SYOF HAATA  EPHRATA CITY COUNCIL  MAYOR BRLCEREIM  MAYOR PRO-TEM WILLIANCON:  KTHLFEN MLESTOI.SRNII MDONNELLV NLIMILLARD.  INITNIOORE.IONI MORI. MARK WANKE CITY ADMINISIRAIOR MIKE WARREN  -AGENDA FOR March 17, 2021-  ZOOM VIDEO EPHRBAWI2VTAV  OR  CALL IN PHONE NUMBER 1-253-215-8782, follow prompts  City of Ephrata Meeting ID: 642-397-7833  6:45PM  EXECUTIVE SESSION The city of Ephrata conducts Executive Session in accordance with RCW  42.30.110ofthe Open Public Meeting Act.  1. Litigation or potential litigation (RCW 42.30.110(1))  7:00 PM  REGULARSESSION 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 ofClaim Fund Bills and Checks Issued 2. Approval of Council Minutes: March 3,2021 3. Approval of Special Event Appliçation: a.Gran Fondo- March 27-28,2021  BILLS: Allstot, Mora Coe    III STAFF.COMMITEL & AGENCY REPORTS  IV CLOSED RECORD DECISIONS RCWCHAPTERS 36, 42: OPENPUBLICI INPUT NOTP PERMITTEDI  V  PUBLICHEARINGS  VI ORDINANCES & RESOLUTIONS  VII ITEMS FOR COUNCIL CONSIDERATION  1. SEPA for WWTF and Sewer Collection System Upgrade Project  VIII ITEMS FOR COUNCILACTION  Employee Recognition Policy 2 Personnel Renewal of Section 125 Benefits  3 Contract for Cultural Resources for the WWTF and Collection System improvements 4 TIB Consultant Supplemental Agreement for Division Avenue Overlay  IX CITY ADMINISTRATOR REPORT  BILLS: Allstot, Mora, Coe    CITY COUNCIL MINUTES  March 03, 2021  City Council of the City of Ephrata, Grant County Washington met in regular session on March 03, 2021. The meeting was called to order at 7:00 p.m. by Mayor Due to the COVID-19 Pandemic and Governor Inslee's Proclamation 20-28, this meeting Members Present: Mayor Bruce Reim, Mayor Pro Tem William Coe, Council  Bruce Reim.  isb being conducted remotely using the ZOOM video conferencing.  members Mark Wanke, Matt Moore, Valli Millard, Sarah City Administrator Mike Warren, City Attorney Anna Franz, Public Works Director Bill Sangster, Community Development Director Dan Leavitt, Community Relations Director' Traci Bennett, Fire Chief Jeremy Burns, Police Chief Kurt Adkinson, and City Clerk/Finance Director Leslie Trachsler  McDonnell, and Kathleen Allstot  Staff Present:  Motion to excuse Council member Mora. (m/s Allstot/Wanke) Motion carried.  Pledge of Allegiance was said. No public signed up to speak.  Agenda: There were no additions or correction to the agenda.  Presentations: Mayor Pro Tem Will Coe gave Council an update on projects the Grant County Economic Development Council (EDC) has been working on. Currently there are thirteen projects/contacts ofi interest with one: showing interest in Ephrata. Willis currently serving as past-president on the EDC Board and will be required to step down at the end of this term sO there will be an opening fora a quasi-member to represent Ephrata. The Board meets at 7:00 a.m. on Wednesday mornings. Will encourage Consent Agenda: Director Trachsler advised Council that the minutes were amended to reflect that the motion to accept and approve Ordinance 21-03 there were five yea votes and two nay votes. Motion was made to approve consent agenda with amended minutes.  Council members to consider this opportunity.  (m/s Moore/Millard) Motion carried.    Items on the consent agenda are as follows:  Claims #93045 through #93084 in the amount of $131,640.47 Payroll Checks #46812 throught #46825 in the amount of $32,325.93 Payroll Claims #93024 through #93041 in the amount of $238,663.67 Payroll Direct Debit in the amount of $5,875.00 Payroll Direct Deposit in the amount of $184,273.23 Claims #93022 and 93023 in the amount or $143.86 Claims #93042 through #93044 in the amount of $5,287.79 Amended Minutes of the February 17,2021 Council meeting  Special Event Applications: None  Law Enforcement Reform Legislation: Chief Adkinson gave a brief update to Council on the law enforcement reform legislation that is currently being considered by the State Legislature and the potential impact ife enacted. There are a large number of law enforcement reform bills being proposed but these are the most concerning.  SHB 1054 - Tactics SHB 1202 - Civil Cause of Action SHB 1203 - Community Oversight Boards SSB 5259 - Data Collection on Use of Force SHB 1267 - Office of Independent Investigations  SHB 1310 - Use of Force Council discussion ensued.  Division Street Bid Acceptance: Director Sangster advised Council that the Division Street Overlay Project bid opening was on February 25th. The City received three bids with the apparent low bid being from Central Washington Asphalt, Inc. for $971,971.00. The engineers estimate for the project is $1,148,340.00. This project is being fund 90% with a grant from Transportation Improvement Board (TIB) and 10% from City funds. City engineers have verified that Central Washington Asphalt, Inc. has met the responsibility criteria and based on their evaluation, recommend the project be awarded to the lowest responsive, responsible bidder Central Washington Asphalt, Inc. of Moses Motion to accept the bid for the Division Street Overlay Project from Central Washington Asphalt, Inc. for $971,971.00 pending approval from TIB. (m/s Wanke/Moore) Motion  Lake, WA.  carried.  City Administrator Report: None at this time.    There being no further business meeting adjourned at 7:30 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    reçeived 2337301h  SPECIAL EVENT PERMIT APPLICATION  City of Ephrata 121 Alder Street SW Ephrata, WA 98823 (509)754-4601 ph (509)754-0912 fax 1. 2. 3. 4. 5. 6. 7. 8. 9.  PERMIT APPROVED:  YES Date:  NO  Authorized City Signature:  Name of Event: GrM Fondo Ephrk Date(s) of Event: Marca 27-28202  Setup Start Time/Date: Event End Time: Sponsoring Organization: Event Coordinator/Primary Contact: * Mailing Address: Day Phone: Email:  Event Start Time: S10DGm Clean Up End Time/Date:  Sicdrw 3:26 S:00 pm  Sdpw.3.29  Vicibs LylEvesis  ANake  13150  Cell Phone: $09).750 0977  Fax: Phone:  Phalatrseswul. LW Secondary Contact: KArtw Modie  ) 76.5 3620  10. Is alcohol being served? IfYES, which one(s)?  YES NO IfYES include a copy of the State Liquor Permit.  11. Do you wish to utilize any City property, such as a park? YES (NO  12. Will this event include Food Vendors of any type? 13. Anticipated number of attendees? 400  YES NO  Ifyes, all vendors must apply for a Temporary Food Service Permit with the County Health District. A list  of vendors is required to be submitted with the application.  THE PRIMARY CONTACT MUST LIST A DAY OF EVENT PHONE NUMBER IF NOTI LISTED ABOVE.  FOR OFFICE USE ONLY: Park & Rec. Community Development Fire  Code Enforcement Police Public' Works  STAFF INITIAL AND DATE UPON APPROVAL OR ATTACH MEMORANDUM WITH CONDITIONS.  PAYMENT AMOUNT: RECEIVED BY:  CASH CC CHECK# # DATE:  125.00  7    DATE:  March 11,2021  Department: City Clerk/Finance  Past Activity  Continue to support other departments and commissions Working with Mayor/Administrator on COVID-19 related issues Utility Relief application and payment agreement form Work with Architects on ERC re-roof project Prepared 2020 End of Year Financial Report for Council Continue entry level police officer vacancy recruitment Oral Board Interviews scheduled for 2-16-2021 Draft Allocation Policy and Standard Operating Procedures Draft Procurement Policy Normal monthly duties Monthly Balancing of all financial transactions Prepare and submit monthly tax reports Monitor revenues/expenses of the City Monitor Budget Attend all Council Meetings Initiate Legal Publications as required Provide and monitor requests for Public Records Monitor Records retention/lestruction Address Human Resource issues Support staffi in their daily operations Support City Administrator Monthly Civil Service Commission meeting Attend LEOFFID Disability Board monthly meetings Refining Utility Relief application and payment agreement forms Continue work on Draft Allocation Policy and Standard Operating Procedures Continue work on Draft Procurement Policy Attend WMCA Virtual Conference Attend WPTA Virtual Conference Meet with Grant County on Landfill Remediation Monitoring revenues closely Cross training staff  Monthly duties as assigned  Future Activity  Budget Concerns Other Issues  Grateful to be back to a full work crew: and full work days Updating the Council Room with new paint and carpet    City Council Report Parks and Recreation  EPHRATA PARKS & RECREATION PAST ACTIVITY: 1. Parks Commission:  March 10, 2021  a. January meeting held 2. Recreation/Communiy Programming:  Sam's Dance class continues with COVID restrictions Began early bird season pass sale Prepared for drive through egg event d. Began work with Revize on new website a. Water on and restrooms opening Attended Ephrata 2040 meeting b. Chamber of Commerce Board meeting a. Drive through Easter Egg event  Working with high school graphic arts class for new city logo  3. Parks:  4. Public Relations/Tourism:  5. Special Events: 6. Recreation Supervisor:  a. Researching programs and activities with COVID-19 safety measures  b. Assisting phone in utilities customers Entering programs into Recl d. Working on potential spring activities Mailed letters to returning Splash Zone employees  7. Splash Zone:  a. Monitoring guidelines for aquatic operation with COVID restrictions b. Accepting applications for Splash Zone staff Tentatively set opening/closing and in-service dates  FUTURE GOALS/ACTIVITY: 1. Continuing administrative duties 3. Develop a park reservation system 4. Develop tree replacement program 5. Update Park Master plan 6. Surviving COVID lock down  2. Continuing to work with and support various community groups    DATE: March 17,2021  ITEM: Items for Council Consideration  SUMMARY  1. SEPA for WWTF and Sewer Collection System Upgrade Project-This is aj public discussion for State Environmental Policy Act (SEPA) for WWTF and Sewer Collection  System Project. 1. None  BUDGETIMPACTS  Staffrecommends: acceptançe and approval ofall Items. Motion to. Authorize, Confirm, or Approve and Accept All Items.  ENABLING ACTIONS  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting,    CITY OF EPHRATA STAFF REPORT  To: From: Date: Subject:  Mayor and City Council Mike Warren, City Manager Bill Sangster 3/12/2021  Proceeding Type: Council Consideration  SEPA for WWTF and Sewer Collection System Upgrade Project  Legislative History: March 17,2021 None None  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: This is a public discussion for State Environmental Policy  Act (SEPA) for the WWTF and Sewer Collection System Project. This is a required by the Dept. of Ecology. Gray and Osborne, In. (Adam Miller) will lead the Discussion.  Discussion/Analysis: Gray & Osborne will produce the SEPA Document toi the City's  SEPA Official (Dan Leavitt) for distribution for public comment. We will post the information on the City's Web Site and at City Hall, etc. We have informational Flyers that will be posted in  English, Spanish and Russian  Staff Recommendation: Informational Only Financial Implications: $0  Pageiof2    Attachments  A.  Projects Overview for SEPA review = in English  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed by! Legal Counsel N/A  Type of Document  Title of Document  Page2of2    Cityo of Ephrata  Mayor: Bruce Reim City Administrator: Mike Warren Public Works Director: Bill Sangster Finance Director/City Clerk: Leslie Trachsler Engineer: Gray & Osborne, Inc.  WELCOME TO! EPHRATA,  Project Overview  The purpose of the Water Reclamation Treatment Facility and Collection System Improvements projects are to address the ability of the wastewater collection and treatment system to convey and treat the 20-year projected flows and loadings that were developed in the General Sewer/Wastewater Facility Plan. This plan was approved by Department of Ecology in 2018. The design and construction of the projects are funded by a loan from the Department of Ecology  Clean Water State Revolving Fund (CWSRF).  Projects  Collection System Improvements  The Collection System Improvements project is currently in design and is meant to address sections of the collection system that are at or beyond capacity. improvements also include sections of sewer identified by the maintenance crew where regular flushing is needed because of blockages orl low points in the pipe. The project will replace these. sections in order to reduce the risk of breaks, wastewater spills due to backups, and prevent exfiltration through deteriorated Construction of these improvements is anticipated to begin in early summer 2021 and be  pipes.  completed in late 2021.    Schedule A Project  Quantity  E/F Street Alley and 3rd Avenue SW - Replace 2,620 lineal feet of 6- and 2,620LF  8-inch pipe with 10-inch pipe by pipe bursting.  County Courthouse between Ist Avenue NW and Division Avenue = Replace 400 lineal feet of 6-inch pipe with 10-inch pipe by pipe bursting. Alley NE of Ridge Drive between Division Avenue and Ist Ave NE - Realign sewer by installing 990 lineal feet of 10-inch pipe by open trench Cyrus Road entering into Ist Ave NW -) Realign sewer by installing 205 lineal feet of 8-inch PVC pipe by open trench construction. Swanson Addition (Park Place SE, Lee Street SE, Pioneer Avenue SE) - Replace 1,200 lineal feet of 8-inch pipe with same size by open trench Crest Circle Alley - Replace 1,150 lineal feet of 8-inch pipe with same size 1,150LF utilizing both open trench construction and pipe bursting. Basin/C Street SE. Alley between 18th Avenue SE and 15th Avenue SE - Replace 1,060 lineal feet of 8-inch pipe with 10-inch pipe utilizing both  400LF 990LF 205LF 1,200LF  construction.  construction.  1,060LF $2,006,000  open trench construction and pipe bursting. ENGINEER'S STIMATE-SCHEDUIEA  Schedule B (Optional with City)  Project  Quantity  Peach Tree Lane between Cherry Blossom Drive and the Water  Reclamation Treatment Facility - Replaçe 1,530 lineal feet of 10-inch pipe 1,530LF  with 12-inch pipe by pipe bursting. ENGINEER'S STMATE-SCHEDUIEE ECOLOGY FUNDING AMOUNT  $330,000 $2,336,000 $2,677,000  TOTAL ENGINEER'S ESTIMATE (SCHEDULES A AND B)  Any leftover funds remaining after project bidding may be used to purchase new sewer equipment. Equipment may include trailer-mounted temporary bypass pumps and piping, mobile or stationary generators for lift stations, and/or a new sewer camera. These purchases must be  approved by Department of Ecology.  Water Reclamation Treatment Facility Improvements  The Ephrata Water Reclamation Treatment Facility (WRTF) Improvements project is currently in design and is meant to address specific equipmentprocesses within the facility that have reached the end of their useful life or do not have the capacity to accommodate projected peak Modifications at the WRTF include rehabilitation of the existing oxidation ditch brush rotors which consists of replacing the existing brushes and motor bearings, installation of two new velocity baffles, and replacement of the existing rotating outlet weir gate. The improvements also include surface preparation and recoating for clarifier mechanisms on both Clarifiers 1 and  flows or loads.  2    2,a as well as modifications to the existing Waste Activated Sludge (WAS) and Return Activated Sludge (RAS) piping within the operations building pipe gallery. The existing aerobic digester will be modified to include a membrane thickening system within the existing tanks, and the existing concrete structure will be provided with insulation on the exterior wall to help maintain sludge temperature during the cold winter months. New digester mixers will also be provided and installed. The existing dewatered sludge conveyor within the Centrifuge Building will be rehabilitated including new troughs, new wash piping, and new trough seals. New ultraviolet disinfection equipment will bei installed within the existing concrete channel and the existing equipment will be removed. A new, partially below grade, cast in place concrete equalization basin will be constructed south of the existing headworks structure. This new basin will provide flow attenuation for flows in excess of 1.5 million gallons per day (mgd) and will temporarily store the flows until they can be pumped back to the headworks for treatment. The equalization basin will have submersible pumps within it and will be fed by a new below grade submersible pump wet well station located north of the existing influent pump station. The operations building electrical and mechanical (HVAC) systems will be upgraded to meet current code requirements and the WRTF Supervisory Control and Data Acquisition System (SCADA) will These modifications are currently in design and construction for the improvements listed above  also be upgraded.  isa anticipated to begin in fall of 2021 or spring of 2022.  No. Item  Amount $422,000 $120,000 $120,000 $505,000 $917,000 $161,000 $160,000 $139,000 $1,200,000 $57,000 $3,824,000 $4,293,600  1 New Equalization Tank and Submersible Pump Station  (100,000-Gallon Concrete) 2* Clarifier No. 1E Recoat 3 Clarifier No. 2 Recoat 4 Replace SCADA System 6 Blowers 7 Mixers 8 Digester Insulation 9 Membrane Thickening System 10 WAS Piping Reconfiguration TOTAL ENGINEER'S ESTIMATE ECOLOGY FUNDING AMOUNT *Optional with City as available funding allows.  5 Replace UV Disinfection System and Controls  11 Electrical for Solids Treatment Facilities Improvements $183,000  Alternatives/Cost Effectiveness  Two construction methods were considered for the collection system improvements: (1) pipe bursting and (2) open trench construction. In general, pipe bursting is considered more efficient and cost effective than open trench construction and is being utilized on a majority of the sewer mains throughout the project. Open trench construction is being used in areas where the sewer A variety of needs were identified at the WRTF. Major deficiencies were identified and alternatives were analyzed for both the influent pump station and the solids handling facilities. A detailed life cycle analysis was presented in the General Sewer/Wastewater Facility Plan and  needs to be re-aligned or re-graded and in shallow areas.  3    recommendations were made as shown below based on cost effectiveness while also considering  non-monetary benefits. 1. Dol Nothing 2. Pump Station Upgrade  a. Three Pump Replacement  b. Three Pump Replacement, plus New Fourth Pump Equalization Basin - Recommended Improvement  3. Solids Handling Upgrades  a. Additional Digester Volume b. Rotary Drum Thickener  . - Membrane Thickening - Recommended Improvement  The selected alternatives maximize water and energy conservation.  Environmental Impacts  A SEPA is currently being processed and is expected to result in a Determination of Non- Significance (DNS). Should this review result in a DNS, the DNS will be published in the Al National Historic Preservation Act Executive Order 05-05 project review form was prepared and submitted to Washington State Department of Ecology. Ecology reviewed and responded to the City. The City is in the process of preparing a Cultural Resource Study for the project sites as recommended by Ecology. The City will prepare an Inadvertent Discovery Plan (IDP) in the event cultural resources are located during construction. Ecology will also require archaeological monitoring of the construction. As such, no adverse effects to historic properties At this time it is our assumption that there will be no long term environmental impacts due to the projects listed above. There will be some temporary disruption due to noise, dust, and traffic control etc.; however, the Contractor will be required to provide adequate BMPS during  newspaper for public comment.  are anticipated.  construction. Rate Impacts Design and Construction:  Both design and construction for these projects are funded through the Department of Ecology Clean Water State Revolving Fund (CWSRF), a low-interest rate loan program. The City's loan This loan will have minimal rate impacts due to the fact that an older Ecology loan expired in 2020 thereby increasing the City's debt capacity. The City will want to be cognizant of ensuring  for this project will be paid back over 20; years at 2% interest.  that revenues continue to meet operating costs.  4    Other Impacts  There are. no anticipated road closures for either project. For the collection system improvements, most sewer construction will occur in alleys and residential streets. Local access for residents and businesses will be maintained throughout construction. Sewer improvements on Cyrus Road and ISt Ave NW may be completed at night to minimize traffic disruption. The Contractor will work with the City to maintain sewer service to all customers during  construction.  Environmental Justice  Ecology has increased their focus on environmental justice during the environmental review process (SERP), and as a result this packet has been translated into Spanish and Russian.  5    DATE: March 17,2021 ITEM: Items for Council Action  SUMMARY  1. Employee Recognition Policy---This policy is designed to recognize employees in a fair and equitable manner. A committee of peer employees will evaluate and make recommendations to the Mayor and City Administrator as to the specific award to be presented to the employee. This decision will be based on criteria established for each type 2. Personnel-Renewal of Section 125 Benefits-IRS Code Section 125 provides employers the ability to provide pre-taxed benefits to employees for qualified out-of-pocket: medical expenses, day care expenses, and premiums for mediçal, life and accident plans. 3. Contract for Cultural Resources Study for the WWTF and Collection System Improvements- Department of Ecology is requiring the City complete an Historical Study 4. TIB Consultant Supplemental. Agreement for Division Street East Overlay -TIB requires the City to have inj place an agreement with our engineering company (Gray & Osborne  ofaward.  fort the WWTF and Sewer System Improvement Project.  Inc.) for the Division Street Project. 1. No award will exceed $60.00  BUDGETIMPACTS  2. None 3. $6,600 4. $111,400  Staffrecommends: acceptance and approval of all Items. Motion to. Authorize, Confirm, or Approve and Accept All Items.  ENABLING ACTIONS  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    EPHRAA  CITYOF EPHRATA STAFF REPORT Mayora and City Council Mike Warren, City Manager Mike Warren March 4, 2021 Item for City Council Action Employee Recognition! Policy Legislative History: March17,2021 Council Approval  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested Action: Staff Report Summary  This policy is designed to recognize employees in a fair and equitable manner. A committee of peer employees will evaluate and make recommendations to the Mayor and City Administrator as to the specific award to be presented to the employee. This decision will bel based on criteria Discussion/Analysis Current employee recognition has been left to the discretion of the City Administrator. This policy is intended to create. a committee to review all recommendations for employee recognition. The committee would review recommendations against criteria for awards that the committee, City Administrator and the Mayor had agreed upon prior to submission ofrecommendations. The purpose of this process is to provide more consistency: and Staff Recommendation Approve Proposed Employee Recognition Policy and authorize  established fore each type ofa award.  fairness in the Employee Recognition Awards. Administration toi implement policy. Financial Implications No award will exceed $60.00  Pageiof2    Attachments A.  Copy oft the proposed Employee Recognition Policy  Legal Review  Thet following documents are attached and subject to legal review:  Date Reviewedby Legal Counsel N/A  Typec ofDocument  Titled of Document  Page 2of2    PERSONNELPOLICY  NO:3096  EMPLOYEE RECOGNITION Purpose and Scope performance.  Special recognition may bei in order whenever an employee performs his/her duties in an exemplary manner. This procedure provides general guidelines for the commending ofe exceptional employee  Who May Make Commendations  A written commendation may be made by any supervisor regarding any other employee oft the Department, provided the reporting person is superior in rank ori is the person-in-charge oft thei individual being commended. Any employee may recommend a commendation to the supervisor oft the employee  subject to commendation. Commendable Actions to, the following  A meritorious or commendable act by an employee oft the City of Ephrata may include, but is not limited  Superior handling ofa difficult situation by an employee.  Conspicuous bravery or outstanding performance by any employee oft the City. Any action or performance that is above and beyond the typical duties of an employee.  Level of Awards  Award of Merit--awarded to an employee who went far above their job requirements (i.e.an Distinguished Service Award--Awarded to employees who have demonstrated exceptional Commendation Award--Awarded for a single act performed above the employees' job  action that saved the City substantial funds) performance over an extended period oft time.  responsibilities.  Awards will be a gif certificate to a local business and will not exceed. $60.00 per  award.  Police and Fire may have awards specific to their operations.  Process  Commendation recommendations will be forwarded to the Awards Committee. The Committee will consist ofai representative from each of the City Departments. The Committee, once established, will The Committee will determine the criteria for each award. Those recommendations will be forwarded to the City Administrator for consideration. Once guidelines have been established for each award, the committee will use those guidelines to evaluate each commendation recommendation. The purpose of  elect the Chairman from among the committee members.  this process is to provide uniformity.    Once the Committee has determined what award the employee merits that recommendation will be The presentation oft the award will occur in a manner reflecting the actions oft the employee and with  forwarded to the City Administrator and Mayor for final approval.  consultation with the recipient of the award.    CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Manager Leslie Trachsler March 10, 2021 Council Action  To: From: Date: Proceeding Type: Subject:  Personnel -R Renewal of Section 125 Benefits  Legislative History: March1 17,2021 N/A Council Motion to approve  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: Annual renewal ofl IRS Section 125 Flexible Benefit Plan  Discussion/Analyss:  IRS Code Section 125 provides employers the ability to provide pre-  taxed beneifts to employees for qualified out-of-pocket medical expenses, day care expenses, Staff Recommendation: Motion to authorize administration to execute annual Section 125 Plan  and premiums for medical, life and accident plans.  Document.  Financial Implications: None Attachments: Legal Review:  None None  Page 1of1    EHPHEV  CITYOF EPHRATA STAFF REPORT  To: From: Date:  Mayor and City Council Mike Warren, City Manager Bill Sangster 3/12/2021  Proceeding Type: Council Action  Subject: Contract for Cultural Resources Study for the' WWTF and Collection System  improvements Legislative History: March 17,2021 N/A Council Approval  First Presentation: Second Presentation: Requested. Action:  Staff Report Summary: Department of Ecology is requiring that the City complete an  Historical Study fori the "WWTF and Sewer System" Improvement Projects. This Study will produce a plan for monitoring the sites during the excavating work. This Study was not part of the initial Plan as the areas were previously disturbed when the Pipes were installed. #41 to contract for Professional Engineering Services  Discussion/Analysis:  Staff Recommendation: Motion to Authorize Administration to execute Amendment  Financial Implications: $6,600  Page 1of2    Attachments  A. B.  Amendment #41 to Contract for Professional Engineering Services  Letter from the Department of Ecology  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed byl Legal Counsel N/A  Type of Document  Title ofl Document  Page 2of2    AMENDMENT NO. 4  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 - Cultural Resource Study 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 dupliçate on the respective dates indicated below.  GRAY & OSBORNE, INC.  CITY OF EPHRATA  By:  By:  (Signature)  (Signature)  Name: Michael B. Johnson, P.E., President Name:  GRAY & OSBORNE, INC.  (Print)  Date:  Date:  "Equal Opporuniy/Afimatve Action Employer"  (March 10,2021)  Page 1 of3    EXHIBIT A SCOPE OF WORK CITY OF EPHRATA  WRF AND COLLECTION SYSTEM IMPROVEMENTS  CULTURAL RESOURCE STUDY  Based on our understanding oft the project, this Scope of Work presents the professional engineering services requested by the City of Ephrata for an amendment to the design services for the WRF and Collection System Improvements project for a Cultural Work performed includes the preparation of a Project Cultural Resource Survey of the key project sites as requested by Department ofl Ecology. Gray & Osborne will coordinate a site visit with the archaeologist subconsultant and City stafft to visit the project sites and provide required information on the construction to be included in the survey. The scope ofwork from the archaeological subcontractor for preparation oft the  Resource Study.  Cultural Resource Study isi included. PROJECT BUDGET  The maximum amount payable to the Engineer for completion of work associated with this Scope of Work, including contingencies, salaries, overhead, direct non-salary costs and net fee shall be $6,600 as shown on the attached Exhibit B. This amount shall not be  exceeded without prior written authorization ofthe City.  (March 10,2021)  Page 2 of3    EXHIBIT B ENGINEERING SERVICES SCOPE AND ESTIMATED COST CULTURAL RESOURCE STUDY  CITYOFEPHRATA- WRFAND COLLECTION. SYSTEMIMPROVEMENTS  Project Manager Hours 2 2 $155 $310 $ 1,180 $ 68 $ 4,865 $ 487 $ 6,600  Project Engineer Hours 6 6 $145 $870  Tasks  Cultural Resource Survey Coordination Fully Burdened Billing Rate Range:* Estimated Fully Burdened Billing Rate:* Fully Burdened Labor Cost: Total Fully Burdened Labor Cost: Direct Non-Salary Cost: Subconsultant:  Hour Estimate:  $119to$190 $1131 to$145  Mileage & Expenses (Mileage @ current IRS rate) Plateau Archaeological Investigations Subconsultant Overhead (10%) TOTAL ESTIMATED COST:  Actual labor cost will bel based on each employee's actual rate. Estimated rates are for determining total estimated cost only. Fully burdened billing rates include direct salary cost,  overhead, and profit.  (March 10, 2021)  Page 30 of3    STATE OF WASHINGTON DEPARTMENT OF ECOLOGY PO Box 47600 . Olympia, WA 98504-7600 . 360-407-6000  711 for Washington Relay Service . Persons with a speech disability can call 877-833-6341  July 1, 2020  Re: Section 106 of the National Historic Preservation Act  Ephrata Water Reclamation Facility and Collection. System Improvements Clean Water: State Revolving Fund waC00EphPw.0I2 WISAARD Project: Project: 2020-07-04348  Request for a Determination of concurrence - Proposed. Area of Potential of Effect and Preliminary Determination to ensure No Adverse Eect-Archoeologit? required  Greetings:  The Washington State Department of Ecology (Ecology) proposes to fund the City of Ephrata's (City) Water Reclamation Facility (WRF) and Collection! System improvements toi improve aging equipment. Ecology'st funding mechanism is a Clean' Water State Revolving Fund loan, subject to Section 106 Consultation. The City has completed an Ecology 05-05/106 Cultural Resources form (Form) describing the Area of Potential Effect (APE), project activities. The City must still submit an Inadvertent Discovery  Plan (IDP).  Area of Potential Effect and Undertaking  The worki includes improvements at the WRF and collection system improvements at various locations in  the City.  Area of Potential Effect (APE)  The APE is disconnected, but clearly explained in the Form, includinga a short explanation of what the existing site conditions are at each location now (baseline), what the public WISAARD results show, and a map: showing all the locations. If further detail for any oft the locations is necessary, Ecology discussed with the City whether to include all the work under one. APE for the entire City. We decided against this option, as it was decided it would noty yield any more benefits than individual, small APES for each work: zone. Your comments are welcome on this decision.  please let us know and we will provide it.    Activities (Undertaking)  WRF improvements will help prevent inadequate treatment during peak flow hours, replace broken parts, bringt the UV disinfection. system up to current standards, replace older equipment, and reconfigure piping, and address electrical andi insulation requirements. Please seet thei form for further details on the work at each location and work zone. Collection system improvements require excavation, averaging a 8ft.x4ft. depth for any sewer pipe replacement, installation of lift stations where necessary, bypass pumps where necessary, side: sewer connections, manhole replacement or installation, and associated asphalt repair.  Summary of Efforts to Identify and Evaluate Cultural and Historic Properties  The City and Ecology have made a reasonable and good faith effort to identify cultural resources and historic properties that may be affected byt this undertaking. Ecology received a cultural resource. survey and a monitoring report from the City (Plateau. Archeological, March. 2017 Cultural Resource Surveyf for the City of Ephrata Basin. Street Water Main Replacement Project DAHP project number: 2016-10-07234) for reference. Ecology communicated with area tribes on specific questions prior to initiatingt this consultation. Ecology researched the Department of Archaeology and Historic Preservation's (DAHP) Washington Information System for Architectural and Archeological Resources Data (WISAARD) in order toi identify recorded historic and previous cultural resource reviews for the project vicinity. The City also identified the risk level ofe each work zone, per WISAARD, int the Form. The areas range from Moderately Lowt to Very High Risk. On page 4 oft the form, each APE: shows the nearest cultural resource assessment  for reference as locatedi in WISAARD. Agency Determination and Findings  WIAARD'spredictive model shows the City's APES vary in risk for cultural resources or historic Information from the surveys referenced int the form indicate there are 11 historic properties inventoried within the city limits of Ephrata, and these are alll located in the WY of Section 15. There are two properties listed on the National Register of Historic Places (NRHP): the Grant County Courthouse and the Bell Hotel (Hannum and Harder, 2012, Sackman, A. and D. Harder, 2017). No pre- historic resources have been located within Cityl limits, although al high number surround the City limits. Historic research from the surrounding documentation and obtained through confidential discussion with the Confederated Tribes of the Colville Indian Reservation indicated that Ephrata is surrounded by anumber of place names, and Ephrata itself was the center of tsuka-lotsa (Canby's biscuit root)country. Tsuka-lotsa was the largest source oft food for Indians of Eastern' Washington, second to salmon. Ephrata was also an important location for the gathering of camas by the Wanapum and Palus. Sackman, A. and D. Harder (2017) mention there are: several ethnographic settlements in close proximity to the present Ecology has reviewed thisi information and other ethnographic documentation in the surveys, reviewed the high number and different types of archaeological resources surrounding the City, and reviewed the  properties.  day City, although none within 10 miles.  proposed APE.    Ecology's preliminary determination is to treat each APE independently based upon location and risk, including whether a survey has been conducted immediately adjacent to the proposed: site. We also are requiring an archaeologist to work with the City on this approach. Wel believe by doing this, we can ensure No Adverse Effect to Historic Properties, if they are present at any given location. We are seeking your comments on this strategy and on any specific APES, ify you have any conçerns, or  information to share. Preliminary Determination: recommended recommended  Site #1 -S Survey Recommended Moderate Risk, and Moderately Low Risk --Monitoring Site# #2-Survey! Highly Advised' Very High Risk, and Survey Highly Advised High Risk-Survey Site #3-Survey Recommended Moderate Risk- - Monitoring recommended Site #6- Survey Recommended Moderate Risk - Monitoring recommended Site #7- Moderately Low Risk - Onsite IDP and inadvertent discovery training for staff Site #8-Moderately Low Risk - Onsite IDP andi inadvertent discovery training for staff  recommended recommended  Site #9 Survey Highly Advised High Risk - Survey recommended Site #10-Survey Recommended Moderate Risk: Monitoring recommended Site #11-S Survey Highly Advised High Risk- Survey recommended WRF Improvements Site -High to' Very High Risk- Survey recommended  We: suggest this approach to determine the presence of any historic properties in some locations, and because we are reasonably sure no historic properties exist in other locations based upon adjacent To avoid cultural resources impacts, Ecology is requiring an onsite inadvertent discovery plan (IDP). The recipient must follow thel IDP protocol ini the event that archaeological deposits are inadvertently discovered during construction in any portion of the Project APE, ground-disturbing: activities should be halted immediately in an area large enough to maintain integrity of the deposits. The DAHP, affected tribes, and Ecology must be notified. Appropriate treatment of the archaeological resources and/or human remains would be determined among these parties. The recipient must use the! Ecology IDP Ecology willi issue a determination shortly after the 30-calendar day comment period. If youl have any questions about this project or need more time for your consideration of concurrence, please contact me, Liz Ellis, Environmental Review Coordinator, at Izelis@ecy.wa.goy. or (360) 407-64291 if you have  survey work. Ecology requests your review and comment on this approach.  Template.  any questions about the general cultural resources review process.    Wel look forward to your comments. Stay healthy and thank you,  ILig  Liz Ellis, Environmental and Cultural Resources Review Coordinator Financial Management Section, Water Quality Program Enclosure: Ecology 05/05 106 Cultural Resources Review Form CC: Robert' Whitlam, PhD, State Archaeologist DAHP  Guy Moura, Tribal Historic Preservation Officer, Colville Confederated Tribes Elizabeth Armstrong, Archaeologist, Colville Confederated Tribes Randy Abrahamson, Tribal Historic Preservation Officer, Spokane Tribe of Indians Jessica! S. Lally, Cultural Resource Program Manager, Yakama Indian Nation Noah Oliver, Cultural Resources Program, Yakima Indian Nation Cynthia Wall, Eastern Regional Office, Ecology    CITYOF EPHRATA STAFF REPORT  To: From: Date: Subject:  Mayor and City Council Mike Warren, City Manager Bill Sangster 3/12/2021  Proceeding Type: Council Action  TIB Consultant Supplemental Agreement for Division  Avenue East Overlay Legislative History: March 17,2021 N/A Council Approval  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: TIB requires the City to have in place an agreement with our  Engineering Company (Gray & Osborne,Inc.) for the Division Street Overlay project. This is accounted for in the budget for  The project.  Discussion/Analysis:  Staff Recommendation: Motion to Authorize Administration to execute Consultant  Supplemental Agreement #1 for Construction Engineering.  Financial Implications:  $111,400  Pageiof2    Attachments  A.  TIB Consultant Supplemental. Agreement  Legal Review  The following documents are attached and subject tol legal review:  Date Reviewed byLegal Counsel N/A  Type of Document  Title of Document  Page 2of2    Transportation improvement Board tib! Consultant Supplemental Agreement  Agency City of Ephrata  Project Number 3-E-164(005)-1  Project Name Division Avenue East Overlay Consulting Firm Gray & Osborne, Inc.  Supplement Phase Supplement No. 1f for Construction Engineering  The City of Ephrata, Washington desires to supplement the agreement entered into with Gray & All provisions in the basic agreement remain in effect except as expressly modified by this  Osbome, Inc. and executed on August 8, 2019.  supplement.  The changes to the agreement are described as follows: Construction Engineering Services  1.  Provide project management to include management of engineering resources, risk management assessment, monitoring of Contractor's compliance with schedule, and assist City with TIB coordination during the construction phase of Assist in contract execution (Contractor and City), preconstruction conference (prepare agenda and meeting minutes), and issue formal Notice to Proceed. 3. Provide construction survey staking in compliance with the contract documents. 4. Conduct construction progress meetings with the City and the Contractor on an as-needed basis. Prepare agenda and meeting minutes and distribute minutes. Provide support from office to include material submittal review, correspondence, review and processing of monthly pay estimates, teleconferences, and other items Provide on-site inspection services to witness and document the Contractor's compliance with contract requirements to include methods, equipment, and materials. This scope of work is based on providing part-time inspection services 7. Provide Contractor with timely interpretation of contract document language as may! be requested. Answer Contractor's requests for information (RFIs). 8. Assist the City in negotiation of change orders as may be applicable. 9. Prepare record drawings based on the Contractor's submittal of his drawings (including markups) and the City's records. One original copy of the final record 10. Assist the City in preparing project closeout paperwork in compliance with state  the project.  2.  5. 6.  to support Contractor inquiries and field activities.  for up to a maximum of 360 hours.  drawings will be provided to the City. law and TIB requirements.  CONSULTANT SUPPLEMENTAL AGREEEMENT.DOC    Transportation Improvement Board tb)Consultant Supplemental Agreement  Services Not Included  Reviewing the Contractor's certified payrolls. Participation in dispute resolution process.  Review of or responsibility for the adequacy of safety measures at or near the Providing the services of a testing laboratory to conduct compaction testing.  project site(s).  Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the Completion Section' V, PAYMENT, shall be amended as follows as set forth in Exhibits A-1 and B-1  Date  SUPPLEMENTAL COMPLETION DATE  December 31,2021 $200,580  MAXIMUM AMOUNT PAYABLE  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 Consultant Signature ROERO  Date Date 3/6/21  CONSULTANT SUPPLEMENTAL AGREEEMENT.DOC    Transportation Improvement Board (D)Consultant Supplemental Agreement  EXHIBIT A-1  Original Agreement $26,370 $49,586 $2,149 $11,075 $89,180  Supplement 1 $31,520 $58,627 $8,015 $13,238 $111,400  Total $57,890 $108,213 $10,164 $24,313 $200,580  Direct Salary Cost Overhead (including Payroll Additives) Direct Non-salary Costs Fixed Fee Total  CONSULTANT SUPPLEMENTAL: AGREEEMENTDOC    Transportation Improvement Board (tiby Consultant Supplemental Agreement  EXHIBIT B-1 (CONSULTANT FEE DETERMINATION SHEET-COST PLUS FIXED FEE)  Prepared by Project  Date March 4, 2021  Sean Comstock, P.E., Gray & Osbome, Inc. Division Avenue East Overlay  Direct Salary Cost (DSC)  Classification Princpal-n-Charge Project Manager Civil Engineer Field Inspector AutoCAD Technician Professional Land Surveyor Survey Crew (2 Person)  Man Hours 8 80 120 360 40 56 120  Rate $40 to $61 $36t to $61 $28 to $41 $251 to $44 $15to$40 $351 to $46 $51 to $68  Cost $400 $3,520 $4,200 $12,600 $1,360 $2,240 $7,200 $31,520 $58,627 $13,238 $8,015 $111,400  x x x x x x x  = = = = = = =  TOTAL DSC  OVERHEAD (OH Cost! Including Salary Additives)  OH Rate x DSC or 186%x$ $31,520 FF Rate x DSC or 42%x $31,520  FIXED FEE (FF) REIMBURSABLES GRAND' TOTAL  Misc. Expenses, Including mileage, per diem, reproductions, etc.  CONSULTANT SUPPLEMENTAL AGREEEMENTDOC