City Council

CITY COUNCIL MEETING / PUBLIC HEARINGS TUESDAY, FEBRUARY 18, 2014 CITY HALL 22710 E. COUNTRY VISTA DRIVE 7:00 P.M. 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. CALL TO ORDER 4. ROLL CALL 5. AGENDA APPROVAL 6. CITIZEN COMMENTS 7. PRESENTATION Tourism & Special Events Cheryl Kilday, President, Visit Spokane 8. MAYOR AND CITY COUNCIL REPORTS 9. CITY ADMINISTRATOR REPORT 10. WORKSHOP DISCUSSIONS  Harvard Road Mitigation Plan 11. ACTION ITEMS A. Consent Agenda i. Approve February 4, 2014 City Council Minutes ii. Approve February 18, 2014 vouchers in the amount of $338,826.68 B. General Business i. Authorize Mayor to sign Task Order with Welch Comer for Liberty Lake Fields, Phase 1 Construction Phase Services ii. Authorize the Mayor to enter into contract with SiteLines (KCDA) for purchase and installation of Fallen Heroes Circuit Course equipment at Pavillion Park iii. Approve roofing contract for Public Safety / Library Building iv. Approve City Hall Copier Lease The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations. 12. PUBLIC HEARINGS A. City of Liberty Lake Harvard Road Mitigation Plan Amendments B. City of Liberty Lake Moratorium Prohibiting Acceptance or Processing of Applications, or Issuance of Permits or Licenses, and Approvals, and Uses or Activities Associated with the Producing, Processing, or Retailing of Marijuana and Marijuana-Infused Products 13. FIRST READ ORDINANCE Amending the Harvard Rd Mitigation Plan 14. INTRODUCTION OF UPCOMING AGENDA ITEMS 15. CITIZEN COMMENTS 16. ADJOURNMENT The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations.  City Council Subcommittee Agendas  Public Safety Committee Meeting February 11, 2014 6:00 P.M. LLPD Small Conference Room Spokane Valley Fire Department Deputy Chief Larry Rider Updates PulsePoint Liberty Lake Municipal Library Director Pamela Mogen Updates Reports Projects and Activities Liberty Lake Police Department Chief Brian Asmus Astro 25 800 MHZ Radio Project Update and Cutover Plan CAD/RMS Project Update Spokane County Mitigation Steering Committee Update Officer Accountability Act Legislation Patrol Car RFP Evidence Room Audit WSP LLPD Department Audit Polar Plunge Event Follow Up to any outstanding issues or request for information? New Business Adjourn  Finance Committee Meeting Agenda – City Hall Conference Room February 18th, 2014 6:00 PM I. 2014 Legislative Session Update a. Bills that are moving and ones that are not II. Manager and Supervisor training a. Canfield will provide training. III. Personnel Manual Update IV. Shop Local V. Copier Lease follow up VI. Trailhead Facility follow up VII. River District Area a. Street Dedication for Harvest Parkway b. TIF calculation c. LIFT VIII. Voucher Review ACTION ITEMS  AGENDA ITEM NO.: 11Bii BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: February 18, 2014 Fallen Heroes Circuit Course at Pavillion Park, Equipment and Installation Contract DEPT. OF ORIGIN: Planning & Building Services Amanda Tainio, Planning & Building Services Manager EXHIBIT: Quote DEPT. HEAD APPROVAL: Katy Allen Approximate Equipment Layout EXPENDITURE REQUIRED: Yes BUDGETED: Included in 2014 Budget SUMMARY STATEMENT After various manufacturers were reviewed for the Rocky Hill Fallen Heroes Circuit Course project, the City selected a fitness equipment manufacturer and vendor from the KCDA contract list. The manufacturer is TriActive America, supplied and installed by the vendor SiteLines. TriActive America produces high quality equipment that is made completely in the USA. The Pavillion Park Fallen Heroes Circuit Course project is the second phase of the circuit course and will utilize the same equipment manufacturer and vendor through the KCDA contract list to ensure consistency of the circuit course. The City will be ordering and installing eight pieces of equipment that are useful for general fitness and rehabilitation with some pieces that are usable by those in wheelchairs and with other physical impairments. We are requesting that Council approve the Mayor to enter into contract with SiteLines for the procurement and installation of the attached equipment list for $28,542.25. Site excavation and preparation will be performed using existing City contracts. The equipment will be delivered approximately 8-10 weeks after the order date. The project will be completed by Memorial Day. RECOMMENDED ACTION 1. Authorize the Mayor to enter into contract with SiteLines.  