EPHRATA CITY COUNCIL  INVORIRICIEREN TEEV ALSIOLSAR  MILLARD:  MNITMOORI. To MORA. MARKWAINNE AGENDA FOR 06 MAY 2020 -  cIu IDMIINIS  MIINEWARREN  ZOOM CALL: IN--DIAL INPHONE NUMBERI-59215418. follow prompts  City ofl Ephrata Meeting ID: 642-397-7833  7:00PM  REGULAR SESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of! Meeting: NO Presentations:  5, Additions or corrections to published Agenda  II  CONSENT AGENDA  1. Approval of Claim Fund Bills and Checks Issued Approval of Council Minutes: 15April 2020 3. Approval of Special Event Application: 4. Authorization to bid the CS Street Sidewalk Project.  III STAFF.COMMITTEL. & AGENCY REPORTS  IV CLOSED RECORD DECISIONS RCWCHAPTERS36, 42: OPPAUKINUTAOTRANETIA  BILLS: Millard, Allstot, Mora    V  PUBLICHEARINGS  VI ORDINANCES & RESOLUTIONS  VII ITEMS FOR COUNCIL CONSIDERATION  Contract for Gray and Osborne, Inc. for design of the Sewer System and Wastewater Treatment  Facility improvements.  VIII CITY ADMINISTRATOR REPORT  1 City Operations during the COVID)-19 pandemic.  2. Budget  BILLS: Millard, Allstat, Mora    CITY COUNCIL MINUTES  April 15, 2020  City Council of the City of Ephrata, Grant County Washington met in regular session on. April 15,2020. Due to the COVID-19 Pandemic and Governor Inslee's Proclamation 20-28 which temporarily suspended the requirement to provide a physical location for public meetings, this meeting is being conducted telephonically using the ZOOM audio only conferencing. The meeting was called to order at 7:00 p.m. by Mayor  Bruce Reim.  Mayor Reim took a verbal roll call.  Members Present: Mayor Bruce Reim, Mayor Pro Tem William Coe, Council  members Mark Wanke, Matt Moore, Valli Millard, Sarah McDonnell, Tony Mora, and Kathleen Allstot. City Administrator Mike Warren, City Attorney Anna Franz, Public Works Director Bill Sangster, Community Relations Director Traci Bennett and City Clerk/Finance Director Leslie  Staff Present:  Trachsler.  Pledge of Allegiance was said.  Agenda: Administrator Warren advised that the Agenda is amended adding Item 2  Section VI- adding Resolution 20-009.  Presentations: None  Consent Agenda: Motion was made to approve consent agenda. (m/s  McDonnel/Moore) Motion carried. Items on the consent agenda are as follows:  Claims #91733 through #91819 in the amount of $294,453.89 Payroll Check #46631 through #46649 in the amount of $34,339.73 Payroll Claims #91706 throught #91724 in the amount of $248,488.07 Payroll Direct Debit in the amount of $6,000.00 Payroll Direct Deposit in the amount of $194,931.42 Claims #91624 through #91705 in the amount of $9,414.31 Claims #91725 through #91732 in the amount of $1,127.85    Manual Claims #86042020, 87042020, 88042020, 89042020 in the amount of  $2,731.11  EFT in the amount of $19,823.90 Minutes of the March 18, 2020 Council meeting  Staff Report-1 Ephrata Parks & Recreation Reopen BOLD as Essential Child Care: Director Bennett reported that due to all Washington State public schools closing for the remainder of the 2019-2020 school year, she would like to re-establish the BOLD program on May 4, 2020 full-time. This is six weeks earlier than the normal schedule. The BOLD Program provides essential child care for many families. Council discussion ensued regarding compliance with the new guidelines for best practices in this environment and coordination with County Health Department. Director Bennett was given direction to work with Counsel and Grant County Health Department. Resolution 20-008- - Coronavirus Response Act (Leave): Washington State Governor issued Emergency Proclamation 20-05, declaring a state of emergency in all Washington counties due to the existence and spread of the novel coronavirus, COVID-19. On March 18, 2020, US Congress approved and the President signed HR 6201, the Families First Coronavirus Response Act (FFCRA) which requires employers to provide paid leave to employees as a result of quarantine and closures related to the COVID-19 pandemic. This resolution establishes policies and procedures for implementing leave authorized by This Resolution was amended to include additional verbiage from Department ofI Labor  the FFCRA.  as reported by Counsel. Council discussion ensued.  Motion to ratify, approve and accept Resolution 20-008. (m/s Moore/Millard) Motion Resolution 20-009 - Water Well #3 Emergency Repair: On April 2nd, the City had a catastrophic pump failure at Water Well #3. This Well services the northwest (Grandview Heights) area and is one of two pumps for this section of the City. Time is of the essence in getting this well operational to ensure adequate water supply for fire protection, to protect the public health and safety, and prevent property damage. This Resolution declares the existence of an emergency and waives the statutory competitive Itv was reported that the repair work has been awarded to Irrigation Technology & Control, Inc. out of East Wenatchee. Allowing time for the required pump and parts to Motion to approve and accept Resolution 20-009 - Water Well #3 Emergency Repair.  carried.  bidding requirements.  be received, it is anticipated work will begin April 22nd.  (m/s Moore/McDonnell) Motion carried.    Extension of Resolution 20-006 to April 30, 2020: This Resolution was initially enacted March 16hand addressed the compensation of City employees during the time the City and State is under a Health Crisis State of Emergency and was set to terminate on March 3151. The State of Emergency has been extended by the Governor through the month of April. Mayor Reim has given direction to extend Resolution 20-006 and continue with office closures and maintain essential functions until April 30, 2020 at Motion to ratify Mayor Reim's direction to extend Resolution 20-006 to April 30, 2020.  which time the current state of affairs will be re-evaluated.  (m/s Mora/Allstot), Motion carried.  City Administrator Report: None scheduled at this time.  Council Discussion ensued on the potential impact of the Coronavirus on the City from: a financial perspective and a social level and how small businesses are accessing the  resources made available from the government.  There being no further business meeting adjourned at 7:32 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    DATE:  May 6th, 2020  Department:  Public Works Director  April Activity:  Working on the CS Street Sidewalk Project - Will Bid in May. Chlorination Report should be completed in May - with the Project to be completed by July. Telemetry Project for the Water System has been completed -J just some software tweaks to finalize. Well #3 had al Major Pump failure and an emergency repair is being worked on. Water Comp Plan was worked on and the City and Dept. of Health will have the Plan to review in May. Division Street Phase 1 design is close to being ready to bid, however we may be leaning towards completing Phase 2 design and bidding both jobs in December for the completion in Spring of 2021. Worked with two developers on two subdivisions "Sunwest Park" and "Parkside  Estates".  May Activity:  Finish Chlorination Plans and Begin installation of the Plan. Bidcs Street Sidewalk Project. Finish work at Well#3. Finalize Water Comp Plan. Working on some Electrical upgrades with Oasis Park and Grant PUD. May begin the design work for the City's Sewer system. Consumer Confidence Report (CCR) to be completed and sent in billings by. July 1S. The State may begin their Chip Seal project on SR282 in late May (Not the Round-a-Bout)  Budget Concerns: Other Issues:  Maybe - How the Corona Virus has effected the budget.  The Covid-19 shut down has slowed some of our work and may cause delays in some Projects, but SO far not too bad.    DATE: May6,2020  ITEM: Items for Council Consideration  SUMMARY  1. Contract for Gray and Osborne to prepare Design Plans for the Sewer System and a) There are 12 projects at the Treatment Facility and 10 projects in the Collection System. These projects will be completed over the next three to five years; with first 1. The total loan is for $6,970,600.00 of which $585,080.00 (8.5%) is for the design and bid documents work. $4,293,600.00 is for the 12 projects at the Treatment Facility and  Wastewater Treatment Facility improvements. payment not due until the project closeout.  BUDGETI IMPACTS  $2,677,000.00 is for the 10 projects in the Collection System.  Staffrecommends: acceptance and approval of all Items. Motion to. Authorize, Confirm, or Approve and Accept. All Items.  ENABLING ACTIONS  Ifyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    City of Ephrata 121 Alder Street Southwest Ephrata, Washington 98823 Voice: TDD: 1800-833-63B4 1800-833-6388  Phone: Fax: 509-754-4601 509-754-0912  Staff Report  VII. Items for Council Consideration  1. Contract for Gray & Osborne, Inc. to prepare Design Plans for the projects listed in the Dept. of Ecology Revolving Loan  Agreement.  This loan is for $6,970,600 of which $585,080.00 (8.5%) is  for the design and bid documents work.  a. There are 12 projects at the Treatment Facility totaling  $4,293600.  b. There are 10 Projects in the Collection System totaling  $2,677,000.  . These projects will be completed over the next 3 to5 years. With first Payment not due until project closeout.  Bill Sangster    City of Ephrata 121 Alder Street Southwest Ephrata, Washington 98823 Voice: TDD: 1800-833-6384 1800-833-6388  Phone: Fax: 509-754-4601 509-754-0912  Staff Report  VII. Items for Council Consideration  2. Authorization to Bid the C Street Sidewalk Project. a. Gray & Osborne has completed the plans.  b. The Project has been funded through a TIB's Complete Streets Grant we received last year for $300,000.  c. Project will have a sidewalk from the High School(4th Ave NW) to Parkway School on the West Side ofc Street  only)  d. It will consist of New ADA Ramps and Sidewalk where  there isn't sidewalk currently  Bill Sangster    MEMORANDUM  TO: Wes Crago, City Administrator FROM: Nancy Wetch, P.E. DATE: October 29, 2019 SUBJECT: Ecology Clean Water Funding  The purpose ofthis memo is to update the City on the progress oft the Water Reclamation Facility and Collection System improvements project. As you will recall Gray & Osborne completed the City of Ephrata General Sewer Plan/Wastewater Facility Plan in 2017. This Plan was several years in development and culminated in a presentation to the Council on May 3, 2017. The Plan addresses the wastewater collection and treatment system and the ability ofthese systems to convey and treat wastewater for the 20-year planning period. The Pian included an extensive Capital Improvement Plan (CIP) that included improvements to both the collection system and the Water Reclamation Facility. The CIP ensures that the City can continue to grow, meet its regulatory requirements and alleviate some of the more burdensome operations and maintenance Subsequent to the Council presentation, the City submitted the Plan to Ecology for approval in conjunction with an application to the Water Quality Combined Funding program for the CIP in October of2018. The Plan was approved by Ecology in December of2018 and the City's application for funds was successful. The final funding offer was issued by Ecology in June of 2019. The total funding package offered to the City is a $6,970,600 loan, the rate is 2.0%, and  issues.  the term is 20 years.  FY2020 Funding Application Collection System and WRF Cost Estimate  No. Item 1 Collection System 2 WRF Total Project Cost  Amount $2,677,000 $4,293,600 $6,970,600  The preliminary schedule for funding the design/construction of the improvements is as follows:  Secure Final Loan Documents from Ecology Design WRF and Collection System Improvements Construct Improvements Declare Completion/Close Loan First Ecology Loan Payment  January 2020 2020/2021 2021/2022 September 2022 September 2023  Page 1of2    The City has nearly four years to prepare for the loan repayment and align rates as necessary to ensure the stability oft the sewer fund. We understand that the City will retire aj previous WRF loan int the year 2020 which will increase the City's debt capacity. Enclosed you will find the original correspondence with the Ecology Regional Engineer regarding the improvements, this correspondence lists each improvement and its related cost. In addition, we have attached a map We understand that you will be discussing the pending loan agreement with Council and present a rate plan for their consideration. We are happy to support those efforts and attend Council meetings as necessary to ensure the scope of the project is clearly understood. Should you have any questions with regard to the project or the funding, please feel free to  that shows the proposed collection system improvements.  contact my office. Thank you, Nancy J. Wetch, P.E. Gray& Osborne, Inc. 180 Iron Horse Ct Yakima, WA 98901 509-453-4833  CC: Bill Sangster, Public Works Director, City of Ephrata  Page 2 of2    Attachment: Ecology Corresponder Detailing Improvements  Gray &x Osborne, Inc.  CONBULTING ENGINEERE  October 24, 2018  Ms. Lucy Peterschmidt Water Reclamation & Reuse Engineer Department of Ecology - Eastern Region Office 4601 North Monroe Spokane, Washington 99205-1295  SUBJECT: GENERAL SEWER PLANWASTEWATERFACITYPLAN  CITY OF EPHRATA, GRANT ÇOUNTY, WASHINGTON  G&O #14055  Dear Ms. Peterschmidt  As you are aware the City has submitted a funding application for the FY2020 Water Quality Combined Funding Program. The funding application is a combination of improvements to the collection system and the Water Reclamation Treatment Facility (WRTF). These improvements are based on the analysis and planning that was performed for the development of the City of Ephrata General Sewer Plan/Wastewater Facility Plan (Plan). This planning effort was funded by Bcology. The Plan was submitted as part of the funding closeout, but as we understand there is no record of The purpose of this letter is to ask for review and approval of the General Sewer Plan/Wastewater Facility Plan. In addition, this letter outlines some ofthe changes  Ecology'sapproyal.  between the Plan and the City's current funding request.  Collection System  The Plan included approximately $2,601,000 in collection system improvements as shown in' Table 6-8 ofthe planning document. Wel have included the original collection system capital improvement plan (CIP) summary in the following Table 1.  1801 Iron Horse Court Yakima, Washington 98901 (509)453-4833 Fax (509) 453-5953  Paladen.sgcidpaper    Ms. Lucy Peterschmidt October 24, 2018 Page 2  TABLE1  General Sewer Plan/Wastewater Facllity Plan (Table 6-8) Collection System Improvements Estimated Project Costs  Estimated Cost $630,000 $930,000 $435,000 $130,000 $400,000 $20,000 $6,000 $50,000 $2,601,000  No.  Item  Quantify 2,650LF 3,000LF 1,700LF 425LF 1 2 2 5001 LF/year  1 E/F Street Alley and 3rd Avenue SW - Replace 2,650 LF 6 and 8-inch pipe with 10-inch pipe Division Avenue from Ivy Street to B Street- 2 Replace 3,000LF deteriorated gravity pipe using 3 Peach Tree Lane - Replace 1,700 LF of10-inch pipe w/12-inch pipe from MH1 11 to the WRTF County Courthouse between 1" Street and Division 4 Avenue - Replace 425 LF of 6-inch gravity pipe 6 Trailer Mounted Bypass Pumps (New) 7 Telemetry Improvements at Walmart and Prairie 8 Sanitary Sewer Main Replacement (Annual)  trenchless methods  with 8-inch 5 Vactor Truck  BluffLift Stations  Total All Collection System Projects  As previously mentioned the City has made some changes in their CIP since the Plan Was completed. Following is a summary of the changes the City has made to the collection  system CIP:  The City has already completed portions of Project No. 2, Division Street, and have planned to complete the rest of this project from their reserves, and therefore this project was eliminated from the funding application. The City did not include Project No. 5, the Vactor Truck, as this is not an The City has already completed a portion of Project No. 7,Telemetry Improvements, and have planned to complete the rest ofthis project from their reserves, and therefore this project was eliminated from the funding  eligible project.  application.    Ms. Lucy Peterschmidt October 24,2018 Page 3  Inl lieu of an annual replacement program the City has elected to complete the replacmentrehabiliation of a number of sewers throughout the City. These sewers were selected based on the City's maintenance records, These are Projects No. 6-11 reflected in Table 2 below. The City has added a generator for their lift stations to comply with emergency power requirements. This is Project No. 5 reflected in' Table2  below.  Table 2i is a summary oft the current CIP that the City submitted for funding. The City's goal continues to be the replasememtrehablitation of sewers that are sources of infiltration and inflow, sources ofs significant maintenance, and sewers that have the  potential for structural failure.    Ms. Lucy Peterschmidt October 24, 2018 Page 4  TABLE2  20181 Funding Application  Collection System Improvements Estimated Project Costs  Estimated Cost  No.  Item()  Quantity  1 Basin ND 4-1 E/F Street Alley and 3rd Avenue SW- 2,650LF $630,000 2 Replace 1,700 LFof10-inch pipe w/12-inch pipe from 1,700LF $440,000  Replace 2,650LF 68 and 8-inch pipe with 10-inch pipe Basin WRTF 1,2, and 3-F Peach Tree Lane Basin ND 4 Courthouse County Courthouse LFof6-inch gravity pipe with 8-inch 4 Trailer Mounted Bypass Pumps 5 Mobile Generator for Lift Stations  MH 11 to the WRTF  3 between 15 Street and Division Avenue - Replace 425 425LF  $130,000 $30,000 $15,000  2 1  6 Basin C3-1 Alley NE of Ridge Dr. (Division Ave Eto 1,030LF $267,000  1"A Ave NE)  7 Basin ND 6-1* Ave NW (Cyrus Road to G Street 8 Basin C6-Middle School Ally (Sough ofNat  310LF 140LF  $115,000 $61,000  Washington Way  9 Basin SD 6- Swanson Addition (MH1191 to MH 126) 1,300LF $368,000  10 Basin C3( (Crest Circle) - Crest Circle Alley (MH  1,300LF $330,000  527 to MH 531,L50/L51)  11 Basin SD2-) Basin/C Street Alley (18th Ave SE to 15 $1,200L LF $291,000  Ave SW)  Total All Collection System Projects  $2,677,000  (1) Basin numbers have been given to reflect the cost estimates that appear in the application. The description, street and manhole numbers are approximate. Exact and final locations ofthe  replacement willl be determined during the predesign phase.  These costs include contingency, sales tax, engineering design, construction administration and City administrative costs. In addition the estimates have been updated  tor reflect current bid prices and inflation.    Ms. Lucy Peterschmidt October 24, 2018 Page 5  Water Reclamation Treatment Facility (WRTF)  The Plan included approximately $3,984,000 in WRTF improvements as shown in' Table 7-26 ini the planning document. Wel have included the original WRTF improvements CIP  below as Table 3.  TABLE3  General Sewer Plan/Wastewater Facility Plan (Table 7-26) WRTF Estimated Capital Improvements Costs  No. Item  Quantity Unit Unit  Amount  1 Mobilization/Demobilization 2 New Equalization Tank (100,000 gal concrete) 3 Clarifier No. 1 Stamford Baffle and Recoat 4 Replace SCADA System 5 Replace UV Disinfection System and Controls 6 Blowers 7 Mixers 8 Digester Insulation 9 Membrane Thickening System 10 WAS Piping Reconfiguration 11 Electrical for Solids Treatment Facilities Improvements  1 1 1 1 1 2 3 3,780 1 1 1  LS $184,000 $184,000 LS $230,000 $230,000 LS $70,000 $70,000 LS $275,000 $275,000 LS $500,000 $500,000 EA $44,000 EA $29,000 SF  $88,000 $87,000 $75,600  $20  LS $655,000 $655,000 LS $31,000 $31,000 LS $100,000 $100,000 Subtotal $2,295,600 Contingency (25%) $573,900 Subtotal $2,869,500 Sales Tax (8%) $229,560  Estimated Construction Cost $3,099,060 Engineering and Administration (25%) $774,765  Total $3,873,825  Centrifuge Spare Control Panel and Brake (includes 8%1 tax) $110,000  Total Project Cost (Rounded) $3,984,000    Ms. Lucy Peterschmidt October 24, 2018 Page 6  Similar to the collection system improvements, the City has made some changes in the WRTF CIP since the Plan was completed. Following is a summary oft the changes the  City has made to' WRTF CIP:  The City had originally thought that they would complete the Centrifuge project on1 their own and therefore it appeared at the bottom oft the cost estimate without typical construction expenses. However, now the City believes that this project is better completed as a part ofal larger upgrade and therefore will include it in the construction cost estimate as Project The City has recently identified the need for work at the oxidation ditch, Project No. 3 reflected in Table 4 below, including the following:  No. 10 reflected in Table 41 below.  o o o o  Replacement of brushes on both rotors. Replacement of the rotor bearings. Replacement of the velocity baffles at each rotor. Replacement oft the splitter box weir gate. pump, Project No. 11 reflected in Table 4 below. rooms, Project No. 121 reflected in Table 41 below.  The City has identified the need for a new non-potable water system Thc City has identified the need for HVAC upgrades at the electrical Electrical costs for the solids handling have been included in Projects No. 6-8 and are not broken out separately as shown in the Plan and Table 3.  Table 4 is a summary of the current projects that the City submitted for funding. The City's goal continues to be providing reliable treatment to reclaimed water standards for  the recharge of groundwater.    Ms. Lucy Peterschmidt October 24, 2018 Page 7  TABLE4  2018 Funding Application  WRTF Estimated Capital Improvements Costs  No. Item  Quantity Unit Unit  Amount  1 MollizatioyDemohlization 2 New Equalization Tank (100,000 gal concrete) 3 Oxidation Ditch Improvements 4 Clarifier No. 1 Stamford Baffle and Recoat 5 Replace UV Disinfection System and Controls 6 Membrane Thickening System  1 1 1 1 1 1 2 3 3,780 SF 1 1 1 1 1  LS $189,000 $189,000 LS $230,000 $230,000 LS $150,000 $150,000 LS $500,000 $500,000 LS $655,000 $655,000  LS  $80,000  $80,000  7 Blowers 8 Mixers 9 Digester Insulation 10 Centrifuge (Control Panel and Brake) 11 Non-Potable Water System Pump 12 HVAC 13 Replace SCADA System 10 WAS Piping Reconfiguration  EA EA  $44,000 $29,000 $20 $22,000 $25,000 $31,000 Subtotal $2,542,600 Contingency (25%) $635,650 Subtotal $3,178,250 Sales' Tax (8%) $254,260  $88,000 $87,000 $75,600 $22,000 $25,000 $31,000  LS $130,000 $130,000  EA LS LS  LS $275,000 $280,000  Estimated Construction Cost $3,432,510 City Administrative Costs  $2,000 $1,000  Permitting  Engineering and Administration (25%) $858,127 Total Project Cost (Rounded) $4,293,600    Ms. Lucy Peterschmidt October 24, 2018 Page 8  These costs include contingency, sales tax, engineering design, construction administration and City administrative costs, In addition the estimates have been updated  to reflect current bid prices and inflation.  Summary  Ins summary the City has made some minor modifications to the CIP that was originally developed in the General Sewer Plan/Wastewater Facility Plan. These changes are reflected above and included in the current funding application submitted for the FY2020 Water Quality Combined funding program. These changes do not change the design criteria for the system or the overall planning goals for the City. The changes are meant to update the CIP to accurately reflect the condition of the facilities in 2018. Table 5isa  summary oft the funding application.  TABLE5 2018 Funding Application Collection System and WRTF Cost Estimate  No. Item  Amount $2,677,000 $4,293,600 $6,970,600  1 Collection System (Table 2) 2 WRTF (Table 4) Total Project Cost  As stated above we are seeking Ecology's approval of the General Sewer Plan/Wastewater Facility Plan with these known modifications sO that our application is Please let us know ifthere are any questions. We are happy to meet with you to further discuss the Plan and ensure that we are meeting Ecology'srequirements.  eligible for funding.  Sincerely Gray & Osborne, Inc. Aumgz 2  Jetis  cc; Mr. Bill Sangster, Public Works Director, City of Ephrata, w/ encl.    NORTH END LIFT STATION  anH  7TH PROJECT 4 County Courthouse  SAGEBRUSHI FLATS  PROJECT1 E/F Street Alley  SPORTS PMPLEX PIONEER  STH  PIAMOND  PROJECT 3 Peach Tree Lane,  WAI STATIC  8  MK  WATER RECLAMATION FACILITY    OAB-2  GAB-1  MW-1 EG  OPS  SCT  SC-2  DBSF    AMENDMENT NO.3  TO  CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES THIS AMENDMENT, made this day, by and between the City of Ephrata, Grant County, Washington, hereinafter referred to as the Agency, and Gray & Osborne, Inc., hereinafter referred to as the Engineer, hereby modifies the Contract for Engineering Services dated  (by Agency) July 18, 2019, for General Engineering Services.  City of Ephrata - Design services for the WRF and Collection System  Improvements  IN WITNESS WHEREOF, the parties hereto have executed, or cause to be executed by their duly authorized officials, this AMENDMENT to the Contract for Engineering  Services in duplicate on the respective dates indicated below.  GRAY & OSBORNE,INC. By: pe  CITY OF EPHRATA  By:.  (Signature)  (Signature)  Name: Michael B. Johnson. P.E., President Name:  GRAY & OSBORNE, INC.  (Print)  Date: H/3/2020  Date:  "Equal Opportuniy/Afimative Action Employer"  (April6, 2020)  Page 1 of13    EXHIBIT A SCOPE OF WORK CITY OF EPHRATA  DESIGN SERVICES FOR THE WRF AND COLLECTION SYSTEM IMPROVEMENTS  This scope of work covers engineering and support services for design oft the City's Water Reclamation Facility (WRF) and Collection System Improvements Project. The improvements are required to protect public health and the environment and to ensure compliance with the City's State Waste Discharge permit issued by the Washington State Department of Ecology. The collection system improvements are required to replace aging conveyance pipes and pipes that have significant operations and maintenance issues. The improvements at the WRF are needed to bring the plant into compliance with Federal and State Standards for mechanical and electrical reliability, replace equipment that is beyond its useful operating life, reliably meet groundwater quality standards, and accommodate planned growth. The project is being funded by the Washington State Department of Ecology Water Quality Combined Funding Program. This scope ofwork consists of the engineering services for the design and preparation of construction bid documents including plans and specifications, cost estimates, and Itis anticipated that the final design oft the collection system and WRF projects will be separate projects with each being bid separately with their own contract documents and  services during bidding and award oft the construction contract.  own construction administration efforts.  BACKGROUND  This project will provide design services necessary to construct the collection system and the wastewater treatment plant improvements identified in the 2018 General Sewer/Wastewater Facility Plan, the Water Quality Funding Agreement, and the City's Sewer System Ten Year Plan Executive Summary (January 2020). More specifically the  improvements include: Water Reclamation Facility  1. 2. 3. 4. 5.  New equalization tank, (100,000 gal). brushes, and rotor bearings.  Replacement of the oxidation ditch weir gate, velocity baffles, rotor Addition of Stamford baffles and recoat the mechanism at Clarifier 1. Replacement of the UV disinfection system including electrical and New MBR thickening system for digesters including membranes, blowers  controls.  (April6,2 2020)  Page 2 of13    and other related equipment and controls. Replacement oft the digester mixers. 7. Add insulation to the exterior of the digesters. Replacement oft the centrifuge control panel and brake system. Replacement oft the non-potable water pump. 10. Replacement oft the HVAC system in the operations building electrical 11. Reconfiguration oft the WAS piping (for multiple clarifier wasting)  6. 8. 9.  room.  12. Plant-wide replacement ofthe SCADA system.  Collection System 1. 2. 3. 4. 5. 6. 7. 8. 9.  Basin ND4 - E/F Street SW Alley, replace 2,6501 LF Basin WRTF 1,2,3 - Peach Tree Lane, replace 3,000 LF Basin ND 4. - County Courthouse, replace 425 LF Basin C3 -L: Street Alley, replace 1,030LF Basin ND 6-151 Avenue NW, replace 310LF Basin C6 - Middle School Alley, replace 140LF Basin SD6 - Swanson Addition, replace 1,300 LF Basin C3 - Crest Circle Alley, replace 1,300LF Basin SD2 - Basin/C Street Alley, replace 1,200 LF 10. The Contract documents will also include the purchase oft trailer mounted bypass pumps and a mobile generator for the lift stations.  SCOPE OF WORK Task1-1 Project Management  This task will incorporate overall project management as well as in-house quality assurance and quality control (QA/QC) reviews ofall documents in order to address the relevanti issues that may affect the project. The project management task also covers  oversight of the project schedule and budget.  Task2-Survey components.  Obtain vertical and horizontal control necessary for the design of the various project  Establish vertical and horizontal control for survey and mapping at a scale Acquire public records ofs survey, plat maps, assessor maps, land corner Acquire topographic and planimetric survey oft the site, including existing facilities, existing rights-of-way, and offsite detail required to establish the location of surface grades, pavement edges and elevations, gravel shoulder edges and elevations, existing utilities, and utility poles in sufficient detail  of1"=20.  records, and record drawings as may be available.  (April6, 2020)  Page 3 of13    tos support design.  Task3- Geotechnical Analysis at the WRF  Provide field exploration and geotechnical design and construction recommendations. This work will be primarily completed by the G&O's geotechnical subconsultant, with support and coordination from the G&O'sproject manager. This work will include the  following components:  Review available geological and geotechnical information. Perform site reconnaissance and evaluate general geological and Conduct and analyze a soil boring at the location of the equalization basin. Analyze test pit excavations to a depth ofapproximately 10 feet, at Conduct field and laboratory testing, as necessary, in general accordance with appropriate ASTM standards, including natural moisture content and Notify utility locate service and coordinate excavations with the City. Provide a geotechnical report summarizing the results of the field investigation and providing recommendations for design and construction.  environmental conditions.  appropriate locations around the site.  grain size analysis.  Iti is assumed that the City will provide the backhoe and operator to conduct the test pit  excavations.  