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02 28 2017 Updated PacketAGENDA YELM CITY COUNCIL MEETING ho. IIPnATF TIIF.Rnay FFRRIIDRY 9R 9n97 a•nn P M Website Viewing: Clicking on agenda items will open associated documents including staff reports, resolutions, ordinances, etc. Note: some agenda items may not have attachments. Call to Order 2. Roll Call 3. Agenda Approval ACTION 4. Special Presentations - 10 min Yelm High School State Champion Girl Wrestling 10 min Honoring Career and Technical Education Programs in Yelm- Teri Pablo and Yelm High School Economic Development Council presentation on Thurston County Economic Alliance process and plan 5. Public Comment — Please complete a blue speaker's card and present it to the meeting recorder. Comment topics should not appear elsewhere on the agenda. Time (three minutes per speaker) and the number of speakers (five) are limited and may be adjusted to meet agenda requirements. 6. Consent Agenda ACTION a. Minutes; Regular meeting February 14, 2017 b. lo. Payables; Checks #68506 - #68576 Totaling $148,662.64 7. Public Hearing- none scheduled 8. New Business - a. Resolution No. 574, Adopt Right -of -Way Acquisition Procedures ACTION ► Presenter: Maryanne Zukowski PE, Public Works Manager Attachments: Staff report, Resolution No. 574, Procedures First Street Sidewalk Improvements - Supplement No. 2 for Construction ACTION Phase Presenter: Maryanne Zukowski PE, Public Works Manager Attachments: Staff report, Consultant Agreement, Exhibit A and B 9. Old Business -none scheduled 10. Department Updates- 11. Council and Mayor- Councilmember Curry represents Yelm on the following committees. • Thurston County Solid Waste • Yelm Adult Community Center Advisory Committee (SWAC) • Finance Department Liaison • Public Safety Liaison • SE Thurston County Fire Authority Liaison Councilmember Carmody represents Yelm on the following committees. • Intercity Transit Board 0 Community Investment • Community Development Partnership (CIP) Liaison Finance Department Liaison Councilmember Littlefield represents Yelm on the following committees. *Thurston Thrives steering committee *Yelm Transportation Committee • Community Development Liaison Councilmember Stillwell represents Yelm on the following committees. • Thurston County EDC Board 0 Finance Department Liaison • Public Safety Liaison Councilmember Wood represents Yelm on the following committees. • Thurston Regional Planning Public Works Liaison Transportation Committee (TRPC) • TComm 911 Admin Board Councilmember DePinto represents Yelm on the following committees. • Yelm Transportation Committee • Thurston County Law and • South Thurston Economic Justice Development Initiative group 0 Public Safety Liaison (STEDI) 0 Community Development Liaison Councilmember Hendrickson represents Yelm on the following committees. • Thurston County EMS -Medic • Yelm Emergency Operations One Board • Public Works Liaison Mayor Foster represents Yelm on the following committees. • Yelm Economic Development • Yelm Finance Committee Committee • Yelm Emergency Operations • Thurston County Mayor's Forum Board • Yelm Transportation Committee 12. Executive Session -no additional session scheduled 13. Correspondence (Correspondence is available upon request) Hands On Children's Museum ENews February 22, 2017 Thurston Regional Planning Council Pre - Agenda Friday, March 3, 2017 14. Adjourn Upcoming Meetings Council Study Session, Wednesday, March 7, 2017, 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, March 14, 2017, 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, March 28, 2017, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5.00 per CD (prepaid) fee is required. For information about obtaining a copy of the proceedings, please call 360.458.8402. Public comments are welcome. However, in order to proceed with scheduled agenda items the allowable time per speaker is limited to 3 minutes and the number of speakers limited to five. Comments during the public comment portion of the meeting should not be associated with measures or topics appearing elsewhere on the agenda and should not address topics for which public hearings have been conducted or are anticipated. It is the City of Yelm's policy to provide reasonable accommodations for people with disabilities. If you are a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, please contact City Clerk Lori Mossman, at 360.458.8402 at least four (4) working days prior to the scheduled event. The City of Yelm is an equal opportunity provider and employer. The Preliminary Agenda and Approved Council Minutes are available at.www.(!i��Irn.wa.us.. Agenda Item 6a Minutes Page 1 of 3 YELM CITY COUNCIL REGULAR MEETING TUESDAY, FEBRUARY 14, 2017 MINUTES PUBLIC SAFETY BUILDING 206 MCKENZIE AVE. YELM, WA 1. Mayor Foster called the meeting to order at 6:00 pm. 2. Roll Call Present: El Curry, Jennifer Littlefield, Tad Stillwell, Tracey Wood, Joe DePinto and Russ Hendrickson. 17 -116 MOTION BY TRACEY WOOD TO EXCUSE MOLLY CARMODY FROM THE MEETING. SECONDED BY JENNIFER LITTLEFIELD. MOTION CARRIED. 3. Agenda Approval 17 -117 MOTION BY TRACEY WOOD TO APPROVE THE AGENDA AS PRESENTED. SECONDED BY EJ CURRY. MOTION CARRIED. 4. Special Presentations - Port of Olympia Commissioner Bill McGregor reminded Council of the Small Cities Program available for Economic Development and encouraged them to apply for the grant. Student of the Month- Jeremy Walling Jeremy was unable to attend the meeting. Mayor Foster read the bio and will get the plaque to Jeremy. Executive Director for the Yelm Area Chamber of Commerce Line Critchfield invited Council to upcoming events: Drive 507 and the March 14 luncheon forum for the State of the Cities Address with Mayor Foster and Mayor Schleis from Rainier. Mayor Foster stated that the South Thurston Economic Development Initiative (STEDI) will be at the March 14, Council meeting instead of tonight. Another group of the EDC will be at the February 28, meeting. 5. Public Comment - Bill Hashim, Yelm resident spoke in favor of the plastic bag ban. He asked Council to reconsider banning plastic bags in Yelm at the next Study Session. Cameron Jayne spoke in favor of Arts and its importance in the Yelm community. She encouraged Council to form an Arts Commission Committee. Mie -hao Apau spoke in favor of Arts in Yelm. Meya Sillman spoke in favor of Arts in Yelm. Robert Corl spoke of the importance of Arts in the community. Steve Craig read a letter from the Yelm Business Association and proposed draft ordinance language to establish a Yelm Arts Commission Committee. 6. Consent Agenda a. Minutes - Special meeting January 24, 2017, Regular meeting January 24, 2017 and Study Session meeting January 25, 2017. b. Payables - Checks #68390 - #68505 Totaling $791,012.10. 2 -14 -17 Agenda Item 6a Minutes Page 2 of 3 C. Final Plat of Tyler Terrace 17 -118 MOTION BY RUSS HENDRICKSON TO APPROVE THE CONSENT AGENDA. SECONDED BY TAD STILLWELL. MOTION CARRIED. 7. Public Hearing - City of Yelm Comprehensive Plan A letter in support of the Comprehensive Plan was received from the Yelm Chamber of Commerce. Yelm Business Association (YBA) President Cynthia Schmier read a letter in support of food trucks in Yelm. The YBA would like to see the City of Yelm meet with the Washington Food Trucks Association President to work on regulations allowing food trucks in Yelm. Mayor Foster asked for any additional public comment. No additional comments appearing, Mayor Foster closed the Public Hearing at 6:47 pm. Mayor Foster stated the Comp Plan is a guidance document with goals and actions and that he and the Council share the priority to grow our economy and would like to develop an economic plan for the City. Once the Comprehensive Plan has been adopted then we focus on updating City Codes. S. New Business - a. Ordinance No. 1018, City of Yelm Comprehensive Plan 17 -119 MOTION BY JENNIFER LITTLEFIELD TO ADOPT ORDINANCE NO. 1018 COMPREHENSIVE PLAN UPDATE. SECONDED BY JOE DEPINTO. MOTION CARRIED. b. Ordinance No. 1019 Setting the dates and times for Study Session 17 -120 MOTION BY JOE DEPINTO TO ADOPT ORDINANCE NO. 1019 SETTING THE STUDY SESSIONS DAYS TO THE FIRST TUESDAY OF EACH MONTH STARTING AT 6:00 PM. SECONDED BY TAD STILLWELL. AYE VOTE: COUNCILMEMBER LITTLEFIELD. COUNCILMEMBERS OPPOSED: HENDRICKSON, WOOD AND CURRY. MAYOR FOSTER CAST THE DECIDING VOTE FOR A 6:00 START TIME. MOTION CARRIED. C. Resolution No. S7S Purchase /Lease Additional Patrol Vehicle 17 -121 MOTION BY TRACEY WOOD TO ADOPT RESOLUTION NO. S7S TO FINANCE THE ACQUISITION OF ONE ADDITIONAL PATROL VEHICLE FOR THE POLICE DEPARTMENT. REIMBURSEMENT RESOLUTION NO. S7S PROVIDES THE ABILITY TO SEEK REIMBURSEMENT FROM BOND PROCEEDS AT A FUTURE FINANCING DATE. SECONDED BY RUSS HENDRICKSON. MOTION CARRIED. 