Represented by: SiteLines Park & Playground Products, Inc. QUOTE Corporate & Billing Office: #58387 626 128th St SW #104A, Everett WA 98204 800-541-0869 | 425-355-5655 | fax 425-347-3056 02/11/2014 Pavillion Park Fallen Heroes Circuit Course - 40x50 - REVISED City of Liberty Lake Ship To Zip: 99019 Attn: Amanda Tainio 727 N. Molter Rd 22710 E. Country Vista Dr. Liberty Lake, WA 99019 Phone: 509-755-6708 Fax: 509-755-6713 atainio@libertylakewa.gov Quantity Part # Description Unit Price Amount 1 ELIP TriActive America - Elliptical Cross Trainer $2,086.00 $2,086.00 1 LEGP TriActive America - Leg Press $2,580.00 $2,580.00 1 PBOX TriActive America - Plyo Boxes $1,813.50 $1,813.50 1 PDIP TriActive America - Pull-Up & Dip Station $1,547.00 $1,547.00 1 ROWR TriActive America - Rowing Machine $1,332.50 $1,332.50 1 SQAT TriActive America - Squat Press $2,320.50 $2,320.50 1 CSPB TriActive America - Combo Press & Pull $3,919.50 $3,919.50 1 MBAR TriActive America - Multi-Bars $1,404.00 $1,404.00 1 EWF GT-Impax - 84 CY Engineered Wood Fiber, $2,275.00 $2,275.00 12" Compacted Depth - Price includes delivery in Standard Truck to Liberty Lake, WA. Wood fiber at 12" compacted depth for 40' x 50' Oval area. 1 INSTALL Installation of TriActive Equipment, Wood $6,075.00 $6,075.00 Fiber, and Geo Textile - Installation at Washington State Prevailing Wage Rate. Includes concrete for TriActive equipment, geotextile, and wood fiber installation. Excludes site preparation (clearing and grading), offloading and storage of equipment. Please see installation terms on page 3. Delete Sit UP Board from fitness course. SubTotal: $25,353.00 Discount: ($1,020.18) Tax: $2,284.43 Freight: $1,925.00 Total Amount: $28,542.25 Emi Stewart____________________________________ SiteLines Park & Playground Products, Inc. Page 1 of 5  Pavillion Park Fallen Heroes Circuit Course - 40x50 - REVISED QUOTE #58387 02/11/2014 ****** PLEASE MAKE YOUR ORDER PAYABLE TO "GAMETIME" ****** ----- KCDA SPECIAL CONDITIONS ----- Pricing on this quote includes KCDA discount on all applicable items, based on the 2013/2014 KCDA Playground Contract. All prices include KCDA service charges, so there are no additional service fees to the purchaser. If this project requires a Performance and Payment Bond, and the amount of the bond is not listed in the line item costs above, the cost of the bond and sales tax (if applicable) will be added to the invoice. *Purchase order needs to be made payable to "King County Director's Association" and submitted directly to KCDA for processing; for more information, please contact Paula Schilling at KCDA, 425-251-8115, extension 127. Due to processing time required at KCDA, please allow additional time for delivery of KCDA orders. ----- ENGINEERED WOOD FIBER SURFACING SPECIAL CONDITIONS ----- * GTImpax Engineered Wood Fiber Safety Surfacing is IPEMA-certified and meets the requirements of ASTM and CPSC for impact attenuation and ADA accessibility. * Freight charge is calculated based on mileage to jobsite, not quantity. Variations in delivery location, quantity, or requests for split shipments may result in changes to the per-square-foot or per-cubic-yard price. * IMPORTANT! Once delivery date is scheduled, postponements or cancellations made less than three business days prior to the scheduled delivery date will be subject to a $350 cancellation fee. Please advise of any scheduling changes as early as possible. * Approximately 30% additional engineered wood fiber is recommended to account for natural settling and compaction. Mechanical compaction is recommended for instant accessibility. * Geotextile fabric and wear mats (sold separately) are recommended to reduce trenches beneath all swings and slide exitways. A drainage systems with drainage strips is recommended for sites with poor drainage. Use of a complete GTImpax-brand underlayment package (geotextile fabric, drain strips, and wear mats) will provide a 25-year product warranty; Call SiteLines for pricing and information. Delivery of underlayments (if applicable) will be made separately from the delivery of the bulk engineered wood fiber. Underlayment installation should be completed before the surfacing bulk delivery. * For proper surfacing drainage, a 1% slope on the subbase is required; subbase slopes greater than 1% will require additional engineered wood fiber. Call SiteLines for pricing. * PLEASE NOTE IMPORTANT SITE ACCESS REQUIREMENTS: If the play area is accessible by an over-the-road semitruck (75' long x 14' tall, requiring 12' wide access and adequate space for the truck to turn around), bulk material will be unloaded directly into the play area. If area is not accessible due to size or ground conditions, material will be unloaded in the nearest location designated by customer and approved by driver (to be hauled in by customer), or customer must make an advance request for delivery in smaller trucks (NOTE: multiple trucks will increase freight charge). Bulk material unloading shall be handled by driver; installation shall be Buyer's responsibility. * For installation by Buyer, estimated labor required for distribution of bulk engineered wood fiber is two people for approximately 90 minutes per 1,000 square feet with the use of a front-end loader or Bobcat. * Blown-in installation services are available in some areas for an additional charge; call for availability (lead time is typically longer than for standard trucks). Hoses can extend up to 300' feet; please specify distance to back of play area at time of order.Blown-in installation may not ensure instant accessibility. Additional mechanical compaction may be required. BULK ENGINEERED WOOD FIBER DELIVERY ADDRESS, IF DIFFERENT THAN DELIVERY ADDRESS FOR OTHER MATERIALS: COMPANY: City of Liberty Lake __________________________________ ATTN: Amanda Tainio ______________________________________ ADDRESS: 727 N. Molter Rd. __________________________________ CITY/STATE/ZIP: Liberty Lake, WA 99019 ______________________________ Amanda Tainio DELIVERY CONTACT NAME: ________________________________ PHONE: 509-755-6708 or ______________________ FAX: 509-755-6713 ______________________ 509-342-1734 cell AT ______ INITIAL HERE to confirm that there a clear route of access for a 75' longsemi-sized truck to approach the play area for unloading and then to turn around for exiting site, including clearance under power lines. If full-sized clear route does not exist, call SiteLines to discuss site access limitations, as smaller trucks may be required. For blowing services, specify distance between truck parking and farthest point of the play area: _________ feet Page 2 of 5  Pavillion Park Fallen Heroes Circuit Course - 40x50 - REVISED QUOTE #58387 02/11/2014 ----- INSTALLATION TERMS & CONDITIONS ----- SiteLinesis a licensed contractor in Washington (SITELPP052M7) & Oregon (137302) and offers manufacturer-certified installation services for an additional charge as shown. Below is a breakdown of responsibilities for a standard installation: SITELINES TO PROVIDE: 1) Tool & equipment for installation of equipment 2) Marking of footing holes for equipment locations 3) Hole augering (additional charge will apply if jackhammering is required for existing concrete, asphalt, etc.) 4) Equipment assembly according to manufacturer's written instructions 5) Concrete supply & installation for equipment footings 6) Containment border and surfacing installation (if part of contract) 7) Installation-related clean-up CUSTOMER TO PROVIDE: 1) Meeting of delivery truck, delivery acceptance, and truck unloading 2) Equipment inventory and inspection (report any shortages, damages, or other discrepancies to SiteLines within three business days following delivery) 3) Equipment storage and/or temporary fencing prior to and during installation; hauling of equipment to jobsite if stored off-site 4) Jobsite prep work for flat, clear sub-grade with a 1% slope; removal of any existing safety surfacing such as pea gravel or wood chips 5) Verification that no utility, irrigation, or drain lines exist below play equipment use zone and delivery truck route (two weeks prior to digging, call in WA: 1-800-424-5555 / in OR: 1-800-322-2344) 6) Access to water and power sources for installers 7) On-site dumpster or other disposal accommodations for pallets and packaging materials. A $300 disposal fee may be charged is no dumpster is provided. 8) Location for disposal of excess dirt from footing holes, old concrete, etc. If no on-site location is available, additional hauling and disposal fees may apply. 9) Local building permits, (if required) 10) Audit, inspection, and routine maintenance after installation PLEASE NOTE THE FOLLOWING: * If state prevailing wages, or Davis Bacon wages apply, please advise SiteLines at time of quotation. (Post-order notification of prevailing wage requirements, or a requirement for Performance and Payment Bond will result in adjustment of final amount due.) * Additional charges apply for equipment that is to be installed over existing asphalt or concrete, existing surfacing, or unusual soil conditions. Please advise SiteLines of any of these conditions at time of quotation. * Buyer shall be responsible for unknown conditions such as buried utilities, irrigation, tree stumps, bedrock, or any concealed materials or conditions that may result in additional labor or material costs. * Additional charges apply for wheelbarrowing of wood fiber surfacing if delivery truck cannot back directly up to play area; charges are based on quantity ordered, distance between delivery area & play area. Mechanical compaction of the wood fiber is not included but is available as an option at an additional cost. Please advise SiteLines of site limitations or the need for compaction at time of quotation. * If no on-site location to dispose of the material from footing holes is available, additional hauling charges will apply. * Please plan to have your site ready one week prior to your scheduled installation date to avoid unforeseen problems or weather delays. Any delays caused by the site not being ready at the start of installation may result in postponement of the installation until the next available date on the installer’s calendar. PLEASE PROVIDE THE FOLLOWING INFORMATION TO ASSIST OUR INSTALLERS: 1) The nearest cross streets to the jobsite’s construction entrance: Country Vista Dr. and Molter Rd. __________________ ____________________ 2) Once at the jobsite, the specific location of the work area (ex: behind the gym, west of the basketball court, etc.): East of the playground and spray park _______________________________________________________________________________________________ 3) Is the work taking place within 15' of any overhead power lines? No __________________ 4) Primary owner’s/contractor’s contact for installation: Amanda Tainio 509-755-6708 Cell 509-342-1734 Name________________________________ Phone _______________ 509-755-6713 _______________ Fax ______________ Page 3 of 5  Pavillion Park Fallen Heroes Circuit Course - 40x50 - REVISED QUOTE #58387 02/11/2014 ----- GAMETIME GENERAL TERMS & CONDITIONS ----- QUOTATION ACCEPTANCE: This quotation is subject to the policies in the current GameTime Park and Playground catalog and the terms and conditions stated herein. Acceptance of this proposal indicates your agreement to these terms and conditions, regardless of form of your purchase order, unless otherwise agreed to in writing by both parties. PRICING: We will be pleased to honor this quote for 30 DAYS after issue date, for fabrication and shipment immediately following your order. (see estimated delivery lead time below). Orders placed after this date or requested for delayed delivery are subject to possible pricing increase. ORDER PLACEMENT: Requirements for order placement are a signed purchase agreement, and color selections. Payment with your order is required for non-tax supported organizations. Please complete the order information and acceptance portions of this quotation or issue a signed purchase order on your agency's letterhead, payable to GAMETIME (be sure to reference this quote number and provide all information requested herein) and forward it to SiteLines' corporate office for processing. Purchases in excess of $1,000.00 require your written purchase order. Once ordered, any items cancelled, returned, or refused are subject to a 25% restocking fee; all freight from & to factory is Buyer's responsibility. Partial cancellations and/or modifications may also result in increased per-unit prices on remaining items. Some products are made-to-order and are not subject to cancellation or return. Buyer shall verify all quantities prior to order placement; GameTime and SiteLines bear no responsibility for incorrect quantities being ordered.. EXCLUSIONS: Unless specifically included herein, this quotation excludes the following: building permits, site prep work and landscaping; removal of existing equipment; receiving, offloading, & inventory of equipment; storage of goods prior to installation; transfer of equipment from storage site to installation site; equipment assembly and installation; mounting hardware; safety surfacing; containment borders; drainage provisions. Performance and payment bonds are NOT included on this quote unless otherwise noted; if a bond is required, bonding costs are 2% of the contract amount (after taxes, if applicable) and the bond cost will be added to the final invoice. FREIGHT CHARGES: Line item prices are FOB: FACTORY unless otherwise noted. Freight costs are based on weight, volume, & destination, for combined shipment of all items to a single destination. Split shipments or revised quantities may result in increased freight charges. If the destination zip code differs from the one listed or if one was not supplied at time of quote, the cost of freight may change. SHIPMENT: Including transit time, the current estimated lead time is 8-10 WEEKS from receipt of your completed order (slightly longer for Alaska deliveries). Lead times do not begin until all required order information is received and accepted by SiteLines and after credit has been approved by GameTime. All equipment is delivered unassembled unless otherwise noted. RECEIPT OF GOODS: IMPORTANT: Offloading, inventory, inspection, and storage shall be the responsibility of the Buyer. Freight carrier will call 24 hours in advance to notify you of your delivery date. Upon arrival, truck driver will bring goods to the end of the truck container; offloading to ground is Buyer's responsibility. For large or bulky orders, Buyer may wish to have a forklift and/or additional manpower on hand. For delivery in a truck equipped with a liftgate, call for revised quote prior to submitting order; additional charges will apply. Once offloaded, Buyer shall check the delivered items against the delivery receipt provided by the driver, noting any shortages or damages on the receipt before signing for the delivery. IMPORTANT! Any shortages or damages not noted on the delivery receipt shall be the Buyer's responsibility. SiteLines can assist you with your claim against the carrier; please notify SiteLines of any shortages or damages within three business days following delivery. SAFETY COMPLIANCE: All eligible GameTime equipment and GT-Impax safety surfacing has been designed to meet US CPSC and ASTM safety standards, and has been awarded third-party IPEMA certification for compliance. Validation of compliance can be found at www.IPEMA.org. WARRANTIES: Manufacturers' standard product warranties apply and cover equipment replacement and freight costs only; labor is not included. SiteLines offers no additional warranties. TAXES: All orders delivering in Washington are subject to applicable sales tax unless a tax exempt certificate or reseller permit is provided at the time of order placement. PAYMENT TERMS: Tax-supported Government Agencies: Payment due net 30 days after ship date. All other organizations: Payment required with order by check or credit card (MC and VISA accepted). A payment-with-order discount of 3% of the GameTime Play equipment material value (excluding surfacing & freight) is available for payments made via check payable to GameTime at the time of your order; call your SiteLines sales associate for details. Payment terms may be granted to some customers with excellent credit history; completion of GameTime's credit application and approval by GameTime's credit manager is required. 50% deposit will be required for made-to-order custom products and Dynamo products; a 35% deposit will be required for ThemeScapes products. A 1.5% per month finance charge will be imposed on all past due accounts. GameTime products may be invoiced separately from other products & services and shall be payable separately from those services and in advance of project completion. Retainage may not be withheld. Should you have any questions, please call our office at 800-541-0869 (AK & WA only) or 425-355-5655 or contact your local sales representative. Thank you for choosing SiteLines, and we look forward to the opportunity to serve you. Page 4 of 5  Pavillion Park Fallen Heroes Circuit Course - 40x50 - REVISED QUOTE #58387 02/11/2014 QUOTE ACCEPTANCE: Acceptance of this proposal shall be made by an authorized agent of your company and indicates your agreement to the terms and conditions stated herein. Please complete and return all pages to SiteLines' corporate office for order processing. ACCEPTANCE OF QUOTATION: Signature: ___________________________________________ Printed Name: Steve Peterson ________________________________________ Title: Mayor _______________________________________________ Date: 2/20/14 ______________________________ P.O. #: 354 _____________________________ Order Information: Bill To: City of Liberty Lake ____________________________________________ Ship To: City of Liberty Lake _______________________________________ Address: 22710 E. Country Vista Dr. ___________________________________________ Attn: Amanda Tainio __________________________________________ City, State, Zip: Liberty Lake, WA 99019 ______________________________________ Address: 22710 E. Country Vista Dr. (City Hall) ______________________________________ Billing Contact: Ann Marie Gale _____________________________________ City, State, Zip: Liberty Lake, WA 99019 ________________________________ Billing Phone: 509-755-6720 ________________________________________ Contact: Amanda Tainio ______________________________________ Billing Fax: 509-755-6713 __________________________________________ Phone: 509-755-6708 or 509-342-1734 cell _______________________________________ E-Mail: agale@libertylakewa.gov _____________________________________________ Fax: 509-755-6713 ________________________________________ Federal Tax ID #: 91-213811 ______________________________________ E-Mail: atainio@libertylakewa.gov ______________________________________ Project Owner: City of Liberty Lake ________________________________________ Jobsite Location: Pavillion Park ________________________________ Company: City of Liberty Lake ___________________________________________ Company: City of Liberty Lake _____________________________________ Attn: Mayor and/or designee ________________________________________________ Attn: Amanda Tainio ________________________________________ Address: 22710 E. Country Vista Dr. _____________________________________________ Address: 727 N. Molter Rd. _____________________________________ City, State, Zip: Liberty Lake, WA 99019 _______________________________________ City, State, Zip: Liberty Lake, WA 99019 ________________________________ SEND OWNER'S MANUAL TO (no P.O. boxes): X ___ BILLING ADDRESS ___ SHIPPING ADDRESS ___ OWNER DESIRED EQUIPMENT DELIVERY DATE (subject to current delivery lead times): To be coordinated w/ installation date (approx. 4/28/14) __________________ Page 5 of 5  Fallen Heroes Circuit Course at Pavillion Park Proposed Sample Layout (drawing is proportional) Production Line: TriActive Fitness Line Colors: Colors are Dark Green and Almond Coating Type: Powder Coated, thickness 6-8 mils (152-203 µm) Warranty: 5 Years Assembly Location: Assembled in the USA Equipment: Combo Press Pull Elliptical Cross Trainer Leg Press Multi Bars Plyo Boxes Pull-Up & Dip Station Rowing Machine Squat Press 40’ x 50’ oval space . TriActive America, Inc 178 South 4th Street, Suite 101 Grover Beach, CA 93433 Telephone: 805-595-1005 Toll Free: 800-587-4228 Fax: 805-595-1007 (Management) Fax: 805-595-1042 (Sales) Email: staff@TriactiveAmerica.com Assembled in www.TriactiveAmerica.com USA C ALIFORNIA Sales Contact:SiteLines, Gary Max February 10, 2014 rev 3 NAFTA COMPLIANT  AGENDA ITEM NO.: 11Biii BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: Library / Police Department Roofing Bid FOR THE AGENDA OF: February 18, 2014 Award DEPT. HEAD APPROVAL: DEPT. OF ORIGIN: Public Works EXHIBIT: Bid tabulation, Low Bidder's Packet, Contract Documents EXPENDITURE REQUIRED: Yes BUDGETED: Yes SUMMARY STATEMENT Staff solicited bids through our small works roster for the roofing work. Bids were opened on 2-14-14. The apparent low bidder is R&R Roofing. The amount of the bid is $91,653.66. The bidder submitted complete documents. The City received 6 bids. Staff requests that Council approve the bid and allow the Mayor to sign the roofing Agreement with the low bidder. Staff also requests that Council approve a contingency of $9,165.36 (10% of the total amount) to be administered by the Mayor and/or City Administrator to address any unforeseen issues during the work. RECOMMENDED ACTION a) Approve the Low Bid. b) Authorize the Mayor to sign an Agreement with the Bidder. c) Authorize the contingency amount to be administered by the Mayor and/or the City Administrator.  AGENDA ITEM NO.: 11Biv BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: February 18, 2014 Enter into a Lease with Xerox for new Copier / Printer DEPT. OF ORIGIN: Administrative EXHIBIT: A – Lease Agreement with Xerox B - Copier comparisons DEPT. HEAD APPROVAL: RJ Stevenson EXPENDITURE REQUIRED: $118.55/ Month BUDGETED: Included in the 2014 Budget SUMMARY STATEMENT City desires to lease a Xerox W7225PT (4 tray) to use as the primary copier/ printer at City Hall. The current copier/ printer that is used as the primary machine is over 10 years old and as the city grows, the functionality is decreasing each year. The City is leasing this equipment from OnPoint Imaging, A Xerox Agency, out of Spokane Valley. We are getting the government contract price on this lease, consumable supplies are included. The lease on this office equipment was included in the 2014 Budget. RECOMMENDED ACTION 1. Authorize the Mayor to sign Lease Agreement.  Lease Agreement Customer: LIBERTY LAKE, CITY OF BillTo: CITY OF LIBERTY LAKE Install: CITY OF LIBERTY LAKE VISTA DR VISTA DR 22710 E COUNTRY 22710 E COUNTRY LIBERTY LAKE, WA 99019-7592 LIBERTY LAKE, WA 99019-7592 Tax ID#: . State or Local Government Negotiated Contract : 072456400 Solution Product Description Agreement Information Requested Install Item Date 1. W7225PT (W7225PT 4TRAY) - 1 Line Fax Lease Term: 60 months 1/28/2014 - Ofc Finisher Lx Purchase Option: FMV - Postscript Kit - Customer Ed - Analyst Services Monthly Pricing Item Lease Print Charges Maintenance Plan Features Minimum Payment Meter Volume Band Per Print Rate 1. W7225PT $118.55 1: BLACK All Prints $0.0085 - Consumable Supplies Included for all prints 2: COLOR All Prints $0.0700 - Pricing Fixed for Term Total $118.55 Minimum Payments (Excluding Applicable Taxes) Authorized Signature Customer acknowledges receipt of the terms of this agreement Thank You for your business! which consists of 2 pages including this face page. This Agreement is proudly presented by Xerox and Signer: Mayor Steve Peterson Phone: (509)755-6700 Bob Foote TOTAL SATISFA (509)315-1565 CTION GUARANTE For information on your Xerox Account, go to E Signature: Date: www.xerox.com/AccountManagement WS S27341 01/14/2014 17:13:11 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 1 of 2 0005228010010020  Lease Agreement Terms and Conditions INTRODUCTION: your legislative body does not appropriate funds, notify Xerox in writing that your 1. NEGOTIATED CONTRACT. The Products are subject solely to the terms in the legislative body failed to appropriate funds and that you have made the required effort Negotiated Contract identified on the face of this Agreement, and, for any option you to find an assignee. Your notice must be accompanied by payment of all sums then have selected that is not addressed in the Negotiated Contract, the then-current owed through the current year under this Agreement and must certify that the canceled standard Xerox terms for such option. Equipment is not being replaced by equipment performing similar functions during the GOVERNMENT TERMS: ensuing fiscal year. You will return the Equipment, at your expense, to a location 2. REPRESENTATIONS & WARRANTIES. This provision is applicable to designated by Xerox and, when returned, the Equipment will be in good condition and governmental entities only. You represent and warrant, as of the date of this free of all liens and encumbrances. You will then be released from any further payment Agreement, that: (1) you are a State or a fully constituted political subdivision or agency obligations beyond those payments due for the current fiscal year (with Xerox retaining of the State in which you are located and are authorized to enter into, and carry out, all sums paid to date). your obligations under this Agreement and any other documents required to be PRICING PLAN/OFFERING SELECTED: delivered in connection with this Agreement (collectively, the "Documents"); (2) the 4. FIXED PRICING. If "Pricing Fixed for Term" is identified in Maintenance Plan Documents have been duly authorized, executed and delivered by you in accordance Features, the maintenance component of the Minimum Payment and Print Charges will with all applicable laws, rules, ordinances and regulations (including all applicable laws not increase during the initial Term of this Agreement. governing open meetings, public bidding and appropriations required in connection with GENERAL TERMS & CONDITIONS: this Agreement and the acquisition of the Products) and are valid, legal, binding 5. REMOTE SERVICES. Certain models of Equipment are supported and serviced agreements, enforceable in accordance with their terms; (3) the person(s) signing the using data that is automatically collected by Xerox or transmitted to or from Xerox by Documents have the authority to do so, are acting with the full authorization of your the Equipment connected to Customer's network ("Remote Data") via electronic governing body and hold the offices indicated below their signatures, each of which are transmission to a secure off-site location ("Remote Data Access"). Remote Data genuine; (4) the Products are essential to the immediate performance of a Access also enables Xerox to transmit to Customer Releases for Software and to governmental or proprietary function by you within the scope of your authority and will remotely diagnose and modify Equipment to repair and correct malfunctions. Examples be used during the Term only by you and only to perform such function; and (5) your of Remote Data include product registration, meter read, supply level, Equipment payment obligations under this Agreement constitute a current expense and not a debt configuration and settings, software version, and problem/fault code data. Remote Data under applicable state law and no provision of this Agreement constitutes a pledge of may be used by Xerox for billing, report generation, supplies replenishment, support your tax or general revenues, and any provision that is so construed by a court of services, recommending additional products and services, and product competent jurisdiction is void from the inception of this Agreement. improvement/development purposes. Remote Data will be transmitted to and from 3. FUNDING. This provision is applicable to governmental entities only. You represent Customer in a secure manner specified by Xerox. Remote Data Access will not allow and warrant that all payments due and to become due during your current fiscal year Xerox to read, view or download the content of any Customer documents or other are within the fiscal budget of such year and are included within an unrestricted and information residing on or passing through the Equipment or Customer's information unencumbered appropriation currently available for the purchase/maintenance of the management systems. Customer grants the right to Xerox, without charge, to conduct Products, and it is your intent to use the Products for the entire term and to make all Remote Data Access for the purposes described above. Upon Xerox s request, payments required under this Agreement. If (1) through no action initiated by you, your Cusomer will provide contact information for Equipment such as name and address of legislative body does not appropriate funds for the continuation of this Agreement for Customer contact and IP and physical addresses/locations of Equipment. Customer any fiscal year after the first fiscal year and has no funds to do so from other sources, will enable Remote Data Access via a method prescribed by Xerox, and Customer will and (2) you have made a reasonable but unsuccessful effort to find a creditworthy provide reasonable assistance to allow Xerox to provide Remote Data Access. Unless assignee acceptable to Xerox in its sole discretion within your general organization who Xerox deems Equipment incapable of Remote Data Access, Customer will ensure that can continue this Agreement, this Agreement may be terminated. To effect this Remote Data Access is maintained at all times Maintenance Services are being termination, you must, at least 30 days prior to the beginning of the fiscal year for which performed. WS S27341 01/14/2014 17:13:12 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 2 of 2 0005228010020021  COPY MACHINE COMPARISONS XEROX KYOCERA CANON Contract Price 118.55 123.9 126.04 Maintenance Price .0085/.07 .007/.065 .008/.065 Scan to Network / USB yes/ yes yes/yes yes/yes Color copy and Color Scan yes/ yes yes/yes yes/yes Pages printed per min 25 30 20 Staple finisher yes yes add $17.97 2/3 hole punch additional $4 yes additional up to 12x18 Printing no yes no Banner print yes yes no 2 sided print as default yes Can set default to black/ white yes yes yes Fax yes $10 $13.34 can upgrade anytime yes yes Collate yes yes yes supply cost staples/ paper staples/paper staples/ paper wireless mobile printing yes no no Security yes additional additional Automatic meter read yes no no Automatic supply replenishment yes no no Auto reports for cost control yes no no Compact Footprint yes no yes Price including maintenance based on 4000 copies: 3000 x .0085 = $25.50 3000 x .007 = $21 3000 x .008 = $24 $25.50 + $118.55 $21 + $123.90 $24 + $126.04 Total $143.75 $144.90 $150.04 Features that Xerox has that other Machines do not: Fax no additional charge, Wireless mobile printing from apple devices (ipads), Enhanced security features at no additional charge, Automatic meter read, Automatic reports to communicate to us what we can do to reduce costs of supplies and maintenance, Automatic supply replenishment (machine communicates with Xerox when low on supplies and auto shipped - cost of supplies covered with lease), Machine fits in copy room space, Local customer support. Other Quotes Received: Ricoh ($161.69/mo $.008 B&W $.0514 Color)  ORDINANCE NO. 211 CITY OF LIBERTY LAKE SPOKANE COUNTY, WASHINGTON AN ORDINANCE OF THE CITY OF LIBERTY LAKE, WASHINGTON AMENDING THE HARVARD ROAD MITIGATION PLAN. WHEREAS, the City Council adopted Ordinance No. 55 which adopted by reference the Spokane County Harvard Road Mitigation Plan with the intent of assuming responsibility for the supervision of the projects developed pursuant to that plan; WHEREAS, the City adopted Ordinance No. 82 establishing, among other things, a fund known as the “Harvard Road Mitigation Fund”; WHEREAS, the City is desirous of updating the Harvard Road Mitigation Plan after completion and review of the projects identified therein; WHEREAS, the City intends to update 1) the boundaries contained in the Harvard Road Mitigation Plan to coincide with the City of Liberty Lake’s corporate limits, 2) the identified projects and related costs thereto, and 3) the trip generation analysis set forth in the Harvard Road Mitigation Plan; WHEREAS, the City held a public hearing on ____________, 2014 to allow for public comment from citizens and any interested parties on the proposed updates to the Harvard Road Mitigation Plan. NOW, THEREFORE, the City Council of the City of Liberty Lake, Washington, do ordain as follows: Section 1. Harvard Road Mitigation Plan. The Harvard Road Mitigation Plan is hereby amended as set forth herein and the attached Exhibit A, which is incorporated herein by this reference. All other references, rules, and regulations contained in the Harvard Road Mitigation Plan as adopted by Ordinance No. 55 and/or Ordinance No. 82 shall remain in effect, as applicable, and as presently constituted or hereinafter amended. In the event of any conflict between this Ordinance and Ordinance No. 55 and/or Ordinance No. 82 relating to the updates contained herein, this Ordinance shall control. Section 2. Copy on File. The City Clerk is to maintain one copy on file of the updated Harvard Road Mitigation Plan adopted by this Ordinance. Section 3. Severability. If any section, sentence, clause or phrase of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this Ordinance. Section 4. Effective Date. This Ordinance shall be in full force and effect five (5) days after publication of this Ordinance or a summary thereof in the official newspaper of the City as provided by law. PASSED by the City Council this ____day of March, 2014. Mayor Steve Peterson ATTEST: ___________________________ City Clerk, Ann Swenson APPROVED AS TO FORM: ___________________________ City Attorney, Sean P. Boutz D R AF T  T RAF D Approximately 11,883 additional average peak hour trips at buildout D R AF T &KZ/^h^^/KEKE>zͲHarvard Road Mitigation Fee Update Single Family Residential Fee in 1995: $404.65 356.09 Fee in 2001: $473.51 416.69 Existing Fee: $473.51 416.69 Projects Location Improvement Project Cost Mission / Molter Signal/Roundabout $539,707 Country Vista / Mission Signal/Roundabout $539,707 Appleway / Signal Signal/Roundabout $539,707 Appleway / Madson Signal/Roundabout $539,707 Harvard / Indiana Signal/Roundabout $539,707 Mission / Harvest Parkway Signal/Roundabout $539,707 Appleway / Henry Country Vista / Legacy Ridge Appleway / Country Vista Blvd T Signal/Roundabout Signal/Roundabout Signal/Roundabout $539,707 $539,707 $539,707 Interchange Project Development Years since last increase: Additional Trips to Buildout: Proposed Fee: AF Project Dev. Total 12 11,883 $745.38 $4,000,000 $8,857,367 DR Proposed Fee Increase Schedule Annual Percentage Increase: 3% Year Fee Residential Single Family (0.88) 2014 $745.38 $655.94 2015 $767.74 $675.61 2016 $790.78 $695.88 2017 $814.50 $716.76 2018 $838.93 $738.26 2019 $864.10 $760.41 2020 $890.02 $783.22 DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT