter or Elements of the handbook will include media the City’s YouTube channel. training, advice on how to leverage City Whenever possible, we will direct people to our communications assets, design and website and eNotifications to increase reprographic procedures, and a graphic design awareness and use of these resources. manual.
Cross-Channel Promotion
We will continue to increase the amount of cross-promotion for City communications assets to increase awareness by those who are already accessing City communications efforts.
For example, we could include messaging about the City’s social media accounts in our
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122 Implementation
What follows is the action plan for the biennial budget years 2019-2020. With this initial communications plan there is a focus on leveraging existing resources and capacity rather than activities and programs would require a large capital investment. Priority Action Plan for Biennial Budget Years 2019-2020
Communications: Enhance communication with residents and businesses in the City and region by proactively identifying emerging issues, implementing long-range communications strategies, using communications to support the City Council’s vision, and communicating key issues, policy decisions, and actions taken by the Council.
I. Goals addressed in this action plan a. Communication: Promote confidence in the expenditure of public funds by informing, educating, and involving citizens. b. Efficiency & Effectiveness: Use a strategic approach to communications that provides maximum efficiency and effectiveness in delivery. c. Safety: Provide information to residents on public safety programs, services, and issues; promote a feeling of security among citizens and visitors. d. Customer Service: Support the implementation of responsive customer service and fair open public processes. e. Economic Development: Communicate the City’s efforts to encourage a diversified economic base.
II. Key Objectives a. Blend long-term communication strategies into ongoing communication efforts and develop communication vehicles to enhance access. b. Enhance the City’s website and content to engage citizens. c. Deploy a robust and active social media strategy that leverages existing media assets and builds direct communications to audiences. d. Improve coordination with other agencies, community partners, and organizations to encourage a regional approach to communications.
III. Action Plan and Time Frame
a. Blend long-term communication strategies into ongoing communication efforts and develop communication vehicles to enhance access. i. Complete and adopt the City’s 2019-2020 Strategic Communications Plan by July 1, 2019, and implement new strategies. ii. Create a workflow management plan by September 1, 2019 to ensure messages are distributed on appropriate media in a timely manner. iii. Following the re-branding project, create policies and procedures for use of the City’s trademarks and logos and implement by April 1, 2020.
123 iv. Create an internal communications plan that includes policies and procedures for communicating with City staff on operational issues, Council policies, and strategic messages by October 1, 2019. v. Promote stories, City officials, and staff to local public affairs and news outlets to increase visibility of City programs and current events. vi. Create policies and procedures for identifying and responding to emerging issues by December 1, 2019. b. Enhance the City’s website and content to engage citizens. i. Explore options for either improving upon the current City website, rebuilding the site, or designing a new site and decide on the plan moving forward by October 1, 2019. ii. Evaluate the current processes for updating and maintaining the City’s website. iii. Convene a focus group of website users to explore enhancements and usability, generating a report of opportunities by May 1, 2020. iv. Develop and implement online reputation management and search engine optimization strategies by September 1, 2020. c. Deploy a robust and active social media strategy that leverages existing media assets and builds direct communications to audiences. i. Develop a social media strategy with policies and procedures for the City’s online and mobile communications efforts. Establish presence and begin to deploy media through social networking, photo sharing, and other social media sites beginning January 1, 2020. ii. Deploy a virtual newsletter for the City of Maple Valley by July 1, 2019. iii. Continue to increase the number of subscribers and categories of notification for the City’s eNotification system. Achieve a 5% increase in subscribers by the end of 2020. d. Improve coordination with other agencies, community partners, and organizations to encourage a regional approach to communications. i. Approach other local governments and agencies about cooperative shared messaging. ii. Assess the City’s web accessibility by standards included in the Federal and State Governments’ “Open Government Directive.”
124 x Participation on boards and Measurement committees, x Conversion or “click through” rates, and Reach & Penetration x Participation in online polls and voluntary surveys. A basic measure of the success of our communications program is the number of Experience & Opinion people who see the various media produces by the City. We will use a number of metrics to One of the more challenging aspects of the determine if we are reaching the audiences we changes in media is that while there is now are trying to reach. more subjective feedback available directly from constituents on issues, this flood of We will collect the following data to determine information is difficult to compile and analyze in reach (how broad) and penetration (how deep): a way that provides actionable data.
x Number of eNotification subscribers, One way to collect comments and feedback including percentage of subscribers from various sources and conduct an affinity viewing the notifications, analysis to see what the general tone of x Social media followers, direction those comments are taking. We will x Online video views (YouTube), monitor the following to do that analysis: x Unique website views, x Newsletter views (City website), x Satisfaction with City communications x Document downloads, and (survey), x Ad responses. x User ratings (YouTube, Flikr, Etc.), x Facebook mentions, Level of Engagement x Number of fans/subscribers/followers, and One way to measure engagement is to measure x Comment tone on other sites. the reach of particular messages through individual communication channels and the Another area that is evolving and will require actual participation, and then compare the some attention is in the realm of online various communications methods to determine reputation management. This is a type of media which yield the highest levels of participation. tracking that is done through subjective analysis of user comments on social media sites and Unfortunately, it is probably not advisable to discussion groups. We will work to design a experiment with live issues or events, so the program that will gather frequency and tone of opportunity for a rigorous approach is limited. Maple Valley mentions on specific sites Instead, we will adjust various communications identified as having pertinent data. mixes aimed at optimizing participation and see if we can detect fluctuations that are not Media Tracking merely related to content. One of the ways to determine the effectiveness To that end, we will collect the following data: of campaigns and other communications x Attendance at events, forums, and programs is to measure the number of times meetings, messages appear in the media. There are several challenges to setting up and implementing a media-tracking program. The
125 first being designing search terms and setting up media sources to capture relevant media mentions. Second is reviewing the collected data, which may require a lot of staff time reading and formatting data to make it useful.
Data that we believe can be collected easily and provide insight include:
x Number of stories, both general and on specific topics, and x Tone of stories.
126
Performance Measures, 2019-2020
2019 2020 2021 Performance Measure Actual Actual Target Number of employee recognition stories ran in internal information sources (eNotification, social media, newsletter) Number of employee recognition stories ran by external media sources Percent of respondents rating information as excellent or good on a) ##% a) ##% a) ##% the City’s customer service survey: b) ##% b) ##% b) ##% a) Quality c) ##% c) ##% c) ##% b) Timeliness c) Overall satisfaction Number of department-generated pieces published or aired. Number of department-generated stories run in trade media. Number of department-generated neighborhood news stories published. Number of features devoted to
Council priorities. Number of events where a City exhibit was displayed. Number of stories generated that portray the City in a favorable light. Percent of media members and community partners that rate the
City’s public information efforts as effective. Number of citywide announcements posted on the City’s website. Number of citywide announcements posted on the social media. Average number of website visits per month. Number of new web services added. Number of employees trained to update and maintain the website. Number of Town Hall and/or informational meeting held (not
127 including regular business meetings). Number of citizens participating in Town Hall and/or informational meetings held (not including regular business meetings). Number of citizens participating in regular business meetings.
128 Appendix A: Glossary & Abbreviations
AMA – American Marketing Association NIOA – National Information Officers Association
Blog – Short for “web log,” a web tool that allows users Outdoor – A type of advertising utilizing media available to post and archive stories on a website to consumers when outside, either on foot or in vehicles. Generally, billboards, posters, banners, bus Council Priorities – The strategic priorities selected by side panels, etc. Council that guides programming and resource allocation decisions. PRSA – Public Relations Society of America
DMA – Designated Market Area; a region where the PSA – Public Service Announcement population can receive the same television and radio station offerings, and may also include other types of RSS – Really Simple Syndication; a web feed that media including newspapers and internet content. benefits publishers by letting them syndicate content automatically. DNS – Domain Name System; internet system to translate names into IP addresses. Spam – Unsolicited or undesired electronic messages.
eNotification – the City’s electronic notification system Tag – A non- hierarchical keyword or term assigned to a that provides a means of delivering a message to a set piece of information that helps describe an item and of recipients, who subscribe or opt-in, via email. allows it to be found again by browsing or searching.
Geotagging – the process of adding geographical Tag Cloud – A visual depiction of user-generated tags, identification metadata to various media such as used typically to describe the content of websites. photographs, video, or websites. Generally, font size or color is used to indicate popularity. ICMA – International City-County Management Association Tweet – A micro-blog post on the Twitter social network site. IMC – International Marketing Communications; a concept that strategically combines a number of URL – Universal Resource Locator; specifies where an communications disciplines. identified resource is available and the mechanism for retrieving it. ISP – Internet Service Provider; a company that offers its customers access to the internet
Microblogging – A form of blogging that allows users to send brief text updates.
NAGC – National Association of Government Communicators
NAGW – National Association of Government Webmasters
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130 Appendix B: Local Market Analysis The City of Maple Valley is part of the Seattle-Tacoma KSTW, broadcasts at a lower frequency, 198 MHz, than DMA, which currently ranks 13th in the Nielsen DMA the major networks and is the local CW affiliate and is rankings, a list of the nation’s markets ranked by on channel 11.. population size. In addition, local media, primarily print media, has shown resilience in the current market KVOS-TV, is an independent channel owned by Weigel climate. Broadcasting and serves as an affiliate of Heroes & Icons, Movies!, MeTV, Decades, and Start TV on five Print digital subchannels, 12.1, 12.2, 12.3, 12.4, and 12.5. Although it is considered part of the Seattle-Tacoma The major daily newspaper, the Seattle Times, a Seattle market, it primarily serves an audience in southwestern Times Company property (Frank A. Blethen, publisher; British Columbia, Canada. Don Shelton, editor) reported a daily circulation of
229,764 and Sunday circulation of 336,363. KCPQ, Channel 13 is the local FOX affiliate.
The News Tribune (Rebecca Poynter, publisher; Dale KONG, Channel 16 is an independent station owned by Phelps, editor) has a circulation of 36,707 daily and Tegna Inc. as part of a duopoly with the NBC affiliate Sunday circulation of 86,770. KING-TV.
The City’s newspaper of record, the Covington/Maple KTBW-TV is an independent station, channel 20, owned Valley/Black Diamond Reporter, a weekly publication, is and operated by Trinity Broadcasting Network (TBN), part of Sound Media and for the audit period, ending the international Christian-based broadcast television March 2015, their circulation was 24,028. network. The station’s digital signal carries five different
TBN-run networks, TBN, Hillsong Channel, JUICE Another locally published newspaper in the weekly TV/Smile, Enlace, and TBN Salsa. Voice of the Valley (Donna Hayes, publisher/editor);
which has approximately 300 subscribers in the greater KZJO, Channel 22 is a MyNetworkTV affiliated television Maple Valley area. station and an independent channel. It is owned by the
Tribune Broadcasting subsidiary of the Tribune Media North Maple Valley Living is a monthly magazine that Company as part of a duopoly with the FOX affiliate caters exclusively to homeowners in Maple Valley and KCPQ. promotes micro-target marketing for business owners.
KBCB, an independent channel, is owned by Venture Television Technologies Group and is on channel 24. The station The television marketing area of Seattle-Tacoma has 17 carries the Sonlife Broadcasting Network, Evine Live, standard broadcast TV channels. Jewelry Television and QVC on its four digital subchannels. KBTC-TV, is a PBS member television station broadcasting from Tacoma on channel 28. KWPX-TV, Channel 33 is an independent channel owned by Ion Media Networks. The station’s subchannels KCKA, is a PBS member station broadcasting from include Ion Television, Qubo, Ion Life, QVC, HSN, and Centralia on channel 15. Telemundo.
KOMO-TV, Channel 4, represents the ABC network. KVFF, Channel 44, is an independent channel owned by Weigel Broadcasting and serves as an affiliate of MeTV, KING-TV, Channel 5, is the local NBC affiliate. Movies!, Heroes & Icons, and Decades on its four digital subchannels KIRO-TV, Channel 7, is the local CBS affiliate.
KUNS-TV, is an independent channel, channel 51, and is a Univision affiliate owned by Sinclair Broadcast Group as part of a duopoly with the ABC affiliate KOMO-TV.
KWDK, Channel 56, an independent channel, is owned by Community Television Educators Inc. and is a Daystar affiliate.
131
According to the Nielsen Television Index, the national median ages for viewers of the major networks are:
ABC 51 CBS 54 CW 34 FOX 45 NBC 50
Radio KVI AM 550, KTTH AM 770, KLFE AM 1590, and K233BU FM 94.5 run conservative talk radio throughout the day with a focus on local Pacific Northwest, state, and national political news.
KKNW, AM 1150, markets itself as an Alternative Talk station and hosts a variety of local talk programs that focus on “social justice, personal health, and raising people up rather than tearing them down.” Programs include Chinese Radio Seattle, Gratitude Café, Photo Talk, and Scandinavian Hour.
KODX FM 96.9, runs news and public affairs programing focused on Seattle’s University District.
KIRO FM 97.3, airs primarily talk programs with a mix of conservative, liberal, and moderate hosts. The station also runs news stories local to the Seattle and Tacoma regions.
KNXK FM 88.5, KVTI FM 90.9, and KUOW FM are the local National Public Radio (NPR) affiliates.
The region also has numerous music, religious, and sports stations.
News Programming Although the local news, like local media in general, is robust, most radio and television news programs derive the their local government coverage from the Seattle, Tacoma, and Olympia metro regions.
132 Appendix C: Ethics Guidelines PRSA Member Statement of Professional Values
This statement presents the core values of PRSA members and, more broadly, of the public relations profession. These values provide the foundation for the Member Code of Ethics and set the industry standard for the professional practice of public relations. These values are the fundamental beliefs that guide our behaviors and decision-making process. We believe our professional values are vital to the integrity of the profession as a whole. ADVOCACY
We serve the public interest by acting as responsible advocates for those we represent. We provide a voice in the marketplace of ideas, facts, and viewpoints to aid informed public debate. HONESTY
We adhere to the highest standards of accuracy and truth in advancing the interests of those we represent and in communicating with the public. EXPERTISE
We acquire and responsibly use specialized knowledge and experience. We advance the profession through continued professional development, research, and education. We build mutual understanding, credibility, and relationships among a wide array of institutions and audiences. INDEPENDENCE
We provide objective counsel to those we represent. We are accountable for our actions. LOYALTY
We are faithful to those we represent, while honoring our obligation to serve the public interest. FAIRNESS
We deal fairly with clients, employers, competitors, peers, vendors, the media, and the general public. We respect all opinions and support the right of free expression.
133 ICMA Code of Ethics with Guidelines
The mission of ICMA is to advance professional local government through leadership, management, innovation, and ethics. To further this mission, certain principles, as enforced by the Rules of Procedure, shall govern the conduct of every member of ICMA, who shall:
Tenet 1. Be dedicated to the concepts of effective and democratic local government by responsible elected officials and believe that professional general management is essential to the achievement of this objective.
Tenet 2. Affirm the dignity and worth of the services rendered by government and maintain a constructive, creative, and practical attitude toward local government affairs and a deep sense of social responsibility as a trusted public servant.
GUIDELINE Advice to Officials of Other Local Governments. When members advise and respond to inquiries from elected or appointed officials of other local governments, they should inform the administrators of those communities.
Tenet 3. Demonstrate by word and action the highest standards of ethical conduct and integrity in all public, professional, and personal relationships in order that the member may merit the trust and respect of the elected and appointed officials, employees, and the public.
GUIDELINES Public Confidence. Members should conduct themselves so as to maintain public confidence in their position and profession, the integrity of their local government, and in their responsibility to uphold the public trust.
Influence. Members should conduct their professional and personal affairs in a manner that demonstrates that they cannot be improperly influenced in the performance of their official duties.
Length of Service. For chief administrative/executive officers appointed by a governing body or elected official, a minimum of two years is considered necessary to render a professional service to the local government. In limited circumstances, it may be in the best interests of the local government and the member to separate before serving two years. Some examples include refusal of the appointing authority to honor commitments concerning conditions of employment, a vote of no confidence in the member, or significant personal issues. It is the responsibility of an applicant for a position to understand conditions of employment, including expectations of service. Not understanding the terms of employment prior to accepting does not justify premature separation. For all members a short tenure should be the exception rather than a recurring experience, and members are expected to honor all conditions of employment with the organization.
Appointment Commitment. Members who accept an appointment to a position should report to that position. This does not preclude the possibility of a member considering several offers or seeking several positions at the same time. However, once a member has accepted a formal offer of employment, that commitment is considered binding unless the employer makes fundamental changes in the negotiated terms of employment.
134 Credentials. A member’s resume for employment or application for ICMA’s Voluntary Credentialing Program shall completely and accurately reflect the member’s education, work experience, and personal history. Omissions and inaccuracies must be avoided.
Professional Respect. Members seeking a position should show professional respect for persons formerly holding the position, successors holding the position, or for others who might be applying for the same position. Professional respect does not preclude honest differences of opinion; it does preclude attacking a person's motives or integrity.
Reporting Ethics Violations. When becoming aware of a possible violation of the ICMA Code of Ethics, members are encouraged to report possible violations to ICMA. In reporting the possible violation, members may choose to go on record as the complainant or report the matter on a confidential basis.
Confidentiality. Members shall not discuss or divulge information with anyone about pending or completed ethics cases, except as specifically authorized by the Rules of Procedure for Enforcement of the Code of Ethics.
Seeking Employment. Members should not seek employment for a position that has an incumbent who has not announced his or her separation or been officially informed by the appointive entity that his or her services are to be terminated. Members should not initiate contact with representatives of the appointive entity. Members contacted by representatives of the appointive entity body regarding prospective interest in the position should decline to have a conversation until the incumbent's separation from employment is publicly known.
Relationships in the Workplace. Members should not engage in an intimate or romantic relationship with any elected official or board appointee, employee they report to, one they appoint and/or supervise, either directly or indirectly, within the organization. This guideline does not restrict personal friendships, professional mentoring, or social interactions with employees, elected officials and Board appointees.
Tenet 4. Serve the best interests of the people.
GUIDELINES Impacts of Decisions. Members should inform their governing body of the anticipated effects of a decision on people in their jurisdictions, especially if specific groups may be disproportionately harmed or helped.
Inclusion. To ensure that all the people within their jurisdiction have the ability to actively engage with their local government, members should strive to eliminate barriers to public involvement in decisions, program, and services.
Tenet 5. Submit policy proposals to elected officials; provide them with facts and advice on matters of policy as a basis for making decisions and setting community goals; and uphold and implement local government policies adopted by elected officials.
GUIDELINE Conflicting Roles. Members who serve multiple roles – working as both city attorney and city manager for the same community, for example – should avoid participating in matters that create the appearance
135 of a conflict of interest. They should disclose the potential conflict to the governing body so that other opinions may be solicited.
Tenet 6. Recognize that elected representatives of the people are entitled to the credit for the establishment of local government policies; responsibility for policy execution rests with the members.
Tenet 7. Refrain from all political activities which undermine public confidence in professional administrators. Refrain from participation in the election of the members of the employing legislative body.
GUIDELINES Elections of the Governing Body. Members should maintain a reputation for serving equally and impartially all members of the governing body of the local government they serve, regardless of party. To this end, they should not participate in an election campaign on behalf of or in opposition to candidates for the governing body.
Elections of Elected Executives. Members shall not participate in the election campaign of any candidate for mayor or elected county executive.
Running for Office. Members shall not run for elected office or become involved in political activities related to running for elected office, or accept appointment to an elected office. They shall not seek political endorsements, financial contributions or engage in other campaign activities.
Elections. Members share with their fellow citizens the right and responsibility to vote. However, in order not to impair their effectiveness on behalf of the local governments they serve, they shall not participate in political activities to support the candidacy of individuals running for any city, county, special district, school, state or federal offices. Specifically, they shall not endorse candidates, make financial contributions, sign or circulate petitions, or participate in fund-raising activities for individuals seeking or holding elected office.
Elections relating to the Form of Government. Members may assist in preparing and presenting materials that explain the form of government to the public prior to a form of government election. If assistance is required by another community, members may respond.
Presentation of Issues. Members may assist their governing body in the presentation of issues involved in referenda such as bond issues, annexations, and other matters that affect the government entity’s operations and/or fiscal capacity.
Personal Advocacy of Issues. Members share with their fellow citizens the right and responsibility to voice their opinion on public issues. Members may advocate for issues of personal interest only when doing so does not conflict with the performance of their official duties.
Tenet 8. Make it a duty continually to improve the member’s professional ability and to develop the competence of associates in the use of management techniques.
GUIDELINES Self-Assessment. Each member should assess his or her professional skills and abilities on a periodic basis.
136 Professional Development. Each member should commit at least 40 hours per year to professional development activities that are based on the practices identified by the members of ICMA.
Tenet 9. Keep the community informed on local government affairs; encourage communication between the citizens and all local government officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service.
Tenet 10. Resist any encroachment on professional responsibilities, believing the member should be free to carry out official policies without interference, and handle each problem without discrimination on the basis of principle and justice.
GUIDELINE Information Sharing. The member should openly share information with the governing body while diligently carrying out the member’s responsibilities as set forth in the charter or enabling legislation.
Tenet 11. Handle all matters of personnel on the basis of merit so that fairness and impartiality govern a member’s decisions, pertaining to appointments, pay adjustments, promotions, and discipline.
GUIDELINES Gifts. Members shall not directly or indirectly solicit, accept or receive any gift if it could reasonably be perceived or inferred that the gift was intended to influence them in the performance of their official duties; or if the gift was intended to serve as a reward for any official action on their part.
The term “Gift” includes but is not limited to services, travel, meals, gift cards, tickets, or other entertainment or hospitality. Gifts of money or loans from persons other than the local government jurisdiction pursuant to normal employment practices are not acceptable.
Members should not accept any gift that could undermine public confidence. De minimus gifts may be accepted in circumstances that support the execution of the member’s official duties or serve a legitimate public purpose. In those cases, the member should determine a modest maximum dollar value based on guidance from the governing body or any applicable state or local law.
The guideline is not intended to apply to normal social practices, not associated with the member’s official duties, where gifts are exchanged among friends, associates and relatives.
Investments in Conflict with Official Duties. Members should refrain from any investment activity which would compromise the impartial and objective performance of their duties. Members should not invest or hold any investment, directly or indirectly, in any financial business, commercial, or other private transaction that creates a conflict of interest, in fact or appearance, with their official duties.
In the case of real estate, the use of confidential information and knowledge to further a member’s personal interest is not permitted. Purchases and sales which might be interpreted as speculation for quick profit should be avoided (see the guideline on “Confidential Information”). Because personal investments may appear to influence official actions and decisions, or create the appearance of impropriety, members should disclose or dispose of such investments prior to accepting a position in a local government. Should the conflict of interest arise during employment, the member should make full disclosure and/or recuse themselves prior to any official action by the governing body that may affect such investments.
137 This guideline is not intended to prohibit a member from having or acquiring an interest in or deriving a benefit from any investment when the interest or benefit is due to ownership by the member or the member’s family of a de minimus percentage of a corporation traded on a recognized stock exchange even though the corporation or its subsidiaries may do business with the local government.
Personal Relationships. In any instance where there is a conflict of interest, appearance of a conflict of interest, or personal financial gain of a member by virtue of a relationship with any individual, spouse/partner, group, agency, vendor or other entity, the member shall disclose the relationship to the organization. For example, if the member has a relative that works for a developer doing business with the local government, that fact should be disclosed.
Confidential Information. Members shall not disclose to others, or use to advance their personal interest, intellectual property, confidential information, or information that is not yet public knowledge, that has been acquired by them in the course of their official duties.
Information that may be in the public domain or accessible by means of an open records request, is not confidential.
Private Employment. Members should not engage in, solicit, negotiate for, or promise to accept private employment, nor should they render services for private interests or conduct a private business when such employment, service, or business creates a conflict with or impairs the proper discharge of their official duties.
Teaching, lecturing, writing, or consulting are typical activities that may not involve conflict of interest, or impair the proper discharge of their official duties. Prior notification of the appointing authority is appropriate in all cases of outside employment.
Representation. Members should not represent any outside interest before any agency, whether public or private, except with the authorization of or at the direction of the appointing authority they serve.
Endorsements. Members should not endorse commercial products or services by agreeing to use their photograph, endorsement, or quotation in paid or other commercial advertisements, marketing materials, social media, or other documents, whether the member is compensated or not for the member’s support. Members may, however, provide verbal professional references as part of the due diligence phase of competitive process or in response to a direct inquiry.
Members may agree to endorse the following, provided they do not receive any compensation: (1) books or other publications; (2) professional development or educational services provided by nonprofit membership organizations or recognized educational institutions; (3) products and/or services in which the local government has a direct economic interest. Members’ observations, opinions, and analyses of commercial products used or tested by their local governments are appropriate and useful to the profession when included as part of professional articles and reports.
138 Appendix D: About Integrated Marketing
Communications
By Laura Lake – January 10, 2019 The Balance Small Business
Integrated marketing communications is an approach to promoting a message through multiple strategies that work together and reinforce one another. For example, a company may promote a new logo, slogan, or strategy through multiple media such as print, television, web, and social networks. Each approach may be slightly different for the specific medium, but they will all direct the audience to the same message. There are countless ways to approach this creatively.
Integrated marketing strategies have proven to be reliable because fusing modern and traditional marketing guarantees that communications incorporate the best of both worlds and reach all relevant stakeholders. Communication is considered most effective when messages are passed without any disruption and have the best clarity.
Identifying a Target Audience
When developing an integrated marketing communications plan, it is important to thoroughly analyze and determine the target audience, which often is made up of current or prospective customers. It also is important to determine the characteristics of customers, which might include age, education level, gender, income, and geographic location, among others. Once the audience is identified, the developer of an integrated marketing strategy goes about addressing the needs of the customer by identifying the needs of the targeted demographics.
The Purpose
Successful approaches lead to the development and maintenance of good company-customer relationships. They promote a company’s brands to potential clients, convincing those people that it is in their best interest to try the new product or service. The overall effect is that the company enjoys an increased profit margin, which is the primary reason for engaging in most entrepreneurial activities.
Different Approaches
Not all marketing plans are the same because different plans have different objectives. These are the most common types of integrated marketing communications plans, each one dependent on what the firm creating the plan is hoping to accomplish:
x External: This is when a company outsources the task of marketing to a marketing firm or a public relations firm, instead of handling it in-house. The outside agencies are then tasked with designing and developing the most effective strategies for the firm that contracted them. Outsourcing can be beneficial when a firm wants to get a different perspective from experts who are not connected to the firm and are likely to be more objective. x Internal: Internal marketing integration involves the action of top-level management ensuring that employees are happy—and excited about—new products being developed. This ensures
139 that the workers leak the details prematurely, hence gaining the excitement of prospective customers even before products hit the market. x Horizontal: This approach to marketing brings together different departments that may be working on the same initiative but in different ways. For example, one department might be developing a new product, while an entirely different department is tasked with distribution. An open flow of information and communication among relevant departments provides the requisite synergy required to build the most effective and complete marketing strategy. x Vertical: This strategy demands that a product being developed fits in with corporate policy as well as the structure of the company. This means that the product has to be within the breadth of a company’s mission and goals.
Why Integrated Marketing Is Important
While integrated marketing is not new, it still is important in today's world. There are more marketing channels now than ever before, and different channels can be led and directed by different people.
Integrated marketing strategies help pull all of a brand's message points together into one cohesive whole to ensure that the message is not disjointed and confusing. Especially today, when customers are bombarded right and left with news and information of every ilk, integrated marketing relays one clear message, regardless of the channel.
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142
June 10, 2019
To: Mayor Kelly and Councilors
From: David Hartline, Information Technology/Information Systems Manager
Subject: Resolution R-19-1343 - Lake Wilderness Fiber Internet
Background and Discussion The staff and guests at Lake Wilderness Lodge are beginning to outgrow the current internet service at the Lodge due to reasons including increased demand for bandwidth during weddings, new security cameras, additional technical infrastructure, and needs at the Beach House.
The nearest known fiber is about 1,900 feet away from Lake Wilderness Lodge. Bringing the connection to the building would require trenching much of the way to bring new underground cables the distance. Previous estimates for such work are in the range of $30,000 before internet service starts.
Instead of having the City of Maple Valley pay for the trenching, CenturyLink has agreed to trench the fiber in exchange for agreeing to 36 months of service through their Fiber Near Net program.
This improved service is expected to make a significant positive impact on both information systems and security at Lake Wilderness Park. The Wilderness Park connectivity program enhancement, in the amount of $45,720, was approved by Council within the 2019-2020 budget adoption by Council.
Additionally, improved bandwidth may allow the City to reduce the amount of physical infrastructure at Wilderness Park over the course of the next few years. Instead of having redundant servers at the location, the increased speed would allow Park staff to access City IT resources through the City Hall data center. This reduction in physical infrastructure is expected to increase reliability, security, and reduce future infrastructure spend.
143
Recommended Action Staff recommends City Council members approve the resolution authorizing the City Manager to execute the agreement with CenturyLink.
Fiscal Impact Monthly 36 Month Term 1. CenturyLink Fiber $1,177.00 $42,372.00 2. Comcast Service Savings -$231.14 -$8,321.04 3. Net Cost $945.86 $34,050.96
Options 1. Approve Resolution R-19-1343 authorizing the City Manager to execute the CenturyLink Agreement 2. Do Not Approve Resolution R-19-1343 authorizing the City Manager to execute the CenturyLink Agreement 3. Take some other action
Attachments 1. Proposed Resolution No R-19-1343 2. CenturyLink Quote
144 CITY OF MAPLE VALLEY, WASHINGTON
RESOLUTION NO. R-19-1343
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, AUTHORIZING THE CITY MANAGER TO ENTER INTO A 36-MONTH FIBER AGREEMENT WITH CENTURYLINK
WHEREAS, increased internet service is needed at Wilderness Lodge; and
WHEREAS, the City Council desires reliable IT infrastructure for the Lodge and Beach House; and
WHEREAS, the project was approved by the City Council as a program enhancement in the 2019-2020 budget adoption; and
WHEREAS, the cost to enter into an agreement with CenturyLink to obtain fiber internet service for 36 months is approximately $42,372; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, AS FOLLOWS:
Authorization. The City Manager is hereby authorized to enter into an agreement with CenturyLink to obtain fiber internet service for Lake Wilderness Park at a cost of approximately $42,372 over 36 months.
PASSED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE ______.
CITY OF MAPLE VALLEY
______Sean P. Kelly, Mayor ATTEST:
______Shaunna Lee-Rice, City Clerk
APPROVED AS TO FORM:
______Patricia Taraday, City Attorney
145 This page is intentionally left blank.
146 Customer Name: Maple Valley Order #: Q-00765575 Order Generation Date: 5/30/2019 2:29:39 PM Cutoff/Expiration Date: 6/24/2019 Currency: USD
BPID: 1578331 Name: Maple Valley Billing Account: Primary Contact: David Hartline Billing Address: P.O. BOX 153 Primary Contact Phone: (425) 413-6630 Name: Brandon Murphy 22035 SE 248th St Primary Contact Email: [email protected] Phone: 816-721-6501 MAPLE VALLEY, WA Billing Contact: Email: [email protected] 98038 Billing Contact Phone: Contract ID#: New Billing Contact Email: (Internal Use Only)
Order
Pricing Table
Term Product Qty Service Address Service Details Service Attributes MRC NRC Waived NRC (Months)
22500 SE 248TH ST Pro Fiber+ Enterprise IQ Networking Port 36 1 MAPLE VALLEY WA 1G $875.00 $500.00 $500.00 Data - Internet Months 98038 24x7 Business 36 1 Essentials - Includes 20 Licenses $0.00 $0.00 Months Standard Pro MET 24x7 36 1 $40.00 $0.00 Professional Months
Service Sub Total: $915.00 $0.00
"Terms and Conditions for Fiber+ Enterprise Data Package"
CenturyLink provides Fiber+ Enterprise Data Package services under: (a) the Fiber+ Enterprise Data Package Attachment ("Attachment") and (b) the Domestic CenturyLink IQ Networking, Local Access, and Rental CPE Service Exhibits.
mn of the
th details ng includes the Local Access MRC and the Rental CPE MRC. CenturyLink will provide the rental equipment while Customer purchases the Services from CenturyLink. CenturyLink may provide equipment from various manufacturers at its discretion. The Rental CPE maintenance is ProMET® On-Site Standard (8x5, on- column of the above table, the Rental CPE maintenance is ProMET® On-Site Premium (24x7, on-site, 4-hour response) maintenance for that location. There is an additional MRC for ProMET® On-Site Premium maintenance. Customer's site must qualify for ProMET® On-Site Premium maintenance.
Upgrade/MACD pricing and Other Charges are per the online Rate Sheet located at: http://www.centur
nnection as described in the Local Access service-specific terms. If it is, Customer agrees to use the CenturyLink IQ Networking Internet Port only for the provision of either: (i) wireline broadband Internet access (as defined in applicable Federal Communications Commission orders and regulations), or (ii) wireline broadband Internet access plus additional information services, with wireline broadband Internet access constituting a principal use. If the IP Connection Local Access functionality is used in conjunction with a CenturyLink IQ Networking Private Port, Customer must, so long as the Private Port is used, either: (iii) have entered into an agreement or amendment directing Customer to the Network-Based Security ("NBS") service-specific terms and use NBS with the Private Port or (iv) use the Private Port in conjunction with an interconnected Internet Port in a multi-site configuration. In either case, Customer agrees the arrangement will be configured so each Private Port connection will be used consistent with the wireline broadband Internet access usage limitations noted in (i) and (ii) above.
No Resale. Customer warrants: 1) Services are for its own use and 2) it will not resell the Services or extend any Services for a fee to others, regardless of whether it qualifies as a reseller under the Telecommunications Act of 1996 or under state law.
Customer is currently eligible to receive the following optional business applications provided by CenturyLink with the Fiber+ Enterprise Data Package at no additional charge. Customer will receive a URL and temporary log-in credentials to access Control Center once circuit is live, Customer will be able to log in to the Management Console using those Control Center credentials. By signing on and activating Opportunity ID#: 56081245 Page 1 of 4 © CenturyLink. All Rights Reserved. CONFIDENTIAL147 OFC Customer Name: Maple Valley Order #: Q-00765575 Order Generation Date: 5/30/2019 2:29:39 PM Cutoff/Expiration Date: 6/24/2019 Currency: USD the applications, Customer will be accepting the terms and conditions for usage of those applications. These optional business applications are governed by the terms and conditions found at https://apps.centurylink.com/terms-conditions and not by this Agreement.Customer's site must qualify for ProMET® Premium On-Site Maintenance.
Optional Business Applications Included at No Additional Charge Quantity/Details Microsoft Office 365 from CenturyLink 20 Business Essential licenses, includes email w/ 50GB storage Basic Web Hosting with Site Builder Tools 10GB Storage DNS Registration 1 Included Data Backup for PC and Laptop (not applicable to servers) 20 Licenses at 10GB each Cloud Fax 250 Inbound/Outbound Pages Search Engine Submission Attracta
Customer may purchase additional CenturyLink business applications services at the following website: https://apps.centurylink.com/login. Additional charges will apply
Customer: Maple Valley
\
{{Sig1a_es_:signer1:signature }}
Authorized Signature
{{Fname1a_es_:signer1:fullname }} Name Typed or Printed
{{*Title_es_:signer1 }} Title
{{Dte_es_:signer1:date}} Date
Opportunity ID#: 56081245 Page 2 of 4 © CenturyLink. All Rights Reserved. CONFIDENTIAL148 OFC Customer Name: Maple Valley Order #: Q-00765575 Order Generation Date: 5/30/2019 2:29:39 PM Cutoff/Expiration Date: 6/24/2019 Currency: USD
Terms and Conditions Governing This Order
1. This confidential Order may not be disclosed to third parties and is non- as set forth in section 4. Customer places this Order by signing (including electronically or digitally) or otherwise acknowledging (in a manner acceptable to CenturyLink) this document and returning it to CenturyLink.
2. Prior to installation, CenturyLink may notify Customer in writing (including by e-mail) of price increases due to off-net vendors. Customer has 2 business days following notice to terminate this Order without liability; or otherwise, Customer is deemed to accept the increase.
3. If a generic demarcation point (such as a street address) is provided, the demarcation point for on- Minimum Point of Entry (MPOE) at such location (as determined by CenturyLink). Off-net demarcation points will be the off-net vendor's MPOE. If this Order identifies aspects of services that are procured by Customer directly from third parties, CenturyLink is not liable for such services.
4. The Service identified in this Order is subject to the CenturyLink Master Service Agreement(s) and applicable Service Schedule(s) or Service Exhibit(s) between CenturyLink Communications, LLC and Customer (or its affiliate if expressly provided for under such affiliate Master Service Agreement). If Customer has not executed a CenturyLink Master Services Agreement with CenturyLink Communications, LLC but has executed a services agreement for applicable services with an affiliate of CenturyLink ("Affiliate Agreement"), then the terms of the most recent Affiliate Agreement will apply to the Service (to the extent not inconsistent with this Order); in such cases, the current standard Service Schedule applicable to the Services will apply. If CenturyLink and Customer have not executed a CenturyLink Master Service Agreement and/or applicable Service Schedule(s) governing the Service and have not executed an Affiliate Agreement, CenturyLink's current standard Master Service Agreement/Service Schedule(s) as of the date of this Order will govern, copies which are available upon request. The CenturyLink invoicing entity is the entity providing Services.
Notwithstanding anything in any Affiliate Agreement to the contrary, CenturyLink will notify Customer of acceptance of requested Service in this Order by delivering (in writing or electronically) the CenturyLink will deliver a written or a Service Attachment, at the expiration of the Service Term, Service will continue month-to-month, and rates are subject to change filiate Agreement governs and does not include early termination charges and if ue to the turyLink Communications, LLC or any companies that were affiliates of CenturyLink Communications, LLC before the merger between . CenturyLink Total Advantage Agreement, CenturyLink Total Advantage Express Agreement, or CenturyLink Wholesale Services Agreement, for non-government customers (each, a CenturyLink Affiliate Agreement). Affiliate Agreement also includes an Agreement between Customer and any entity that was an affiliate of Level 3 Communications before the Merger.
5. Neither party will be liable for any damages for lost profits, lost revenues, loss of goodwill, loss of anticipated savings, loss of data or cost of purchasing replacement service, or any indirect, incidental, special, consequential, exemplary or punitive damages arising out of the performance or failure to perform under this Order. Customer's sole remedies for any nonperformance, outages, failures to deliver or defects in Service are contained in the service levels applicable to the affected Service.
6. All transport services ordered from CenturyLink will be treated as interstate for regulatory purposes. Customer may certify transport service as being intrastate (for regulatory purposes only) in a format as required by CenturyLink, but only where the transport services are sold on a stand-alone basis, the end points for the service are located in the same state and neither end point is a CenturyLink provided IP port ("Intrastate Services"). Where Customer requests that services be designated as Intrastate Services, Customer certifies to CenturyLink that not more than 10% of Customer's traffic utilizing the Intrastate Services will be originated or terminated outside of the state in which the Intrastate Services are provided. Such election will apply prospectively only and will apply to all Intrastate Services stated in this Order.
7. Charges for certain Services are subject to (a) a per month property tax surcharge and (b) a per month cost recovery fee to reimburse CenturyLink for various governmental taxes and surcharges. Such charges are subject to change by CenturyLink and will be applied regardless of whether Customer has delivered a valid tax exemption certificate. For additional details on taxes and surcharges that are assessed, visit http://www.centurylink.com/taxes or the RSS, if indicated by the applicable Service Schedule(s) or Service Exhibit(s).
8. Customer will pay CenturyLink's standard: (a) expedite charges (added to the NRC) if Customer requests a delivery date inside CenturyLink's standard interval duration (available upon request and (b) ancillary charges for additional activities, features or options. If CenturyLink cannot complete installation due to Customer delay or inaction, CenturyLink may begin charging Customer and Customer will pay such charges.
Opportunity ID#: 56081245 Page 3 of 4 © CenturyLink. All Rights Reserved. CONFIDENTIAL149 OFC Customer Name: Maple Valley Order #: Q-00765575 Order Generation Date: 5/30/2019 2:29:39 PM Cutoff/Expiration Date: 6/24/2019 Currency: USD
9. Charges/Orders. CenturyLink will charge Customer the rates for the Services shown above. If Customer changes any of the Bundle/Package or Service Details or moves a Service Address, these rates will not apply. Rates and charges for Service elements not identified appear in the applicable terms and conditions. Existing services, bundles, offers, or packages will continue to be governed by the terms and conditions incorporated by attachment or reference when previously added to the Agreement. If the Agreement does not allow for rates to be set forth in a quote, this Order amends the Agreement to include CenturyLink-approved signed quotes as a method to order the Services listed above. Despite anything to the contrary in the Service-specific terms and conditions and for purposes of this Order only, NRCs are NOT waived unless this Order expressly states NRCs are waived or the NRCs appear in the waived column in the above table(s). If a Cancellation Charge requires Customer to pay the amount of any waived or discounted NRC, the NRC will be g to the contrary in the Existing Agreement or Agreement. If in this Order Customer is upgrading, moving, disconnecting or otherwise changing an existing Service, cancellation charges may apply as set forth in the Agreement.
Opportunity ID#: 56081245 Page 4 of 4 © CenturyLink. All Rights Reserved. CONFIDENTIAL150 OFC June 10, 2019
To: Mayor Sean Kelly and Councilors From: William Bullock, PE, City Engineer Subject: Bid Award: P-16 Lake Wilderness Phase 2 Parking and Entrance Improvements
Background
In 2007, the City completed a master plan for Lake Wilderness Park and Lodge. That master plan identified ten (10) different phases of work that were to be designed and built over a 20-year period. The plan identified the need for an additional 400 parking stalls throughout the park with the priority in all phases to include parking whenever possible.
In 2014, the City’s on-call engineering firm was used to design the parking lot improvements into a two-phased project. Phase 1, included expanding and paving an existing gravel parking area adjacent to the Lake Wilderness Lodge.
Phase 2 of the new parking project was partially designed in 2014 along with Phase 1 and in 2019 plans and specs were updated to include new parking along the Lodge entry road serving the Arboretum, Park, and Lodge and improving the paved entrance to Lake Wilderness.
Discussion
Staff solicited bids from qualified contractors registered on the MRSC Small Works Roster. In accordance with the Invitation to Bid for the subject project, Public Works staff opened 4 sealed bids on Tuesday, June 4, 2019 at 11:05 am.
The bid results show that Maroni Construction Inc., was the lowest responsible bidder in the amount of $353,322.50. The engineer’s estimate was $297,000.00. Staff has prepared a draft public works contract for Council’s review.
Staff has prepared a draft resolution awarding the bid to Maroni Construction Inc., and authorizing the City Manager to enter into a public works contract with Maroni Construction Inc., “not to exceed” $353,322.50 plus a 10% contingency in the amount of $35,300.00, for a total amount “not to exceed” of $388,622.50.
151 Fiscal Impact
The Council’s adopted budget for 2019 includes $350,000 for P-16. The City has been awarded a grant from the State of Washington for $200,000 for this project. Therefore, the budget will only need to cover $153,322.50 or $188,622.50 including the 10% contingency for construction of this project.
Recommendation
Staff recommends the City Council approve Resolution No. R-19-1340 accepting the bid from the lowest responsive and responsible bidder, Maroni Construction, Inc., and authorizing the City Manager to execute a public works contract, Contract C-19-1606, with Maroni Construction Inc., in the amount “not to exceed” $353,322.50 plus a 10% contingency in the amount of $35,300.00, for a total amount “not to exceed” of $388,622.50.
Options
1. Approve Resolution No. R-19-1340 accepting Maroni Construction Inc.’s bid and authorizing the City Manager to execute a contract with Maroni Construction Inc. 2. Do not approve Resolution No. R-19-1340 accepting Maroni Construction Inc.’s bid and authorizing the City Manager to execute a contract with Maroni Construction Inc. and re-bid the project. 3. Do not approve Resolution No. R-19-1340 accepting Maroni Construction Inc.’s bid and authorizing the City Manager to execute a contract with Maroni Construction Inc. and do not re-bid the project. 4. Take some other action.
Attachments
1. Proposed Resolution No. R-19-1340 2. Bid Results 3. Draft Contract C-19-1606 with Maroni Construction Inc.
152 CITY OF MAPLE VALLEY, WASHINGTON
RESOLUTION NO. R-19-1340
A RESOLUTION OF THE CITY OF MAPLE VALLEY, WASHINGTON, ACCEPTING THE BID SUBMITTED BY MARONI CONSTRUCTION INC., FOR THE LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS PROJECT P-16 AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PUBLIC WORKS CONSTRUCTION CONTRACT WITH, MARONI CONSTRUCTION INC., FOR CONSTRUCTION SERVICES FOR THE LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS P-16
WHEREAS, the City Council of the City of Maple Valley desires to construct additional parking to serve Lake Wilderness Lodge, Lake Wilderness Park, and Lake Wilderness Arboretum and improve the entryway to the park as planned in project P-16; and
WHEREAS, the City solicited Invitations to bid from qualified construction firms registered on the MRSC Small Works Roster to construct the project; and
WHEREAS, the City received multiple proposals and found Maroni Construction Inc., a responsible bidder, to be the lowest responsive bidder in the amount of $353,322.50;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MAPLE VALLEY, WASHINGTON, DO RESOLVE AS FOLLOWS:
Section 1. Bid Award. The City Council hereby accepts the bid submitted by Maroni Construction Inc., a responsible bidder, as their bid was the lowest responsive bid for the Lake Wilderness Phase 2 Parking and Entrance Improvements project P-16, and intends to enter into a contract with said bidder.
Section 2. Authorization. The City Manager is hereby authorized to execute a Public Works Contract with Maroni Construction Inc., to perform the Construction Services for the Lake Wilderness Phase 2 Parking and Entrance Improvements Project P-16 in the total bid amount of $353,322.50, plus a 10% contingency of $35,300.00, for a total of $388,622.50. A copy of Public Works Contract C-19-1606 has been filed with the City Clerk and identified with Clerk's Receiving No. ___.
APPROVED BY THE CITY COUNCIL AT A REGULAR BUSINESS MEETING THEREOF ON THE 10TH DAY OF JUNE 2019.
______Sean Kelly, Mayor ATTEST:
______Shaunna Lee-Rice, City Clerk
153 APPROVED AS TO FORM:
______Patricia Taraday, City Attorney
154 Lake Wilderness Phase 2 Parking Lot and Entrance Improvements Bid Opening - 06/04/2019
Bid Compliance with Wage Bid Addenda Noncollusion Bidder Company Name Security/ Payment Statutes (only Base Bid Total Proposal Acknowledgement Affidavit Qualifications Bid Bond required prior to award)
R.W. Scott Construction XX XXX $ 327,170.00 $ 355,306.62 Welwest Construction XX XXX X $ 413,835.00 $ 449,424.81 Maroni Construction XX XXX X $ 325,343.00 $ 353,322.50 Southworth & Sons Inc. XX XX $ 360,700.00 $ 391,720.20
Apparent Low Bidder: Maroni Construction
Bids Opened on June 4, 2019 Opened: 11:05 by Halley Kimball, Witnessed by Dave Johnson
Engineer's Estimate: $297,000
155 This page is intentionally left blank.
156 CITY OF MAPLE VALLEY PUBLIC WORKS AGREEMENT FOR P-16 LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS Contract No. C-19-1606 Contractor: MARONI CONSTRUCTION INC.
This Agreement is entered into by and between the CITY OF MAPLE VALLEY, WASHINGTON, a municipal corporation hereinafter referred to as “City,” and MARONI CONSTRUCTION INC., a Washington Corporation, hereinafter referred to as “Contractor.”
WHEREAS, the City desires to have certain public works services performed for its citizens; and
WHEREAS, the City has selected the Contractor to perform the above-mentioned services;
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, to be kept, performed, and fulfilled by the respective parties hereto, and other valuable consideration, it is mutually agreed as follows:
1. Scope of Services to be Performed by the Contractor. The Contractor shall perform the services outlined in Exhibit “A” of this Agreement. In performing these services, the Contractor shall at all times comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Contractor shall perform services diligently and completely and in accordance with professional standards of conduct and performance.
2. Compensation.
a. The City shall pay Contractor: According to the rates set forth in the Bid Proposal dated May 21, 2019, in an amount not to exceed $353,322.50 plus a 10% contingency in the amount of $35,300.00, for a total amount not to exceed of $388,622.50, excluding approved change orders.
b. All invoices shall be accompanied by an Invoice Summary Form substantially in the form set forth in Exhibit “B.”
c. Each voucher claim submitted by Contractor shall state that the prevailing wages have been paid in accordance with the prefiled statement or statements of Intent to Pay Prevailing Wages on file with the City.
d. Vouchers are paid on the Tuesday following the second and fourth Mondays of each month, following City Council approval. Invoices must be received at least ten (10) days prior to the approval date. The Contractor shall be paid for services rendered and allowable expenses incurred, but in no case shall the total amount to be paid exceed the “not to exceed” amount of $388,622.50, unless the parties mutually agree to the payment of additional fees and expenses by Change Order as authorized by the City. The Contractor shall complete and return Exhibit “C,” Tax Identification Number, prior to execution of this Agreement.
e. Any change or modification to this Agreement for additional services as above referenced shall be by written Change Order and signed by the parties to this Agreement. Any compensation due for the changes or modifications shall be on the same terms and conditions as set forth in this section or in a manner otherwise mutually agreed to by the parties by Change Order.
157
3. Termination.
a. The City reserves the right to terminate or suspend this Agreement at any time, with or without cause, upon fourteen (14) days’ prior written notice.
b. In the event this Agreement is terminated or suspended, the Contractor shall be entitled to payment for all services performed and reimbursable expenses incurred up to the date of termination.
c. This Agreement may be canceled immediately if the Contractor’s insurance coverage or financial guarantee provided to the City under this Agreement is canceled for any reason or if the Contractor is unable to perform the services called for by this Agreement.
d. The Contractor reserves the right to terminate this Agreement with not less than sixty (60) days’ written notice.
e. This provision shall not prevent the City from seeking any legal remedies it may otherwise have for the violation or nonperformance of any provisions of this Agreement.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing upon execution by the last Party to sign this Agreement and ending December 31, 2019 unless sooner terminated under the provisions of this Agreement. Time is of the essence of this Agreement in each and all of its provisions in which performance is required.
5. Prevailing Wages; Retainage.
a. The Contractor shall pay all workers performing services under this Agreement not less than the prevailing wage adopted by the Washington State Department of Labor and Industries. The State of Washington prevailing wage rates applicable for this public works project, which is located in King County, may be found at the following website address of the Department of Labor and Industries: https://fortress.wa.gov/lni/wagelookup/prvWagelookup.aspx. Based on the bid submittal deadline for this project, the applicable effective date for prevailing wages for this project is June 4, 2019. A copy of the applicable prevailing wage rates are also available for viewing at City Hall, located at 22017 SE Wax Road, Suite 200, Maple Valley, Washington, 98038. Upon request, the City will mail a hard copy of the applicable prevailing wages for the project. The Contractor shall also comply with the prevailing wage laws codified under RCW Chapter 39.12 as written or hereinafter amended, and all applicable provisions of the Washington Administrative Code relating thereto. This Agreement shall not be construed as prohibiting the Contractor from taking advantage of any exemption from paying the prevailing wage rate under a special certificate issued by the Department of Labor and Industries (“L&I”) for vocational handicapped workers or of any other exemption or exception authorized by law.
b. Upon execution of this Agreement, the Contractor, and all subcontractors under contract to the Contractor, shall file a “Statement of Intent to Pay Prevailing Wages” with L&I on forms approved by L&I and file a copy of the Statement of Intent to Pay Prevailing Wages with the City. The City shall not make any payments or reimbursements under the Agreement prior to receipt of an approved “Statement of Intent to Pay Prevailing Wages” form for the Contractor and all subcontractors under contract to the Contractor, by the industrial statistician of L&I. For all contracts with the City over $10,000, the “Statement of Intent to Pay Prevailing Wages” shall include:
(1) The Contractor’s (and each Subcontractor’s) registration certificate number; and
158 (2) The prevailing rate of wages for each classification of workers entitled to prevailing wages under RCW 39.12.020 and the estimated number of workers in each classification.
Public improvement contracts involving the construction, alteration, repair, or improvement of any highway, road, or street funded in whole or in part by federal transportation funds shall rely upon the contract bond as referred to in Chapter 39.08 RCW for the protection and payment of: (i) The claims of any person or persons arising under the contract to the extent such claims are provided for in RCW 39.08.010; and (ii) the state with respect to taxes imposed pursuant to Titles 50, 51, and 82 RCW which may be due. The contract bond must remain in full force and effect until, at a minimum, all claims filed in compliance with chapter 39.08 RCW are resolved.
c. If a subcontractor to the Contractor fails to submit an Affidavit of Wages Paid form, the Contractor may file said form on behalf of the nonresponsive subcontractor. Such form(s) may only be filed on behalf of a nonresponsive subcontractor who has ceased operations or failed to file as required herein. Filings made on behalf of a subcontractor may not be accepted sooner than thirty-one days after the acceptance date of the work completed by the Contractor and the Contractor filing the Affidavit of Wages Paid form must accept responsibility for payment of prevailing wages unpaid by the subcontractor pursuant to RCW 39.12.020 and 39.12.065.
6. Independent Contractor.
a. The Contractor and the City agree that the Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. The Contractor will solely be responsible for its acts and for the acts of its agents, employees, subcontractors, or representatives during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto.
b. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Contractor or any employee of the Contractor.
7. Indemnification/Hold Harmless.
a. The Contractor shall defend, indemnify, and hold the City and its officers, officials, agents, employees, and volunteers harmless from any and all costs, claims, injuries, damages, losses, suits, or liabilities of any nature including attorneys’ fees arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City.
b. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, and volunteers, the Contractor’s liability hereunder shall be only to the extent of the Contractor’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.
8. Bonding. Upon execution of this contract, as required by RCW 39.08, the Contractor shall furnish a payment and performance bond in the full amount of the contract price, plus state sales tax, which shall guarantee the faithful performance of the contract and the payment of all labor, mechanics, subcontractors,
159 and materialmen and all persons who supply them with provisions and supplies for carrying out the work under this contract. This bond shall be in force until completion of the contract and also upon such period thereafter during which the law allows liens to be filed and sued upon. This performance bond shall be furnished by a corporate surety company authorized to do business in the State of Washington, in a company acceptable to the City and on the form attached hereto. The bond must specify that the surety agrees to be bound by the laws of the State of Washington and be subject to jurisdiction of the state of Washington, and to venue in King County, Washington.
9. Insurance. The Contractor shall procure and maintain insurance, as required in this Section, without interruption, from commencement of the Contractor’s work through the term of the agreement and for thirty (30) days after the Physical Completion date, unless otherwise indicated herein.
a. No Limitation. Contractor’s maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City’s resources to any remedy available by law or equity.
b. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and coverage as stated below:
(1) Automobile Liability insurance covering all owned, non-owned, hired, and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. If necessary, the policy shall be endorsed to provide contractual liability coverage.
(2) Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, stop gap liability, and personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 0305 09 or equivalent endorsement. There shall be no exclusion for liability arising from explosion, collapse, or underground property damage. The City shall be named as an additional insured under the Contractor’s Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured Endorsement CG 20 10 10 01 and Additional Insured-Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing at least as broad coverage.
(3) Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington.
c. Minimum Amounts of Insurance. Contractor 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, and a $2,000,000 products- completed operations aggregate limit.
d. City Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial
160 General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this contract or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the Contractor.
e. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance:
(1) The Contractor’s insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be in excess of the Contractor’s insurance and shall not contribute with it.
(2) The Contractor’s insurance shall be endorsed to state that coverage shall not be canceled by either party except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City.
f. Contractor’s Insurance For Other Losses. The Contractor shall assume full responsibility for all loss or damage from any cause whatsoever to any tools, Contractor’s employee owned tools, machinery, equipment, or motor vehicles owned or rented by the Contractor, or the Contractor’s agents, suppliers, contractors, or sub-contractors as well as to any temporary structures, scaffolding and protective fences.
g. Waiver of Subrogation. The Contractor and the City waive all rights against each other any of their Subcontractors, Sub-subcontractors, agents and employees, each of the other, for damages caused by fire or other perils to the extend covered by Builders Risk insurance or other property insurance obtained pursuant to the Insurance Requirements Section of this Contract or other property insurance applicable to the work. The policies shall provide such waivers by endorsement or otherwise.
h. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
i. Verification of Coverage. Contractor 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 Contractor before commencement of the work. Upon request by the City, the Contractor shall furnish certified copies of all required insurance policies, including endorsements, required in this contract and evidence of all subcontractors’ coverage.
j. Notice of Cancellation. The Contractor shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice.
k. Failure to Maintain Insurance. Failure on the part of the Contractor 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 Contractor 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 Contractor from the City.
l. Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor. The Contractor shall ensure that the City is an additional insured on each and every subcontractors’ Commercial General
161 Liability insurance policy using an endorsement at least as broad as ISA Additional Insured endorsement CG 20 38 04 13.
10. Delays. The Contractor is not responsible for delays caused by factors beyond the Contractor’s reasonable control. When such delays beyond the Contractor’s reasonable control occur, the City agrees the Contractor does not owe for damages, nor shall the Contractor be deemed to be in default of the Agreement.
11. Successors and Assigns. Neither the City nor the Contractor shall assign, transfer, or encumber any rights, duties, or interests accruing from this Agreement without the written consent of the other.
12. Discrimination Prohibited. The Contractor shall not discriminate against any employee or applicant for employment, or any person seeking the services of the Contractor under this Agreement, because of sex, age, race, color, religion, creed, national origin, marital status, sexual orientation, or the presence of any sensory, mental, or physical disability, unless based upon a bona fide occupational qualification.
13. Notices. Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by a nationally recognized overnight courier service. All notices shall be effective upon the date of receipt.
To the City:
City of Maple Valley Laura K. Philpot, City Manager P.O. Box 320 (mailing address) 22017 SE Wax Road, Suite 200 Maple Valley, WA 98038 425-413-8800; fax: (425) 413-4282
With a copy to: City of Maple Valley Attention: Halley Kimball, PE P.O. Box 320 (mailing address) Maple Valley, WA 98038
To the Contractor: Maroni Construction Inc. Ric Maroni, Vice President 40214 306th Avenue SE PO Box 852 Enumclaw, WA 98022 206-240-4099
14. Applicable Law; Venue; Attorneys’ Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in King County, Washington. The prevailing party in any such action shall
162 be entitled to its attorneys’ fees and costs of suit, which shall be fixed by the judge hearing the case, and such fees shall be included in the judgment.
15. General Administration and Management. The manager of this Agreement shall be Halley Kimball of the Public Works Department or his/her designee.
16. Severability. Any provision or part of the Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the City and the Contractor, who agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as reasonably possible to expressing the intention of the stricken provision.
17. Contract Documents. The Contract Documents, which set forth the terms of the contract between the City and the Contractor, and which are entered into by the acceptance of the Contractor’s bid and the signing of this Agreement, consist of all the documents that are included within the Bid proposal titled “Stormwater Infrastructure Cleaning and Professional Services” materials, including all of the documents included within the Invitation to Bid, Contract Provisions, Specifications, Special Provisions as well as all Appendices attached thereto, all of which are a part thereof as if herein set forth in full, and if not attached, as if hereto attached, and also including:
a. Addenda; if any b. Change Orders, which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto; and c. All modifications or changes issued pursuant to the Contract Documents.
There are no Contract Documents other than those above listed. The Contract Documents may only be amended by Change Order as provided in the Contract Provisions.
CITY OF MAPLE VALLEY MARONI CONSTRUCTION INC.
______Laura K. Philpot By:______City Manager Title: ______Date: Date:
Attest:
______Shaunna Lee-Rice, City Clerk
Approved as to form:
Patricia Taraday, City Attorney
Attachments: Exhibits “A,” “B,” and “C”
Authorizing Resolution No. R-19-1326
163 EXHIBIT A
SCOPE OF WORK
164 EXHIBIT B CITY OF MAPLE VALLEY INVOICE SUMMARY FORM Attn: Accounts Payable P.O. Box 320, Maple Valley, WA 98038 (425) 413-8800; Fax (425) 413-4282 or Scan Invoice to [email protected]
City Contract No.: Invoice No.: Invoice Date:
Consultant:
Mailing Address:
Invoice Contact Name: Telephone:
Reporting Period:
Amount of Invoice: $
Attach Invoice to describe services performed this period.
BUDGET SUMMARY:
Total Contract Amount: $ Previously Submitted for Payment: $ Current Request: $ Total Requested to Date: $ Balance Remaining: $ Consultant Signature:
By: Date: Print name: Title:
Vouchers are paid on the Tuesday following the second and fourth Mondays of each month, following City Council approval. Invoices must be received at least ten (10) days prior to the approval date. The Consultant shall be paid for services rendered and allowable expenses incurred, but in no case shall the total amount paid exceed the “not to exceed” amount of $ 442,527.00, unless the parties mutually agree in writing to the payment of additional fees and expenses as authorized by the City. The Consultant shall complete and return Exhibit “C,” Tax Identification Number, prior to execution of this Agreement.
For Department Use Only Approved for Payment: Vendor No.: Budget No.: Signature: Date:
165 EXHIBIT C
This Exhibit has been replaced with the W-9 Form. Please print 2 copies of the W-9 Form and include it with your contracts as Exhibit C.
W-9 Form Link
166 167 168 169 170 171 172 173 174 175 This page is intentionally left blank.
176
LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS
(P16)
Specifications, Proposal, and Contract Documents
Bids Due: 11:00 AM Tuesday, June 4, 2019 PUBLIC OPENING: 11:05 AM Tuesday, June 4, 2019
At:
City of Maple Valley City Hall 22017 Wax Road, Suite 200 P.O. Box 320 Maple Valley, Washington, 98038
Mailing Address: City Clerk’s Office P.O. 320 Maple Valley, WA 98038
177 Lake Wilderness Phase 2 Parking and Entrance Improvements (P16)
May 2019
Prepared for
City of Maple Valley
Parks and Recreation Department 22500 SE 248th St Maple Valley, WA 98038
178 TABLE of CONTENTS
Page
SECTION 1: GENERAL INFORMATION Invitation to Bid ...... I-2 Information and Checklist for Bidders ...... I-4
SECTION 2: BID PROPOSAL Bid Proposal ...... P-1 Bid Schedule(s) ...... P-2 Proposal Signature Page ...... P-4 Bid Security ...... P-5 Non-Collusion Affidavit ...... P-6 Qualifications of Bidder ...... P-7
SECTION 3: AGREEMENT Certification of Compliance with Wage Payment Statutes ...... A-1 Agreement Form ...... A-2 Exhibit A – Project Description ...... A-10 Exhibit B – Invoice Summary Form ...... A-11 Exhibit C – Tax Identification Number ...... A-12 Payment and Performance Bond ...... A-13 Contractor’s Declaration of Option for Management of Statutory Retained Percentage ...... A-15 Retained Percentage Escrow Agreement ...... A-16
179 City of Maple Valley INVITATION TO BID
Bidders are invited from the City of Maple Valley’s Small Works Roster. Sealed bids will be received by the City of Maple Valley, Washington, at the reception desk located at 22017 SE Wax Road, Suite 200, Maple Valley, WA until 11:00 a.m. on Tuesday, June 4th, 2019. Bids will then be opened and publicly read at 11:05 a.m. on that same day at City Hall, 22017 SE Wax Road, Suite 200, Maple Valley, Washington, 98038 for:
Lake Wilderness Phase 2 Parking and Entrance Improvements
All work shall be completed in 40 working days and by no later than September 30, 2019, which consists of furnishing all materials, equipment, tools, labor, and other work or items incidental thereto for: x Clearing, grubbing, and removal and waste haul of trees identified on plans x Relocation of existing park sign x Removal and disposal of existing asphalt pavement x Grading and Paving of parking lots and driveways with hot mix asphalt x Installation of concrete wheel stops x Installation of bioretention swales and washed rock trenches x Parking lot striping
The estimated cost of this project, for all bid schedules including additives, if any, is in the range of $230,000 to $310,000.
BID DOCUMENTS:
Free-of-charge access to bid documents is provided by going to www.bxwa.com and clicking on "Posted Projects", "Small Public Works Roster”, and "City of Maple Valley". This online plan room provides Bidders with fully usable online documents with the ability to: download, view, print, order full/partial plan sets from numerous reprographic sources, and a free online digitizer/take-off tool. It is recommended that Bidders “Register” in order to receive automatic e- mail notification of future addenda and to place themselves on the “Self-Registered Bidders List". Bidders that do not register will not be automatically notified of addenda and will need to periodically check the on-line plan room for addenda issued on this project. Contact Builders Exchange of Washington at 425-258-1303 should you require assistance.
The Contractor will be required to comply with all local, state, and federal laws and regulations pertaining to equal employment opportunities. The successful bidder will be required to pay prevailing wages for the work performed.
180 181 INFORMATION AND CHECKLIST FOR BIDDERS
The following supplements the information in the Call for Bids:
1. Examination of Plans, Specifications, and Site Before submitting his/her bid, the Contractor shall carefully examine each component of the Bid Documents prepared for the Work and any other available supporting data so as to be thoroughly familiar with all the requirements. However, neither the Owner nor Engineer nor Consulting Engineer will assume responsibility for variations of subsoil quality or condition at locations other than places shown and at the time investigation was made (if any). The availability of this information shall not relieve the Bidder of his/her duty to examine the project site nor of any other responsibility under the Contract.
The Bidder shall make an alert, heads-up, eyes-open reasonable examination of the project site and conditions under which the Work is to be performed, including but not limited to: current site topography, soil and moisture conditions; underground obstructions; the obstacles and character of materials which may be encountered; traffic conditions; public and private utilities; the availability and cost of labor; and available facilities for transportation, handling, and storage of materials and equipment.
2. Interpretation of Bid Documents The Bidder shall promptly notify Owner of any discovered omissions, conflicts, ambiguities, or discrepancies in the Bid Documents. Questions or comments about these Bid Documents should be directed in writing only (mail, email, or phone) to the attention of: Halley Kimball By mail; 22017 SE Wax Road, Suite 200, Maple Valley, Washington, 98038 By phone: (425) 413-6646, By e-mail: [email protected]
The Drawings entitled “Lake Wilderness Phase 2 Parking and Entrance Improvements” are hereby made a part of this contract specification.
Questions received less than 4 business days prior to the date of sealed bid submittal may not be answered. Any interpretation or correction of the Bid Documents, if needed, will be made only by addendum. The Owner will not be responsible for any other explanations or interpretations of the Bid Documents. No oral interpretations of, or changes to, any provision in the Bid Documents will be made to any Bidder. No oral statements shall in any way modify the Contract Documents, whether made before or after the letting of the Contract.
3. Wages The Prevailing Wages in effect for this project can be found at https://fortress.wa.gov/lni/wagelookup/prvWagelookup.aspx. It is the Bidder’s responsibility to obtain wage information for any work classifications that are not included. Certified payrolls will be required, as detailed in Section 1-07.9 of the Standard Specifications.
182 4. Low Bidder Determination The determination of who is low bidder will be determined on the basis of the grand total of the Total Bid. The Contracting Agency reserves the right to accept any, all, or no Additive item(s) at time of Award. Total contract bid price includes all applicable taxes.
5. Bidding Checklist All bids shall be submitted on the exact forms provided in these Bid Documents, and as listed below. Failure to submit any of these forms is grounds for rejection of the bid. Sealed bids for this proposal shall be submitted as specified in the Invitation to Bid. Bid proposal to be submitted in a sealed envelope marked on the outside “Bid Enclosed for Lake Wilderness Phase 2 Parking and Entrance Improvements and showing the name and address of the Bidder.
a. Bid Proposal – Bidders must bid on all items contained in the Bid Proposal, including Additive items. If any unit price is left blank, it will be considered no charge for that bid item, regardless of what has been placed in the extension column. If there is a discrepancy between the unit price and the extension, the unit price will prevail, and the extension and totals corrected accordingly. The proposal must be signed and all other information on the Bid Proposal Signature Page completed.
b. Bid Security – A Bid Bond is to be executed by the Bidder and the surety company unless the bid is accompanied by a cash deposit, cashier's or certified check, or postal money order. The amount of this bond shall be not less than five percent (5%) of the total bid, including sales tax, if applicable, and shall be shown in dollars or on a percentage basis. The Surety must be authorized to do business in the State of Washington, and must be on the current Authorized Insurance List in the State of Washington per Section 1-02.7 of the Standard Specifications.
The bond form included in these Contract Provisions MUST be used; no substitute will be accepted. If an attorney-in-fact signs bond, a certified and effectively dated copy of their Power of Attorney must accompany the bond.
The deposit of the successful Bidder will be returned provided Bidder executes the Agreement, furnishes satisfactory performance and payment bonds covering the full amount of work, and provides evidence of insurance coverage, within 10 days after Notice of Award. Should he/she fail or refuse to do so, the Bid Deposit or Bond shall be forfeited to the City of Maple Valley as liquidated damages for such failure.
The Owner reserves the right to retain the security of the three lowest bidders until the successful Bidder has executed the Agreement and furnished the bond.
c. Non-collusion Affidavit - Must be filled in, signed, and notarized.
d. Qualification of Bidder - Must be filled in, signed. May be submitted with the Bid Proposal or will be required of the two apparent lowest bidders within 24 hours after sealed bid
183 deadline date. The owner reserves the right to check all statement or information to judge the adequacy of bidder’s qualifications.
6. Contracting Checklist Most contracting forms to be used are included in these Bid Documents and should be carefully examined by the Bidder.
a. Certification of Compliance with Wage Payment Statutes – Before award of a public works contract the Bidder under consideration must submit a sworn statement that they have not willfully violated wage payment laws within the past three years in order to be considered a responsible bidder.
b. Agreement - Two copies to be executed by the successful Bidder’s President or Vice- President (if a corporation), or by a partner (if a partnership) after the Contract is awarded by the City Council. In the event another person has been duly authorized to execute contracts, a copy of the resolution or other minutes establishing this authority must be attached.
b. Payment and Performance Bond - Two copies of each to be executed by the successful Bidder and his/her surety company) after the Contract is awarded by the City Council. Each of the two separate bonds is for 100% of the contract price. The Payment and Performance Bond continues in effect for one year after Final Acceptance of the Work - at 25% of its original value.
The bond forms included in these Bid Documents MUST be used; no substitute will be accepted. If an Attorney-in-fact signs the bond, a certified and effectively dated copy of their Power of Attorney must accompany the bond.
c. Contractor’s Declaration of Option for Management of Statutory Retained Percentage - to be executed by the successful Bidder after the Contract is awarded by the City Council, to select how retained funds are kept.
d. Retained Percentage Escrow Agreement - To be executed by the successful Bidder after the Contract is awarded by the City Council based on Bidder’s selection of option.
e. Certificates of Insurance - To be executed by an insurance company acceptable to the Owner, on ACORD Forms after the Contract is awarded by the City Council. Insurance requirements are listed in Section 1-07.18 of the Standard Specifications, including a list of who must be named as “Additional Insured” on the insurance policies.
184 City of Maple Valley BID PROPOSAL FORM Lake Wilderness Phase 2 Parking and Entrance Improvements
TO: City Clerk City of Maple Valley, Washington The undersigned (Bidder) hereby certifies that s/he has carefully examined and thoroughly understands the Bid Documents for the construction of the Project and the nature of the Work; that s/he has personally inspected the site, including subsurface information; that s/he has satisfied him/herself as to the quantities involved, including materials and equipment and conditions of work involved, including the fact that the description of the Work, as included herein, is brief and is intended only to indicate the general nature of the work, and thoroughly understands the nature of said Work; and hereby proposes to undertake and complete all Work embraced in this improvement in accordance with these Contract Documents and at the following schedule of rates and prices. The Bidder understands that the quantities mentioned herein are approximate only and are subject to increase or decrease, and hereby proposes to perform all quantities of work as either increased or decreased in accordance with the Contract Documents.
As evidence of good faith, (check one) bid bond or cash, cashier's check, certified check, or postal money order made payable to the City of Maple Valley equal to five percent (5%) of the Total Bid Price is attached hereto. The Bidder agrees that if this proposal is accepted by the City Council, s/he will, within ten (10) calendar days after Notice of Award, sign the Contract with the City of Maple Valley in the form of the Agreement form included in these Contract Provisions, and will, at the time of signing, deliver to the City of Maple Valley the Performance and Payment Bonds and all Certificates of Insurance required herein. The Bidder agrees to hold his/her bid proposal open for 30 days after the actual date of Bid Opening. Bidder understands that, should this offer be accepted by Owner within 30 calendar days after the day of Bid Opening and the Bidder fails or refuses to enter into an Agreement and furnish the required performance and payment bonds and liability insurance within 10 calendar days after Notice of Award, the Contract shall be null and void and the Bid Deposit or Bond accompanying this Proposal shall be forfeited and become the property of Owner as liquidated damages, all as provided for in the Contract Documents. The Bidder further agrees, if awarded the Contract, to begin work within ten (10) calendar days after Notice to Proceed, and to furnish all labor, machinery, equipment, tools, apparatus, and other means of construction and do the work in the manner, in the time, and according to the methods as specified in the Contract Documents and required by the Owner and its designees, and to complete the Work within 40 working days after the Notice to Proceed Date. It is understood that Owner may accept or reject all bids.
185 Lake Wilderness Phase 2 Parking and Entrance Improvements BID SCHEDULE
Note: Unit prices for all items, all extensions, and the total amount of bid must be shown. Show unit prices in figures only (ink or typed). Enter dollars and cents to two decimal points. Where conflict occurs between the unit price and the total amount named for any item the unit price shall prevail, and totals shall be corrected to conform thereto.
Item Section Item Description Unit Estimated Unit Price Amount No. No. Quantity Dollars/Cents Dollars/Cents 1 1-05 Construction Survey LS 1 $ _
2 1-09 Mobilization LS 1 $ -
3 2-01 Clearing/Grubbing/Tree Removal LS 1 $ -
4 2-02 Sawcutting LF 305 $ -
5 2-03 Excavation Including Haul CY 1,570 $ -
6 2-03 Embankment Compaction CY 720 $ -
7 4-04 Crushed Surfacing Base Course TON 1,625 $ -
8 5-04 HMA, Class ½” PG 64-22 TON 886 $ -
9 2-06 Fine Grading SY 4,300 $ -
10 5-04 Longitudinal Joint Seal LF 305 $ _
11 7-06 Bioretention Swale and Wash Rock Trench LF 920 $ -
186 12 8-01 Erosion/Water Pollution Control LS 1 $ - Per 13 Project Identification Sign EA 1 Plan 14 8-02 Seeding & Fertilizing SY 2600 $ -
15 8-04 Install Wheel Stops EA 115 $ -
16 8-22 Parking Stall Striping and Marking LS 1 $ - Per 17 Sign relocation LS 1 $ - Plan 18 Force Account LS 1 $ 5,000.00 $ 5,000.00
Subtotal $ Sales Tax @ 8.6 % $
Total BID $
187 BID PROPOSAL SIGNATURE PAGE
By signing below, Bidder acknowledges receipt and understanding of the following Addenda: Addendum Addendum No. Date of Receipt No. Date of Receipt 1 3 2 4
NOTE: Failure to acknowledge receipt of Addenda may be considered as an irregularity in the Bid Proposal and Owner reserves the right to determine whether the bid will be disqualified.
By signing below, Bidder certifies that: 1. Bidder has reviewed the insurance provisions of the Bid Documents and will provide the required coverage. 2. Bidder expressly agrees to all provisions of the WSDOT/APWA Standard Specifications for Road Bridge and Municipal Construction (2018) and as modified in the Bid Documents, including all indemnity provisions and Title 51 waiver of immunity for workplace injuries contained in General Requirements Section 1-07.14.
The Surety Company which will furnish the required Payment and Performance Bonds is of (Name) (Address) Bidder:
Signature of Authorized Official:
Printed Name and Title:
Address:
Date: ______Phone No.: ______Fax No: ______
This address and phone/fax number is the one to which all communications regarding this proposal and the Contract (if awarded) should be sent.
Circle One: Individual/Partnership/ State of Incorporation: Joint Venture/Corporation
NOTES: 1. If the Bidder is a co-partnership, give firm name under which business is transacted; proposal must be executed by a partner. If the Bidder is a corporation, proposal must be executed in the corporate name by the president or vice-president (or any other corporate officer accompanied by evidence of authority to sign). 2. A bid must be received on all items. If any unit prices are left blank, they will be entered as $0–no charge.
188 BID SECURITY Bid Deposit: The undersigned Principal hereby deposits a Bid Deposit with the City of Maple Valley in the form of a cash deposit, certified check, or cashier's check in the amount of ______dollars ($______). Bid Bond: The undersigned, ______(Principal), and ______(Surety), are held and firmly bound unto the City of Maple Valley (Owner) in the penal sum of ______dollars ($______), which for the payment of which Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally. The liability of Surety under this Bid Bond shall be limited to the penal sum of this Bid Bond. Conditions: The Bid Deposit or Bid Bond shall be an amount not less than five percent (5%) of the total bid, including sales tax and is submitted by Principal to Owner in connection with a Proposal for Lake Wilderness Phase 2 Parking and Entrance Improvements, Project No. P16, according to the terms of the Proposal and Bid Documents. Now therefore, a. If the Proposal is rejected by Owner, or b. If the Proposal is accepted and Principal shall duly make and enter into an Agreement with Owner in accordance with the terms of the Bid Documents, and shall furnish bonds for the faithful performance of said Project and for the payment of all persons performing labor or furnishing materials in connection therewith, with Surety or Sureties approved by Owner, and shall furnish satisfactory evidence of insurance as required, then this Bid Security shall be released; otherwise it shall remain in full force and effect and Principal shall forfeit the Bid Deposit or Surety shall immediately pay and forfeit to Owner the amount of the Bid Bond, as penalty and liquidated damages. We agree to be bound by the laws of the State of Washington and to be subject to jurisdiction of the State of Washington. We further agree to venue in King County, Washington for all demands, suits and actions of any kind initiated under this bond. The obligations of Surety and its Bid Bond shall be in no way impaired or affected by any extension of time within which Owner may accept bids; and Surety does hereby waive notice of any such extension. Signed and dated this ______day of ______, 20_____.
Principal Surety
Signature of Authorized Official Signature of Authorized Official By Title Attorney in Fact (Attach Power of Attorney) Name, address, and phone no. of local office of agent and/or Surety Company:
Surety companies executing bonds must appear on the current Authorized Insurance List in the State of Washington per Section 1-02.7 of the Standard Specifications.
189 NON-COLLUSION AFFIDAVIT
STATE OF WASHINGTON ) ) SS COUNTY OF KING )
The undersigned, being first duly sworn, on oath deposes and says that the person, firm, association, partnership, joint venture, or corporation named in the Bid Proposal has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Maple Valley for consideration in the award of a contract for the project named: Lake Wilderness Phase 2 Parking and Entrance Improvements, Project No. P16.
Name of Firm
Signature of Authorized Official
Title
Signed and sworn to before me on this ______day of ______, 20____.
Signature of Notary Public in and for the State of Washington, residing at ______My appointment expires:
SEAL
190 QUALIFICATIONS OF BIDDER
Each contractor bidding on work included in these contract documents shall prepare and submit the following data along with their bid.
1. Name of bidder: ______2. Business address: ______3. Business phone: ______Fax: ______4. How many years have you been engaged in the contracting business under the present firm name? ______5. Describe the general character of work performed by your company: ______6. List more important recent contracts completed by your company, including contracting agency type of work and approximate cost: (Provide at least three contract references with phone numbers.) (1.) ______(2.) ______(3.) ______7. List your major equipment: ______8. Bank references: ______9. State of Washington Registration No.: ______10. Industrial Insurance Account No.: ______11. Federal IRS Identification No.: ______12. I certify that other contracts now in progress or hereafter obtained will not interfere with timely performance of the City of Maple Valley project should I become the successful bidder. Company: ______Authorized Signature: ______Print Name: ______Title: ______
191 Certification of Compliance with Wage Payment Statutes The bidder hereby certifies that, within the three-year period immediately preceding the bid solicitation date (INSERT DATE), the bidder is not a “willful” violator, as defined in RCW 49.48.082, of any provision of chapters 49.46, 49.48, or 49.52 RCW, as determined by a final and binding citation and notice of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction.
I certify under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.
Bidder’s Business Name
Signature of Authorized Official*
Printed Name
Title
Date City State Check One: Sole Proprietorship տ Partnership տ Joint Venture տ Corporation տ
State of Incorporation, or if not a corporation, State where business entity was formed:
If a co-partnership, give firm name under which business is transacted:
* If a corporation, proposal must be executed in the corporate name by the president or vice- president (or any other corporate officer accompanied by evidence of authority to sign). If a co- partnership, proposal must be executed by a partner.
192
CITY OF MAPLE VALLEY PUBLIC WORKS AGREEMENT FOR LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS (P16) Contract No.______Contractor: INSERT CONTRACTOR’S NAME IN CAPS
This Agreement is entered into by and between the CITY OF MAPLE VALLEY, WASHINGTON, a municipal corporation hereinafter referred to as “City,” and INSERT CONTRACTOR’S NAME IN CAPS, a INSERT state of incorporation and type of entity – example: a Washington corporation, a Washington Limited Liability Company, Sole Proprietorship, Municipal Corporation, etc.), hereinafter referred to as “Contractor.”
WHEREAS, the City desires to have certain public works services performed for its citizens; and
WHEREAS, the City has selected the Contractor to perform the above-mentioned services;
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, to be kept, performed, and fulfilled by the respective parties hereto, and other valuable consideration, it is mutually agreed as follows:
1. Scope of Services to be Performed by the Contractor. The Contractor shall perform the services outlined in Exhibit “A” of this Agreement. In performing these services, the Contractor shall at all times comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Contractor shall perform services diligently and completely and in accordance with professional standards of conduct and performance.
2. Compensation.
a. The City shall pay Contractor: According to the rates set forth in the Bid Proposal dated insert date, in an amount not to exceed $insert amount, excluding approved change orders.
b. All invoices shall be accompanied by an Invoice Summary Form substantially in the form set forth in Exhibit “B.”
c. Each voucher claim submitted by Contractor shall state that the prevailing wages have been paid in accordance with the prefiled statement or statements of Intent to Pay Prevailing Wages on file with the City.
d. Vouchers are paid on the Tuesday following the second and fourth Mondays of each month, following City Council approval. Invoices must be received at least ten (10) days prior to the approval date. The Contractor shall be paid for services rendered and allowable expenses incurred, but in no case shall the total amount to be paid exceed the “not to exceed” amount of $insert amount, unless the parties mutually agree to the payment of additional fees and expenses by Change Order as authorized by the City. The Contractor shall complete and return Exhibit “C,” Tax Identification Number, prior to execution of this Agreement.
193
e. Any change or modification to this Agreement for additional services as above referenced shall be by written Change Order and signed by the parties to this Agreement. Any compensation due for the changes or modifications shall be on the same terms and conditions as set forth in this section or in a manner otherwise mutually agreed to by the parties by Change Order.
3. Termination.
a. The City reserves the right to terminate or suspend this Agreement at any time, with or without cause, upon fourteen (14) days’ prior written notice.
b. In the event this Agreement is terminated or suspended, the Contractor shall be entitled to payment for all services performed and reimbursable expenses incurred up to the date of termination.
c. This Agreement may be canceled immediately if the Contractor’s insurance coverage or financial guarantee provided to the City under this Agreement is canceled for any reason or if the Contractor is unable to perform the services called for by this Agreement.
d. The Contractor reserves the right to terminate this Agreement with not less than sixty (60) days’ written notice.
e. This provision shall not prevent the City from seeking any legal remedies it may otherwise have for the violation or nonperformance of any provisions of this Agreement.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing upon execution by the last Party to sign this Agreement and ending insert date unless sooner terminated under the provisions of this Agreement. Time is of the essence of this Agreement in each and all of its provisions in which performance is required.
5. Prevailing Wages; Retainage.
a. The Contractor shall pay all workers performing services under this Agreement not less than the prevailing wage adopted by the Washington State Department of Labor and Industries. The State of Washington prevailing wage rates applicable for this public works project, which is located in King County, may be found at the following website address of the Department of Labor and Industries: https://fortress.wa.gov/lni/wagelookup/prvWagelookup.aspx. Based on the bid submittal deadline for this project, the applicable effective date for prevailing wages for this project is June 4, 2019. A copy of the applicable prevailing wage rates are also available for viewing at City Hall, located at 22017 SE Wax Road, Suite 200, Maple Valley, Washington, 98038. Upon request, the City will mail a hard copy of the applicable prevailing wages for the project. The Contractor shall also comply with the prevailing wage laws codified under RCW Chapter 39.12 as written or hereinafter amended, and all applicable provisions of the Washington Administrative Code relating thereto. This Agreement shall not be construed as prohibiting the Contractor from taking advantage of any exemption from paying the prevailing wage rate under a special certificate issued by the Department of Labor and Industries (“L&I”) for vocational handicapped workers or of any other exemption or exception authorized by law.
b. Upon execution of this Agreement, the Contractor, and all subcontractors under contract to the Contractor, shall file a “Statement of Intent to Pay Prevailing Wages” with L&I on forms approved by L&I
194 and file a copy of the Statement of Intent to Pay Prevailing Wages with the City. The City shall not make any payments or reimbursements under the Agreement prior to receipt of an approved “Statement of Intent to Pay Prevailing Wages” form for the Contractor and all subcontractors under contract to the Contractor, by the industrial statistician of L&I. For all contracts with the City over $10,000, the “Statement of Intent to Pay Prevailing Wages” shall include:
(1) The Contractor’s (and each Subcontractor’s) registration certificate number; and (2) The prevailing rate of wages for each classification of workers entitled to prevailing wages under RCW 39.12.020 and the estimated number of workers in each classification.
Public improvement contracts involving the construction, alteration, repair, or improvement of any highway, road, or street funded in whole or in part by federal transportation funds shall rely upon the contract bond as referred to in Chapter 39.08 RCW for the protection and payment of: (i) The claims of any person or persons arising under the contract to the extent such claims are provided for in RCW 39.08.010; and (ii) the state with respect to taxes imposed pursuant to Titles 50, 51, and 82 RCW which may be due. The contract bond must remain in full force and effect until, at a minimum, all claims filed in compliance with chapter 39.08 RCW are resolved.
c. If a subcontractor to the Contractor fails to submit an Affidavit of Wages Paid form, the Contractor may file said form on behalf of the nonresponsive subcontractor. Such form(s) may only be filed on behalf of a nonresponsive subcontractor who has ceased operations or failed to file as required herein. Filings made on behalf of a subcontractor may not be accepted sooner than thirty-one days after the acceptance date of the work completed by the Contractor and the Contractor filing the Affidavit of Wages Paid form must accept responsibility for payment of prevailing wages unpaid by the subcontractor pursuant to RCW 39.12.020 and 39.12.065.
6. Independent Contractor.
a. The Contractor and the City agree that the Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. The Contractor will solely be responsible for its acts and for the acts of its agents, employees, subcontractors, or representatives during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto.
b. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Contractor or any employee of the Contractor.
7. Indemnification/Hold Harmless.
a. The Contractor shall defend, indemnify, and hold the City and its officers, officials, agents, employees, and volunteers harmless from any and all costs, claims, injuries, damages, losses, suits, or liabilities of any nature including attorneys’ fees arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City.
b. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers,
195 officials, employees, and volunteers, the Contractor’s liability hereunder shall be only to the extent of the Contractor’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.
8. Bonding. Upon execution of this contract, as required by RCW 39.08, the Contractor shall furnish a payment and performance bond in the full amount of the contract price, plus state sales tax, which shall guarantee the faithful performance of the contract and the payment of all labor, mechanics, subcontractors, and materialmen and all persons who supply them with provisions and supplies for carrying out the work under this contract. This bond shall be in force until completion of the contract and also upon such period thereafter during which the law allows liens to be filed and sued upon. This performance bond shall be furnished by a corporate surety company authorized to do business in the State of Washington, in a company acceptable to the City and on the form attached hereto. The bond must specify that the surety agrees to be bound by the laws of the State of Washington and be subject to jurisdiction of the state of Washington, and to venue in King County, Washington.
9. Insurance. The Contractor shall procure and maintain for the duration of the 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 Contractor, its agents, representatives, or employees. a. Minimum Scope of Insurance. Contractor 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, products-completed operations, stop gap liability, and personal injury and advertising injury and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. There shall be no endorsement or modification of the Commercial General Liability insurance for liability arising from explosion, collapse, or underground property damage. The City shall be named as an additional insured under the Contractor’s Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured Endorsement CG 20 10 10 01 and Additional Insured-Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing equivalent coverage.
(3) Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington.
b. Minimum Amounts of Insurance. Contractor shall maintain the following insurance limits:
196 (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, and a $2,000,000 products- completed operations aggregate limit.
c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance:
(1) The Contractor’s insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be in excess of the Contractor’s insurance and shall not contribute with it.
(2) The Contractor’s insurance shall be endorsed to state that coverage shall not be canceled by either party except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City.
d. Contractor’s Insurance For Other Losses. The Contractor shall assume full responsibility for all loss or damage from any cause whatsoever to any tools, Contractor’s employee owned tools, machinery, equipment, or motor vehicles owned or rented by the Contractor, or the Contractor’s agents, suppliers or contractors as well as to any temporary structures, scaffolding and protective fences.
e. Waiver of Subrogation. The Contractor and the City waive all rights against each other any of their Subcontractors, Sub-subcontractors, agents and employees, each of the other, for damages caused by fire or other perils to the extend covered by Builders Risk insurance or other property insurance obtained pursuant to the Insurance Requirements Section of this Contract or other property insurance applicable to the work. The policies shall provide such waivers by endorsement or otherwise.
f. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
g. Verification of Coverage. Contractor 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 Contractor before commencement of the work. h. Notice of Cancellation. The Contractor shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice.
i. Failure to Maintain Insurance. Failure on the part of the Contractor 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 Contractor 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 Contractor from the City.
197 j. Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor.
10. Delays. The Contractor is not responsible for delays caused by factors beyond the Contractor’s reasonable control. When such delays beyond the Contractor’s reasonable control occur, the City agrees the Contractor does not owe for damages, nor shall the Contractor be deemed to be in default of the Agreement.
11. Successors and Assigns. Neither the City nor the Contractor shall assign, transfer, or encumber any rights, duties, or interests accruing from this Agreement without the written consent of the other.
12. Discrimination Prohibited. The Contractor shall not discriminate against any employee or applicant for employment, or any person seeking the services of the Contractor under this Agreement, because of sex, age, race, color, religion, creed, national origin, marital status, sexual orientation, or the presence of any sensory, mental, or physical disability, unless based upon a bona fide occupational qualification.
13. Notices. Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by a nationally recognized overnight courier service. All notices shall be effective upon the date of receipt.
To the City: City of Maple Valley Laura K. Philpot, City Manager P.O. Box 320 (mailing address) 22035 SE Wax Road, Ste. 5 Maple Valley, WA 98038 425-413-8800; fax: (425) 413-4282
With a copy to: City of Maple Valley Attention: Dave Johnson, Parks and Recreation Director P.O. Box 320 (mailing address) Maple Valley, WA 98038
To the Contractor: INSERT Contractor Business name, contact person name, mailing and physical addresses, phone number; fax number
14. Applicable Law; Venue; Attorneys’ Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in King County, Washington. The prevailing party in any such action shall
198 be entitled to its attorneys’ fees and costs of suit, which shall be fixed by the judge hearing the case, and such fees shall be included in the judgment.
15. General Administration and Management. The manager of this Agreement shall be Dave Johnson, Parks and Recreation Director or his/her designee.
16. Severability. Any provision or part of the Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the City and the Contractor, who agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as reasonably possible to expressing the intention of the stricken provision.
17. Contract Documents. The Contract Documents, which set forth the terms of the contract between the City and the Contractor, and which are entered into by the acceptance of the Contractor’s bid and the signing of this Agreement, consist of all the documents that are included within the LAKE WILDERNESS PHASE 2 PARKING AND ENTRANCE IMPROVEMENTS (P16), May 2019 materials, including all of the documents included within the Contract Provisions, General Information and Documents, Plans General Provisions, Special Provisions and Technical Provisions as well as all Appendices attached thereto, all of which are a part thereof as if herein set forth in full, and if not attached, as if hereto attached, and also including:
a. Addenda; if any b. Change Orders, which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto; and c. All modifications or changes issued pursuant to the Contract Documents.
There are no Contract Documents other than those above listed. The Contract Documents may only be amended by Change Order as provided in the Contract Provisions.
CITY OF MAPLE VALLEY NAME OF CONTRACTOR IN CAPS
______Laura K. Philpot By:______City Manager Title: ______
Date: Date:
Attest:
______Shaunna Lee-Rice, City Clerk
Approved as to form:
Patricia Taraday, City Attorney
199
Attachments: Exhibits “A,” “B,” and “C”
Authorizing Resolution No. ______
200
EXHIBIT A
PROJECT DESCRIPTION
All work shall include, but not be limited to, furnishing all materials, equipment, tools, labor, and other work or items incidental thereto for: x Removal and waste haul of removed trees x Relocation of existing park sign x Removal and disposal of existing asphalt pavement x Grading and Paving of parking lots and driveways with hot mix asphalt x Installation of concrete wheel stops x Installation of bioretention swales and washed rock trenches x Parking lot striping
201 EXHIBIT B
CITY OF MAPLE VALLEY INVOICE SUMMARY FORM Attn: Accounts Payable P.O. Box 320, Maple Valley, WA 98038 (425) 413-8800; Fax (425) 413-4282 or Scan Invoice to [email protected]
Invoice No.: ______Invoice Date: ______
Contractor: ______
Mailing Address: ______
______
Invoice Contact Name: ______Telephone: ______
Reporting Period: ______
Amount of Invoice: $______
Attach Invoice to describe services performed this period.
BUDGET SUMMARY:
Total Contract Amount $______Previous Payments $______Current Request $______Total Requested to Date $______Balance Remaining $______Contractor Signature:
By: ______Date: ______Print name: ______Title: ______
Vouchers are paid on the Tuesday following the second and fourth Mondays of each month, following City Council approval. Invoices must be received at least ten (10) days prior to the approval date. The Contractor shall be paid for services rendered and allowable expenses incurred, but in no case shall the total amount paid exceed the “not to exceed” amount of $______[Insert amount], unless the parties mutually agree in writing to the payment of additional fees and expenses as authorized by the City. The Contractor shall complete and return Exhibit “C,” Tax Identification Number, prior to execution of this Agreement.
For Department Use Only Approved for Payment: Vendor No.: ______Budget No.: ______Signature: ______Date: ______
202 EXHIBIT C
CITY OF MAPLE VALLEY P.O. Box 320, Maple Valley, WA 98038 (425) 413-8800 i Fax (425) 413-4282
TAX IDENTIFICATION NUMBER
In order for you to receive reimbursement from the City of Maple Valley, we must have either a Tax Identification Number or a Social Security Number. The Internal Revenue Code requires a Form 1099 for payments to every person or organization other than a corporation for services performed in the course of trade or business. Further, the law requires us to withhold 20% on reportable amounts paid to unincorporated persons who have not supplied us with their correct Tax Identification Number or Social Security Number.
Please complete the following information request form and return it to the City of Maple Valley before or along with the submittal of the first billing voucher.
Please check the appropriate category:
_____ Corporation _____ Partnership _____ Government Agency
_____Individual/Proprietor _____ Other (please explain)
TIN #: __ __ - ______
SS #: ______- __ __ - ______
Print Name:
Print Title:
Business Name:
Business Address:
Business Phone:
Date Authorized Signature (required)
203 CITY OF MAPLEVALLEY PAYMENT AND PERFORMANCE BOND
We, ______(Principal) and ______(Surety), a ______corporation, and as a surety corporation authorized to become a surety upon Bonds of Contractors with municipal corporations in Washington State, are jointly and severally bound unto the City of Maple Valley, Washington (Contracting Agency), in the penal sum of: ______Dollars ($______), (Total Contract Amount) lawful money of the United States, for the payment of which sum well and truly to be made, on demand, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. This Payment and Performance Bond is provided to secure the payment and performance of Principal in connection with a contract dated ______, 20__ , between Principal and Contracting Agency for a project entitled Lake Wilderness Phase 2 Parking and Entrance Improvements, Contract No.P16 (“Contract”). The initial penal sum shall equal 100% of the Total Bid Price, including sales tax, as specified in the Bid Proposal submitted by Principal.
THE CONDITION OF THIS OBLIGATION IS SUCH, that if the above bonded principal, his or its heirs, executors, administrators, successors, or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the said Contract, and shall faithfully perform all the provisions of such contract and shall also well and truly perform and fulfill all the undertakings, covenants, terms, conditions and agreements of any and all duly authorized modifications of said Contract that may hereafter be made, at the time and in the manner therein specified, and shall further save harmless and indemnify said City of Maple Valley, Washington, from any defect or defects in any of the workmanship entering into any part of the Work or designated equipment covered by said Contract, then this obligation shall become null and void; otherwise, it shall be and remain in full force and effect.
Said Surety, for value received, hereby further stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to the Work to be performed hereunder or to the Contract Documents accompanying the same shall in any way affect its obligation on this bond, and it does hereby waive notice of any change, extension of time, alterations or additions to the terms of the Contract or the Work or to the Contract Documents. Any such modifications or changes increasing the total amount to be paid the Principal shall automatically increase the obligation of the Surety on this Bond in a like amount.
We agree to be bound by the laws of the State of Washington and to be subject to jurisdiction of the State of Washington. We further agree to venue in King County, Washington, for all demands, suits and actions of any kind initiated under this bond.
If Contracting Agency shall commence suit and obtain judgment against the Surety for recovery hereunder, then the Surety, in addition to such judgment, shall pay all costs and attorney’s fees incurred by Contracting Agency in enforcement of its rights hereunder.
No right or action shall accrue on this bond to or for the use of any person or corporation other than Contracting Agency.
204 IN WITNESS WHEREOF, the said Principal and the said Surety have caused this bond and three (3) counterparts thereof to be signed by their duly authorized officers this ______day of ______, 20____.
Principal: ATTEST: (if Corporation)
By: By Signature of Authorized Official Signature
Title: Title Printed Printed
Surety: Name and address of local office/agent of Surety is: By: Signature of Authorized Official
By: Attorney in Fact (Attach Power of Attorney)
Approved As To Form: Surety companies executing bonds must appear on the current Authorized Insurance List in the State of Washington per Section 1-02.7 of the Standard City Attorney Specifications.
205 CITY OF MAPLE VALLEY CONTRACTOR’S DECLARATION OF OPTION FOR MANAGEMENT OF STATUTORY RETAINED PERCENTAGE
City of Maple Valley Project: Lake Wilderness Phase 2 Parking and Entrance Improvements
The Owner shall withhold the retained percentage for this contract from time to time as such retained percentage accrues and in accordance with RCW 60.28.010.020, and 050.
I hereby elect to have the retained percentage for this contract held in a fund by the Owner until sixty (60) days following final acceptance of the work. (No interest will be earned on the retained percentage amount under this election).
CONTRACTOR:
Signature: ______Print or Type Name: ______Title: ______Date: ______
I hereby elect to have the Owner deposit the retained percentage for this contract, from time to time, as such retained percentage accrues and in accordance with RCW 60.28.010.020, and 050.
I hereby, designate ______As the depository for said funds which shall be deposited in an interest earning account subject to joint control by Owner and the Contractor. All interest earned on said deposits shall belong to the Contractor. If Contractor fails to designate the depository, then the Owner designates Bank of America, Maple Valley Branch, which is the Owner’s depository under contract between said bank and the City of Maple Valley.
I hereby further agree to be fully responsible for payment of all costs of fees incurred as a result of establishing said depository account and depositing the retained percentage as authorized by statute. The Owner shall not be liable in any way for any costs or fees in connection therewith.
CONTRACTOR: Signature: ______Print or Type Name: ______Title: ______Date: ______
206 CITY OF MAPLE VALLEY RETAINED PERCENTAGE ESCROW AGREEMENT
Escrow No. ______
City of Maple Valley P.O. Box 320 22017 S.E. Wax Road, Suite 200 Maple Valley, Washington98038
Contractor: ______Address: ______
Project Description: Lake Wilderness Phase 2 Parking and Entrance Improvements
TO: Escrow Bank or Trust Company:
Name: ______Address: ______Attention: ______
The undersigned, ______, herein referred to as the Contractor, has directed the City of Maple Valley to deliver to you its warrants which shall be payable to you and the Contractor jointly. Such warrants are to be held and disposed of by you in accordance with the following instructions and upon the terms and conditions hereinafter set forth.
INSTRUCTIONS Warrants or check make payable to you and the Contractor jointly upon delivery to you shall be endorsed by you and forwarded for collection. The moneys will then be used by you to purchase, as directed by the Contractor, bonds or other securities chosen by the Contractor and approved by the City of Maple Valley. Attached is a list of such bonds, or other securities approved by the City of Maple Valley. Other bonds or securities, except stocks, may be selected by the Contractor, subject to the express written approval of the City of Maple Valley. Purchase of such bonds or other securities shall be in a form which shall allow you alone to reconvert such bonds or other securities into money if you are required to do so at the direction of the City of Maple Valley and Contractor. When and as interest on the securities held by you pursuant to this agreement accrues and is paid, you shall collect such interest and forward it to the Contractor at its address designated below unless otherwise directed by the Contractor. The undersigned have read and hereby approve the instructions as given above governing the administration of this escrow and do hereby execute this agreement on this ______day of ______, 20__.
207 CONTRACTOR: CITY OF MAPLEVALLEY:
By: ______By: ______Signature Signature ______Print or Type Name Print or Type Name ______Title Title
P.O. Box 320 Address: ______22017 S.E. Wax Road, Suite 200 ______Maple Valley, Washington 98038
The above escrow instructions received and accepted this ______day of ______, 20__.
ESCROW BANK OR TRUST CO:
By: ______Signature ______Print or Type Name ______Title
Securities Authorized by City of Maple Valley (select one): Bills, certificates, notes or bonds of the United States; Other obligations of the United States or its agencies; Obligations of any corporation wholly-owned by the government of the United States; Indebtedness of the Federal National Mortgage Association; and Time deposits in commercial banks.
PLEASE RETURN THIS SIGNED AGREEMENT TO:
City of Maple Valley Attn: Finance Director (Phone 425-413-8800) P.O. Box 320 Maple Valley, Washington 98038
208
SPECIAL PROVISIONS
209 SPECIAL PROVISIONS DIVISION 1: GENERAL REQUIREMENTS INTRODUCTION ...... 2 1-01 GENERAL REQUIREMENTS &DEFINITIONS AND TERMS...... …..3 1-02 BID PROCEDURES AND CONDITIONS ...... 6 1-03 AWARD AND EXECUTION OF CONTRACT ...... 9 1-04 SCOPE OF THE WORK...... 11 1-05 CONTROL OF WORK...... 11 1-06 CONTROL OF MATERIAL…...... 17 1-07 LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC...... 18 1-08 PROSECUTION AND PROGRESS...... ….27 1-09 MEASUREMENT AND PAYMENT...... ….32 1-10 TEMPORARY TRAFFIC CONTROL...... ….32 END OF DIVISION 1
CONSTRUCTION REQUIREMENTS DIVISION 2: EARTHWORK 2-01 CLEARING, GRUBBING, AND ROADSIDE CLEANUP ...... 34 2-02 REMOVAL OF STRUCTURES AND OBSTRUCTIONS...... 34 2-03 ROADWAY EXCAVATION AND EMBANKMENT……..……………….……………35 2-04 HAUL...... 37 2-06 SUBGRADE PREPARATION...... …...37 2-07 WATERING ...... 37 END OF DIVISION 2
DIVISION 4: BASES 4-04 BALLAST AND CRUSHED SURFACING...... 38 END OF DIVISION 4
DIVISION 5: SURFACE TREATMENTS AND PAVEMENTS 5-04 HOT MIX ASPHALT...... …………………...... 40 END OF DIVISION 5
DIVISION 7: DRAINAGE STRUCTURES, STORM SEWERS, SANITARY SEWERS, WATER MAINS, AND CONDUITS 7-06 STORMWATER FACILITIES……………………………………………………...... 51 END OF DIVISION 7
DIVISION 8: MISCELLANEOUS CONSTRUCTION 8-01 EROSION CONTROL AND WATER POLLUTION CONTROL...... …...52 8-02 ROADSIDE RESTORATION…………………………...... …...54 8-04 CURBS, GUTTERS AND SPILLWAYS AND INLETS…………...... 55 8-22 PAVEMENT MARKING……………………………………………………………...... 55 END OF DIVISION 8
210 2018 STANDARD SPECIFICATIONS
The work on this project shall be accomplished in accordance with the Standard Specifications for Road, Bridge and Municipal Construction, 2018 edition, as issued by the Washington State Department of Transportation (WSDOT) and the American Public Works Association (APWA), Washington State Chapter (hereafter “Standard Specifications”). The Standard Specifications, as modified or supplemented by the Amendments to the Standard Specifications and these Special Provisions, all of which are made a part of the Contract Documents, shall govern all of the Work.
All sections of the Standard Specifications applicable to any and all parts of this project shall govern, except as specifically modified in these Contract Documents and Special Provisions.
PROCUREMENT OF STANDARD SPECIFICATIONS
Copies of the Standard Specifications may be obtained from the Washington State Department of Transportation (WSDOT). Contractor acknowledges receipt of a true and complete copy of the Standard Specifications.
211 INTRODUCTION TO THE SPECIAL PROVISIONS
(August 14, 2013 APWA GSP)
The work on this project shall be accomplished in accordance with the Standard Specifications for Road, Bridge and Municipal Construction, 2018 edition, as issued by the Washington State Department of Transportation (WSDOT) and the American Public Works Association (APWA), Washington State Chapter (hereafter “Standard Specifications”). The Standard Specifications, as modified or supplemented by the Amendments to the Standard Specifications and these Special Provisions, all of which are made a part of the Contract Documents, shall govern all of the Work.
These Special Provisions are made up of both General Special Provisions (GSPs) from various sources, which may have project-specific fill-ins; and project-specific Special Provisions. Each Provision either supplements, modifies, or replaces the comparable Standard Specification, or is a new Provision. The deletion, amendment, alteration, or addition to any subsection or portion of the Standard Specifications is meant to pertain only to that particular portion of the section, and in no way should it be interpreted that the balance of the section does not apply.
The project-specific Special Provisions are not labeled as such. The GSPs are labeled under the headers of each GSP, with the effective date of the GSP and its source. For example:
(March 8, 2013 APWA GSP) (April 1, 2013 WSDOT GSP)
(City GSP) These Special Provisions supplement, add new Sections, replace, or modify the combined Standard Specifications and Amendments. For clarification of the purpose of the sections provided, these Special Provisions have the following added section descriptors: Supplement: Text supplements, slightly modified, or adds clarification to the identified section of the Standard Specifications. New Section: Item/specification is unique to this project and will not be found in the Standard Specifications. Replacement: A replacement of the entire identified section or subsection of the Standard Specifications Modification: A replacement of the identified sentences or paragraph of the Standard Specifications
Also incorporated into the Contract Documents by reference are: x Manual on Uniform Traffic Control Devices for Streets and Highways, currently adopted edition, with Washington State modifications, if any x Standard Plans for Road, Bridge and Municipal Construction, WSDOT/APWA, current edition x City of Maple Valley Standards as found in Ch. 12, 13, and 14 Maple Valley Municipal Code.
Contractor shall obtain copies of these publications, at Contractor’s own expense.
212 DIVISION 1 – GENERAL REQUIREMENTS
1-01 DEFINITIONS AND TERMS
1-01.1 General (Special Provision) Supplement
The purpose of this contract is eliminate ponding at the entrance to the Lake Wilderness Park, and to construct additional parking for the park. This project will include removal of existing pavement, repaving, construction of paved parking lots and driveways, striping, installation of wheel stops, sign relocation and construction of bioretention swales with washed rock trenches. The Parking Lot will be paved with 3” HMA over 6” Crushed Surfacing Base Course.
1-01.3 Definitions (March 8, 2013, APWA GSP) Replacement
Delete the heading Completion Dates and the three paragraphs that follow it, and replace them with the following:
Dates Bid Opening Date The date on which the Contracting Agency publicly opens and reads the Bids. Award Date The date of the formal decision of the Contracting Agency to accept the lowest responsible and responsive Bidder for the Work. Contract Execution Date The date the Contracting Agency officially binds the Agency to the Contract. Notice to Proceed Date The date stated in the Notice to Proceed on which the Contract time begins. Substantial Completion Date The day the Engineer determines the Contracting Agency has full and unrestricted use and benefit of the facilities, both from the operational and safety standpoint, any remaining traffic disruptions will be rare and brief, and only minor incidental work, replacement of temporary substitute facilities, plant establishment periods, or correction or repair remains for the Physical Completion of the total Contract. Physical Completion Date The day all of the Work is physically completed on the project. All documentation required by the Contract and required by law does not necessarily need to be furnished by the Contractor by this date. Completion Date The day all the Work specified in the Contract is completed and all the obligations of the Contractor under the contract are fulfilled by the Contractor. All documentation required by the Contract and required by law must be furnished by the Contractor before establishment of this date.
213 Final Acceptance Date The date on which the Contracting Agency accepts the Work as complete.
Supplement this Section with the following:
All references in the Standard Specifications, Amendments, or WSDOT General Special Provisions, to the terms “State”, “Department of Transportation”, “Washington State Transportation Commission”, “Commission”, “Secretary of Transportation”, “Secretary”, “Headquarters”, and “State Treasurer” shall be revised to read “Contracting Agency”.
All references to “State Materials Laboratory” shall be revised to read “Contracting Agency designated location”.
All references to “final contract voucher certification” shall be interpreted to mean the final payment form established by the Contracting Agency.
The venue of all causes of action arising from the advertisement, award, execution, and performance of the contract shall be in the Superior Court of the County where the Contracting Agency’s headquarters are located.
Additive A supplemental unit of work or group of bid items, identified separately in the Bid Proposal, which may, at the discretion of the Contracting Agency, be awarded in addition to the base bid.
Alternate One of two or more units of work or groups of bid items, identified separately in the Bid Proposal, from which the Contracting Agency may make a choice between different methods or material of construction for performing the same work.
Business Day A business day is any day from Monday through Friday except holidays as listed in Section 1-08.5.
Contract Bond The definition in the Standard Specifications for “Contract Bond” applies to whatever bond form(s) are required by the Contract Documents, which may be a combination of a Payment Bond and a Performance Bond.
Contract Documents See definition for “Contract”.
Contract Time The period of time established by the terms and conditions of the Contract within which the Work must be physically completed.
Dates
Bid Opening Date The date on which the Contracting Agency publicly opens and reads the bids.
214 Award Date The date of the formal decision of the Contracting Agency to accept the lowest responsible and responsive bidder for the work.
Contract Execution Date The date the Contracting Agency officially binds the agency to the contract.
Notice to Proceed Date The date stated in the Notice to Proceed on which the contract time begins.
Substantial Completion Date The day the Engineer determines the Contracting Agency has full and unrestricted use and benefit of the facilities, both from the operational and safety standpoint, and only minor incidental work, replacement of temporary substitute facilities, or correction or repair remains for the physical completion of the total contract.
Physical Completion Date The day all of the work is physically completed on the project. All documentation required by the contract and required by law does not necessarily need to be furnished by the Contractor by this date.
Completion Date The day all the work specified in the contract is completed and all the obligations of the Contractor under the contract are fulfilled by the Contractor. All documentation required by the contract and required by law must be furnished by the Contractor before establishment of this date.
Final Acceptance Date The date on which the Contracting Agency accepts the work as complete.
Notice of Award The written notice from the Contracting Agency to the successful bidder signifying the Contracting Agency’s acceptance of the bid.
Notice to Proceed The written notice from the Contracting Agency or Engineer to the Contractor authorizing and directing the Contractor to proceed with the work and establishing the date on which the contract time begins.
Traffic Both vehicular and non-vehicular traffic, such as pedestrians, bicyclists, wheelchairs, and equestrian traffic.
Section 1-01.3 is revised as follows;
Department Department of Transportation shall instead mean the City of Maple Valley, Department of Parks & Recreation Engineer Parks & Recreation Director, Dave Johnson, acting directly or through his authorized representatives. Inspector Resident Inspector, (to be appointed), acting directly or through his authorized representatives. Owner & Contracting City of Maple Valley, Department of Parks & Recreation 22500 Agency (for City) SE 248th Street, Maple Valley, WA 98038, acting through its legally constituted officials, officers, or employees.
215 Project Engineer Resident Inspector, (to be appointed), acting directly or through his authorized representatives and/or DMP, Inc. State City of Maple Valley, acting through its representatives.
1-02 BID PROCEDURES AND CONDITIONS
1-02.1 Prequalification of Bidders
Delete this Section and replace it with the following:
1-02.1 Qualifications of Bidder (January 24, 2011 APWA GSP) Replacement
Before award of a public works contract, a bidder must meet at least the minimum qualifications of RCW 39.04.350(1) to be considered a responsible bidder and qualified a public works project.
1-02.2 Plans and Specifications Supplement (June 27, 2011 APWA GSP) Replacement
Delete this section and replace it with the following:
Information as to where Bid Documents can be obtained or reviewed will be found in the Call for Bids (Advertisement for Bids) for the work.
After award of the contract, plans and specifications will be issued to the Contractor at no cost as detailed below:
To Contractor No. of sets Basis of Distribution
Reduced plans (11" x 17") 4 Furnished automatically upon award
Contract Provisions 4 Furnished automatically upon award
Large plans (24" x 36") 2 Furnished only upon request Additional plans and Contract Provisions may be purchased by the Contractor by payment of the cost stated in the Call for Bids.
1-02.6 Preparation of Proposal (June 27, 2011 APWA GSP)
Supplement the second paragraph with the following:
4. If a minimum bid amount has been established for any item, the unit or lump sum price must equal or exceed the minimum amount stated.
216 5. Any correction to a bid made by interlineation, alteration, or erasure, shall be initialed by the signer of the bid.
Delete the last paragraph, and replace it with the following:
The Bidder shall make no stipulation on the Bid Form, nor qualify the bid in any manner.
A bid by a corporation shall be executed in the corporate name, by the president or a vice president (or other corporate officer accompanied by evidence of authority to sign).
A bid by a partnership shall be executed in the partnership name, and signed by a partner. A copy of the partnership agreement shall be submitted with the Bid Form if any D/M/WBE requirements are to be satisfied through such an agreement.
A bid by a joint venture shall be executed in the joint venture name and signed by a member of the joint venture. A copy of the joint venture agreement shall be submitted with the Bid Form if any D/W/MBE requirements are to be satisfied through such an agreement.
1-02.9 Delivery of Proposal (August 15, 2012 APWA GSP) Replacement
Delete this section and replace it with the following:
Each proposal shall be submitted in a sealed envelope, with the Project Name and the address of bidders as stated in the Advertisement for Bids clearly marked on the outside of the envelope, or as otherwise stated in the Bid Documents, to ensure proper handling and delivery.
The Contracting Agency will not open or consider any Bid Proposal that is received after the time specified in the Call for Bids for receipt of Bid Proposals, or received in a location other than that specified in the Call for Bids.
1-02.13 Irregular Proposals (March 13, 2012 APWA GSP) Modification Revise item 1 to read: 1. A proposal will be considered irregular and will be rejected if: a. The Bidder is not prequalified when so required; b. The authorized proposal form furnished by the Contracting Agency is not used or is altered; c. The completed proposal form contains any unauthorized additions, deletions, alternate Bids, or conditions; d. The Bidder adds provisions reserving the right to reject or accept the award, or enter into the Contract; e. A price per unit cannot be determined from the Bid Proposal; f. The Proposal form is not properly executed; g. The Bidder fails to submit or properly complete a Subcontractor list, if applicable, as required in Section 1-02.6;
217 h. The Bidder fails to submit or properly complete a Disadvantaged, Minority or Women’s Business Enterprise Certification, if applicable, as required in Section 1-02.6; i. The Bidder fails to submit written documentation from each DBE firm listed on the Bidder’s completed DBE Utilization Certification that they are in agreement with the bidders DBE participation commitment, if applicable, as required in Section 1-02.6, or if the written confirmation that is submitted fails to meet the requirements of the Special Provisions; j. The Bidder fails to submit DBE Good Faith Effort documentation, if applicable, as required in Section 1-02.6, or if the written documentation that is submitted fails to demonstrate that a Good Faith Effort to meet the Condition of Award was made; k. The Bid Proposal does not constitute a definite and unqualified offer to meet the material terms of the Bid invitation; or l. More than one proposal is submitted for the same project from a Bidder under the same or different names.
1-02.14 Disqualification of Bidders (March 25, 2009 APWA GSP) Replacement Delete this Section and replace it with the following: A Bidder will be deemed not responsible if: 1. The Bidder does not meet the mandatory bidder responsibility criteria in RCW 39.04.350(1), as amended; or 2. evidence of collusion exists with any other Bidder or potential Bidder. Participants in collusion will be restricted from submitting further bids; or 3. the Bidder, in the opinion of the Contracting Agency, is not qualified for the work or to the full extent of the bid, or to the extent that the bid exceeds the authorized prequalification amount as may have been determined by a prequalification of the Bidder; or 4. an unsatisfactory performance record exists based on past or current Contracting Agency work or for work done for others, as judged from the standpoint of conduct of the work; workmanship; or progress; affirmative action; equal employment opportunity practices; termination for cause; or Disadvantaged Business Enterprise, Minority Business Enterprise, or Women’s Business Enterprise utilization; or 5. there is uncompleted work (Contracting Agency or otherwise), which in the opinion of the Contracting Agency might hinder or prevent the prompt completion of the work bid upon; or 6. the Bidder failed to settle bills for labor or materials on past or current contracts, unless there are extenuating circumstances acceptable to the Contracting Agency; or 7. the Bidder has failed to complete a written public contract or has been convicted of a crime arising from a previous public contract, unless there are extenuating circumstances acceptable to the Contracting Agency; or 8. the Bidder is unable, financially or otherwise, to perform the work, in the opinion of the Contracting Agency; or 9. there are any other reasons deemed proper by the Contracting Agency; or 10. the Bidder fails to meet the Project-specific supplemental bidder responsibility criteria listed in the Statement of Bidders Qualifications.
218 As evidence that the Bidder meets the bidder responsibility criteria above, the apparent two lowest Bidders, if so requested by the Contracting Agency, must submit to the Contracting Agency within 24 hours of the bid submittal deadline, documentation (sufficient in the sole judgment of the Contracting Agency) demonstrating compliance with all applicable responsibility criteria, including all documentation specifically listed in the supplemental criteria. The Contracting Agency reserves the right to request such documentation from other Bidders as well, and to request further documentation as needed to assess bidder responsibility. The basis for evaluation of Bidder compliance with these supplemental criteria shall be any documents or facts obtained by Contracting Agency (whether from the Bidder or third parties) which any reasonable owner would rely on for determining such compliance, including but not limited to: (i) financial, historical, or operational data from the Bidder; (ii) information obtained directly by the Contracting Agency from owners for whom the Bidder has worked, or other public agencies or private enterprises; and (iii) any additional information obtained by the Contracting Agency which is believed to be relevant to the matter. If the Contracting Agency determines the Bidder does not meet the bidder responsibility criteria above and is therefore not a responsible Bidder, the Contracting Agency shall notify the Bidder in writing, with the reasons for its determination. If the Bidder disagrees with this determination, it may appeal the determination within one business day of receipt of the Contracting Agency’s determination by presenting its appeal to the Contracting Agency. The Contracting Agency will consider the appeal before issuing its final determination. If the final determination affirms that the Bidder is not responsible, the Contracting Agency will not execute a contract with any other Bidder until at least two business days after the Bidder determined to be not responsible has received the final determination.
1-03 AWARD AND EXECUTION OF CONTRACT
1-03.1 Consideration of Bids (January 23, 2006 APWA GSP) Modification Revise the first paragraph to read: After opening and reading proposals, the Contracting Agency will check them for correctness of extensions of the prices per unit and the total price. If a discrepancy exists between the price per unit and the extended amount of any bid item, the price per unit will control. If a minimum bid amount has been established for any item and the bidder’s unit or lump sum price is less than the minimum specified amount, the Contracting Agency will unilaterally revise the unit or lump sum price, to the minimum specified amount and recalculate the extension. The total of extensions, corrected where necessary, including sales taxes where applicable and such additives and/or alternates as selected by the Contracting Agency, will be used by the Contracting Agency for award purposes and to fix the Awarded Contract Price amount and the amount of the contract bond.
1-03.3 Execution of Contract (October 1, 2005 APWA GSP) Modification
Revise this section to read:
Copies of the Contract Provisions, including the unsigned Form of Contract, will be available for signature by the successful bidder on the first business day following award. The number of copies to be executed by the Contractor will be determined by the Contracting Agency.
219 Within 10 calendar days after the award date, the successful bidder shall return the signed Contracting Agency-prepared contract, an insurance certification as required by Section 1-07.18, and a satisfactory bond as required by law and Section 1-03.4. Before execution of the contract by the Contracting Agency, the successful bidder shall provide any pre-award information the Contracting Agency may require under Section 1-02.15.
Until the Contracting Agency executes a contract, no proposal shall bind the Contracting Agency nor shall any work begin within the project limits or within Contracting Agency-furnished sites. The Contractor shall bear all risks for any work begun outside such areas and for any materials ordered before the contract is executed by the Contracting Agency.
If the bidder experiences circumstances beyond their control that prevents return of the contract documents within 10 the calendar days after the award date stated above, the Contracting Agency may grant up to a maximum of 10 additional calendar days for return of the documents, provided the Contracting Agency deems the circumstances warrant it.
1-03.4 Contract Bond (City GSP) Modification Revise the first paragraph to read: The successful bidder shall provide both an executed Payment Bond and Performance Bond, each for the full contract amount. This contract bond shall: 1. Be on a Contracting Agency-furnished form; 2. Be signed by an approved surety (or sureties) that: a. Is registered with the Washington State Insurance Commissioner, and b. Appears on the current Authorized Insurance List in the State of Washington published by the Office of the Insurance Commissioner, 3. Be conditioned upon the faithful performance of the contract by the Contractor within the prescribed time; 4. Guarantee that the surety shall indemnify, defend, and protect the Contracting Agency against any claim of direct or indirect loss resulting from the failure: a. Of the Contractor (or any of the employees, subcontractors, or lower tier subcontractors of the Contractor) to faithfully perform the contract, or b. Of the Contractor (or the subcontractors or lower tier subcontractors of the Contractor) to pay all laborers, mechanics, subcontractors, lower tier subcontractors, material person, or any other person who provides supplies or provisions for carrying out the work; 5. Be accompanied by a power of attorney for the Surety’s officer empowered to sign the bond; and 6. Be signed by an officer of the Contractor empowered to sign official statements (sole proprietor or partner). If the Contractor is a corporation, the bond must be signed by the president or vice- president, unless accompanied by written proof of the authority of the individual signing the bond to bind the corporation (i.e., corporate resolution, power of attorney or a letter to such effect by the president or vice-president). 7. Require that the Principal and Surety agree to be bound by the laws of the State of Washington and to be subject to jurisdiction of the State of Washington, and to further agree to venue in King County, Washington, for all demands, suits and actions of any kind initiated under the bond.
220 1-04 SCOPE OF THE WORK
1-04.2 Coordination of Contract Documents, Plans, Special Provisions, Specifications, and Addenda (City GSP) Modification Revise the second paragraph to read: Any inconsistency in the parts of the contract shall be resolved by following this order of precedence (e.g., 1 presiding over 2, 2 over 3, 3 over 4, and so forth): 1. Public Works Agreement executed by Contracting Agency and Contractor, 2. Addenda, 3. Proposal Form, 4. Special Provisions, including APWA General Special Provisions, if they are included, 5. Information and Checklist for Bidders, 6. Contract Plans, 7. Required Contract Provisions for Federal-Aid Construction Contracts (FHWA-1273), 8. Amendments to the Standard Specifications, 9. WSDOT Standard Specifications for Road, Bridge and Municipal Construction, 10. Contracting Agency’s Standard Plans (if any), and 11. WSDOT Standard Plans for Road, Bridge, and Municipal Construction.
1-04.6 Variation in Estimated Quantities (May 25, 2006 APWA GSP) Modification Delete the first paragraph, and replace it with the following: Payment to the Contractor will be made only for the actual quantities of work performed and accepted in conformance with the contract. When the accepted quantity of work performed under a unit item varies from the original proposal quantity, payment will be at the unit contract price for all work unless the total accepted quantity of any contract item, adjusted to exclude added or deleted amounts included in change orders accepted by both parties, increases or decreases by more than 25 percent from the original proposal quantity, and if the total extended bid price for that item at time of award is equal to or greater than 10 percent of the total contract price at time of award. In that case, payment for contract work may be adjusted as described herein.
1-05 CONTROL OF WORK
1-05.4 Conformity With and Deviation from Plans and Stakes Section 1-05.4 is supplemented with the following: (Special Provision) Supplement Contractor Surveying - Roadway Copies of the Contracting Agency provided primary survey control data are available for the bidder's inspection at the office of the Project Engineer.
221 The Contractor shall be responsible for setting, maintaining, and resetting all alignment stakes, slope stakes, and grades necessary for the construction of the roadbed, drainage, surfacing, paving, channelization and pavement marking, illumination and signals, guardrails and barriers, and signing. Except for the survey control data to be furnished by the Contracting Agency, calculations, surveying, and measuring required for setting and maintaining the necessary lines and grades shall be the Contractor's responsibility. The Contractor shall inform the Engineer when monuments are discovered that were not identified in the Plans and construction activity may disturb or damage the monuments. All monuments noted on the plans “DO NOT DISTURB” shall be protected throughout the length of the project or be replaced at the Contractors expense. Stakes shall be marked in accordance with Standard Plan A10.10. When stakes are needed that are not described in the Plans, then those stakes shall be marked, at no additional cost to the Contracting Agency as ordered by the Engineer.
RECORD DRAWINGS
All survey information to be provided by the Contracting Agency is shown in the Plans.
The Contractor shall be required to maintain two identical sets of Record Drawing for the Contract on site during construction. The Contractor’s superintendent or authorized representative shall update the documents with record information on a daily basis.
Record information shall include, but not be limited to the final location of all new materials incorporated into the work and all existing improvements encountered, such as water lines, underground power, telephone, fiber optic and gas lines with such dimension, depths, nature of composition and locations shown so as to be able to identify and locate the improvements in the field from the Control Centerline Stationing or other permanent structures that are to remain.
The record drawings shall be made accessible to the Engineer at all times. Record drawing markups shall be updated and reviewed with the Engineer periodically.
Record Drawings must be submitted to the Contracting Agency and approved prior to granting Physical Completion.
Record Drawings shall contain at the least, the following information:
1. Actual dimensions, arrangement and materials used when different than shown on Plans.
2. Changes made by Change Order or Field Order.
3. Changes made by the Contractor.
4. Accurate locations of storm sewer, sanitary sewer, water mains and other water appurtenances, structures, conduits, light standards, vaults, width of roadways, sidewalks, landscaping areas, building footprints, channelization and pavement markings, etc. Include pipe invert elevations, top of castings (manholes, inlets, etc.).
222 When the Contract calls for the Contractor to do the surveying/staking, the applicable tolerance limits include, but are not limited to the following:
Vertical Horizontal As-built sanitary & storm invert and grate ± 0.01 foot ± 0.01 foot elevations As-built monumentation ± 0.001 foot ± 0.001 foot As-built waterlines, inverts, valves, hydrants ± 0.10 foot ± 0.10 foot As-built ponds/swales/water features ± 0.10 foot ± 0.10 foot As-built buildings (fin. Floor elev.) ± 0.01 foot ± 0.10 foot As-built gas lines, power, TV, Tel, Com ± 0.10 foot ± 0.10 foot As-built signs, signals, etc. N/A ± 0.10 foot
Making Entries on the Record Drawings:
x Use erasable colored pencil (not ink) for all markings on the Record Drawings, conforming to the following color code: x Additions - Red x Deletions - Green x Comments - Blue x Dimensions - Graphite x Provide the applicable reference for all entries, such as the change order number, the request for information (RFI) number, or the approved shop drawing number. x Date all entries. x Clearly identify all items in the entry with notes similar to those in the Contract Drawings (such as pipe symbols, centerline elevations, materials, pipe joint abbreviations, etc.).
The Contractor shall certify on the Record Drawings that said drawings are an accurate depiction of built conditions, and in conformance with the requirements detailed above. The Contractor shall submit final Record Drawings to the Contracting Agency. Contracting Agency acceptance of the Record Drawings is one of the requirements for achieving Physical Completion.
The Contractor shall be provided with one additional set of construction drawings for this purpose. At the end of the project, each record drawing shall be stamped and signed by the Contractor, attesting to the accuracy of the Drawing.
PAYMENT
All costs associated with roadway surveying, structure surveying, utility surveying and record drawings and cross sectioning as required by the Standard Specifications and these Special Provisions shall be measured and paid under the bid item “Surveying” per Lump Sum and no additional payment will be made. All survey information to be provided by the Contracting Agency is shown in the Plans.
1-05.7 Removal of Defective and Unauthorized Work (October 1, 2005 APWA GSP) Supplement Supplement this section with the following:
223 If the Contractor fails to remedy defective or unauthorized work within the time specified in a written notice from the Engineer, or fails to perform any part of the work required by the Contract Documents, the Engineer may correct and remedy such work as may be identified in the written notice, with Contracting Agency forces or by such other means as the Contracting Agency may deem necessary. If the Contractor fails to comply with a written order to remedy what the Engineer determines to be an emergency situation, the Engineer may have the defective and unauthorized work corrected immediately, have the rejected work removed and replaced, or have work the Contractor refuses to perform completed by using Contracting Agency or other forces. An emergency situation is any situation when, in the opinion of the Engineer, a delay in its remedy could be potentially unsafe, or might cause serious risk of loss or damage to the public. Direct or indirect costs incurred by the Contracting Agency attributable to correcting and remedying defective or unauthorized work, or work the Contractor failed or refused to perform, shall be paid by the Contractor. Payment will be deducted by the Engineer from monies due, or to become due, the Contractor. Such direct and indirect costs shall include in particular, but without limitation, compensation for additional professional services required, and costs for repair and replacement of work of others destroyed or damaged by correction, removal, or replacement of the Contractor’s unauthorized work. No adjustment in contract time or compensation will be allowed because of the delay in the performance of the work attributable to the exercise of the Contracting Agency’s rights provided by this Section. The rights exercised under the provisions of this section shall not diminish the Contracting Agency’s right to pursue any other avenue for additional remedy or damages with respect to the Contractor’s failure to perform the work as required.
1-05.10(1) One-Year Guarantee Period (Special Provision) Supplement
Contractor shall be responsible for correcting all defects in workmanship and material within one year after Final Acceptance of this work by Owner. Contractor shall work to remedy such defect within 7 calendar days of written notice of discovery thereof by Owner, unless otherwise mutually agreed, and shall complete such work within the time stated in the notice. In emergencies, where damage may result from delay or where loss of services may result, such corrections may be made by Owner, in which case the cost shall be borne by Contractor. In the event Contractor does not accomplish corrections at the time specified. The work will be otherwise accomplished and the cost of same shall be paid by contractor.
When Corrections of defects are made, Contractor shall then be responsible for correcting all defects in workmanship and materials in the corrected work for one year after acceptance of the corrections by Owner
Contractor shall annually review and document the successes or problems of the plantings and report to the Contracting Agency. If the plants do not survive during the year after Final Acceptance of the work, the contactor shall take remedial action including replacing the plants as indicated in the construction plans and with the approval of the Contracting Agency. No additional payments will be made to Contractor for replacing plants.
This guarantee is supplemental to and does not limit any other contractual remedies of Contracting Agency.
224 1-05.11 Final Inspection Delete this section and replace it with the following:
1-05.11 Final Inspections and Operational Testing (October 1, 2005 APWA GSP) Supplement
1-05.11(1) Substantial Completion Date When the Contractor considers the work to be substantially complete, the Contractor shall so notify the Engineer and request the Engineer establish the Substantial Completion Date. The Contractor’s request shall list the specific items of work that remain to be completed in order to reach physical completion. The Engineer will schedule an inspection of the work with the Contractor to determine the status of completion. The Engineer may also establish the Substantial Completion Date unilaterally. If, after this inspection, the Engineer concurs with the Contractor that the work is substantially complete and ready for its intended use, the Engineer, by written notice to the Contractor, will set the Substantial Completion Date. If, after this inspection the Engineer does not consider the work substantially complete and ready for its intended use, the Engineer will, by written notice, so notify the Contractor giving the reasons therefore. Upon receipt of written notice concurring in or denying substantial completion, whichever is applicable, the Contractor shall pursue vigorously, diligently and without unauthorized interruption, the work necessary to reach Substantial and Physical Completion. The Contractor shall provide the Engineer with a revised schedule indicating when the Contractor expects to reach substantial and physical completion of the work. The above process shall be repeated until the Engineer establishes the Substantial Completion Date and the Contractor considers the work physically complete and ready for final inspection.
1-05.11(2) Final Inspection and Physical Completion Date When the Contractor considers the work physically complete and ready for final inspection, the Contractor by written notice, shall request the Engineer to schedule a final inspection. The Engineer will set a date for final inspection. The Engineer and the Contractor will then make a final inspection and the Engineer will notify the Contractor in writing of all particulars in which the final inspection reveals the work incomplete or unacceptable. The Contractor shall immediately take such corrective measures as are necessary to remedy the listed deficiencies. Corrective work shall be pursued vigorously, diligently, and without interruption until physical completion of the listed deficiencies. This process will continue until the Engineer is satisfied the listed deficiencies have been corrected. If action to correct the listed deficiencies is not initiated within 7 days after receipt of the written notice listing the deficiencies, the Engineer may, upon written notice to the Contractor, take whatever steps are necessary to correct those deficiencies pursuant to Section 1-05.7. The Contractor will not be allowed an extension of contract time because of a delay in the performance of the work attributable to the exercise of the Engineer’s right hereunder. Upon correction of all deficiencies, the Engineer will notify the Contractor and the Contracting Agency, in writing, of the date upon which the work was considered physically complete. That date shall constitute the Physical Completion Date of the contract, but shall not imply acceptance of the work or that all the obligations of the Contractor under the contract have been fulfilled.
1-05.15 Method of Serving Notices (March 25, 2009 APWA GSP) Modification
225 Revise the second paragraph to read: All correspondence from the Contractor shall be directed to the Project Engineer. All correspondence from the Contractor constituting any notification, notice of protest, notice of dispute, or other correspondence constituting notification required to be furnished under the Contract, must be in paper format, hand delivered or sent via mail delivery service to the Project Engineer's office. Electronic copies such as e-mails or electronically delivered copies of correspondence will not constitute such notice and will not comply with the requirements of the Contract.
1-05.16 Water and Power (October 1, 2005 APWA GSP) New The Contractor shall make necessary arrangements, and shall bear the costs for power and water necessary for the performance of the work, unless the contract includes power and water as a pay item.
1-05.17 Oral Agreements (October 1, 2005 AWPA GSP) New No oral agreement or conversation with any officer, agent, or employee of the Contracting Agency, either before or after execution of the contract, shall affect or modify any of the terms or obligations contained in any of the documents comprising the contract. Such oral agreement or conversation shall be considered as unofficial information and in no way binding upon the Contracting Agency, unless subsequently put in writing and signed by the Contracting Agency.
1-05.18 Daily Construction Report (Special Provision) New The Contractor and subcontractors shall maintain daily, a Daily Construction Report of the Work. The Diary must be kept and maintained by Contractor's designated project superintendent(s). Entries must be made on a daily basis and must accurately represent all of the project activities on each day. Provide signed copies of diary sheets for the previous week to Engineer at each Weekly Coordination Meeting. Every single diary sheet/page must have: Project name & number; Consecutive numbering of pages, and Typed or printed name, signature, and date of the person making the entry. At a minimum, the diary shall, for each day, have a separate entry detailing each of the following: 1. Day and date. 2. Weather conditions, including changes throughout the day. 3. Complete description of work accomplished during the day, with adequate references to the Plans and Contract Provisions so the reader can easily and accurately identify said work on the Plans. Identify location/description of photographs or videos taken that day. 4. Each and every changed condition, dispute or potential dispute, incident, accident, or occurrence of any nature whatsoever which might affect Contractor, Contracting Agency, or any third party in any manner. 5. List all materials received and stored on- or off-site by Contractor that day for future installation, including the manner of storage and protection of the same.
226 6. List materials installed that day. 7. List all subcontractors working on-site that day. 8. List the number of Contractor's employees working during each day, by category of employment. 9. List Contractor's equipment on the site that day; showing which were in use, and which idle. 10. Notations to explain inspections, testing, stake-out, and all other services furnished by Contracting Agency or other party during the day. 11. Verify the daily (including non-work days) inspection and maintenance of traffic control devices and condition of the traveled roadway surfaces. 12. Any other information that serves to give an accurate and complete record of the nature, quantity, and quality of Contractor's progress on each day. 13. Hours worked. 14. Specific equipment and vehicle hours used, hours standby and hours worked for each employee It is expressly agreed between Contractor and Contracting Agency that the Daily Diary maintained by Contractor shall be the "Contractor's Book of Original Entry" for the documentation of any potential claims or disputes that might arise during this Contract. Failure of Contractor to maintain this Diary in the manner described above will constitute a waiver of any such claims or disputes by Contractor. All costs associated with the Daily Construction Report are considered incidental to and included in the various bid items.
1-06 CONTROL OF MATERIAL (June 27, 2011 APWA GSP) Replacement
Delete this section in its entirety.
1-06.1 Source of Materials (Special Provision) New No source has been provided for any materials necessary for the construction of the work, other than those items specified herein to be provided by others (Contracting Agency and utilities). The Contractor shall make arrangements to obtain the necessary materials at their own expense, and all costs of acquiring, producing, and placing this material in the finished work shall be included in the unit contract prices for the various bid items in this contract and no additional compensation shall be made. If the sources of materials provided by the Contractor necessitate hauling over roads other than City streets, the Contractor shall, at his own cost and expense, make all arrangements for the use of the haul routes. “Or Equal” Provisions The responsibility and cost for furnishing necessary evidence, demonstrations, or other information required to obtain the approval of alternate materials or processes by the Owner shall be entirely borne by the Contractor.
227 1-06.6 Source of Water Special Provision) Supplement
Existing water lines, meters, and hydrants on the Project are owned by “others.” The Contractor shall make all necessary arrangements for obtaining a water source, coordinating operations, and obtaining necessary use permits from the utility company, as my be required.
PAYMENT
All costs associated with obtaining the water necessary for this Project shall be included in the various lump sum and unit prices bid.
1-07 LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC
1-07.1 Law to be Observed (Special Provision) Supplement
The Contractor and all subcontractors shall comply fully with the requirements of the following state laws, including all regulations issued pursuant to the authority contained in said state laws or statutes:
1. Environmental Pollution and Protection of Natural Resources: RCW 39.04.120, relating to Federal and State statutes and regulations relating to environmental pollution and protection of natural resources; See Municipal Research and Services Center of Washington Information Bulletin No. 360, published April, 1975, for a complete listing.
2. Contractor Registration: RCW 39.06.010 prohibits the City from entering into a contract with a contractor unless that contractor has met the registration and bonding requirements for a general or specialty contractor under Chapter 18.27 RCW. (Note: This requirement is in addition to and not related to the performance and payment bond and the bid proposal deposit requirements for municipal contracts.)
3. Prevailing Wages: Chapter 39.12 RCW. The prevailing wage scale refers to the prevailing wage scale for work in MAPLE VALLEY, Washington, and vicinity.
In case of a dispute which is related to prevailing rates of wages for work of a similar nature and if such dispute cannot be adjusted by the parties involved, the matter shall be referred to the appropriate public official in the Department of Labor and Industries for the State of Washington, or where otherwise required, the U.S. Department of Labor; and the decision of such public official shall be final, conclusive, and binding on all parties involved in the dispute.
The requirements pertaining to minimum wage rates on Public Works projects, within the State of Washington, set forth in Chapter 39.12 RCW as amended, and Chapter 296-127 Washington Administrative Code, shall be adhered to and are hereby made a part of these specifications.
No workman, laborer, or mechanic employed in the performance of any part of the contract work shall be paid less than the “prevailing rate of wage” as determined by the industrial statistician of the Department of Labor and Industries. The schedule of the prevailing wage rates for the locality or localities where this contract will be performed is by reference made a part of this contract as though fully set forth herein.
228
Current prevailing wage data will be furnished by the industrial statistician upon request. Please mail the request to: Department of Labor and Industries, Prevailing Wage Section, P.O. Box 44540, Olympia, Washington 98504-4540 (Telephone: (360) 902-5335).
The Contractor and each subcontractor, on or before the date of commencement of work, shall file a statement under oath with the Owner and with the director of the Department of Labor and Industries for the State of Washington, certifying the rate of hourly wage paid and to be paid to each classification of laborers, workmen, and mechanics employed on the project by the Contractor or subcontractor which shall not be less than the prevailing wage. Such statement and any supplemental statements which may be necessary shall include the contractor or subcontractor registration number, the number of workers in each trade classification, and shall be filed in accordance with the practices and procedures required by the Department of Labor and Industries. All “affidavits of wages paid” must also include a list of all usual or “fringe” benefits paid, as well as the hourly wage rate. In addition, prior to payment of final retention monies, a statement of release must be obtained from the Department of Labor and Industries. Laborers, workmen, and mechanics employed upon this project shall be paid an hourly minimum rate of wages and fringe benefits not less than the rate of wages and fringe benefits then prevailing and specified in the list of prevailing wage rates furnished by the U.S. Department of Labor and the State of Washington Department of Labor and Industries hereby made a part of these specifications. Wherever there is a conflict between the rates so listed, the higher rate shall govern. Any fees or charges levied by the Washington State Department of Labor and Industries in conjunction with the aforementioned required statement and/or releases shall be the responsibility of the Contractor.
4. Nondiscrimination and Equal Opportunity Employment: Chapter 49.60 RCW prohibits discrimination and requires equal opportunity in employment. The Contractor agrees that it shall actively solicit the employment of minority group members. Contractor further agrees that it shall actively solicit bids for the subcontracting of goods and services from qualified minority businesses. Contractor shall furnish evidence of its compliance with these requirements of nondiscrimination and equal opportunity employment, both as to employees of Contractor and subcontractors. Contractor further agrees to consider the grant of subcontracts to minority bidders on the basis of substantially equal proposals in the light most favorable to said minority businesses.
During the performance of this contract, the Contractor agrees as follows:
A. The Contractor will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, sex, or the presence of any sensory, mental, or physical handicap all as defined in RCW 49.60.180. The Contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their age, race, creed, color, sex, national origin, or the presence of any sensory, mental, or physical handicap. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in a conspicuous place, available to employees and applicants for employment, notices to be provided by the Owner setting forth the provisions of the nondiscrimination clause.
B. The Contractor, will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will
229 receive consideration for employment without regard to race, color, creed, national origin, sex, age, or the presence of any sensory, mental, or physical handicap as defined in RCW 49.60.180.
C. If the project for which the proposal is being submitted is funded in whole or in part by federal funds, then the Contractor will comply with the federal nondiscrimination requirements contained in Section 109 of the Housing and Community Development Act of 1974, Title VI of the Civil Rights Act of 1964, title VIII of the Civil Rights Act of 1968, Executive Development Act of 1968, and Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.
5. Unemployment Compensation/Worker’s Compensation: The Contractor and all subcontractors shall comply with all requirements and regulations of RCW Title 50 pertaining to unemployment compensation and to RCW Title 51 relating to worker’s compensation, sometimes referred to as industrial insurance. The Contractor will be required to provide the Owner with the Industrial Insurance Account Numbers of all subcontractors performing work or providing services on the project.
6. General Compliance: The Contractor shall comply with the requirements of all other City ordinances, state statutes, laws, and regulations, whether or not stated herein, which are specifically applicable to the public improvements and work to be performed.
7. Anti Kick-Back: The Contractor and all subcontractors shall comply with the Copeland Anti Kick-Back Act and Regulations of the U.S. Department of Labor (29 SFR, Part 3). This act provides that each contractor or subcontractor shall be prohibited from inducing by any means, any person employed in the construction, completion, or repair of Public Works, to give up any part of the compensation to which such person is otherwise entitled. The Contractor or subcontractor shall report all suspected or reported violations to the appropriate agency.
8. Industrial Safety and Health Act - Hazardous Materials and Waste: All contractors and subcontractors shall comply with all of the requirements and regulations of Chapter 49.17 RCW (Washington Industrial Safety and Health Act), Chapter 296-62 Washington Administrative Code (Occupational Health Standards – Safety Standards for Carcinogens), and Chapter 49.26 RCW (Health and Safety – Asbestos, relating to chemicals, hazardous materials, and waste, and including establishment of a written comprehensive hazard communication plan, including information and training program for employees and material safety data sheets (MSDS)).
1-07.6 Permits and Licenses (Special Provision) Supplement The Contractor shall procure and pay for at its own expense, all permits and licenses that are necessary to perform the Work. Materials shall not be deposited upon private property without the approval of the property owner and Contracting Agency. All materials so deposited shall be in compliance with the City of Maple Valley Municipal Codes and other applicable laws. See Section 8-01 for related SWPPP and stormwater monitoring requirements.
230 1-07.16(1) Private/Public Property
(Special Provision) Supplement
Roadway Protection
Only equipment with rubber tires or smooth tracks shall be allowed on the finished asphalt surfaces, which are not to be reconstructed as a part of this project. Tracks with cleats or other devices, which damage the road surfacing, shall not be allowed. All outriggers shall be equipped with street pads.
Damage and Claims
Through the course of construction, privately owned improvements may in some instances be damaged. In the event such occurs, and claims for damages are filed by the individuals, the Owner will request that the Contractor give evidence that he has requested his insurance company to make personal contact with the claimee. Any settlement for insurance claims shall be strictly an act restricted to the claimee, the Contractor and his insurance company.
Payment
No separate payment shall be made for providing road protection and/or restoration, settling claims, restoring property damaged by the Contractor. All work to complete these tasks shall be included in the various lump sum and unit prices bid.
1-07.17 Utilities and Similar Facilities (Special Provision) Supplement
Locate Existing Utilities
Locations and dimensions shown in the Plans for existing facilities are in accordance with available information obtained without uncovering, measuring, or other verification.
The Contractor shall call the Utility Location Request Center (One Call Center), for field location, not less than 48 hours nor more than ten business days before the scheduled date for commencement of excavation which may affect underground utility facilities, unless otherwise agreed upon by the parties involved. A business day is defined as any day other than Saturday, Sunday, or a legal local, State, or Federal holiday. If no one-number locator service is available, notice shall be provided individually to those owners known to or suspected of having underground facilities within the area of proposed excavation.
The Contractor is alerted to the existence of Chapter 19.122 RCW, a law relating to underground utilities. Any cost to the Contractor incurred as a result of this law shall be at the Contractor’s expense.
The Contractor shall excavate around and under utilities with care. When required the Contractor shall support and maintain utility. If a utility conflict is identified, the Contractor shall contact the Engineer. The Contractor and City shall locate alternative locations for the improvements to be constructed. The Contractor shall obtain approval from the Engineer prior to installation.
231 The Contractor shall coordinate with franchise and public utilities in the undergrounding of utility systems and shall not cut move, or reconnect, an existing utility unless specifically agreed to by the utility owner and the Contracting agency.
1-07.18 Public Liability and Property Damage Insurance Delete this section in its entirety, and replace it with the following: (Special Provision) Supplement
The Contractor shall, before commencing work on said project, file with the City of Maple Valley a certified copy of the Commercial General Liability insurance policy in force at the start of construction and including the endorsement naming the City of Maple Valley and the Project Engineer as an additional named insured. All policies written on a “claims made” form shall provide coverage for the City of Maple Valley as additional named insured as to any and all claims, which may be filed at any time within three (3) years after acceptance of the project by the City of Maple Valley, arising out of the work performed under the contract. Unless otherwise specified, the Automobile Liability and Commercial General Liability insurance limits shall be per section 9 requirements of City of Maple Valley; Public Works Agreement. The Contractor shall name the City of Maple Valley and the Project Engineer as an additional insured and file with the City a certificate of insurance in a form acceptable to the City. The Contractor’s insurance policy shall require the insurer to mail 30-days written notice to the City of Maple Valley prior to any cancellation of the policy. Failure to obtain and maintain insurance coverage as herein required shall be a material breach of the contract.
Unless otherwise specified, the commercial general liability insurance coverage’s shall, as to the City of Maple Valley, be primary coverage. Contractor shall be solely responsible for any and all applicable deductibles. 1-07.18 Insurance (January 24, 2011 APWA GSP) Supplement
Supplement 1-07.18(1) General Requirements 1. The Contractor shall obtain the insurance described in this section from insurers approved by the State Insurance Commissioner pursuant to RCW Title 48. The insurance must be provided by an insurer with a rating of A-: VII or higher in the A.M. Best’s Key Rating Guide, which is licensed to do business in the state of Washington (or issued as a surplus line by a Washington Surplus lines broker). The Contracting Agency reserves the right to approve or reject the insurance provided, based on the insurer (including financial condition), terms and coverage, the Certificate of Insurance, and/or endorsements. 2. The Contractor shall keep this insurance in force during the term of the contract and for thirty (30) days after the Physical Completion date, unless otherwise indicated (see C. below). 3. If any insurance policy is written on a claims made form, its retroactive date, and that of all subsequent renewals, shall be no later than the effective date of this Contract. The policy shall state that coverage is claims made, and state the retroactive date. Claims-made form coverage shall be maintained by the Contractor for a minimum of 36 months following the Final Completion or earlier termination of this contract, and the Contractor shall annually provide the Contracting Agency with proof of renewal. If renewal of the claims made form of coverage becomes unavailable, or
232 economically prohibitive, the Contractor shall purchase an extended reporting period (“tail”) or execute another form of guarantee acceptable to the Contracting Agency to assure financial responsibility for liability for services performed. 4. The insurance policies shall contain a “cross liability” provision. 5. The Contractor’s and all subcontractors’ insurance coverage shall be primary and non-contributory insurance as respects the Contracting Agency’s insurance, self-insurance, or insurance pool coverage. 6. The Contractor shall provide the Contracting Agency and all Additional Insureds with written notice of any policy cancellation, within two business days of their receipt of such notice. 7. Upon request, the Contractor shall forward to the Contracting Agency a full and certified copy of the insurance policy(s). 8. The Contractor shall not begin work under the contract until the required insurance has been obtained and approved by the Contracting Agency. 9. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the Contracting Agency may, after giving five business days notice to the Contractor 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 Contracting Agency on demand, or at the sole discretion of the Contracting Agency, offset against funds due the Contractor from the Contracting Agency. 10. All costs for insurance shall be incidental to and included in the unit or lump sum prices of the contract and no additional payment will be made. 1-07.18(2) Additional Insured All insurance policies, with the exception of Professional Liability and Workers Compensation, shall name the following listed entities as additional insured(s): x The Contracting Agency and its officers, elected officials, employees, agents, and volunteers The above-listed entities shall be additional insured(s) for the full available limits of liability maintained by the Contractor, whether primary, excess, contingent or otherwise, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract, and irrespective of whether the Certificate of Insurance provided by the Contractor pursuant to 1-07.18(3) describes limits lower than those maintained by the Contractor. 1-07.18(3) Subcontractors Contractor shall ensure that each subcontractor of every tier obtains and maintains at a minimum the insurance coverages listed in 1-07.18(5)A and 1-07.18(5)B. Upon request of the Contracting Agency, the Contractor shall provide evidence of such insurance. 1-07.18(4) Evidence of Insurance The Contractor shall deliver to the Contracting Agency a Certificate(s) of Insurance and endorsements for each policy of insurance meeting the requirements set forth herein when the Contractor delivers the signed Contract for the work. The certificate and endorsements must conform to the following requirements: 1. An ACORD certificate or a form determined by the Contracting Agency to be equivalent. 2. Copies of all endorsements naming Contracting Agency and all other entities listed in 1-07.18(2) as Additional Insured(s), showing the policy number. The Contractor may submit a copy of any blanket additional insured clause from its policies instead of a separate endorsement. A statement
233 of additional insured status on an ACORD Certificate of Insurance shall not satisfy this requirement. 3. Any other amendatory endorsements to show the coverage required herein. 1-07.18(5) Coverages and Limits The insurance shall provide the minimum coverages and limits set forth below. Providing coverage in these stated minimum limits shall not be construed to relieve the Contractor from liability in excess of such limits. All deductibles and self-insured retentions must be disclosed and are subject to approval by the Contracting Agency. The cost of any claim payments falling within the deductible shall be the responsibility of the Contractor. 1-07.18(5)A Commercial General Liability A policy of Commercial General Liability Insurance, including: Per project aggregate Premises/Operations Liability Products/Completed Operations – for a period of one year following final acceptance of the work. Personal/Advertising Injury Contractual Liability Independent Contractors Liability Stop Gap / Employers’ Liability Explosion, Collapse, or Underground Property Damage (XCU) Blasting (only required when the Contractor’s work under this Contract includes exposures to which this specified coverage responds) Such policy must provide the following minimum limits: $1,000,000 Each Occurrence $2,000,000 General Aggregate $2,000,000 Products & Completed Operations Aggregate $1,000,000 Personal & Advertising Injury, each offence
Stop Gap / Employers’ Liability $1,000,000 Each Accident $1,000,000 Disease - Policy Limit $1,000,000 Disease - Each Employee
1-07.18(5)B Automobile Liability Automobile Liability for owned, non-owned, hired, and leased vehicles, with an MCS 90 endorsement and a CA 9948 endorsement attached if “pollutants” are to be transported. Such policy(ies) must provide the following minimum limit: $1,000,000 Each accident
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1-07.18(5)C Workers’ Compensation The Contractor shall comply with Workers’ Compensation coverage as required by the Industrial Insurance laws of the state of Washington.
1-07.18(5)G Pollution Liability (May 10, 2006 APWA GSP) The Contractor shall provide a Pollution Liability policy, providing coverage for claims involving bodily injury, property damage (including loss of use of tangible property that has not been physically injured), cleanup costs, remediation, disposal or other handling of pollutants, including costs and expenses incurred in the investigation, defense, or settlement of claims arising out of: x Contractor’s operations related to this project; and/or x Remediation, abatement, repair, maintenance or other work with lead-based paint or materials containing asbestos; and/or x Transportation of hazardous materials away from any site related to this project. Such Pollution Liability policy shall provide the following minimum coverage: $1,000,000 each loss and annual aggregate
1-07.23 Pubic Convenience and Safety (Special Provision) Supplement
The Contractor shall at all times so conduct the work to ensure the least possible obstruction to traffic and inconvenience to the general public in the vicinity of the work and to ensure the protection of persons and property. No road or street shall be closed to the public except as permitted in these plans and specifications or with the permission of the Owner and proper governmental authority. Fire hydrants on or adjacent to the work shall be kept accessible to firefighting equipment at all times. Temporary interruption of service shall be allowed only with the permission of the individual utility owner.
The Maple Valley Police and Fire Departments or King County Sheriff shall be notified at least four (4) hours in advance of any actions by the Contractor which may affect the functions of either the City Police Department or City Fire Department.
Maple Valley Police (8:00 am – 5:00 pm) 425-413-5758 King County Sheriff Precinct #3 206-296-3883 Maple Valley Fire and Life Safety 425-432-0200
The Contractor shall conduct its work and take preventative measures so that dust or other particulate matter in the project area shall not become objectionable to the adjacent property owners or general public. Should the Owner determine the Contractor is not fulfilling its obligation in this regard; the Owner reserves the right to take such action as may be necessary to remedy the objectionable condition and to charge the Contractor with any cost that may be incurred in such remedial action. All work shall be carried on with due regard for the safety of the public. No driveway, whether public, commercial, or private, may be closed without prior approval of the Owner unless written authority has been given to the affected property owner.
235 The Contractor shall be responsible for notifying the affected property owners 24 hours in advance of schedule interruptions to access.
1-07.24 Rights of Way
(October 1, 2005 APWA GSP) Supplement
Delete this section in its entirety, and replace it with the following:
Street right of way lines, limits of easements, and limits of construction permits are indicated in the Plans. The Contractor’s construction activities shall be confined within these limits, unless arrangements for use of private property are made.
Generally, the Contracting Agency will have obtained, prior to bid opening, all rights of way and easements, both permanent and temporary, necessary for carrying out the work. Exceptions to this are noted in the Bid Documents or will be brought to the Contractor’s attention by a duly issued Addendum.
Whenever any of the work is accomplished on or through property other than public right of way, the Contractor shall meet and fulfill all covenants and stipulations of any easement agreement obtained by the Contracting Agency from the owner of the private property. Copies of the easement agreements may be included in the Contract Provisions or made available to the Contractor as soon as practical after they have been obtained by the Engineer.
Whenever easements or rights of entry have not been acquired prior to advertising, these areas are so noted in the Plans. The Contractor shall not proceed with any portion of the work in areas where right of way, easements or rights of entry have not been acquired until the Engineer certifies to the Contractor that the right of way or easement is available or that the right of entry has been received. If the Contractor is delayed due to acts of omission on the part of the Contracting Agency in obtaining easements, rights of entry or right of way, the Contractor will be entitled to an extension of time. The Contractor agrees that such delay shall not be a breach of contract.
Each property owner shall be given 48-hours-notice prior to entry by the Contractor. This includes entry onto easements and private property where private improvements must be adjusted.
The Contractor shall be responsible for providing, without expense or liability to the Contracting Agency, any additional land and access thereto that the Contractor may desire for temporary construction facilities, storage of materials, or other Contractor needs. However, before using any private property, whether adjoining the work or not, the Contractor shall file with the Engineer a written permission of the private property owner, and, upon vacating the premises, a written release from the property owner of each property disturbed or otherwise interfered with by reasons of construction pursued under this contract. The statement shall be signed by the private property owner, or proper authority acting for the owner of the private property affected, stating that permission has been granted to use the property and all necessary permits have been obtained or, in the case of a release, that the restoration of the property has been satisfactorily accomplished. The statement shall include the parcel number, address, and date of signature. Written releases must be filed with the Engineer before the Completion Date will be established.
236 1-08 PROSECUTION AND PROGRESS Add the following new section: 1-08.0 Preliminary Matters (May 25, 2006 APWA GSP) New Section 1-08.0(1) Preconstruction Conference (October 10, 2008 APWA GSP) Supplement Prior to the Contractor beginning the work, a preconstruction conference will be held between the Contractor, the Engineer and such other interested parties as may be invited. The purpose of the preconstruction conference will be: 1. To review the initial progress schedule; 2. To establish a working understanding among the various parties associated or affected by the work; 3. To establish and review procedures for progress payment, notifications, approvals, submittals, etc.; 4. To establish normal working hours for the work; 5. To review safety standards and traffic control; and 6. To discuss such other related items as may be pertinent to the work. The Contractor shall prepare and submit at the preconstruction conference the following: 1. A breakdown of all lump sum items; 2. A preliminary schedule of working drawing submittals; and 3. A list of material sources for approval if applicable.
1-08.0(2) Hours of Work (March 8, 2013 APWA GSP) Supplement
Except in the case of emergency or unless otherwise approved by the Contracting Agency, the normal straight time working hours for the Contract shall be any consecutive 8-hour period between 7:00 a.m. and 6:00 p.m. of a working day with a maximum 1-hour lunch break and a 5-day work week. The normal straight time 8-hour working period for the Contract shall be established at the preconstruction conference or prior to the Contractor commencing the work.
Written permission from the Engineer is required, if a Contractor desires to perform work on holidays, Saturdays, or Sundays; before 7:00 a.m. or after 6:00 p.m. on any day; or longer than an 8- hour period on any day. The Contractor shall apply in writing to the Engineer for such permission, no later than noon on the working day prior to the day for which the Contractor is requesting permission to work.
Permission to work between the hours of 10:00 p.m. and 7:00 a.m. during weekdays and between the hours of 10:00 p.m. and 9:00 a.m. on weekends or holidays may also be subject to noise control requirements. Approval to continue work during these hours may be revoked at any time the Contractor exceeds the Contracting Agency’s noise control regulations or complaints are received from the public or adjoining property owners regarding the noise from the Contractor’s operations. The Contractor shall have no claim for damages or delays should such permission be revoked for these reasons.
237
Permission to work Saturdays, Sundays, holidays, or other than the agreed upon normal straight time working hours Monday through Friday may be given subject to certain other conditions set forth by the Contracting Agency or Engineer. These conditions may include but are not limited to: x The Engineer may require designated representatives to be present during the work. Representatives who may be deemed necessary by the Engineer include, but are not limited to: survey crews; personnel from the Contracting Agency’s material testing lab; inspectors; and other Contracting Agency employees when in the opinion of the Engineer, such work necessitates their presence. x On non-Federal aid projects, requiring the Contractor to reimburse the Contracting Agency for the costs in excess of straight-time costs for Contracting Agency representatives who worked during such times. x Considering the work performed on Saturdays, Sundays, and holidays as working days with regard to the contract time. x Considering multiple work shifts as multiple working days with respect to contract time, even though the multiple shifts occur in a single 24-hour period.
1-08.0(3) Reimbursement for Overtime Work of Contracting Agency Employees (May 25, 2006 APWA GSP) New Where the Contractor elects to work on a Saturday, Sunday, or holiday, or longer than an 8-hour work shift on a regular working day, as defined in the Standard Specifications, such work shall be considered as overtime work. On all such overtime work an inspector will be present, and a survey crew may be required at the discretion of the Engineer. In such case, the Contracting Agency may deduct from amounts due or to become due to the Contractor for the costs in excess of the straight-time costs for employees of the Contracting Agency required to work overtime hours. The Contractor by these specifications does hereby authorize the Engineer to deduct such costs from the amount due or to become due to the Contractor.
Add the following new section:
1-08.1 Prosecution of Work (Special Provision) Supplement
It is the intent of the Owner that the Contractor diligently pursue the completion of the work in a timely and orderly manner.
The order of work, except as may otherwise be outlined herein, shall be at the Contractor’s option, in keeping with good construction practice. The work shall be scheduled and constructed in accordance with the various permits and special requirements and conditions, as further specified herein.
As a first order of work, the Contractor shall prepare a detailed construction schedule and erosion control plan. The construction schedule shall indicate the proposed schedule and method of processing the work. The Contractor shall prepare and submit the erosion control plan and construction schedule to the Owner three days prior to a mandatory pre-construction meeting. All plans shall be approved by the Owner prior to commencing any construction operations.
As a second order of work, the Contractor shall attend a mandatory pre-construction meeting.
238 As a third order of work, the Contractor shall provide all material and equipment submittals.
As a fourth order of work, the Contractor shall call 1-CALL and have utilities “marked” in the field by the various utility owners where any excavation is required and in compliance with state law. Preconstruction photos of the various corridors shall then be completed.
As a fifth order of work, the Contractor shall furnish and install all temporary facilities to include, but not limited to, erosion control devices.
The Contractor shall complete all final surface restoration, channelization, and all other work items awarded within the time frame indicated for this Contract.
1-08.3 Progress Schedule
Section 1-08.3 shall be supplemented with the following:
Prior to starting construction, the Contractor shall furnish the Owner with a construction program, indicating thereon the proposed schedule and method of processing the work. The Contractor shall submit a detailed cost breakdown of all lump sum bid items prior to receiving payment for any of these bid items. Prior to starting construction, the Contractor shall also furnish the Owner with;
x Traffic Control Plan x SPCC Plan All plans must be approved by the Owner prior to commencing any construction operations.
The Contractor is cautioned that utilities (above and below ground) shall be relocated, adjusted to grade, protected, etc. “by others” employed by the Owner’s and non-city utility companies, during the course of this Project. The Contractor shall anticipate this work and schedule his work crews accordingly. Where necessary, the Contractor shall coordinate, mobilize, remobilize, relocate his crews, etc. to accommodate this work “by others.” The Contractor shall assume that these utilities will not be constructed and/or relocated to meet the Contractor’s optimum schedule and resources. Where work cannot be performed due to conflicts with these utilities, a temporary suspension of work may be allowed to facilitate completion of this work “by others.” Such suspension shall not be reason for a monetary claim by the Contractor, but shall be reviewed and accessed for the Contractor’s convenience. Consideration for approval by the Owner will be based on the work in progress, work remaining, schedule, etc. However, the Contractor shall relocate his crews and pursue construction of other project elements. Block outs in the finished work or construction gaps shall be provided where necessary to work around these facilities until final relocation or installation of new facilities (including removal of facilities to be abandoned as required) takes place. The Contractor shall bid this project accordingly as no additional monies shall be due the Contractor for leaving gaps, buckouts, or block outs, mobilizing, remobilizing, relocation of work crews, reprioritizing the remaining work items, coordination, constructing missing facilities (block or buck outs) after these utilities have been relocated, etc. The Contractor shall anticipate this type of work, as described herein and bid and construct the project accordingly.
The Contractor shall coordinate any work “by others” which will affect his production, schedule, mobilization and demobilization efforts.
1-08.3(1)A Weekly Coordination Meeting (Special Provision) New Section
239 A coordination meeting will be held each week on site or in the Engineer’s conference room (City Public Works or Job Site Trailer) to discuss the work schedule. The Contractor shall make a presentation of interim and updated schedules to the Engineer, to provide an overview of the project's schedule and provide an opportunity to discuss items of coordination. Consideration of materials, crews, and equipment shall be addressed to ascertain their respective availability. The meeting shall identify actions necessary to provide adherence to the Schedule.
1-08.4 Prosecution of Work
Delete this section in its entirety, and replace it with the following:
1-08.4 Notice to Proceed and Prosecution of Work (June 27, 2011 APWA GSP) Supplement
Notice to Proceed will be given after the Contract has been executed and the contract bond and evidence of insurance have been approved and filed by the Contracting Agency. The Contractor shall not commence with the work until the Notice to Proceed has been given by the Engineer. The Contractor shall commence construction activities on the project site within ten days of the Notice to Proceed Date, unless otherwise approved in writing. The Contractor shall diligently pursue the work to the physical completion date within the time specified in the Contract. Voluntary shutdown or slowing of operations by the Contractor shall not relieve the Contractor of the responsibility to complete the work within the time(s) specified in the Contract.
1-08.5 Time for Completion
(June 28, 2007 APWA GSP, Option A) Supplement
Revise the third and fourth paragraphs to read:
Contract time shall begin on the first working day following the Notice to Proceed Date.
Each working day shall be charged to the contract as it occurs, until the contract work is physically complete. If substantial completion has been granted and all the authorized working days have been used, charging of working days will cease. Each week the Engineer will provide the Contractor a statement that shows the number of working days: (1) charged to the contract the week before; (2) specified for the physical completion of the contract; and (3) remaining for the physical completion of the contract. The statement will also show the nonworking days and any partial or whole day the Engineer declares as unworkable. Within 10 calendar days after the date of each statement, the Contractor shall file a written protest of any alleged discrepancies in it. To be considered by the Engineer, the protest shall be in sufficient detail to enable the Engineer to ascertain the basis and amount of time disputed. By not filing such detailed protest in that period, the Contractor shall be deemed as having accepted the statement as correct. If the Contractor elects to work 10 hours a day and 4 days a week (a 4-10 schedule) and the fifth day of the week in which a 4-10 shift is worked would ordinarily be charged as a working day then the fifth day of that week will be charged as a working day whether or not the Contractor works on that day.
Revise the sixth paragraph to read:
240 The Engineer will give the Contractor written notice of the completion date of the contract after all the Contractor’s obligations under the contract have been performed by the Contractor. The following events must occur before the Completion Date can be established:
1. The physical work on the project must be complete; and
2. The Contractor must furnish all documentation required by the contract and required by law, to allow the Contracting Agency to process final acceptance of the contract. The following documents must be received by the Project Engineer prior to establishing a completion date:
a. Certified Payrolls (Federal-aid Projects)
b. Material Acceptance Certification Documents
c. Annual Report of Amounts Paid as MBE/WBE Participants or Quarterly Report of Amounts Credited as DBE Participation, as required by the Contract Provisions.
d. Final Contract Voucher Certification
e. Property owner releases per Section 1-07.24
1-08.7 Maintenance During Suspension
(October 1, 2005 APWA GSP) Supplement
At no expense to the Contracting Agency, the Contractor shall provide through the construction area a safe, smooth, and unobstructed roadway, sidewalk, and path for public use during suspension (as required in Section 1-07.23 or the Special Provisions). This may include a temporary road or detour.
1-09 MEASUREMENT AND PAYMENT
1-09.2 Weighing Equipment (Special Provision) Supplement Commercially operated scales shall be used for all weighing operations. The Contractor shall not collect tickets; the Owner shall collect all trip tickets from truck operators. The Contractor shall coordinate same.
1-09.6 Force Account (October 10, 2008 APWA GSP) Supplement Section 1-09.6 shall be supplemented with the following: The Contracting Agency has estimated and included in the Proposal, dollar amounts for all items to be paid per force account, only to provide a common proposal for Bidders. All such dollar amounts are to become a part of Contractor's total bid. However, the Contracting Agency does not warrant expressly or by implication that the actual amount of work will correspond with those estimates. Payment will be made on the basis of the amount of work actually authorized by Engineer.
241 1-09.9 PAYMENTS (City GSP) Supplement
Each voucher claim submitted by Contractor shall state that the prevailing wages have been paid in accordance with the statements of Intent to Pay Prevailing Wages on file with the City. Contractor shall submit the Contracting Agency Tax Identification Number.
Vouchers are paid on the Tuesday following the second and fourth Monday of each month, following City Council Approval. Invoices must be received at least ten (10) days prior to the approved date.
1-09.9 (1) Retainage (City GSP) Supplement
The Contractor may submit a bond for all or any portion of the contract retainage in a form acceptable to the Contracting Agency and from a bond company meeting the same standards as established for the Performance and Payment Bonds. The Contracting Agency will accept a bond meeting these requirements unless the Contracting Agency demonstrates good cause for refusing to accept it. Such a bond and any proceeds therefrom is subject to all claims and liens and in the same manner and priority as set for retained percentages in RCW 60.28. The Contracting Agency will release the bonded portion of the retained funds to the Contractor within 60 days of accepting the bond from the Contractor. Whenever the Contracting Agency accepts a bond in lieu of retained funds from the Contractor, the Contractor must accept like bonds from any subcontractors or suppliers from which the Contractor has retained funds. The Contractor must then release the fund retained from the Subcontractors or suppliers to the Subcontractors or suppliers within thirty (30) days of accepting the bond from Subcontractors or supplier.
1-10 TEMPORARY TRAFFIC CONTROL 1-10.2(2) Traffic Control Plans (Special Provision) Supplement
The Contractor shall prepare a project specific Traffic Control Plan (TCP) and submit it at the Preconstruction Meeting for review. The Contractor is alerted that no work affecting traffic operations, including clear zones, may be performed until the TCP in approved. The TCP Submittal shall also include necessary phasing and sequencing diagrams to clarify the proposed order of work and work zones.
Note: The Contractor is reminded that at a minimum, they must comply with all pedestrian and other access rules as described in the Standard Specifications, the MUTCD, and the Public Right of Way Accessibility Guidelines (PROWAG).
1-10.3(3) Construction Signs (Special Provision) Supplement
All signs shall utilize materials, and be fabricated in accordance with, Section 9-28. If it is necessary to add weight to signs for stability, only a bag of sand that will rupture on impact shall be used without additional compensation. The bag of sand shall: (1) be furnished by the Contractor, (2) have a maximum weight of 40 pounds, and (3) be suspended no more than 1-foot from the ground.
The condition of the signs shall be new or “Acceptable” conditions. The Engineer’s decision on the condition of a sign shall be final.
242
Signs, posts, or supports that are lost, stolen, damaged, destroyed, or which the Owner deems to be unacceptable while their use is required on the project, shall be replaced by the Contractor without additional compensation.
Temporary barricades shall be provided along the project corridor, in adequate number, to restrict on-street parking. The temporary barricades shall clearly indicate the date and time on which on-street parking shall be restricted. The temporary barricades shall be placed 3-days prior to the anticipated work date.
1-10.5 Payment (Special Provision) Supplement
All costs associated with providing the necessary traffic control items specified herein, to include but not be limited to, certified flagging, compliance with the MUTCD manual, reflective signs and barricades, traffic cones, and all other items necessary to accomplish this work shall be included in the lump sum price bid for “Project Temporary Traffic Control”.
END OF DIVISION 1
243 DIVISION 2 – EARTHWORK
2-01 CLEARING, GRUBBING, AND ROADSIDE CLEANUP
2-01.2 Disposal of Usable Materials and Debris
2-01.2(2) Disposal Method No. 2 – Waste Site (Special Provision) Supplement No waste site has been provided for the disposal of excess or excavated materials. The Contractor shall make his or her own arrangements for obtaining waste sites in accordance with Section 2-03.3(7)C of the Standard Specifications. All costs associated with providing a waste site shall be considered incidental to the various bid items and no additional payment will be made.
2-01.3 Construction Requirements
2-01.3(4) Roadside Cleanup (Special Provision) Supplement Work which may become necessary under this section shall be considered incidental to and included in the cost of other items in the Contract and no additional compensation shall be made.
2-01.5 Payment
Section 2-01.5 shall be supplemented with the following:
The lump sum price bid for CLEARING AND GRUBBING shall include all costs for all clearing, grubbing, brushing, trimming and/or roadside clean-up and disposal of all materials and debris as required and further stated herein to construct the improvements shown on the plans.
2-02 REMOVAL OF STRUCTURES AND OBSTRUCTIONS
2-02.3(3) Removal of Pavement, Sidewalks, Curbs, and Gutters (Special Provision) Supplement 2-02.3(3)3 Sawcutting (Special Provision) New Prior to removal of pavement, the Contractor shall make a full-depth sawcut to delineate the areas of pavement removal from those areas of pavement to remain. The Engineer shall approve the equipment and procedures used to make the full depth sawcut. No wastewater from the sawcutting operation shall be released directly to any stream or storm sewer system. The Contractor shall include in the various other bid items all costs necessary to provide sawcutting up to a depth of 12 inches as required by the Standard Specifications and these Special Provisions. All wastewater shall be collected using a wet-dry vacuum and transferred into drums for disposal. Impervious surfaces contaminated with sediment and grit from cutting operations shall be cleaned by sweepers to prevent contaminants from entering the storm drainage system or surface waters when it rains.
244 2-03 ROADWAY EXCAVATION AND EMBANKMENT
2-03.3(7)B Haul (Special Provision) Supplement
All costs in connection with hauling and disposal of surplus materials will be considered incidental to the various bid items of the project and no additional compensation will be made.
2-03.3(14) Embankment Construction (Special Provision) Supplement
Embankments shall be constructed in compacted layers of uniform thickness by Method C of Section 2- 03.3(14)C Compacting Earth Embankments of the Standard Specifications.
2-03.3(14)D COMPACTION AND MOISTURE CONTROL TESTS (Special Provision) Supplement
Section 2-03.3(14)D shall be supplemented with the following:
The Contractor shall be required to test for compaction of subgrade and embankments to insure the work performed is in conformance with these Specifications. The testing shall be done by an Owner-approved soils testing laboratory employed by the Contractor. One test shall be conducted for every 100 tons of material placed, or per 150 square yards (SY) of subgrade exposed. For quantities furnished in less than the above minimum quantities, one test shall be provided. All costs of furnishing the services of an Owner- approved testing laboratory to conduct compaction testing shall be borne by the Contractor and merged in the various lump sum and unit prices listed in the Proposal. The basis for determining the moisture/density curves shall be the “Modified Proctor” as established in ASTM D1557. Field density tests shall be by nuclear density gauge tests taken in accordance with ASTM D2922 and ASTM D3017.
2-03.3(19) WET WEATHER EARTHWORK (NEW SECTION) (Special Provision) New
The following items shall be followed if earthwork is to be accomplished in wet weather or in wet conditions:
a. Earthwork shall be accomplished in small sections to minimize exposure to wet weather. Excavation or the removal of unsuitable soil shall be followed immediately by the placement and compaction of a suitable thickness (generally eight inches or less) of clean structural fill. The size and/or type of construction equipment shall be selected as required to prevent soil disturbance. In some instances, it may be necessary to limit equipment size or to excavate soils with a backhoe, gradall, or equivalent to minimize subgrade disturbance caused by equipment traffic.
b. Fill or backfill material shall consist of clean, granular soil, of which not more than 5 percent by dry weight passes the No. 200 mesh sieve, based on wet sieving the fraction passing the 3/4-inch sieve. The fines shall be non-plastic.
c. The ground surface in the construction area shall be sloped to promote the rapid runoff of precipitation and to prevent ponding of water.
245 d. No soil should be left un-compacted and exposed to moisture. A smooth drum vibratory roller, or equivalent, shall be used to seal the ground surface.
e. Excavation and placement of fill or backfill material will be observed by the Engineer, to determine that all work is being accomplished in accordance with the project specifications.
2-03.4 Measurement (Special Provision) Supplement
Section 2-03.4 shall be supplemented with the following:
Measurement for embankment will be based on the original ground elevations less the existing pavement, structures, and clearing and grubbing materials and as recorded prior to the award of this contract.
If discrepancies are discovered in the ground elevations and verified by the Owner, which will materially affect the quantities of earthwork, the original computations of earthwork quantities will be adjusted accordingly.
Earthwork quantities will be computed, either manually or by means of electronic data processing equipment, by use of the average end area method or by the finite element analysis method utilizing digital terrain modeling techniques.
In the event the Contractor overcuts the site, due to his oversight or error, the structural fill material (as approved by Owner) and compaction required to bring the street back to subgrade elevation shall be furnished and accomplished at his sole expense, as no additional monies will be due the Contractor for this work.
Should solid rock be encountered, it will be paid for as an extra. Boulders or broken rock less than 2 cubic yards in volume will not be classified as solid rock, nor will so called “hard-pan” or cemented gravel, even though it may be advantageous to use explosives in its removal.
Measurement of EMBANKMENT COMPACTION, shall be “neat line” per cubic yard. Only one determination of the original ground elevation will be made on this project. Measurement for roadway excavation and embankment will be based on the original ground elevations recorded *****subsequent to clearing & grubbing*****. ******The Contractor shall provide all construction surveying necessary to calculate neat-line measurement limits as required. The contractor is also advised of the Record Drawing provisions of 1- 05.4 herein.
2-03.5 Payment (Special Provision) Supplement
All costs associated with “Embankment Compaction” including removing, stockpiling and re-using native and recycled materials for embankments or roadway bases shall be considered incidental to and included in the various bid items and no additional payment shall be made.
246 2-04 HAUL
2-04.1 Description (Special Provision) Supplement In reference to the term “haul” as used in Section 2-04 and Section 2-09.3(1)D of the Standard Specifications, all costs and expense involved in haul will be considered incidental to the unit contract prices of the bid items and no additional compensation will be made.
2-06 SUBGRADE PREPARATION
2-06.3 Construction Requirements (Special Provision) Supplement
Compaction of the subgrade shall be considered incidental to and included in the unit contract prices of other items in the contract, and all costs thereof shall be included by the Contractor in other pay items. The subgrade shall be shaped and maintained to drain at all times during construction, including temporary ditches, and modifications to drainage structures necessary to eliminate standing water on the subgrade.
2-07 WATERING
2-07.1 Description (Special Provision) Supplement
Water shall be acquired and placed in compliance with Section 2-07 of the Standard Specifications except as modified herein. Water may be obtained from Covington Water District or Cedar River Water District hydrants. The Contractor will be required to pay a deposit for rental of a hydrant meter and backflow prevention assembly from the District and pay for all water used on the project at the rates in effect at the time of bidding.
END OF DIVISION 2
247 DIVISION 4 - BASES
SECTION 4-04 BALLAST AND CRUSHED SURFACING
4-04.1 Description (Special Provision) Supplement
Section 4-04.1 shall be supplemented with the following:
Crushed surfacing base course shall be used on the parking lot and other locations within the Project, as indicated on the Plans, and as directed by the Owner.
4-04.2 Materials (Special Provision) Supplement
Contractors are encouraged to consider using recycled concrete that meets the requirements of Section 4- 04 of the Standard Specifications and these Special Provisions. Recycled concrete is encouraged for use as a base course or top course material under cement concrete sidewalk or portland cement concrete pavement. Recycled concrete crushed surfacing is not acceptable as a top course under asphalt concrete pavement.
4-04.3(5) Shaping and Compaction (Special Provision) Supplement
Section 4-04.3(5) shall be supplemented with the following:
The Contractor’s material suppliers shall be required to furnish certification and aggregate gradation results from a qualified testing laboratory (approved by Owner) that the materials supplied are in conformance with these Specifications. The Contractor shall further be required to provide the services of a qualified and Owner-approved soils testing firm to conduct “in place” density tests of the gravel materials to verify if the compaction requirements are in compliance with these Specifications. For bidding purposes, the Contractor shall assume one test is required for every 50 tons of material used on- site. As such, two tests are required for quantities between 50 and 100 tons, three tests for quantities between 100 and 150 tons and so on. For quantities less than 50 tons, a minimum of one test shall be performed. Tests shall be conducted in locations approved by the Owner. Test results shall be given directly to the Owner by the testing lab and not via the Contractor. The basis for determining the moisture/density curve shall be the “modified Proctor” as established in ASTM D1557. Field density tests shall be by nuclear density gauge tests taken in accordance with ASTM D2922 and ASTM 3017. Crushed surfacing shall be compacted to at least 95 percent of maximum dry density using ASTM C1557. 4-04.4 Measurement (Special Provision) Supplement
Section 4-04.4 shall be supplemented with the following:
Measurement for CRUSHED SURFACING BASE COURSE shall be per ton
248
4-04.5 Payment (Special Provision) Supplement Section 4-04.5 shall be supplemented with the following:
The unit price bid per ton for CRUSHED SURFACING BASE COURSE shall include all costs relative to furnishing, placing, grading, compacting, and testing the crushed surfacing top course as further indicated on the plans and approved by the Owner. “Crushed Surfacing Base Course” shall be used as a base course for the parking lot. However, the use as a base course for drainage pipes and structures, as pipe zone bedding, for replacement material when over-excavation is performed in lieu of shoring, or when unauthorized over-excavation is performed and is being replaced with select material at the Contractor’s expense shall not be paid under this item. The contract bid price above, including all incidental work, shall be full compensation for all labor, material, tools and equipment necessary to satisfactorily complete the work as defined in the Standard Specifications and these Special Provisions.
All costs associated with removing, stockpiling and re-using native and recycled materials for embankments, roadway bases, or for trench backfill shall be considered incidental to the various bid items and no additional payment shall be made.
END OF DIVISION 4
249 DIVISION 5 – SURFACE TREATMENTS AND PAVEMENTS
5-04 HOT MIX ASPHALT
5-04.1 Description (Special Provision) Supplement This Work shall consist of providing and placing one or more layers of plant-mixed hot mix asphalt (HMA) on a prepared foundation or base in accordance with these Specifications and the lines, grades, thicknesses, and typical cross-sections shown in the Plans. The manufacture of HMA may include warm mix asphalt (WMA) processes in accordance with these Specifications. WMA processes include organic additives, chemical additives, and foaming. HMA shall be composed of asphalt binder and mineral materials as may be required, mixed in the proportions specified to provide a homogeneous, stable, and workable mixture.
5-04.2 Materials (Special Provision) Supplement The grade of paving asphalt used in HMA shall be PG 64-22 unless otherwise directed by the Engineer.
(January 6, 2014, APWA GSP) Supplement
Materials shall meet the requirements of the following sections:
Asphalt Binder 9-02.1(4) Cationic Emulsified Asphalt 9-02.1(6) Anti-Stripping Additive 9-02.4 Warm Mix Asphalt Additive 9-02.5 Aggregates 9-03.8 Recycled Asphalt Pavement 9-03.8(3)B Mineral Filler 9-03.8(5) Recycled Material 9-03.21
The Contract documents may establish that the various mineral materials required for the manufacture of HMA will be furnished in whole or in part by the Contracting Agency. If the documents do not establish the furnishing of any of these mineral materials required for the designated mix. Mineral materials include coarse and fine aggregates, and mineral filler.
The Contractor may choose to utilize recycled asphalt pavement (RAP) or reclaimed asphalt shingles (RAS) in the production of HMA. The RAP may be from pavements removed under the Contract, if any, or pavement material from an existing stockpile. The RAS may be from reclaimed shingles.
If greater than 20 percent of the total weight of HMA is RAP or any amount of RAS is utilized in the production of HMA, the Contractor shall sample and test the RAP and RAS during stockpile construction in accordance with WSDOT FOP for AASHTO T 308 for the determination of the asphalt binder content and WSDOT FOP for WAQTC/AASHTO T27/T 11 for the gradation of the aggregates. The RAP shall be sampled and tested at a frequency of one sample for every 1,000 tons produced and not less than ten samples per project. The RAS shall be sampled and tested at a frequency of one sample for every 100 tons produced and not less than ten samples per project. The asphalt content and gradation test data shall be reported to the Contracting Agency prior to or when submitting the mix design. If utilized, the amount
250 of RAS shall not exceed 5-percent of the total weight of the HMA. The Contractor shall include the RAP and RAS as part of the mix design as defined in these specifications.
The grade of asphalt binder shall be as required by the Contract. Blending of asphalt binder from different sources is not permitted. For HMA with either a RAP percentage greater than 20 percent of the total weight or any amount of RAS the actual grade of the final blended asphalt binder (after inclusion of RAP, RAS, new asphalt binder and recycling agent) shall not exceed the grade of asphalt binder required by the Contract and comply with the requirements of Section 9-02.1(4). The actual grade of the new binder and the final blended asphalt binder shall be verified in accordance with AASHTO R 29 and reported to the Contracting Agency when submitting the mix design for evaluation.
The Contractor may use warm mix asphalt (WMA) processes in the production of HAM with a RAP percentage of 20 percent of the total weight or less. WMA processes shall not be used in the production of HMA with a RAP percentage greater than 20 percent of the total weight or any amount of RAS. The Contractor shall submit to the Engineer for approval the process that is proposed and how it will be used in the manufacturer of HMA.
When the Contracting Agency provides aggregates or provides a source for the production of aggregates, the Contract Provisions will establish the approximate percentage of asphalt binder required in the mixture for each class of HMA.
Production of aggregates shall comply with the requirements of Section 3-01.
Preparation of stockpile site, the stockpiling of aggregates, and the removal of aggregates from stockpiles shall comply with the requirements of Section 3-02.
5-04.2(9-02.1) Asphalt Material, General
Section 9-02.1 is supplemented with the following:
5-04.2(9-02.1) (January 6, 2014, APWA GSP) Supplement
The recycling agent used to rejuvenate the recovered asphalt binder from recycled asphalt pavement (RAP) and reclaimed asphalt shingles (RAS) shall meet the specifications in Table 1:
Table 1 RA 1 RA 5 RA 25 ASTM Test Test Method Min. Max. Min. Max. Min. Max.
@ D2170 or Viscosity 140Û) 50 150 200 800 1000 4000 C St D2171 Flashpoint COC, Û) D92 400 400 400 Saturates, Wt. % D2007 30 30 30 D70 or Specific Gravity Report Report Report D2198
251 Tests on Residue D2872 from RTFC Viscosity Ratio1 3 3 3 Mass Change ± % 4 4 4 1Viscosity Ratio = RTFC Viscosity @ 140ÛF, cSt Original Viscosity @ 140ÛF, cSt
5-04.2(9-02.1(4)) Performance Graded Asphalt Binder (PGAB)
Section 9-02.1(4) is supplemented with the following:
5-04.2(9-02.1(4)) (January 6, 2014, APWA GSP) Supplement
For HMA with either a RAP percentage greater than 20 percent of the total weight or any amount of RAS the following shall apply: the new asphalt binder, recycling agent and recovered asphalt (RAP and/or RAS) when blended in the proportions of the mix design shall meet the PGAB requirements of AASHTO M 320 Table 1 for the grade of asphalt binder specified by the Contract.
5-04.2(9-03.8(2)) HMA Test Requirements
Section 9-03.8(2) after the first paragraph is revised to read:
5-04.2(9-03.8(2)) (March 3, 2014, APWA GSP) Supplement
The mix design shall produce HMA mixtures when combined with RAP, RAS, coarse and fine aggregate within the limits set forth in Section 9-03.8(6) and mixed in the laboratory with the designated grade of asphalt binder, using the Superpave gyratory compactor in accordance with WSDOT FOP for AASHTO T 312, and at the required gyrations for N initial, N design, and N maximum with the following properties:
HMA Class Ǫ in ch ½ in ch ¾ in ch 1 in ch Mix Criteria Min. Max. Min. Max. Min. Max. Min. Max.
Voids in Mineral 15.0 14.0 13.0 12.0 Aggregate (VMA), % Voids Filled With Asphalt (VFA), % ESAL’s (millions) VFA < 0.3 70 80 70 80 70 80 67 80 0.3 to < 3 65 78 65 78 65 78 65 78 3 to < 10 73 76 65 75 65 75 65 75
252 10 to < 30 73 76 65 75 65 75 65 75 30 73 76 65 75 65 75 65 75 Dust/Asphalt Ratio 0.6 1.6 0.6 1.6 0.6 1.6 0.6 1.6
Hamburg Wheel-Track 10 10 10 10 Testing, WSDOT FOP for AASHTO T 324 Rut Depth (mm) @15,000 Passes
Hamburg Wheel-Track 15,000 15,000 15,000 15,000 Testing, WSDOT FOP for AASHTO T324 Number of Passes with no Stripping Inflection Point
Indirect Tensile(IDT) 175 175 175 175 Strength (psi) of Bituminous Materials WSDOT FOP for ASTM D 6931
ESAL’s (millions) N initial N design N Max. < 0.3 91.5 96.0 98.0 % Gmm 0.3 to < 3 90.5 96.0 98.0 3 89.0 96.0 98.0 < 0.3 6 50 75 Gyratory 0.3 to < 3 7 75 115 Compaction (number of 3 to < 30 8 100 160 gyrations) 30 9 125 205
The mix criteria VMA and VFA only apply to HMA accepted by statistical evaluation.
The mix criteria for Hamburg Wheel-Track Testing and Indirect Tensile Strength of Bituminous Materials do not apply to HMA accepted by commercial evaluation.
When material is being produced and stockpiled for use on a specific contract or for a future contract, the un-compacted void content, fracture, and sand equivalent requirements shall apply at the time of stockpiling. When material is used from a stockpile that has not been tested as provided above, the Specifications for un-compacted void content, fracture, and sand equivalent shall apply at the time of its introduction to the cold feed of the mixing plant.
253 5-04.2(9-03.8(3)B) Gradation – Recycled Asphalt Pavement and Mineral Aggregate
Section 9-03.8(3)B is supplemented with the following:
5-04.2(9-03.8(3)B) (August 6, 2012, APWA GSP) Supplement
For HMA with a RAP percentage greater than 20 percent of the total weight the RAP shall be processed to ensure that 100 percent of the material passes a sieve twice the size of the maximum aggregate size for the class of mix to be produced.
When RAS is used in the production of HMA the RAS shall be milled, crushed or processed to ensure that 100 percent of the material passes the ½ inch sieve. Extraneous materials in RAS such as metals, glass, rubber, soil, brick, tars, paper, wood and plastic shall not exceed 2.0 percent by mass as determined on material retained on the No. 4 sieve.
5-04.2(9-03.21(1)) General Requirements
Section 9-03.21(1) is supplemented with the following:
5-04.2(9-03.21(1)) (August 2, 2012, APWA GSP) Supplement
Reclaimed asphalt shingles samples shall contain less than the maximum percentage of asbestos fibers based on testing procedures and frequencies established in conjunction with the specifying jurisdiction and state or federal environmental regulatory agencies.
5-04.3 Construction Requirements
5-04.3(1) HMA Mixing Plant (November 12, 2012, APWA GSP) Supplement
Equipment for Processing RAP and RAS.
When producing HMA for mix designs with greater than 20 percent of the total weight RAP or any amount of RAS the HMA plant shall be equipped with screens or a lump breaker to eliminate oversize RAP/RAS particles from entering the pug mill or drum mixer.
5-04.3(7) Preparation of Aggregates (August 6, 2012, APWA GSP) Revision
The aggregates, RAP and RAS shall be stockpiled according to the requirements of Section 3-02. Sufficient storage space shall be provided for each size of aggregate, RAP and RAS. The Contractor may uniformly blend fine aggregate or RAP with the RAS as a method of preventing the agglomeration of RAS particles. The aggregates, RAP and RAS shall be removed from stockpile(s) in a manner to ensure a minimum of segregation when being moved to the HMA plant for processing into the final mixture. Different aggregate sizes shall be kept separated until they have been delivered to the HMA plant.
254 5-04.3(7)A Mix Design (January 7, 2013, APWA GSP) Supplement
If the mix design/anti-strip evaluation report delays work on a critical activity, then the day(s) from the receipt of the completed mix design from the Contractor until the mix design/anti-strip evaluation report is completed will be unworkable.
5-04.3(7)A1 General (August 4, 2014, APWA GSP) Supplement
For mix designs with greater than 20 percent of the total weight RAP or any amount of RAS the Contractor shall develop a mix design including RAP, RAS, recycling agent and new asphalt binder. The mix design aggregate structure, RAP, RAS, recycling agent and new asphalt binder content shall be determined in accordance with Materials Manual WSDOT Standard Operating Procedure No. 732 and meet the requirements of Sections 9-03.8(2) and 9-03.8(6). The total quantity of asphalt binder contributed from the RAP and RAS shall not exceed 40 percent of the total asphalt binder content of the HMA. Once the RAP and RAS stockpiles have been constructed the Contractor shall extract, recover and test the asphalt residue from the RAP and RAS stockpiles to determine the percent of recycling agent and/or grade of new asphalt binder needed to meet the grade of asphalt binder required by the contract. The asphalt extraction testing shall be performed in accordance with AASHTO T 164 or ASTM D 2172 using reagent grade trichloroethylene. The asphalt recovery shall be performed in accordance with AASHTO R 59, or ASTM D 1856. The recovered asphalt residue shall be tested in accordance with AASHTO R 29 to determine the asphalt binder grade in accordance with Section 9-02.1(4). Once the recovered asphalt binder grade is determined the percent of recycling agent and/or grade of new asphalt binder shall be determined in accordance with ASTM D 4887. The final blend of recycling agent, recovered and new asphalt shall be tested in accordance with AASHTO R 29 to confirm that it meets the grade of asphalt binder required by the contract in accordance with Section 9-02.1(4). All recovered and blended asphalt binder test data shall be reported to the Contracting Agency prior to or when submitting the mix design for evaluation.
5-04.3(7)A2 Statistical or Non-statistical Evaluation (January 16, 2014 APWA GSP) Supplement
Delete this section and replace it with the following:
Mix designs for HMA accepted by Non-statistical or Commercial evaluation shall; x Be submitted to the Project Engineer on WSDOT Form 350-042 x Have the aggregate structure and asphalt binder content determined in accordance with WSDOT Standard Operating Procedure 732 and meet the requirements of Sections 9-03.8(2) and 9-03.8(6). x Have anti-strip requirements, if any, for the proposed mix design determined in accordance with WSDOT Test Method T 718 or based on historic anti-strip and aggregate source compatibility from WSDOT lab testing. Anti-strip evaluation of HMA mix designs utilized that include RAP will be completed without the inclusion of the RAP.
At or prior to the preconstruction meeting, the contractor shall provide one of the following mix design verification certifications for Contracting Agency review;
x The proposed mix design indicated on a WSDOT mix design/anti-strip report that is within one year of the approval date x The proposed HMA mix design submittal (Form 350-042) with the seal and certification (stamp & signature) of a valid licensed Washington State Professional Engineer.
255 x The proposed mix design by a qualified City or County laboratory mix design report that is within one year of the approval date.
The mix design will be performed by a lab accredited by a national authority such as Laboratory Accreditation Bureau, L-A-B for Construction Materials Testing, The Construction Materials Engineering Council (CMEC’s) ISO 17025 or AASHTO Accreditation Program (AAP) and shall supply evidence of participation in the AASHTO Material Reference Laboratory (AMRL) program.
At the discretion of the Engineer, agencies may accept mix designs verified beyond the one year verification period with a certification from the Contractor that the materials and sources are the same as those shown on the original mix design.
5-04.3(8)A Acceptance Sampling And Testing – HMA Mixture (April 27, 2009 APWA GSP) Revision Items 1 & 2 are deleted and replaced with: 1. General. Acceptance of HMA shall be as defined under non-statistical or commercial evaluation. Non-statistical evaluation will be used for all HMA not designated as Commercial HMA in the contract documents. Commercial evaluation will be used for Commercial HMA and for other classes of HMA in the following applications: sidewalks, road approaches, ditches, slopes, paths, trails, gores, pre- level, and pavement repair. Other nonstructural applications of HMA accepted by commercial evaluation shall be as approved by the Project Engineer. Sampling and testing of HMA accepted by commercial evaluation will be at the option of the Project Engineer. Commercial HMA can be accepted by a contractor certification letter stating the material meets the HMA requirements defined in the contract. Item 4, is replaced with the following: 4. Definition of Sampling Lot and Sub-lot. For the purpose of acceptance sampling and testing, a lot is defined as the total quantity of material or work produced for each job mix formula (JMF) placed. Only one lot per mix design will be expected to occur. The initial JMF is defined in Section 5-04.3(7)A Mix Design. The Contractor may request a change in the JMF in accordance with Section 9-03.8(7). If the request is approved, all of the material produced up to the time of the change will be evaluated on the basis of tests on samples taken from that material and a new lot will begin. For proposal quantities less than 2500 tons sampling and testing for evaluation shall be performed as described in 5-04.3(7)A, item 3, Field Verification Testing Process. The verification sample referenced in item 3b may be used as an acceptance sample, additional testing will be at the discretion of the Engineer. When using a previously verified mix design, testing for volumetric properties may be waived at the engineer’s discretion. At least one acceptance sample is required when using this method of acceptance. For proposal quantities greater than 2500 tons sampling and testing for evaluation shall be performed as described in 5-04.3(7)A, item 3, Field Verification Testing Process, for the first 2500 tons of mix placed. The verification sample referenced in item 3b may be used as an acceptance sample for the first 2500 tons of mix placed. Additional testing will be at the rate of one sample per 800 tons of mix placed or as directed by the Engineer. When using a
256 previously verified mix design, testing for volumetric properties may be waived at the engineer’s discretion. Item 7 is deleted.
5-04.3(8)A5 Test Results (Special Provision) Supplement
This section is deleted in its entirety and replace with the following:
The Contractor must furnish the Engineer with a copy of the results of all acceptable testing performed in the field at the beginning of the next paving shift. The Contractor must provide the Composite Pay Factor (CPF) of the completed sub-lots after three sub-lots have been produced. The CPF must be provided by the midpoint of the next paving shift after sampling.
Sub-lot sample test results (gradation and asphalt binder content) may be challenged by the Engineer. For HMA mixture accepted by statistical evaluation with a mix design that did not meet the verification tolerances, the test results in the section including the percent air voids (Va) may be challenged. To challenge test results, the Engineer shall submit a written challenge within five working days after receipt of the specific test results. A split of the original acceptance sample with challenge results will be sent for testing to the test lab of the Engineer’s designation. The split of the sample with challenge results will not be tested with the same equipment or by the same tester that ran the original acceptance test. The challenge sample will be tested for a complete gradation analysis and for asphalt binder content.
The results of the challenge sample will be compared to the original results of the acceptance sample test and evaluated according to the following criteria:
Deviation U.S. No. 4 sieve and larger Percent passing ±4.0 U.S. No. 8 sieve Percent passing ±2.0 U.S. No. 200 sieve Percent passing ±0.4 Asphalt binder % Percent binder content ±0.3 Va % Percent Va ±0.7
If the results of the challenge sample testing are within the allowable deviation established above for each parameter, the acceptance sample test results will be used for acceptance of the HMA. The cost of testing will be the Contracting Agency’s responsibility. If the results of the challenge sample testing are outside of any one parameter established above, the challenge sample will be used for acceptance of the HMA and the cost of testing will be deducted from any monies due or that may come due the Contractor under the contract at the rate of $250 per challenge sample.
No payment will be made for the rejected materials or the removal of the materials unless the Contractor requests that the rejected material be tested. If the Contractor elects to have the rejected material tested, a minimum of three representative samples will be obtained and tested. Acceptance of rejected material will be based on conformance with the statistical acceptance specification. If the CPF for the rejected material is less than 0.85, no payment will be made for the rejected material, and in addition, the cost of sampling and testing shall be borne by the Contractor. However, if the CPF is greater than or equal to 0.85, the cost of sampling and testing will be borne by the Contracting Agency and the mix will be compensated at a CPF of 0.85. If
257 rejection occurs after placement and the CPF is greater than 0.85, compensation for the rejected mix will be at the calculated CPF with no additional compensation.
5-04.3(8)A6 Test Methods (January 16, 2014 APWA GSP) Supplement
Delete this section and replace it with the following:
Testing of HMA for compliance of Va will be at the option of the Contracting Agency. If tested, compliance of Va will be by WSDOT Standard Operating Procedure SOP 731. Testing for compliance of asphalt binder content will be by WSDOT FOP for AASHTO T 308. Testing for compliance of gradation will be by WAQTC FOP for AASHTO T 27/T 11.
5-04.3(20) Anti-Stripping Additive (Special Provision) Supplement
Section 5-04.3(20) shall be supplemented with the following:
Asphalt shall be furnished and installed with an anti-stripping additive to be added to the HMA material in accordance with Section 9-02.4. The cost for adding anti-stripping additive shall be incidental to the cost of HMA CL. ½” PG 64-22.
5-04.4 Measurement (Special Provision) Supplement
Incidental uses for HMA Incidental uses for Asphalt Concrete Pavement shall consist of restoration and adjustment to paved areas such as the back of sidewalks, sidewalk ramps, behind driveway approaches and other such uses as directed by the Engineer.
Incidental uses for HMA shall be measured and paid as "HMA Class 1/2" PG-64-22."
5-04.5 Payment (Special Provision) Supplement
Section 5-04.5 is revised with the following section:
All costs associated with anti-stripping additive shall be considered incidental to and included in the cost for HMA.
All costs for asphalt tack coat shall be included in the unit contract price per ton of the HMA.
All costs associated with "Preparation of Untreated Roadway," "Soil Residual Herbicide," "Longitudinal Joint Seals," and "Anti-Stripping Additive" shall be considered incidental to and included in the cost of the Hot Mix Asphalt furnished and installed.
5-04.5(1)A Price Adjustments for Quality of HMA Mixture (March 17, 2008, APWA GSP) Supplement
258 Statistical analysis of quality of gradation and asphalt content will be performed based on Section 1- 06.2 using the following price adjustment factors:
Table of Price Adjustment Factors Constituent Factor “f” All aggregate passing: 1-1/2", 1", 3/4", 1/2", 3/8", and 2 No. 4 sieves All aggregate passing No.8 15 All aggregate passing No. 200 sieve 20 Asphalt binder 52
Items 1–3 are deleted and replaced with: A pay factor will be calculated for sieves listed in Section 9-03.8(7) for the class of HMA and for the asphalt binder.
1. Non-statistical Evaluation. Each lot of HMA produced under Non-statistical Evaluation and having all constituents falling within the tolerance limits of the job mix formula shall be accepted at the unit contract price with no further evaluation. When one or more constituents fall outside the non-statistical acceptance tolerance limits in Section 9-03.8(7), the lot shall be evaluated in accordance with Section 1-06.2 to determine the appropriate CPF. The non- statistical tolerance limits will be used in the calculation of the CPF and the maximum CPF shall be 1.00. When less than three sub-lots exist, backup samples of the existing sub-lots or samples from the street shall be tested to provide a minimum of three sets of results for evaluation.
2. Commercial Evaluation. If sampled and tested, HMA produced under Commercial Evaluation and having all constituents falling within the tolerance limits of the job mix formula shall be accepted at the unit contract price with no further evaluation. When one or more constituents fall outside the commercial acceptance tolerance limits in Section 9-03.8(7), the lot shall be evaluated to determine the appropriate CPF. The commercial tolerance limits will be used in the calculation of the CPF and the maximum CPF shall be 1.00. When less than three sub-lots exist, backup samples of the existing sub-lots or samples from the street shall be tested to provide a minimum of three sets of results for evaluation. For each lot of HMA produced under Non-statistical or Commercial Evaluation when the calculated CPF is less than 1.00, a Nonconforming Mix factor (NCMF) will be determined. The NCMF equals the algebraic difference of CPF minus 1.00 multiplied by 60 percent. The Job Mix Compliance Price Adjustment will be calculated as the product of the NCMF, the quantity of HMA in the lot in tons, and the unit contract price per ton of the mix. If a constituent is not measured in accordance with these Specifications, its individual pay factor will be considered 1.00 in calculating the composite pay factor.
5-04.5(1)B Price Adjustments for Quality of HMA Compaction (January 16, 2014 APWA GSP) Supplement
Delete this section and replace it with the following:
The maximum CPF of a compaction lot is 1.00.
259 For each compaction lot of HMA when the CPF is less than 1.00, a Nonconforming Compaction Factor (NCCF) will be determined. The NCCF equals the algebraic difference of CPF minus 1.00 multiplied by 40 percent. The Compaction Price Adjustment will be calculated as the product of the NCCF, the quantity of HMA in the lot in tons and the unit contract price per ton of the mix.
END OF DIVISION 5
260 DIVISION 7 – DRAINAGE STRUCTURES, STORM SEWERS, SANITARY SEWERS, WATER MAINS AND CONDUITS
The contract bid prices above, including all incidental work, shall be full compensation for all labor, material, tools, and equipment necessary to satisfactorily complete the work as defined in the Standard Specifications and these Special Provisions.
7-06 STORMWATER FACILITIES (Special Provision) New
7-06.1 Description The work shall include the grading and installation of the bioretention swales with washed rock trenches as shown on the Plans and as described herein.
7-06.2 Materials (Special Provision) New Bioretention Soil Mix and Hydroseeding (Grass Seed Mix) per Sheet C9 of the Contract Plans.
7-06.3 Construction Requirements (Special Provision) New The bioretention swales with washed rock trenches shall be constructed at the locations shown on the Plans with planting per the detail on sheet C9 of the Contract Plans. The bid items include; Clearing and Grubbing (including fine grading), Washed Rock, Soil Mix, Seeding, Fertilizing and Mulching. The contractor shall minimize compaction within the swale area. If compacted, the subgrade shall be scarified to a depth of 6” prior to installation of washed rock and soil mix.
END OF DIVISION 7
261 DIVISON 8 – MISCELLANEOUS CONSTRUCTION
8-01 EROSION CONTROL AND WATER POLLUTION CONTROL
8-01.3(1) General (Special Provision) Supplement
This work consists of furnishing, installing, maintaining, receiving and disposing of silt fence and all required water pollution and erosion control items in accordance with these specifications and as shown on plans or as designated by the Engineer. These water pollution and erosion control items will include, but not limited to the following; silt fence, plastic covering or sheeting, straw, hay bale, bark mulch, and street cleaning.
The Contractor shall install and maintain all temporary and permanent erosion control measures and Best Management Practices (BMPs) in accordance with the Plans, Standard Specifications, Special Provisions, permit conditions, or as directed by the Engineer prior to clearing, grubbing, or grading or as necessary as clearing and grading progress. The Contractor shall provide erosion control as required for material stockpiled within the project limits at no cost to the City.
All disturbed areas associated with the removal of invasive species shall be covered with 2-inches of bark mulch. Payment under this section will be included in lump sum (LS) contract price for Erosion/Water Pollution Control. No additional compensation will be made.
Removal of Temporary Erosion Control and BMPs The Contractor shall remove all Erosion and Water Pollution Control BMP’s within twenty (20) days after final slope stabilization, landscape restoration, or after the BMPs are no longer needed. Maintenance and removal of all BMPs shall be considered incidental and included in the lump sum contract price for Erosion/Water Pollution Control. No additional compensation will be made.
8-01.3(2) Seeding, Fertilizing, and Mulching
8-01.3(2)A Preparation for Final Application (Special Provision) Supplement
Seed Bed Preparation All disturbed areas, which are not otherwise restored, shall be seeded. All areas to be seeded shall be raked or similarly treated so as to provide a smooth, consistent, friable surface, acceptable for seeding as determined by the Engineer.
All areas to be seeded shall be free of all visible clods, rocks and debris measuring one inch or larger in any dimension. Any exposed tree roots in cut slopes shall be cut neatly and protected. All costs involved in seed bed preparation shall be included in the square yard price for "Seeding and Fertilizing"
8-01.3(2)B Seeding and Fertilizing (Special Provision) Supplement
The hydroseeding method of application shall be used. A slurry consisting of seed, fertilizer, mulch and water shall be uniformly applied over all unpaved disturbed areas, except planted areas per Plans, within easements and right-of-way unless directed otherwise. Seed shall be applied at a rate as indicated on Sheet C6 of the Contract Plans.
262
8-01.3(5) Placing Plastic Covering (Special Provision) Supplement
Clear Plastic Covering Clear plastic covering shall be placed on slopes and disturbed areas that cannot be prepared and seeded during the specific seeding periods in accordance with Section 8-01.3(4) of the Standard Specifications. Clear plastic covering may be required on slopes and disturbed areas that are prepared and seeded just prior to fall rains or other potential erosive conditions. When the clear plastic covering is used on unseeded slopes it shall be left in place until the next seeding period.
Black Plastic Covering Black plastic covering shall be used for stockpiles or other areas where vegetative growth is unwanted.
The cover shall be maintained tightly in place by using sandbags or tires or ropes in a 10-foot, maximum, grid. All seams shall be taped or weighted down, full length. A minimum overlap of 12 inches is required.
Removing Plastic Covering Clear plastic covering shall be removed when directed by the Engineer. On unseeded areas it shall be removed outside a specified seeding period.
8-01.3(8) Street Cleaning (Special Provision) Supplement
The roadway shall be swept daily and as needed. Flushing will not be permitted. Roadway sweeping and cleaning shall be considered incidental to and included in the various bid items.
8-01.3(16) Removal (Special Provision) Supplement
Removing Erosion I Water Pollution Control BMPs The Contractor shall remove all Erosion and Water Pollution Control BMPs within twenty (20) days after final slope stabilization, landscape restoration, or after the BMPs are no longer needed. Trapped sediment shall be removed or stabilized on site
8-01.3(17) Maintenance (Special Provision) Supplement
Protection and Care of Seeded Areas Maintenance shall begin immediately following seeding operations and shall extend for a minimum of ten weeks or longer as needed to establish a uniformly, healthy, thick stand of grass. Seeded areas shall be watered as necessary for healthy growth. All costs involved in the maintenance and establishment of seeded areas shall be included in the square yard price for "Seeding and Fertilizing." Any areas damaged by erosion or the Contractor's operations shall be immediately repaired by the Contractor, at the Contractor's cost.
263 8-01.4 Measurement (Special Provision) Supplement
Biodegradable erosion blanket – Jute mesh will be measured by the square yard along the ground slope line of the surface area covered and accepted.
8-01.5 Payment (Special Provision) Supplement
Section 8-01.5 Payment shall be deleted and the following paragraph inserted in its place.
The lump sum bid for TEMPORARY EROSION/WATER POLLUTION CONTROL shall include all costs for providing erosion control as outlined herein and as indicated on the Plans, including, but not limited to Erosion & Sediment Control (ESC) Lead, silt fence and straw wattles. All disturbed areas associated with the removal of invasive species shall be covered with 2-inches of bark mulch. Payment under this section will be included in lump sum (LS) contract price for Erosion/Water Pollution Control. No additional compensation will be made. The lump sum price bid shall be paid proportionate to the total percentage of the Project satisfactorily completed.
8-02 ROADSIDE RESTORATION
8-02.3(2)B Chemical Pesticides (Special Provision) Supplement
Section 8-02.3(2)A shall be supplemented with the following:
No chemical herbicides shall be allowed in planting areas.
8-02.3(5) Planting Area Preparation (Special Provision) Supplement
Section 8-02.3(5) shall be supplemented with the following:
Finish grades of planting and seeding areas shall allow for soil preparation and mulch. Finish grades shall be as follows:
Planting Areas: 2 inches below all walks, curbs, and/or hard-surface edges.
Seeding Areas: 1 inch below all walks, curbs, and/or hard-surface edges.
8-02.3(11) Bark or Wood Chip Mulch (Special Provision) Supplement
Section 8-02.3(11) shall be supplemented with the following:
The Contractor shall spread bark or wood chip mulch at a depth of two inches at various locations throughout the project site as directed by the Owner.
264
8-02.4 Measurement (Special Provision) Supplement
Section 8-02.4 shall be supplemented with the following:
“Seeding and Fertilizing” will be measured by the square yard of surface covered.
No specific unit of measure will be provided for "Property Restoration". All work associated with completing property restoration that has no specific bid item provided shall be measured and paid per Force Account.
8-02.5 Payment (Special Provision) Supplement
Section 8-02.5 shall be supplemented with the following:
The contract bid prices including all incidental work, shall be full compensation for all labor, material, tools and equipment necessary to satisfactorily complete the work as defined in the Standard Specifications and these Special Provisions.
Payment shall be made for the following bid item(s):
The unit price bid per square yard for SEEDING & FERTILIZING shall include all costs incidental to furnishing and installing the seed, fertilizer and mulch, per Section 9-14.2 and 9-14.3, completely in place, as herein specified.
Property Restoration, per force account
8-04 CURB, GUTTERS, AND SPILLWAYS
8-04.5 Payment (Special Provision) Supplement
Section 8-04.5 shall be supplemented with the following:
The unit price bid per each for INSTALL WHEEL STOP shall include all costs associated with the complete installation of this item including forming, placing, block-outs, rebar, joint filler, curing and any other items as shown on the plans and as required in the field for a complete installation.
8-22 PAVEMENT MARKING
8-22.1 Description (for paint only) (Special Provision) Supplement
Section 8-22.1 shall be supplemented with the following:
This work shall consist of furnishing and installing permanent pavement markings upon the pavement surface, as shown on the plan.
265
8-22.2 Materials (Special Provision) Supplement
Section 8-22.2 shall be supplemented with the following:
The following pavement marking materials have been tested and prequalified for use:
Plastic - Tape
Manufacturer Name Brand
3M Company 3M Stamark 380 - 60 mil. Tape materials are not allowed on bituminous surface treatment (BST) pavement.
Plastic - Extruded Material:
Manufacturer Identification
Lafrentz Road Services Ltd. Lafrentz Thermoplastic Morton International (Norris) Dura-Stripe AC Motron International (Norris) Duraline-Thermoplastic Pave-Mark Corporation Pave-Mark Hydrocarbon Pave-Mark Corporation Pave-Mark Alleyd *Cataphote, Inc. Catatherm ABITOL
*Approved for installation in Western Washington only.
8-22.5 Payment (Special Provision) Replacement
Section 8-22.5 shall be replaced with the following:
The lumpsum bid for PARKING STALL STRIPING AND MARKING shall include all new pavement marking shown on the plans.
END OF DIVISION 8
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