9. Old Business - none scheduled 10. Department Updates- Michael Grayum updated the Council on the following: • positive YMCA needs assessment survey results 2014 -2015 Financial Audit done by the Washington State Auditor's Office Mobility Guardian event July 30 - August 12 at Joint Base Lewis McChord (JBLM) 2 -14 -17 Agenda Item 6a Minutes Page 3 of 3 11. Mayor and Council Initiatives Councilmember Curry attended the Auditor's Exit Interview, Homeless Census at the Lions Club, Yelm Adult Community Center Retreat, SE Thurston County Fire Authority meeting, Pancake Breakfast at Mr. Doug's Restaurant to benefit the Senior Center and attended the Public Safety Committee meeting. Councilmember Littlefield attended the Economic Development Committee meeting. Councilmember Stillwell attended the Public Safety Committee meeting. Public Works did a great job keeping the roads clear with the snow. Sign up for AlertSense through our city website. Councilmember Wood attended the Homeless Census and donated time to help the Senior Center. Councilmember DePinto attended the Community Development Committee meeting. Councilmember DePinto encouraged the Council to establish an Arts Commission Committee and would like to have this matter brought to the next Study Session meeting. Councilmember Hendrickson met with Cindy Cecil from Yelm Community Services. Mayor Foster gave kudos to the Public Works Department and the Police Department during our snow days. Attended the 'Share the Love' event at Mr. Doug's to benefit the Senior Center, City of Yelm will have a Relay for Life team this year, joined Line Critchfield from the Yelm Chamber at the ribbon cutting for Images by Bryant, a new business in Yelm, and attended an all day retreat at the Community Investment Partnership (CIP) in Councilmember Carmody's absence. Mayor Foster attended Lackamas Elementary 'Kindness Week' kick off celebration and presented them with a proclamation. 12. Executive Session - no additional session scheduled. 13. Correspondence included - Yelm Area Chamber of Commerce'What's Happening' for February 2017 Thurston Regional Planning Council Meeting 'After Meeting Summary' February 3, 2017 South Sound Military & Communities Partnership Connections, February 2017 17 -121 MOTION BY TRACEY WOOD TO ADJOURN, SECONDED BY RUSS HENDRICKSON. MOTION CARRIED. 14. Adjourned at 7:45 pm. Attest: JW Foster, Mayor Lori Mossman, City Clerk These minutes record the official actions of the Yelm City Council. Complete recordings are available on the city website at www.ci.yelm.wa.us. 2 -14 -17 The following is a list of checks approved for payment at Payroll Direct Deposit - Employee Payroll Checks - Employee Payroll A/P Checks Payroll A/P EFT & Drafts A/P Checks /Voucher A/P Voucher EFT & Drafts Utility Refunds 1 0171 KII Mayor Councilmember Councilmember Councilmember Council member Councilmember CITY CLERK: ATTEST: VOUCHER APPROVAL FORM V aus 6,aBuy, FeN -uiaay 28d1a, 2,017 council Councilmember Councilmember xxxxx xxxxx $ 30,393.28 68506 68506 $ 730.88 xxxxx xxxxx $ xxxxx xxxxx $ 8,425.81 68507 68575 $ 82,434.94 xxxxx xxxxx $ 25,935.69 68576 68576 $ 742.04 The above checks approved and signed by a majority of the Yelm City Council, are hereby approved for payment passed on a motion by at a regular council meeting held this 28th day of February 2017 $ 148,662.64 Agenda Item 6.b. 1 of 17 � F o w�D x0 U � N N H U] Y . 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QQxQ Cw Q z 0 F 0 w a w x w x Oil n �a �x O p N \ O N O O 6l \ O 6l M 6l ,D rn fn� � F a U) x� w 0 O N O \ W O OJ C7 U] O O \ Z H O N O F w za w x x�D 0w0a wFwO x�Cxz CJ Q CJ H P'. W W � H x FZ� W U) U) x W W000000 0 ��zzzzzz� U] 0 F-) H W F •• F WFC a O • • F U) U) o ' •ozawoFF ww �Qxo��FF 00 F oww O n n FW F FME D FZ zx z z0a xcn00z Ha H HfDL4 .7w W H xw x xz>c Fwxx wU) ww�D w U)CxUw 0 Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 1 of 22 "'� STAFF REPORT To: City Administrator Michael Grayum Mayor JW Foster Yelm City Council From: Chad Bedlington, Public Works Director Maryanne Zukowski PE, Public Works Manager Date: February 9, 2017 for February 28, 2017 Council Meeting Subj: Resolution to Adopt Right -of -Way Acquisition Procedures Attach: 1. Resolution 574, A RESOLUTION OF THE CITY OF YELM, ESTABLISHING RIGHT -OF —WAY ACQUISITION PROCEDURES, APPRAISAL WAIVER PROCEDURES AND DESIGNATING STAFF AUTHORITY LIMITS IN MAKING ADMINISTRATIVE SETTLEMENT OFFERS 2. LPA001 Right of Way Procedures 3. LPA003 Waiver of Appraisal Procedures 4. Administrative Settlement Procedure Recommendation Approve Establishing Right -of —Way acquisition procedures, appraisal waiver procedures and designating staff authority limits in making administrative settlement offers by adoption of Resolution 574 and; Authorize Mayor JW Foster to sign and execute: • Resolution 574 • LPA001 • LPA003 • Administrative Settlement Procedure Introduction Right of way is a term used to describe "the legal right, established by usage or grant, to pass along a specific route through grounds or property belonging to another ", or "a path or thoroughfare (a transportation route connecting one location to another) subject to such a right." g e HARight of Way Procedures 2016 Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 2 of 22 Right of Way Acquisition is a term for acquiring real property with government funds for programs and projects for transportation purposes. Government programs and projects that are designed to benefit the public as a whole often result in the acquisition of private property. The fifth amendment of the Constitution states that private property shall be taken for public use only with just compensation. To provide uniform and equitable treatment for persons whose property is acquired for public use, Congress passed the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, and amended it in 1987. This law, called the Uniform Act, is the foundation for the information discussed in this staff report. Revised rules for the Uniform Act were published in the Federal Register on January 4, 2005. The rules are reprinted each year in the Code of Federal Regulations (CFR), Title 49, Part 24. All Federal, State and local government agencies, as well as others receiving Federal financial assistance for public programs and projects, that require the acquisition of real property, must comply with the policies and provisions set forth in the Uniform Act and the regulation. These laws provide for independent checks and balances in property acquisition for independent review of each process to certify just compensation. Background Neither the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) nor its implementing regulations at 49 CIFR Part 24 allow the certification of right of way (ROW) to be sub - delegated to any agency (City, Town, or County) or any agency (City, Town, or County) with Certification Acceptance (CA) status. The Washington State Department of Transportation ( WSDOT) has overall responsibility to the Federal Highway Administration (FHWA) for the acquisition of ROW on all FHWA funded transportation projects in the state. If there is federal funding on any phase of the project (Preliminary Engineering, ROW, or Construction), ROW must be acquired in accordance with the requirements of the WSDOT Local Agency Guidelines (LAG) manual, in order for the project to be eligible for federal funding (49 CFR24.101). The acquisition process is regulated by Chapter 8.26 RCW and WAC 468 -100. WSDOT may, by written agreement, use the services of land acquisition organizations of counties, municipalities, or other state or local governmental agencies for acquiring rights of way for FHWA projects. Any such organization may be used only if it is adequately staffed, equipped, and organized to provide such services, and if its practices and procedures are in substantial conformity with WSDOT accepted procedures. It is the responsibility of WSDOT to fully inform political subdivisions of their responsibilities in connection with federally- assisted transportation projects and to provide training. It is the local agencies' responsibility to comply with the requirements of chapter 25 of the LAG, the URA, and 49 CIFR Part 24. 2 e 3 HARight of Way Procedures 2016 Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 3 of 22 Current Situation Staff has completed written procedure changes with Resolution 574 for Council approval. Resolution 402, Right of Way Procedures, was adopted in 2000. FHWA and WSDOT updated changes to Chapter 25 of the LAG manual October 2016 for Right of Way Procedures. Staff is recommending updating the City procedures to become compliant with new guidelines in order to manage projects with FHWA federal funding. ROW procedures are normally considered current if they are less than three years old, and there have been no changes to staff approved to perform ROW activities within the agency. The City procedures are more than seventeen (17) years old and do not meet the new procedure changes. Procedure changes are now required to include the following- 1 . Agreement to comply with state and federal laws and FHWA regulations. The agency should agree to follow Chapter 25 of the LAG manual and the eight of ay MarMial M 26 -01 or the agency's own manual if they have a WSDOT approved ROW manual. 2. A listing of the agency's staff and position(s) performing the separate functions of program administration, appraisal, appraisal review, acquisition, relocation, and property management. All agency staff that performs any of these separate functions should be listed. Agency personnel such as administrators and members of the executive branch who might participate in the acquisition of R/W for federal aid projects need to be aware that their actions must conform of t he Uniform Act and 49 CM Part 24. 3. A listing of all current staff, including their position(s), who are specified to perform each function, and a brief statement of their qualifications pertaining to the function they are performing. 4. Appraisal waiver procedure. 5. A procedure for handling administrative settlements including the approving authority(s) and process Local Agencies must have a relocation appeal procedure in place, prior to starting relocation activities for any projects involving relocation assistance, as required by 49 CFR 24.10. Local Agencies then submit to FHWA Annual ROW Statistical Report for active federal aid projects by October 25 each year. The data provided is for ROW activities. 3 g HARight of Way Procedures 2016 Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 4 of 22 CITY OF YELM RESOLUTION NO. 574 A RESOLUTION OF THE CITY OF YELM, ESTABLISHING RIGHT -OF —WAY ACQUISITION PROCEDURES, APPRAISAL WAIVER PROCEDURES AND DESIGNATING STAFF AUTHORITY LIMITS IN MAKING ADMINISTRATIVE SETTLEMENT OFFERS WHEREAS, the City of Yelm, herein referred to as "City ", desires to acquire real property (obtain an interest in, and possession of, real property) in accordance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act and applicable federal regulations (49 CFR Part 24) and state law (Ch. 8.26 RCW), and state regulations (Ch. 468 -100 WAC) hereby adopts the following procedures to implement the above statutes and Washington Administrative Code, and WHEREAS, the City desires to replace Resolution No. 402 with updated federal and state requirements, and WHEREAS, the City is responsible for the real property acquisition and relocation activities on projects administered by the City, and WHEREAS, to fulfill the above requirements the City will acquire Right -of -Way (ROW) in accordance with the policies set forth in the Washington State Department of Transportation ( WSDOT) ROW Manual M 26 -01 and Local Agency Guidelines, and WHEREAS, the following ROW Acquisition Procedures appoints staff responsible for the various elements of the ROW process, and WHEREAS, the City has the following expertise and personnel capabilities to accomplish these functions, and NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Yelm that the City adopt the following ROW Procedures, Waiver of Appraisal Procedure, and Administrative Settlement Procedures for the acquisition of real property: Section 1. Right -of -Way Procedures. a. WSDOT approves the City LPA -001 Right of Way Procedures. LPA -001 contains the qualified staff, positions, and resumes. Below is a list of responsible City positions for which the City has qualified staff to perform the specific ROW function(s) as shown in the approved LPA -001. The LPA -001 procedures shall be updated whenever staffing changes occur. The City is approved to acquire based upon staff qualifications. PROGRAM ADMINISTRATION: Oversee delivery of the ROW Program on federal aid projects for the agency. Ensures ROW functions are carried out in compliance with federal and state laws, regulations, policies and procedures. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 5 of 22 Responsibilities /Expectations: • Ensures approved ROW procedures are current, including staff qualifications, and provides copies to consultants and agency staff; • Oversight of ROW consultants; • use of consultant contract approved by WSDOT (under construction) • management of ROW contracts • management of ROW files • reviews and approves actions and decisions recommended by consultants • Overall responsibility for decisions that are outside the purview of consultant functions • Sets Just Compensation prior to offers being made; • Approves administrative offer summaries per policy; • Ensures relocation appeal process in place prior to starting relocation activities; • Oversight of Administrative Settlements; • Obligation authority for the City; • Obtain permits (Non- Uniform Relocation Act (URA)); • Ensures there is a separation of functions to avoid conflicts of interest. • Verifies whether or not ROW is needed, and that the property rights and /or interests needed are sufficient to construct, operate and maintain the proposed projects. Staff Positions Public Works Director Public Works Manager APPRAISAL Prepare and deliver appraisals on federal aid projects for the City. Ensures that appraisals are consistent and in compliance with state and federal laws, regulations, policies and procedures. Responsibilities /Expectations: • Use only qualified staff approved by WSDOT to perform appraisal work; • Use appraiser from WSDOT's Approved Appraiser List if the City does not have qualified staff; • Prepare Project Funding Estimates (PFE) or, when applicable, True Cost Estimates (TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Obtain specialist reports; • Coordinate with engineering, program administration, acquisition, relocation, and /or property management as necessary. Staff Positions WSDOT and /or Consultant Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 6 of 22 iii. APPRAISAL REVIEW: Review appraisals on federal aid projects for the agency to make sure they are adequate, reliable, and have reasonable supporting data, and approve appraisal reports. Ensures appraisals are adequately supported and represent fair market value and applicable costs to cure and are completed in compliance with state and federal laws, regulations, policies and procedures. Responsibilities /Expectations: • Use only qualified staff approved by WSDOT to perform appraisal review work; • Use review appraiser from WSDOT's Approved Appraiser List if the City does not have qualified staff; • Ensures project wide consistency in approaches to value, use of market data and costs to cure; • Coordinate with engineering, program administration, acquisition, relocation, and /or property management as necessary. Staff Positions WSDOT and /or Consultant iv. ACQUISITION: Acquire, through negotiation with property owners, real property or real property interests (rights) on federal aid projects for the City. Ensures acquisitions are completed in compliance with federal and state laws, regulations, and policies and procedures. Responsibilities /Expectations: • Use only qualified staff to perform acquisition activities for real property or real property interests, including donations; • To avoid a conflict of interest, when the acquisition function prepares an AOS, only acquires property valued at $10,000 or less; • Provide and maintain a comprehensive written account of acquisition activities for each parcel; • Prepare administrative settlement justification and obtain approval; • Prepare Project Funding Estimates (PFE) or, when applicable, True Cost Estimates (TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Review title, and recommend and obtain approval for acceptance of encumbrances; • Ensure acquisition documents are consistent with ROW plans, valuation, and title reports; • Provide a negotiator disclaimer; • Coordinate with engineering, program administration, appraisal, relocation, and /or property management as necessary; • Maintain a complete, well organized parcel file for each acquisition. Staff Positions WSDOT and /or Consultant Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 7 of 22 V. RELOCATION: Provide relocation assistance to occupants of property considered displaced by a federally funded projects for the agency. Ensures relocations are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities /Expectations: • Prepare and obtain approval of relocation plan prior to starting relocation activities; • Confirm relocation appeal procedure is in place; • Provide required notices and advisory services; • Make calculations and provide recommendations for agency approving authority prior to making payment; • Provide and maintain a comprehensive written account of relocation activities for each parcel; • Coordinate with engineering, program administration, appraisal, acquisition, and /or property management as necessary; • Maintain a complete, well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. Staff Positions WSDOT and /or Consultant vi. PROPERTY MANAGEMENT: Establish property management policies and procedures that will assure control and administration of ROW, excess lands, and improvements acquired on federal aid projects for the City. Ensures property management activities are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities /Expectations: • Account for use of proceeds from the sale /lease of property acquired with federal funds on other title 23 eligible activities; • Keep right -of way free of encroachments; • Obtain WSDOT /FHWA approval for change in access control along interstate; • Maintain property records; • Coordinate with engineering, program administration, appraisal, acquisition, and /or property management as necessary; • Maintain a complete, well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. Staff Positions Public Works Director Public Works Manager b. Any functions for which the City does not have qualified staff, the City will contract with another local agency with approved procedures, an outside contractor, or the WSDOT. If the City proposes to use outside contractors for any of the above functions, the City will need to work closely with the WSDOT Local Agency Coordinator (LAC) and Local Programs to ensure all requirements are met. When the City proposes to have a staff person approved to negotiate who is not experienced in negotiation for FHWA funded Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 8 of 22 projects, the LAC must be given a reasonable opportunity to review all offers and supporting data before they are presented to the property owners. Section 2. City of Yelm Waiver of Appraisal Procedure. The City desires to acquire Real Property according to 23 CFR, Part 635, Subpart C and State directives, and desires to take advantage of the $25,000.00 appraisal waiver process approved by the Federal Highway Administration (FHWA) for Washington State, hereby agrees to follow the procedure approved for the WSDOT as follows: RULES A. The City may elect to waive the requirement for an appraisal if the acquisition is simple and the compensation estimate indicated on the Project Funding Estimate (PFE) is $25,000.00 or less including cost -to cure items. A True Cost Estimate shall not be used with this procedure. B. The City must make the property owner(s) aware that an appraisal has not been completed on the property for offers $10,000 or less. C. The City must make the property owner(s) aware that an appraisal has not been completed on the property for offers over $10,000 and up to $25,000, and that an appraisal will be prepared if requested by the property owner(s). D. Special care should be taken in the preparation of the waiver. As no review is mandated, the preparer needs to assure that the compensation is fair and that all the calculations are correct. PROCEDURES A. An Administrative Offer Summary (AOS) is prepared using data from the PFE. B. The AOS is submitted to the Public Works Director for approval. C. The City Administrator signs the AOS authorizing a first offer to the property owner(s). Section 3. Administrative Settlement Procedures The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, P.L. 91 -646, (Uniform Act) requires that the head of a Federal agency shall make every reasonable effort to acquire expeditiously real property by negotiation. Negotiation implies an honest effort by the acquiring agency to resolve differences with property owners. Additionally, the legislative history of the Uniform Act indicates that offers should not reflect a "take it or leave it position." Negotiations should recognize the inexact nature of the process by which just compensation is determined. Further, the law requires an attempt by agencies to expedite the acquisition of real property by agreements with owners and to avoid litigation and relieve congestion in the courts. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 9 of 22 In addition to the mandates of the Uniform Act, there are significant cost savings which can be realized through an increased use of administrative and legal settlements. Cost savings are in the areas of salaries, witness fees, travel, per diem, court costs, etc. ADMINISTRATIVE ADJUSTMENTS The City shall make a concerted effort to settle all claims on the basis of the approved appraisal. The City should normally avoid administrative adjustments to approved appraisals in the beginning stages of a project because this will hinder negotiation on other claims on the project. Administrative Settlement Documentation Any administrative settlement which exceeds the fair market value must be documented, thoroughly justified, and the rationale set forth in writing in order to be eligible for federal aid funds. In order to properly document the decision to proceed to an administrative settlement, it is always appropriate to document the recommendation with information supporting a determination that it is reasonable, prudent, and in the public interest. With proper documentation, the approving official will not have to spend his time further justifying the recommendation. Documentation items for justification: • All appraisals, including the owner's, if appropriate. Caution: if an appraisal issue becomes apparent, the an appraisal unit or review appraiser should be consulted. For example, where two acceptable agency appraisals were obtained, and the offer was based on the lower appraisal, consideration should be given to settling up to the supported part of the higher appraisal if an honest difference of opinion exists. • The approved offer of just compensation. • Recent court awards, showing the average percentage increase over the Fair Market Value (FMV) for cases that went to trial. • The negotiator's record of the actual negotiations. • Valuation problems including the probable range of testimony as to FMV by both sides should the case go to court trial. • The estimate of trial costs in conjunction with other information developed. • The opinion of legal counsel, as appropriate. The Project Parcel Negotiation Diary shall contain rationale, justification, and documentation for the Settlement Offer. The authority granted to City officials to provide Administrative Settlement Offers is as follows: A. Acquisition Negotiator — Public Works Director or Public Works Manager A counter offer of Just Compensation plus and Administrative Settlement up to 20% of the Just Compensation, or $5,000, whichever is less. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 10 of 22 B. Public Works Director A counter offer of Just Compensation plus and Administrative Settlement up to 30% of the Just Compensation, or $10,000, whichever is less. C. City Administrator A counter offer of Just Compensation plus and Administrative Settlement up to 50% of the Just Compensation, or $15,000, whichever is less. D. City of Yelm Council Members A counter offer of Just Compensation plus and Administrative Settlement exceeding 50% of the Just Compensation, or a counter offer of Just Compensation plus and Administrative Settlement of $15,000, or greater. 2. All projects shall be available for review by the FHWA and WSDOT at any time and all project documents shall be retained and available for inspection during the plan development, ROW and construction stages, and for a three year period following acceptance of the projects by WSDOT. 3. Approval of the AGENCY's procedures by WSDOT may be rescinded at any time the AGENCY is found to no longer have qualified staff or is found to be in non - compliance with the regulations. The rescission may be applied to all or part of the functions approved. APPROVED this _day of .2017 JW Foster, Mayor ATTEST: Lori Mossman, City Clerk Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 11 of 22 Public Works Department Physical Ad'd'ress: 901 Rlhoton Road SE f' failing Address: 105 Yelm Ave West YeIm, WA 98597 (360) 458 -8406 Fax: (360) 458 -8417 Web: www.ci.yellm.w,va.us Right of Way Procedures The City of Yelm hereinafter referred to as "AGENCY ", desiring to acquire real property (obtain an interest in, and possession of, real property) in accordance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act and applicable federal regulations (49 CFR Part 24) and state law (Ch. 8.26 RCW), and state regulations (Ch. 468 -100 WAC) hereby adopts the following procedures to implement the above statutes and Washington Administrative Code. The AGENCY is responsible for the real property acquisition and relocation activities on projects administered by the AGENCY. To fulfill the above requirements the AGENCY will acquire right -of -way (ROW) in accordance with the policies set forth in the Right of Way Manual M 26 -01 and Local Agency Guidelines. The AGENCY has the following expertise and personnel capabilities to accomplish these functions: 1. The following relate to the AGENCY's request. a. Below is a list of responsible AGENCY individual names and positions, for which the AGENCY has qualified staff to perform the specific right -of -way function(s). Attached are resumes for each individual AGENCY staff listed to perform those functions below, and a brief summary of their qualifications pertaining to the specific ROW function(s) for which they are listed. The procedures shall be updated whenever staffing changes occur. The AGENCY will be approved to acquire based upon staff qualifications. PROGRAM ADMINISTRATION: Oversee delivery of the R/W Program on federal aid projects for the agency. Ensures R/W functions are carried out in compliance with federal and state laws, regulations, policies and procedures. Responsibilities /Expectations: • Ensures agency's approved R/W Procedures are current, including staff qualifications, and provides copies to consultants and agency staff, • Oversight of ROW consultants; • use of consultant contract approved by WSDOT (under construction) • management of ROW contracts • management of ROW files • reviews and approves actions and decisions recommended by consultants • Overall responsibility for decisions that are outside the purview of consultant functions • Sets Just Compensation prior to offers being made; • Approves administrative offer summaries per policy; • Ensure agency has a relocation appeal process in place prior to starting relocation activities; • Oversight of Administrative Settlements; Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 12 of 22 • Obligation authority for their agency; • Obtain permits (Non- Uniform Relocation Act (URA)); • Ensures there is a separation of functions to avoid conflicts of interest. • Verifies whether or not ROW is needed, and that the property rights and /or interests needed are sufficient to construct, operate and maintain the proposed projects (see Appendix 25.176). Chad Bedlington, Public Works Director Maryanne Zukowski, PE, Public Works Manager Attached Resumes of Qualifications /_1»CL11.&II Prepare and deliver appraisals on federal aid projects for the agency. Ensures that appraisals are consistent and in compliance with state and federal laws, regulations, policies and procedures. Responsibilities /Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal work; • Use appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff; • Prepare Project Funding Estimates (PFE) or, when applicable, True Cost Estimates (TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Obtain specialist reports; • Coordinate with engineering, program administration, acquisition, relocation, and /or property management as necessary. WSDOT and /or Consultant iii. APPRAISAL REVIEW: Review appraisals on federal aid projects for the agency to make sure they are adequate, reliable, and have reasonable supporting data, and approve appraisal reports. Ensures appraisals are adequately supported and represent fair market value and applicable costs to cure and are completed in compliance with state and federal laws, regulations, policies and procedures. Responsibilities /Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal review work; • Use review appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff; • Ensures project wide consistency in approaches to value, use of market data and costs to cure; • Coordinate with engineering, program administration, acquisition, relocation, and /or property management as necessary. WSDOT and /or Consultant iv. ACQUISITION: Acquire, through negotiation with property owners, real property or real property interests (rights) on federal aid projects for the agency. Ensures acquisitions are completed in compliance with federal and state laws, regulations, and policies and procedures. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 13 of 22 Responsibilities /Expectations: • Use only qualified staff to perform acquisition activities for real property or real property interests, including donations; • To avoid a conflict of interest, when the acquisition function prepares an AOS, only acquires property valued at $10,000 or less; • Provide and maintain a comprehensive written account of acquisition activities for each parcel; • Prepare administrative settlement justification and obtain approval; • Prepare Project Funding Estimates (PFE) or, when applicable, True Cost Estimates (TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Review title, and recommend and obtain approval for acceptance of encumbrances; • Ensure acquisition documents are consistent with ROW plans, valuation, and title reports; • Provide a negotiator disclaimer; • Coordinate with engineering, program administration, appraisal, relocation, and /or property management as necessary; • Maintain a complete, well organized parcel file for each acquisition. WSDOT and /or Consultant V. RELOCATION: Provide relocation assistance to occupants of property considered displaced by a federally funded projects for the agency. Ensures relocations are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities /Expectations: • Prepare and obtain approval of relocation plan prior to starting relocation activities; • Confirm relocation appeal procedure is in place; • Provide required notices and advisory services; • Make calculations and provide recommendations for agency approving authority prior to making payment; • Provide and maintain a comprehensive written account of relocation activities for each parcel; • Coordinate with engineering, program administration, appraisal, acquisition, and /or property management as necessary; • Maintain a complete, well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. WSDOT and /or Consultant vi. PROPERTY MANAGEMENT: Establish property management policies and procedures that will assure control and administration of ROW, excess lands, and improvements acquired on federal aid projects for the agency. Ensures property management activities are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities /Expectations: • Account for use of proceeds from the sale /lease of property acquired with federal funds on other title 23 eligible activities; • Keep R/W free of encroachments; • Obtain WSDOT /FHWA approval for change in access control along interstate; • Maintain property records; Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 14 of 22 • Coordinate with engineering, program administration, appraisal, acquisition, and /or property management as necessary; • Maintain a complete, well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. Chad Bedlington, Public Works Director Maryanne Zukowski, PE Public Works Manager b. Any functions for which the AGENCY does not have qualified staff, the Agency will contract with another local agency with approved procedures, an outside contractor, or the Washington State Department of Transportation ( WSDOT). An AGENCY that proposes to use outside contractors for any of the above functions will need to work closely with the WSDOT Local Agency Coordinator (LAC) and Local Programs to ensure all requirements are met. When the AGENCY proposes to have a staff person approved to negotiate who is not experienced in negotiation for FHWA funded projects, the LAC must be given a reasonable opportunity to review all offers and supporting data before they are presented to the property owners. c. Attached is a copy of the Agencies Waiver of Appraisal Waiver Procedure (aka Administrative Offer Summary or AOS) procedure on properties valued up to $25,000 or less. The procedure outlined in LAG manual has already been approved using form LPA -003. d. Attached is a copy of the AGENCY's administrative settlement procedure showing the approving authority(s) and the procedure involved in making administrative settlements. 2. All projects shall be available for review by the FHWA and WSDOT at any time and all project documents shall be retained and available for inspection during the plan development, right -of -way and construction stages, and for a three year period following acceptance of the projects by WSDOT. Approval of the AGENCY's procedures by WSDOT may be rescinded at any time the AGENCY is found to no longer have qualified staff or is found to be in non - compliance with the regulations. The rescission may be applied to all or part of the functions approved. Mayor or Chairman Approved By: Date Washington State Department of Transportation Local Programs Right of Way Manager Date Agenda Item 8a Resolution No 574 ROW Acquisition Procedures RELEVANT TRAINING CLASSES • Plans, Specifications, and Estimates WSDOT • Design Approval Documentation • NEPA/SEPA • STIP PROJECT EXPERIENCE • Easements • Temporary Construction Easements • Permits • Rights of Entries EXPERIENCE • PROGRAM ADMINISTRATION • ACQUISITION • PROPERTY MANAGEMENT PROJECTS 4, Sunnyland Neighborhood sewer lateral rehabilitation - 90% PS&E, Environmental, Permitting, and Rights of Entry 4=1 1-*tELEVANT TRAINING CLASSES 0 Quarterly Highways & Local Programs Training for Local Agencies PROJECT EXPERIENCE • Easements • Temporary Construction Easements • Permits • Rights of Entries • Federal Trust Lands Management EXPERIENCE • PROGRAM ADMINISTRATION • ACQUISITION • PROPERTY MANAGEMENT Olympic Region Local Agency Meeting 0212212017 No ROW Verification Process 0111212017 Documentation Training TBD Sufficient Property Rights Class TBD Agenda Item aaResolution wonr4 ROW Acquisition Pmnouums Page 1sor22 • Quarterly Highways & Local Programs Training for Local Agencies • ROW: 2014 Local Agency ROW Meeting • Temporary Construction Easements • Permits • Rights ofEntries • PROGRAM ADMINISTRATION • APPRAISAL REVIEW • ACQUISITION • PROPERTY MANAGEMENT PROJECTS Washington Street Pedestrian Enhancements: o Environmental/Preliminary Engineering/ROW Acquisition Church Road Improvements: o Environmental/Right of Way (ROVV)/ConetmcdonOversight. "4� Thornton Road BN8FC*erpaee: o Preliminary Engineering/Transportation Planning/ ROW Acquisition/ Rights of Entry Agenda Item 8a Resolution No 574 ROW Acq RELEVANT TRAINING CLASSES Mmryax w Plans, Specifications, and ' Public w Design Approval Documentation City of w Right of Way Certification VVGDC}T 901 R w NEPAJGEPA Yehn,/ PROJECT EXPERIENCE 360.45 w Easements M22ai w Temporary Construction Easements w Permits Right' w Rights ofEntries 0 Eminent Domain �WSDOT164thInterchange Modifications, Stage Two 15 164th to SIR 526 H[NLanos - 100% PS&E, Environmental, Permitting and ROW Certification w PROGRAM ADMINISTRATION w APPRAISAL w APPRAISAL REVIEW w ACQUISITION w PROPERTY MANAGEMENT PROJECTS ~� Edmonds Mu|timoda| Station (Edmond Crossing) and Interim Sounder Rail EIS/Preliminary Engineering/Final Engineering/Right ofWay (ROW) SR104 Relocation Agenda Item aaResolution wonr4 ROW Acquisition Pmnouums Page 1aor22 RELEVANT TRAINING CLASSES • Quarterly Highways & Local Programs Training for Local Agencies • LAG Training Conference 1/9/2008 01437CN • Access Management and Its Benefits 3/7/2007 01334CN PROJECT EXPERIENCE • Easements • Temporary Construction Easements • Permits • Rights of Entries • Eminent Domain Agenda Item aaResolution wonr4 ROW Acquisition Pmnouums PROJECTS Page 1oor22 ,4� City Center Access Study Phase 1 (47to3alternatives) Transportation IJR Feasibility Study (Alternative Analysis) City Center Access-, Interchange Modification, New Bridge, five arterial street improvements, two new arterials Wirect Federal Oversight of (26) State DOT, Local Agency, and Territory ARRA Projects @ $125M. • Design and Design Build Program • Right of Way Certification • Construction Documentation PROJECT EXPERIENCE w Temporary Construction Easements w Permits w Rights *fEntries EXPERIENCE APPRAISAL ACQUISITION PROJECTS w� Beaconsfield on the Sound (Open Space — Piano Key (13) Parcel Acquisitions of feeder bluff land for Salmon Restoration). Project included full take parcels. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 20 of 22 The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, P.L. 91 -646, (Uniform Act) requires that the head of a Federal agency shall make every reasonable effort to acquire expeditiously real property by negotiation. Negotiation implies an honest effort by the acquiring agency to resolve differences with property owners. Additionally, the legislative history of the Uniform Act indicates that offers should not reflect a "take it or leave it position." Negotiations should recognize the inexact nature of the process by which just compensation is determined. Further, the law requires an attempt by agencies to expedite the acquisition of real property by agreements with owners and to avoid litigation and relieve congestion in the courts. In addition to the mandates of the Uniform Act, there are significant cost savings which can be realized through an increased use of administrative and legal settlements. Cost savings are in the areas of salaries, witness fees, travel, per diem, court costs, etc. ADMINISTRATIVE ADJUSTMENTS The City shall make a concerted effort to settle all claims on the basis of the approved appraisal. The City should normally avoid administrative adjustments to approved appraisals in the beginning stages of a project because this will hinder negotiation on other claims on the project. Administrative Settlement Documentation Any administrative settlement which exceeds the fair market value must be documented, thoroughly justified, and the rationale set forth in writing in order to be eligible for federal aid funds. In order to properly document the decision to proceed to an administrative settlement, it is always appropriate to document the recommendation with information supporting a determination that it is reasonable, prudent, and in the public interest. With proper documentation, the approving official will not have to spend his time further justifying the recommendation. Documentation items for justification: • All appraisals, including the owner's, if appropriate. Caution: if an appraisal issue becomes apparent, the an appraisal unit or review appraiser should be consulted. For example, where two acceptable agency appraisals were obtained, and the offer was based on the lower appraisal, consideration should be given to settling up to the supported part of the higher appraisal if an honest difference of opinion exists. • The approved offer of just compensation. • Recent court awards, showing the average percentage increase over the Fair Market Value (FMV) for cases that went to trial. • The negotiator's record of the actual negotiations. • Valuation problems including the probable range of testimony as to FMV by both sides should the case go to court trial. • The estimate of trial costs in conjunction with other information developed. • The opinion of legal counsel, as appropriate. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 21 of 22 The Project Parcel Negotiation Diary shall contain rationale, justification, and documentation for the Settlement Offer. The authority granted to City officials to provide Administrative Settlement Offers is as follows: A. Acquisition Negotiator — Public Works Director or Public Works Manager Manager. A counter offer of Just Compensation plus and Administrative Settlement up to 20% of the Just Compensation, or $5,000, whichever is less. B. Public Works Director A counter offer of Just Compensation plus and Administrative Settlement up to 30% of the Just Compensation, or $10,000, whichever is less. C. City Administrator A counter offer of Just Compensation plus and Administrative Settlement up to 50% of the Just Compensation, or $15,000, whichever is less. D. City of Yelm Council Members A counter offer of Just Compensation plus and Administrative Settlement exceeding 50% of the Just Compensation, or a counter offer of Just Compensation plus and Administrative Settlement of $15,000, or greater. Agenda Item 8a Resolution No 574 ROW Acquisition Procedures Page 22 of 22 WAIVER OF APPRAISAL PROCEDURE The City of Yelm, hereinafter referred to as "AGENCY ", desiring to acquire Real Property according to 23 CFR, Part 635, Subpart C and State directives, and desiring to take advantage of the $25,000.00 appraisal waiver process approved by the Federal Highway Administration (FHWA) for Washington State, hereby agrees to follow the procedure approved for the Washington State Department of Transportation (WSDOT) as follows: Rules A. The AGENCY may elect to waive the requirement for an appraisal if the acquisition is simple and the compensation estimate indicated on the Project Funding Estimate (PFE) is $25,000.00 or less including cost -to cure items. A True Cost Estimate shall not be used with this procedure. B. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers $10,000 or less. C. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers over $10,000 and up to $25,000, and that an appraisal will be prepared if requested by the property owner(s). D. Special care should be taken in the preparation of the waiver. As no review is mandated, the preparer needs to assure that the compensation is fair and that all the calculations are correct. Procedures A. An Administrative Offer Summary (AOS) is prepared using data from the PFE. B. The AOS is submitted to the Public Works Director for approval. C. The City Administrator signs the AOS authorizing a first offer to the property owner(s). AGENCY By: APPROVED: Local Programs Right of Way Manager Agenda Item 8b First Street Sidewalk Improvements City of Yelm To: City Administrator Michael Grayum Mayor JW Foster Yelm City Council STAFF REPORT Page 1 of 7 From Chad Bedlington, Public Works Director Maryanne Zukowski, PE, Public Works Manager Date: February 17, 2017 (for February 28, 2017 City Council Meeting) Subj: 1St Street (SR 507) Sidewalk Improvements (Mosman Ave SE to Washington Ave SE) Supplement No. 2 for Construction Phase Attach: 1. Consultant Supplemental Agreement 2. EXHIBIT A and B Recommendation Authorize Mayor Foster to amend the current agreement with Gray and Osborne, Inc. adding Construction Management Services for 1St Street (SR 507) Sidewalk Improvements (Mosman Ave SE to Washington Ave SE). Funding Transportation Improvement Board (TIB) Grant $ 36,960 Local Funds @ 20 % Match from 316 $ 9,240 Construction Engineering Phase $ 46,200 The agreement amendment is within the budget provided in the awarded grant for the project. The funding was adopted by Council in the capital budget for 2017. Background City Council adopted the 1St Street (SR 507) Sidewalk Improvement Project (Mosman Ave SE to Washington Ave SE) in the 6 -year transportation improvement program (TIP). Grant funding was awarded in 2016 from the TIB. The estimated total project costs are $400,400. Matching requirements are 20% @ $80,080. The project design is nearly complete. Staff is planning to advertise for construction in March 2017, pending the TIB authorizing the Construction Phase. February 17, 2017 Page 1 of 2 Agenda Item 8b First Street Sidewalk Improvements Page 2 of 7 Current Situation Staff recommends an amendment to the current consultant agreement for Gray & Osborne, Inc in the amount of $46,200 adding scope for Construction Management Services for 1St Street (SR 507) Sidewalk Improvements (Mosman Ave SE to Washington Ave SE). February 17, 2017 Page 2 of 2 Agenda Item 8b First Street Sidewalk Improvements Page 3 of 7 Transportation Improvement Board -rjConsultant Supplemental Agreement Agency Yelm Project Number P- W- 978(P -02) -1 Project Name 1St Street (SR 507) Sidewalk (Mosman Avenue to Washington Ave SE) Consulting Firm Gray & Osborne, Inc. Supplement Phase Supplement No. 2 for Construction Phase The Local Agency of Yelm, Washington desires to supplement the agreement entered into with Gray & Osborne, Inc and originally executed on March 31, 2016. All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Section II, SCOPE OF WORK, is hereby amended to include CONSTRUCTION MANAGEMENT SERVICES, per EXHIBIT A and EXHIBIT B. Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the Completion Date SUPPLEMENTAL COMPLETION DATE December 31. 2017 Section V, PAYMENT, shall be amended as follows as set forth in Exhibit A for Construction Management Services. MAXIMUM AMOUNT PAYABLE $46,200.00 If you concur with this supplement and agree to the changes as stated above, please sign and date in the appropriate spaces below. Agency Signature Date Consultant Signature Date CONSULTANT SUPPLEMENTAL AGREEEMENT.DOC Agenda Item 8b First Street Sidewalk Improvements Page 4 of 7 EXIIBIT A SCOPE OF SERVICES CITY OF YELM 1sT STREET (SR 507) SIDEWALK SUPPLEMENT NO.2 CONSTRUCTION MANAGEMENT SERVICES 1. Project Management a. Provide overall project management to include resource allocation management, client contact, and coordination with various project stakeholders including, but not limited to, TIB, WSDOT, City, Contractor, abutting property owners (as may be required), and utility purveyors during the construction phase of project. 2. Preconstruction Services a. Assist Agency in contract execution (Contractor and City). b. Organize and lead the preconstruction conference (prepare agenda, conduct meeting, and prepare meeting minutes), and issuing a formal Notice to Process. Coordinate with TIB and WSDOT. C. Review Contractor's schedule and provide comments to Contractor and Agency as applicable. 3. Contract Administration a. Provide construction staking; office calculations; and Contractor, construction and design team coordination. b. Track, review and evaluate Request for Information from Contractor. Coordinate responses with TIB and WSDOT as required. Manage responses to RFIs. Evaluate Contractor's Schedule of Values for lump sum items and verify allocations are made in accordance with the requirements of the Contract Documents. d. Provide miscellaneous office support to include review of submittals, request to sublet, statement of intent to pay prevailing G &O #16490 Page 1 of 3 Agenda Item 8b First Street Sidewalk Improvements Page 5 of 7 wages, and other miscellaneous items to support Contractor inquiries, field activities, contract requirements, and City requests. e. Prepare monthly progress estimates and review with Contractor and City. f. Represent the City's interest in negotiation of change order with the Contractor. Estimate and/or record quality measurements of material, equipment and manpower for determining costs for change orders. Prepare change orders for execution by the City and Contractor subject to approval of the City and TIB. g. Conduct project closeout paperwork to include punchlist walk through; Notice to Completion of Public Works Contract; final closeout; and final review with Transportation Improvement Board (TIB). 4. Field Observation a. Provide on -site observation services to observe the progress of the work and determine, in general, that the work is proceeding in accordance with the Contract Documents and notify Contractor of non - compliance. Review means and methods employed by Contractor and materials delivered to the site. b. Provide observation documentation to include: Inspector's Daily Report, Weekly Quantity Reports, Weekly Working Day Reports, and Daily Report of Force Account Worked, and other pertinent documentation. Confirm quantities for payment with Contractor in the field. Establish communication with adjacent property owners and utility purveyors. Respond to questions from various stakeholders during the course of the project, particularly those visiting the construction site. d. Coordinate and provide field documentation and reporting in accordance with industry standards. At substantial completion, coordinate with the Agency and prepare a punchlist of items to be completed or corrected. G&o #16490 Page 2 of 3 Agenda Item 8b First Street Sidewalk Improvements Page 6 of 7 £ Coordinate final walk -thru of the project with Owner, WSDOT, Contractor, and Project Manager prior to recommending project acceptance. 5. Material Testing a. Review material testing results as provided by a qualified materials testing firm employed by the Contractor to assess compliance with the Contract Documents. 6. As -Built Review a. Review as -built drawings provided by Contractor for accuracy and completeness. 7. Project Closeout Services a. Assist the City in closing out the project, including TIB and WSDOT coordination and forms, in compliance with State law. G &O #16490 Page 3 of 3 Agenda Item 8b First Street Sidewalk Improvements Page 7 of 7 EXHIBIT B CONSULTANT FEE DETERMINATION - SUMMARY SHEET (COST PLUS FIXED FEE) Project: City of Yelm - 1st Street (SR 507) Sidewalk - Supplement No. 2 - Construction Management Services Discipline Required Principal Estimated Hours 3 Estimated Rate $35 to $55 Estimated Amount $138 Project Manager /Engineer 114 $33 to $55 $4,560 Civil Engineer 26 $24 to $38 $936 Professional Land Surveyor (PLS) 8 $33 to $42 $304 Survey Crew 22 $45 to $66 $1,430 I Resident Engineer /Field Inspector 180 $38 to $52 $6,840 Subtotal Direct Labor Costs (DLC): $ 14,208 Indirect Labor Costs (Overhead) @ 180% x DLC: $ 25,574 Fee @ 42% x DLC: $ 5,967 Direct Non -Salary Cost: Mileage (at current IRS rate), Printing, Misc. Expenses $ 450 TOTAL ESTIMATED COST (NOT TO EXCEED): $ 46,200 Prepared by Gray Osborne, Inc. G &0#16490 Page 1 of 1 Agenda Item 13 Correspondence Page 1 of 6 Or Give your child the PREMIER camp experience at the award - winning Hands On Children's Museum! April P 2017 ii y Camp Agenda Item 13 Correspondence Page 2 of 6 • Half -day options for Age 3 -K or Half -day & Full -day with Combo Care for Grades 1 -4 • Engaging topics in science, art, and nature • All camps include exploration and play in the museum galleries & Outdoor Discovery Center A e - !�iindeir airten Splish, Splash, Splosh! 9 am -12 noon Discover what water can do! Once Upon a Time 1 -4 pm Enter a fairy tale world... Garden Arts and Eats 9:15 am -12:15 pm Cook and create as you /earn how things grow Toy Inventors 1:15 -4:15 pm Ignite your imagination... C III C IIK III j Dl, � , Dl,'�'� III LDl, 0/ �I ', �N /l �I , Dl,'. �I ,, Dl, G III S III Dl,',' � � 0 " l Dl, III " I Dl;�,'�': m , , z Me i� Friday, March 3, 5 -9pm Every First Friday of the Month, all families access the museum for FREE from 5 -9pm! Complete a scavenger hunt for healthy foods in our Good For You Gallery, find out which Agenda Item 13 Correspondence Page 3 of 6 fruits & vegetables conduct electricity, and investigate herbivores and carnivores at the science table. Parents - Pediatric Therapy Associates will be conducting speech and motor screenings - stop by! C lll, III C IIK III i El ll2,1', El III ' 0 II 17111, IN/11 0 II 1 El III I�" ! III �''O II 2,1', IN/l A III III 0 �114I IIre hill °t e hill IIII °faII eIIr p e c hill l Evervtl, Lunch is Complimentary - A Request for Donations will be made to Support the Free & Reduced Admissions Program Contact Tammy to Register or Sponsor Today! 360 - 956 -0818 x 163 or tdorn(at)hocm.org Presented by Thurston First Bark T A Division of Corn a7eencem en t Bank Thursday, March 9 Featuring: Brad Smith, Microsoft 11:30 am-1:30 pm President & Chief Legal Officer Saint Martin's University - Marcus Pavilion Event Chairs: Rick & Pam Panowicz, Scott & Renae Bond, and Bret & Monica Wilhelm. Young learners who are excited and engaged can transform the world. They take risks, they experiment, and they excel. For the past three years, the Children's Museum has embarked on an ambitious Young Makers project to inspire the youngest learners to love science and math. We are delighted to welcome Microsoft President & CLO, Brad Smith, a key leader behind the creation of Washington STEM, an organization devoted to advancing innovation in science and math education. Brad will speak about the importance of STEM learning to Washington's economy and to the future of children everywhere. CIIIdk. liell(e for N /IIor e °f� Agenda Item 13 Correspondence Page 4 of 6 Gain the Tools to Encourage Healthy Food Choices for Your Child During PowerParenting, Tuesday, Feb. 14, 6 -8pm FREE parenting class, PowerParenting: Food, Power Struggles and Nutrition - How to Turn Eating Into a Pleasure. Tuesday, Feb. 14, 6 -8pm Pre - registration required. Parenting Class with Candyce Bollinger! March 7, 6 -8pm Join popular South Sound educator, Candyce Bollinger for a class on successfully living in a blended family. Gain the specific tools to promote healthy, functional family dynamics. Pre - registration required. Register for Our Award - Winning Early Learning Program in 2017 -18! Registration for new families is now OPEN for our 2017 -18 preschool year. With small class sizes and low student - teacher ratios, your child will flourish in HOCM's unique preschool program. rr�i If'''fl0p Agenda Item 13 Correspondence Page 5 of 6 Anenda Item 13 Cnrresnnndence � If 11� I I III PRE - AGENDA 8:30 a.m. —11:00 p.m. Friday, March 3, 2017 The TRPC pre- agenda provides our members the opportunity to review the topics of the upcoming TRPC meeting. This information is forwarded in advance to afford your councils and boards the opportunity for discussion at your regular meetings. This will provide your designated representative with information that can be used for their participation in the Regional Council meeting. For more information, please visit our website at www.troc.orp. Consent Calendar ACTION These items were presented at the previous meeting. They are action items and will remain on consent unless pulled for further discussion. a. Approval of Minutes— February 3, 2017 b. Approval of Vouchers c. Approval of RTIP Amendment 17 -03 Deschutes River Land Use Study DISCUSSION In 2015, Thurston County teamed with Thurston Regional Planning Council (TRPC), in coordination with the cities of Olympia, Rainier, and Tumwater, and the Squaxin Island Tribe, to consider changes in the Deschutes River watershed to protect and improve water quality. A stakeholder group informed the development of alternative management scenarios, and collaborated on a list of priority recommendations to protect and improve water quality in the watershed. Appointment of 2017 Council Retreat Subcommittee ACTION The Chair will be asking for 4 to 5 Council members to serve on the 2017 TRPC Retreat Subcommittee. This year the retreat is scheduled for June. This agenda item will also provide an opportunity for an open discussion on issues and areas the Council would like to cover in this year's retreat. Orientation Package PRESENTATION TRPC staff have developed an orientation package for Council and Transportation Policy Board members. Staff will review the package and solicit Council feedback. 1 -5 /JBLM Go Lewis McChord Videos PRESENTATION As part of the JBLM / I -5 Congestion Relief Action Plan, TRPC partnered with Joint Base Lewis McChord, Pierce County, Pierce Transit, and Intercity Transit to produce three short animated videos. The videos will be used to market the Go Lewis McChord transportation services to service members, their dependents, and others who work on JBLM. Council will be among the first to view the videos. Diverging Diamond Interchange INFORMATION The design phase of the state's first Diverging Diamond Interchange (DDI), at I -5 and Marvin Road, is scheduled for completion in late 2017. Council will see a video demonstrating how traffic flows through this type of interchange. RTIP Amendment 17 -04 1ST REVIEW An amendment has been requested to the 2017 -2020 RTIP from the WA State Dept. of Transportation for the I -5 /Martin Way Bridge — Special Repair project. The amendment reflects that there has been a decrease in project cost. The decrease is at a level that it triggers a formal amendment. Journeys Regional Transportation Annual Report PRESENTATION Journeys recaps TRPC's transportation work activities for the previous year. Notable transportation projects undertaken by the Council's members are highlighted. It is valuable for reflection, setting the current year's course, updating new members, and informing colleagues and constituents. TRPC 50th Anniversary DISCUSSION Council will continue to discuss TRPC's 50th Anniversary. A brief history of the organization will be presented. Legislative Update INFORMATION Staff will provide additional information on issues of potential interest to the Council that require state legislative assistance and support. Report from Outside Committee Assignments INFORMATION Member Check In DISCUSSION Interim Director's Report INFORMATION