Task 4-Predesign Report (WRF Only)  This task will present the design criteria for the project and advance the conceptual design oft the improvements presented in the 2018 Genera Sewer/Wastewater Facility Plan. Preliminary drawings showing the civil, mechanical, structural, electrical and instrumentation and control elements and the general physical configuration of the facilities to be constructed as part of this project will also be included. The report will also include process control and instrumentation diagrams, and control strategy narratives The recommendations oft the 2018 Genera Sewer/Wastewater Facility Plan will be the starting point and the predesign task will examine those recommendations pertaining to the project in more detail and, ifnecessary, consider appropriate alternatives. Itis not the intent oft the predesign report to revisit major decisions established in the Facility Plan. The details associated with any project sequencing required to maintain the operation and reliability oft the existing treatment facility during construction will also be addressed in The predesign report will also include an overview of the findings presented in the geotechnical report for the project, that will be completed by our geotechnical engineering subconsultant, PanGEO, Inc. A copy oft the geotechnical report will also be  along with a hydraulic profile and preliminary cost estimate.  the predesign report.  (April6,2 2020)  Page 4 of13    included as an appendix to the predesign report.  Consultant will submit the predesign report to the City for review and approval.  Task 5-F Final Design  This task will advance the design from the predesign level of completion (Task 4) to the final design level of completion ready for solicitation ofbids from qualified construction contractors. Separate contract documents will be prepared for the collection system and the WRF improvements. The plans and specifications for each project will be prepared ina City approved format for public bid and use by general contractors to perform the required work. Specifications for the collection system will be prepared using the WSDOT Standard Specifications format. Specifications for the WRF will be prepared using the CSI format. A final cost estimate will also be prepared for each and submitted Plans, specifications, and cost estimates will be submitted to the City for review at the 30 percent, 60 percent and 90 percent design completion levels for the WRF and the 60 percent and 90 percent for the collection system improvements. Review comments will be incorporated into the final sets of plans and specifications where applicable. The final sets of plans and specifications will be submitted to the Washington State Department of Ecology for review and approval. Consultant will address comments from the regulatory agencies and amend the plans and specifications accordingly. The Consultant will complete and submit a Construction Quality Assurance Plan for the WRF in accordance with WAC 173-240-075 and the Ecology funding agreement. The Consultant will work with a third party for a peer review of the design to complete an Investment Grade Efficiency Audit at the WRF as required by the Ecology funding  to the City along with the plans and specifications.  agreement.  Task 6-1 Permitting Assistance/Regulatory Approval The consultant will assist with the following permits and approvals.  City Building Permit Construction Erosivity Waiver  Ecology approval oft the Plans and Specifications. Ecology approval of the Construction Quality Assurance Plan Ecology approval of the Investment Grade Efficiency Audit  Task7-( Cultural Resource Survey  The Consultant will work with Ecology to complete the cultural resources review for both the collection system and the WRF. This work will include the completion oft the  (April6, 2020)  Page 5 of13    Ecology Executive Order 05-05 Project Review Form and providing any supporting documentation to Ecology as required for them to consult with the Department of Archeology and Historic Preservation (DAHP) and interested Tribes. This scope ofwork does not include a Cultural Resource Survey or a historical building inventory. Ifasurveyi is required it will be contracted as a separate scope of work.  Task 8 - Assistance during Bidding  The Consultant will provide assistance to the City during bidding and award ofthe contract to a qualified responsible general contractor selected through a legal public bidding process. The Consultant will electronically post contract documents including drawings and specifications on Gray & Osborne's construction documents website "gobids" for use by prospective bidders and plan houses. For the WRF, the Consultant will prepare for and conduct aj pre-bid meeting and provide a tour of the project site for prospective bidders to familiarize them with the existing site facilities. The Consultant will document inquiries received from potential bidders and equipment and material suppliers during the bidding period. The Consultant will prepare as needed clarifications and changes to the construction bid documents in the form of addenda to the construction contract and distribute to bidders through the "gobids" web page ina timely manner. The Consultant will review bids received for each project and provide a summary to the City, and then when authorized by the City notify the respective two lowest bidders for each project to submit the completed Supplemental Bidder  Responsibility Criteria forms. Task9-1 Bid Evaluation  The Consultant shall prepare a recommendation letter to the City to award each construction contract to the lowest responsive, responsible bidder.  SCOPE EXCLUSIONS  This scope of work does not include the following work:  Work related to the grit removal and fine screen at the headworks. Structural or electrical work related to the bioselectors and oxidation ditch. Structural, electrical, and mechanical work related to the RAS/WAS Structural and electrical work related to Secondary Clarifier No. 1. Work related to the effluent coagulation, flocculation and filter system. Electrical, plumbing, structural modifications to the operations buildings. The scope of work assumes that all structural, mechanical and electrical  Work related to the influent pump station.  pumps.  Work related to Secondary Clarifier No. 2. Work related to the effluent flow meter.  (April6, 2020)  Page 6of13    systems werei installed per the code when the original WWTF was  constructed in 2000. Property or ROW acquisition. Cultural Resource Survey Historical Building Inventory NEPA Environmental Documentation construction phase of the project.  Construction Administration and Construction Observation as desired this work will be contracted in a separate scope of work for the USBR, Irrigation District and Railroad Permits - aj preliminary review of the project sites indicates that these permits will not be necessary. If deemed necessary, this work will be contracted ins a separate scope of  work.  BUDGET  Consultant will complete the scope of services for this work on a time and materials basis and the cost for the services will not exceed the price shown in Exhibit B, without authorization from the City. The level ofe effort that the Consultant anticipates for project  is presented in Exhibit "B." SCHEDULE  A preliminary schedule for each project is provided as noted below. The schedules are based on an anticipated Notice to Proceed of April 16, 2020. We note that this schedule is based on the Stay Home Stay Healthy proclamation by Governor Inslee and subsequent amendments current to the date of April 1,2020. Ifadditional restrictions are placed on public works projects due to the COVID-19 virus, the schedule will be adjusted  accordingly. Task Notice to Proceed. Cultural Resources Review Consultation Geotechnical Analysis Survey Collection System 60 Percent Plan Submittal. 90 Percent Plan Submittal. Ecology Submittal. *Bid Advertisement Water Reclamation Facility Predesign Report Submittal to City. Predesign Report Finalized. 30% Plan Submittal.  Task Completion May 7,2020 June 5, 2020 July 12, 2020 July 17,2020 September 18, 2020 November 20, 2020 December 18, 2020 January 19, 2021 August 7. 2020 September 11, 2020 October 16, 2020  (April6 6, 2020)  Page 7of13    60% Plan Submittal.. 90% Plan Submittal. IGEA Consultation.. Ecology Submittal. *Bid Advertisement  January 3, 2021 March 12, 2021 March 12, 2021 April2 2,2 2021 April2 2, 2021 May 15,2021  Building Permits Obtained (as required)  *Final bid advertisement dates depend on a timely review by the Department of Ecology.  (April 6,2 2020)  Page 8 of13    WASHINGTON STATE DEPARTMENT OF ECOLOGY WATER POLLUTION CONTROL REVOLVING FUND  DEPARTMENT OF ECOLOGY State of Washington  ENGINEERING SERVICES INSERT  Revised 10/24/14  The following clauses will be incorporated into contracts for engineering services receiving financial assistance from the Washington State Department ofE Ecology Water Pollution Control Revolving Fund. In the event of conflict within the contract these  clauses shall take precedence  PART1 COMPLIANCE WITH STATE AND LOCAL LAWS The engineering services provider (CONTRACTOR) shall assure compliance with all applicable federal, state, and local laws, requirements, and ordinances as they pertain to the design, implementation, and administration oft the approved project. Partial funding ofthis project is being provided through the Washington State Department of Ecology Water Pollution Control Revolving Fund. Neither the State of Washington nor any ofi its departments or employees are, or shall be, aj party to this  PART2 STATE INTEREST EXCLUSION  contract or any subcontract.  PART3 THIRD PARTY BENEFICIARY  Partial funding oft this project is being provided through the Washington State Department of Ecology Water Pollution Control Revolving Fund. All parties agree that the State of Washington shall be, and is hereby, named as an express third-party  beneficiary of this contract, with full rights as such. PART4 COST BASIS OF CONTRACT  No contract may be written for comsplseperemmgedfcoart or "percentage of construction cost." The cost basis for this contract must be cost-reimbursement, unit price, fixed-price, time and materials, or any combination of these four methods. Documents produced under this agreement shall inform the public that the project received financial assistance from the Washington State Water Pollution Control Revolving Fund. Washington State Department ofEcology's and the EPA's logomust be  PART5 FUNDING RECOGNITION  on all signs and documents. Logos will be provided as needed. PART6 ACCESS TO THE WORK SITE AND' TO RECORDS The CONTRACTOR shall provide for access to their records by Washington State Department of Ecology and Environmental Protection Agency (EPA) personnel.  (April6, 2020)  Page 9 of13    The CONTRACTOR shall maintain accurate records and accounts to facilitate the Owner's audit requirements and shall ensure that all subcontractors maintain auditable records. These records shall be separate and distinct from the CONTRACTOR's other All such records shall be available to the Owner and to Washington State Department of Ecology and EPA personnel for examination. All records pertinent to this project shall be retained by the CONTRACTOR for aj period ofthree (3) years after the final audit. PART7 CERTIFICATION REGARDING SUSPENSION, DEBARMENT,  records and accounts.  INELIGIBILITY OR VOLUNTARY EXCLUSION  1. The CONTRACTOR, by signing this agreement, certifies that it is not suspended, debarred, proposed for debarment, declared ineligible or otherwise excluded from contracting with the federal government, or from receiving contracts paid for with federal funds. Ifthe CONTRACTOR is unable to certify to the statements contained in the certification, they must provide an explanation as to why they 2. The CONTRACTOR shall provide immediate written notice to the Washington State Department of Ecology ifat any time the CONTRACTOR learns that its certification was erroneous when submitted or had become erroneous by reason of 3. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections ofr rules implementing Executive Order 12549. You may contact the Washington State Department of Ecology for assistance in 4. The CONTRACTOR agrees it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under the applicable Code of Federal Regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction. 5. The CONTRACTOR further agrees by signing this agreement, that it will include this clause titled "Certification Regarding Suspension, Debarment, Ineligibility Or Voluntary Exclusion" without modification in all lower tier covered transactions 6. Pursuant to 2CFR180.330, the CONTRACTOR is responsible for ensuring that any lower tier covered transaction complies with certification ofsuspension and  cannot.  changed circumstances.  obtaining a copy of the regulations.  and in all solicitations for lower tier covered transactions.  debarment requirements.  (April6, 2020)  Page 10of13    7. The CONTRACTOR acknowledges that failing to disclose the information required in the Code ofF Federal Regulations may result in the delay or negation of this funding agreement, or pursuance of legal remedies, including suspension and 8. The CONTRACTOR agrees to keep proofin its agreement file that it and all lower tier recipients or contractors are not suspended or debarred and will make this proofavailable to the Washington State Department of] Ecology upon request. The RECIPIENT/CONTRACTOR must run a search in htp/vww.samgov and print a copy ofo completed searches to document profofcompliance. This term and condition supersedes EPA Form 5700-49, "Certification Regarding  debarment.  Debarment, Suspension, and Other Responsibility Matters." PART8 DISADVANTAGED BUSINESS ENTERPRISES  GENERAL COMPLIANCE (40 CFR PART 33).  The CONTRACTOR shall comply with the requirements oft the Environmental Protection Agency's Program for Participation By Disadvantaged Business Enterprises NON-DISCKIMINATION PROVISION (40CFR APPENDIX A TO PART 33). The CONTRACTOR shall not discriminate on the basis of race, color, national origin or sex in the performance oft this contract. The CONTRACTOR shall carry out applicable requirements of40CFR part 33 in the award and administration ofcontracts awarded under EPA financial assistance agreements. Failure by the CONTRACTOR to carry out these requirements is a material breach oft this contract which may result in the termination of this contract or other legally available remedies.  (DBE) 40 CFR Part 33.  SIX GOOD FAITH EFFORTS (40 CFR PART 33 SUBPART C).  The CONTRACTOR agrees to make the following good faith efforts whenever procuring subcontracts, equipment, services and supplies. The CONTRACTOR shall retain records 1. Ensuring Disadvantaged Business Enterprises are made aware of contracting opportunities to the fullest extent practicable through outreach and recruitment activities. For Indian Tribal, State and Local and Government recipients, this will include placing Disadvantaged Business Enterprises on solicitation lists and soliciting them whenever they are potential sources. Qualified Women and Minority business enterprises may be found on the Internet at www.omwbe.w2goy or by contacting the Washington State Office ofMinority and Women's Enterprises at (866) 208-1064. 2. Making information on forthcoming opportunities available to Disadvantaged Business Enterprises and arrange time frames for contracts and establish delivery schedules, where the requirements permit, in a way that encourages and facilitates participation by Disadvantaged Business Enterprises in the competitive process.  documenting compliance with the following six good faith efforts.  (April6, 2020)  Page 11 of13    This includes, whenever possible, posting solicitations for bids or proposals fora minimum oft thirty (30) calendar days before the bid or proposal closing date. 3. Considering in the contracting process whether firms competing for large contracts could subcontract with Disadvantaged Business Enterprises. For Indian Tribal, State and local Government recipients, this will include dividing total requirements when economically feasible into smaller tasks or quantities to permit maximum participation by Disadvantaged Business Enterprises in the competitive 4. Encourage contracting with a consortium of Disadvantaged Business Enterprises when a contract is too large for one ofthese firms to handle individually. 5. Using services and assistance of the Small Business Administration and the Minority Business Development Agency oft the Department of Commerce. 6. Ifthej prime contractor awards subcontracts, requiring the subcontractors to take the six good faith efforts in paragraphs 1 through 5 above.  process.  (April6, 2020)  Page 12 of13    EXHIBIT "B" ENGINEERING: SERVICES SCOPE. ANDI ESTIMATED COST CITYOFEPHRATA AFAMDCQLETOMSSTEN IMPROVEMENTS  Environmental Tech.  AutoCAD/ Professional GISTech.  Project IIours 80 8 2 40 80 16 2 16 4 248 $155 $38,440 433,580 $ 3,500 $ 120,000 $ 10,000 $ 5,000 $ 13,000 585,080  Project Hours 16 4 220 540 24 24 4 832 $145 $120,640  Structural Eng. Hours 4 40 140 2 186 $160 $29.760  Land Field Survey Hours 60  Principal Manager Engineer Civil Eng.  Specialist Engineer-In- Eng. Intern Surveyor (2person)  Hours 160 4 2 20 40 4 2 232 $175 $40,600 RS: rate)  Hours 24 120 320  Hours Training Hours Hours  Hours 120  450 2 452 $90 $40,680  700  8 12 20 $I15 $2,300  464 $I40 $64,960  700 $95 $66,500  60 $145 $8,700  120 $175 $21,000  $135 to $200 $11910$200 $11910$148 $9310S135 $11010$167 $8310S138 $8510S133 $5010S132 $I18t0S152 $17010$224  ployce's actual rate. Estimated rates aref for determining total estimated cost only. Fully burdened billing rates include direct salary cost, overhead, and profit.  Page 13of13    DATE: May6 6,2020  ITEM: City Administrator's Report  SUMMARY  1. City Operations during the COVID-19 pandemic.  a. Since Governor Inslee's! Stay Home order the staffhave been working an alternate shift. Each department spliti into two crews; with one crew working Monday thru Wednesday and the other working Thursday and Friday. The following week the crews would flip their working assignment (all personnel designated as non-essential were to remain home (this consisted oft the three recruits in the Police Department, two b. As ofMay 4th all employees are back to work with City Hall and Public Works working 4/40 shifts. The crew assignments have remained in place and those who were previously identified as non-essential have been assigned to a crew. One crew is working Monday thru Thursday and the other will be working Tuesday thru Friday. This will enable the city to have everyone working with limited cross contamination. During the Tuesday thru Thursday period when all employees are working, each employee has been instructed to wear a mask anytime they leave their workstation. a. We currently do not have budget reports indicating what our financial picture looks like, however, we are anticipating ai major shortfall and once we get those reports we will be sitting down and evaluating what course ofa action we will need to take to  in Public Works and three from City Hall).  2. Budget  continue to provide service to our community.  BUDGET IMPACTS  1. N/A 2. N/A 3. Unknown at this time  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting.