HomeMy WebLinkAbout04/04/2007 AGENDA
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CITY COUNCIL 345 6th Street, Suite 600, Bremerton, WA 98337-1873 0 (360) 473-5280
APRIL 4,2007
CITY COUNCIL MEETING AGENDA
1. PRE-COUNCIL STUDY SESSION: 5:00 - 5:30 P.M. in COUNCIL CONFERENCE ROOM 603
A. General Council Business
2. CALL TO ORDER: 5:30 P.M. in CHAMBERS LOCATED ON FIRST FLOOR
A. Pledge of Allegiance
B. Invocation
3. MAYOR'S REPORT
4. PUBLIC RECOGNITION & ANNOUNCEMENTS
5. CONSENT AGENDA
A. Claims & Check Register (#AB07-071)
B. Minutes of Meeting - March 21,2007 (#AB07-072)
C. Minutes of Meeting - March 28,2007 (#AB07-073)
D. Purchase of Emergency Generator for Pump Station OB-2 (Oyster Bay) (#AB07-074)
E. BudgetAmendment and approval of Professional Services Agreement with THE CONNECTIONS
GROUP for communications plan development and citizen outreach efforts (#AB07-075)
6. GENERAL BUSINESS
A. Ordin~mce No. 5003 3mending Section 2.09.020 3nd Ch3pter 2.30 of the Bremerton
Municip31 Code (BMC) relating to City employees covered under the City's Civil Service
System (1Ift-B07 076) Postponed to May 16, 2007
B. Professional Services Agreement with VIA ARCHITECTURE to create a Downtown Regional
Center Sub Area Plan (#AB07 -077)
C. Ordinance No. 5004 repealing and replacing Chapter 2.74 of the Bremerton Municipal Code
regarding Travel Authorization and Expense Reimbursement (#AB07 -078)
7. COUNCIL MEMBER REPORTS
8. ADJOURNMENT OF CITY COUNCIL BUSINESS MEETING
rI Americans with Disabilities Act (ADA) accommodations provided upon request. Those requiring special
accommodations should contact the Citv Clerk's Office at (360) 473-5323 bv noon on the Monda v precedina the
CITY COUNCIL MEETING
SPEAKERS LIST
PLEASE NOTE THAT ALL REQUESTS FOR INFORMATION FROM THE CITY OF
BREMERTON MUST BE SUBMITTED IN WRITING.
THANK YOU.
PLEASE PRINT YOUR NAME BELOW IF YOU PLAN TO
SPEAK DURING THE COUNCIL MEETING TONIGHT
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DATE SUBMITTED:
BILL# ()7-07/
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
SA
.....,.....m.B.aE.m.....la.EaD~~..m.DDs~~mcam.b.~~.ER..E...nEE.tCm..E~.m~~~~R~..a&ED~.Rbl
SUBJECT:
Claim & Checks Register Approval
Committee Meeting Date:
COUNCIL MEETING Date:
Department
Presenter:
Phone:
7'-- t-(J 7
Finm;cial Services
Cathy.] olmson
SUMMARY:
ATTACHMENTS:
FISCAL IMPACTS (Include Budgeted Amount):
APPROVALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
lVlA YOR:
FI3CAL/B UDGr::T~
~8rLlCA.TI0NS.
COUNCIL PRESIDENT:
CONSENT AGENDA ~.
RECOM1\ffiNDED MOTION: Move to approve:
1) Check#'s ,3/S-/?~-3/G33
EFT's / () <f;;( - 70 q
$ II 39~ 90::< ?r
2) Regular Payroll for
$
3) Retiree Payroll for . 3 ---3/-() 7
$
?/-.?'/3, 3 V
COONCIL ACTION: ~prove
o Deny
o Table
o Continue. 0 No Action
DATE SUBMITTED:
BILL# 07-- 07d-
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
5&
. . . . .,. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I
SUBJECT: City Council Meeting Minutes Committee Meeting Date: N/ A
for meeting of Vl1aV'cit 'J.J I J.oD7 COUNCIL MEETING Date: Ii (Jr;( 4 I .?oo 7
Depm1ment: City Council
Presenter: Will Maupin,
Council President
Phone: (360) 473-5280
SUMMARY: Attached is a summary of the City Council Meeting held m.R~ ~\, ;;)....007
ATTACHMENTS: Meeting Minutes for tv\.lArc.0. ;;2.1 ( ;).....007
FISCAL IMPACTS (Include Budgeted Amount): N/ A
APPROV ALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MAYOR:
Council President
N/A
N/A
N/A
COMMITTEE CHAIR
COUNCIL PRESIDENT:
N/\
Zi'
df-/dP/.}/~
CONSENT AGENDA
GENERAL BUSINESS 0
PUBLIC HEARING 0
RECOMMENDED MOTION: Move to approve the Consent Agenda as presented.
COUNCIL ACTION: 0 Approve 0 Deny 0 Table
o Continue 0 No Action
DIGITAL RECORDING
CITY COUNCIL MEETING MINUTES
Wednesday, March 21, 2007
The weekly meeting of the City Council of the City of Bremerton was called to order in the City
Council Chambers, of the NORM DICKS GOVERNMENT CENTER 345 6th Street, Bremerton, Washington,
Wednesday, March 21, 2007, at 5:30 PM, with Council President Will Maupin presiding. Council
members present were Nick Wofford, Carol Arends, Dianne Robinson, Wendy Priest, Adam Brockus,
Cecil McConnell, and Brad Gehring. Council Member Mike Shepherd was absent. Also present were
City Attorney Roger Lubovich; City Clerk Paula Johnston; and Legislative Assistant Lori Smith.
The Pledge of Allegiance was led by Council Member Brad GehrinQ followed by the invocation
provided by Reverend Amy HiQdon of Ebenezer African Methodist Episcopal Church.
President Maupin announced that a Pre-Council Session to discuss general Council business was
held prior to the meeting.
MAYOR'S REPORT
· Announced that the Grand Opening of the Naval Avenue Boys & Girls Club will be on Monday,
March 26 at 5:00 PM;
· Added that an Employee Recognition Breakfast will be held on Wednesday, May 16, 2007 at
7:30 AM at the Kitsap Conference Center to recognize employee longevity;
· Stated that he was pleased to see that crime has gone down in Bremerton;
· Reported that the City will receive $5 million in State funding for capital projects; and
. Invited the public to attend the grand opening of the Harborside Fountain Park on Saturday,
May 5 from 1 0:00 AM to 5:00 PM; and it was noted that a private ceremony will be held Friday,
May 4 at 4:00 PM for the contractors and elected officials.
PUBLIC RECOGNITION & ANNOUNCEMENTS
Adam Brockus invited the public to attend the next District 3 Community Meeting on Tuesday, March
27 from 7:00 to 8:30 PM at the Manette Senior Center; and encouraged citizens to attend the
WSDOT Manette Bridge Open House on Wednesday, March 28 from 5:00 to 7:00 PM also at the
Manette Senior Center.
Dianne Robinson announced that a delegation from Uganda would be in Washington State this
weekend and in Bremerton on Sunday, March 25.
Ed Pietras discussed the "Miss Katie Kitsap" pageant and encouraged anyone who would like more
information to contact the Knights of Columbus Hall at (360) 479-9210.
Lena Swanson asked if the City of Bremerton could provide the same hanging baskets of flowers
used downtown in the Charleston Business District. Mrs. Arends responded that she spoke with the
Mayor about this request, and he was favorable to the idea. GeorQe Comeau added that he would
like to see similar efforts as downtown to beautify the Charleston area.
Helene Norman provided information on the upcoming 2nd Annual Peninsula Services Art Auction to
be held on April 3rd in the Chambers of the Norm Dicks Government Center.
Susan Brown reminded the City that when the voters approved the Public Safety Bond, the intention
was for the Municipal Court to be relocated to a new building, and reminded the City to keep this
issue a priority.
CONSENT AGENDA
A. Check Numbers 315443 through 315582; and EFT-7016 through EFT-7023 in the amount of
$334,938.98 for the period ending March 15,2007 (#AB07-054)
B. Minutes of Meeting - March 7, 2007 (#AB07-055)
City Council Reg. Mtg. Minutes
Wednesday, March 21, 2007
Page 2 of 6
C. Minutes of Meeting - March 14, 2007 (#AB07-056)
D. Purchase of Fire Department Command Vehicle (#AB07-057)
E. Purchase of two Replacement Vehicles (#AB07 -058)
F. Extension of Gold Mountain Golf Complex Professional Services Agreement (#AB07-059)
G. Resolution No. 3027 authorizing Financial Services Director and Finance Officer to designate
certain expenditures for potential reimbursement from debt proceeds (#AB07 -060)
H. Interlocal Agreement for Legal Services relating to the Phase II National Pollutant Discharge
Elimination System (NPDES) Permit Appeal (#AB07-061)
I. Authorization to add a permanent part-time Legal Assistant (#AB07 -062)
J. Ordinance No. 5001 amending Chapter 3.64 of the Bremerton Municipal Code; creating Chapter
2.36 of the Bremerton Municipal Code; and repealing Resolution Nos. 2666 and 2772, all relating
to lodging taxes (#AB07 -063)
K. Reappointments of Silvia Klatman, Ruth Enderle, Corky Trent, and David Tufts to the Lodging
Tax Advisory Committee (#AB07-064)
There were no comments from the public.
05:52:10 M/S/C/U (Priest/Arends) Move to approve the CONSENT AGENDA as presented.
GENERAL BUSINESS
6A - INTERLOCAL AGREEMENT BETWEEN SOUTH KITSAP FIRE & RESCUE REGARDING
EXCHANGE OF FIRST RESPONSE FIRE PROTECTION AND EMS SERVICES (#AB07-065l: Fire
Chief AI Duke explained that this is an agreement between the City of Bremerton and South Kitsap
Fire & Rescue to exchange first response areas. Currently, there are areas in each jurisdiction that
are difficult to respond to in a timely manner. The areas for the City of Bremerton are the Gold
Mountain and Anderson Hill region, and for South Kitsap Fire & Rescue it is the Rocky Point and
Navy Yard City region. Because of the disparity in responses this would generate revenues that
would allow for staffing of the paramedic unit at Station No.1.
There were no comments from the public.
05:56:45 M/S/C/U (Arends/Brockus) Move to approve the Interlocal Agreement between City of
Bremerton and South Kitsap Fire & Rescue regarding exchange of first response fire protection and
EMS services with a corresponding budget amendment; and authorize the Mayor to finalize and
execute the agreement with substantially the same terms and conditions as presented.
6B - REAL ESTATE PURCHASE AND SALE AGREEMENT WITH McCORMICK LAND COMPANY
(#AB07-066l: Bill McKinney, Forestry Manager, summarized that the McCormick Land Company
owns approximately 30-acres of undeveloped property adjacent to Water Utility forest land. This
property had previously been identified in the 1996 Utility Land Manaqement Plan and the 2000 Land
Use Guidelines Addendum for potential acquisition. Because of its proximity to current Water Utility
land, the property has the potential to be used as an expansion to the Site 2 Biosolids application site.
The property is bounded by Bremerton Water Utility land to the north and west; State Highway 3
right-of-way to the southeast; and a private residence to the south. The property is relatively flat and
consists of well drained soils. The property is stocked with third growth conifer approximately 25-
years old. Land value was determined by a local appraiser agreed to by the City. The value of
$15,000 for existing tree cover was by mutual agreement. McCormick Land Company has agreed to
sell this property to the City for $165,000 total price (land and timber inventory).
There were no comments from the public.
City Council Reg. Mtg. Minutes
Wednesday, March 21,2007
Page 3 of 6
Nick Wofford asked for clarification on a small square area within the parcel. Mr. McKinney
answered that the area is actually a remnant 2/10 acre parcel from the highway and needed to be
included in the purchase.
06:06: 1 0 M/S/C/U (Brockus/McConnell) Move to approve the Real Estate Purchase and Sale
Agreement with McCormick land Company and authorize the Mayor to finalize and execute the
agreement with substantially the same terms and conditions as presented, and further authorize the
Mayor to finalize and execute any and all documents to close the transaction.
6C - ORDINANCE NO. 5000 AMENDING CHAPTER 6.04 OF THE BREMERTON MUNICIPAL
CODE REGARDING GARBAGE COLLECTION; AND CHAPTER 7.05 OF THE BREMERTON
MUNICIPAL CODE REGARDING LIVESTOCK IN NEWLY ANNEXED AREAS (#AB07-067):
ROQer Lubovich, City Attorney, stated that the City is annexing areas and some property owners in
annexed areas, which have traditionally been more rural in character, have declined collection,
removal and disposal of garbage and refuse services, which is mandatory by the City. Additionally,
other property owners have maintained livestock on their property. The proposed ordinance allows
certain property owners in newly annexed areas to decline collection, removal and disposal of
garbage and refuse services, and to maintain livestock under certain conditions.
Pamalonia McCrary asked if there would be a change to the minimum number of household pets
that are allowed per resident; and if garbage collection would be mandatory. Mr. Lubovich stated
that while the ordinance does not address the pet issue, the current code does set limits. Phil
Williams, Director of Public Works & Utilities, responded that solid waste collection would not be
mandatory, but that if residents opted to participate, the cost would be less than the costs paid at the
county level.
Mr. McConnell could not support this proposed ordinance because of the garbage collection
exemptions, and also the number of household pets that are allowed per resident. Mr. GehrinQ
explained that the idea was to slowly transition the residents into the City.
Mrs. Arends stated that the City still would have the capability of abating any property that did not
keep up with garbage removal from their property.
Mr. Maupin added this area was an Urban Growth Area, and when the property turns-over and
becomes dense that would be the right time for the resident to transition from County regulations to
City regulations.
Mr. Brockus pointed out that the comments at the neighborhood meeting were supportive of
annexation and this ordinance is part of that process.
Mr. Priest expressed her concern over a possible increased workload for the code enforcement
officer as the City grows.
06: 14:00 AlS/C (Priest/Robinson) Amendment to the Main Motion to amend Section 7.05.010(d)(ii)
to include "the minimum number of domestic animals that a resident is required to have, applicable to
current County regulations".
Voted in favor of the Amendment: Priest, Robinson, Arends, Wofford, Gehring, Brockus, Maupin
Voted opposed to the Amendment: McConnell
Amendment approved: 7-Yes; 1-No
06:25:00 M/S/C (Brockus/Arends) Move to pass Ordinance No. 5000 amending BMC Chapter 6.04
regarding garbage collection and BMC Chapter 7.05 regarding livestock and domestic animals in
newly annexed areas.
City Council Reg. Mtg. Minutes
Wednesday, March 21,2007
Page 4 of 6
Voted in favor of the Motion: Robinson, Arends, Wofford, Gehring, Brockus, Priest, Maupin
Voted opposed to the Motion: McConnell
Motion approved: 7-Yes; 1-No
PUBLIC HEARING
7A - PUBLIC HEARING AND ORDINANCE NO. 5002 APPROVING ANNEXATION OF THE WEST
HILLS ISLAND OF UNINCORPORATED TERRITORY TO THE CITY OF BREMERTON. ADOPTING
INTERIM ZONING CONTROLS, AND ESTABLISHING CITY COUNCIL DISTRICTS (#AB07-068):
Andrea Spencer, Community Development Director, pointed out that this ordinance approves
annexation by the abbreviated island annexation method, and sets an effective date of the annexation
ordinance as May 7,2007. The annexation is subject to Boundary Review Board review, and resident
petition for a recall election before it may be effective. Assuming no election, annexation would be in
effect on June 1, 2007 and if there were an election, pending results and if applicable, a later date for
annexation would be set. Phil Williams, Public Works & Utilities Director, presented a Power Point
presentation to help clarify the differences between the various County and City water utility rates that
would be affected by annexation.
Helen Miller referred to the "Meet & Greet" public meeting on March 12 and asked if this was the
only such meeting and how residents were notified.
Pamalonia McCrarv read her letter to the editor "West Hills Annex Not a "Wash" for Residents"
which was published in the Kitsap Sun, into the record.
Alden Kulick, Jr. was opposed to this annexation, and asked if water mains and sewage lines would
be installed and who would pay for them?
Kathv Hench asked where she is to take her trash since there are no sidewalks.
Marvlou Jenson asked if she would have a vote in the annexation proposal since she owns a rental
in the area, but does not personally live there; and who would pay for the sewer system?
Danita Guever asked if the residents could vote on whether or not to approve this annexation, and
would this be 10% of the residents of the area or 10% of the voters in the area. Also, she was
confused by numbers provided for utility costs.
Marvellen Babbitt asked for an explanation of the zoning process.
Tom Cowderv asked if comparisons of other fees besides utility fees could be provided for living in
the City compared to living in the County.
Neil Allen felt a heavy handed method was used by the City since residents were "told" they were
going to be annexed.
John Tavlor was opposed to the annexation proposal, and particularly fearful that the City would not
protect the streams, trees, and wildlife.
William T. Duke asked what the time-frame would be for public safety improvements such as
installing sidewalks and fire hydrants.
Shirlev McDonald was not in favor of this proposal, and agreed that all the residents as well as the
property owners of the area should get to vote; and asked if senior citizens would have reductions for
rates and fees.
With no further comments, the Public Hearing was closed.
City Council Reg. Mtg. Minutes
Wednesday, March 21, 2007
Page 5 of 6
Ms. Spencer responded that the ordinance passed earlier tonight would exempt newly annexed
residents from mandatory garbage service; residents were notified by mail of the neighborhood
meeting; the City is using the "Island Annexation" method which means that following passage of the
ordinance, there will be a 45-day window where 10% of the registered voters who voted in the last
election may file a petition to send this matter to a vote of the entire area, and this percentage
requirement is set by State law; the City has a newly adopted Critical Areas Ordinance which would
protect habitat and wildlife; mentioned that when property is annexed, that property is subject to the
taxes; explained that the zoning measures would allow staff to go through a zoning process for the
area because there may be zoning differences between the County and City with respect to the
Comprehensive Plans.
Mr. Williams provided additional information regarding utility fees, including how the amount is
affected by individual circumstances; responded that sewer lines would be built first to new
developments and the costs would be borne by contractors, or current neighborhoods may form local
improvement districts to cover the costs.
Laura Lvon, Finance Director, confirmed that property tax exemptions for low income would remain
because it is a State law that provides this exemption; and informed residents that a worksheet is
available by the City to help them determine what their individual tax and rate affects would be
according to their specific situations.
Council recessed from 7:27 to 7:42 PM for a taping break.
Ms. Spencer emphasized that the proposed growth would remain in downtown areas and urban
centers, so rural areas would retain their rural character.
Mr. Wofford added that if the area remained in the County, West Hills will eventually be encroached
upon by development approved of by the County.
Mr. McConnell asked for clarification on the livestock issue. Mr. Lubovich answered that the when
the property changes hands, that property would be subject to current code.
Mr. Gehrinq believed the City has been very responsive to the questions and concerns expressed by
citizens regarding this proposed annexation, and reminded citizens that the level of emergency
response will increase, and that the annexation was initiated because of State Law requiring the City
to do so.
Mrs. Priest commented on the possible increase in costs of septic systems in the future and how
those costs could ultimately be higher than connecting to sewer systems.
Mr. Brockus encouraged people to provide their comments on annexation and hoped residents
would support annexation.
Mr. Maupin stated that annexation is the best direction for the West Hills area since services will be
better provided and hoped that residents will advocate how well the process went during future
annexation discussions.
08:04:00 M/S/C (Robinson/Wofford) Move to pass Ordinance No. 5002 approving annexation of the
West Hills Island, adopting interim zoning controls, and establishing council districts.
Voted in favor of the Motion: Arends, Wofford, Gehring, Brockus, Priest, Robinson, Maupin
Voted opposed to the Motion: McConnell
Motion approved: 7-Yes; 1-No
City Council Reg. Mtg. Minutes
Wednesday, March 21,2007
Page 6 of 6
COUNCIL MEMBER REPORTS
Brad Gehrina assured citizens that the City is actively pursuing options for relocating the Municipal
Court; wished Admiral French well as he leaves the area; and thanked Water Resources staff for their
presentation on the water system at the Water Festival held at Olympic College.
Adam Brockus reiterated information about the WSDOT workshop to discuss the replacement of the
Manette Bridge.
Nick Wofford encouraged citizens to comment on the Manette Bridge at the workshop on March 28;
and to apply for vacancies on City Boards and Commissions.
Will Maupin also encouraged citizens to attend the workshop regarding the Manette Bridge.
With no further business, President Maupin adjourned the Council Meeting at 8: 1 0 PM.
p~-
L I SMITH
Legislative Assistant
Attest:
PAULA JOHNSTON, City Clerk
WILL MAUPIN, City Council President
WM:PJ:ls:cg
DATE SUBMITTED: 3!;z.q/07
BILL# D7- 073
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
5G
........................................................................................
SUBJECT: City Council Meeting Minutes
for meeting of N14\"<:.4 '2 g J 1.007
Committee Meeting Date: N/ A
COUNCIL MEETING Date: ..4fril 4{ ;).007
Department: CIty Council
Presenter: Will Maupin,
Council President
Phone: (360) 473-5280
SUMMARY: Attached is a summary of the City Council Meeting held VV'ta.rc,h pear ?-Do7
ATTACHMENTS: Meeting Minutes for MRrc.k ?- e J 2-OD7
FISCAL IMPACTS (Include Budgeted Amount): N/A
APPROV ALS:
DEP ARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MA YOR:
Council President
N/A
N/A
N/A
COMMITTEE CHAIR
COUNCIL PRESIDENT:
N~
/l(_~W//!?~
CONSENT AGENDA 8'
GENERAL BUSINESS 0
PUBLIC HEARING 0
RECOMMENDED MOTION: Move to approve the Consent Agenda as presented.
COUNCIL ACTION: 0 Approve 0 Deny 0 Table
o Continue 0 No Action
DIGITAL RECORDING
CITY COUNCIL MEETING MINUTES
Wednesday, March 28, 2007
The weekly meeting of the City Council of the City of Bremerton was called to order in the City
Council Chambers, of the NORM DICKS GOVERNMENT CENTER 345 6th Street, Bremerton,
Washington, Wednesday, March 28, 2007, at 5:30 PM, with Council Vice-President Brad
Gehring presiding. Council members present were Carol Arends, Dianne Robinson, Mike
Shepherd, Adam Brockus, and Cecil McConnell. Council Members Nick Wofford, Will Maupin,
and Wendy Priest were absent. Also present were City Clerk Paula Johnston; City Attorney
Roger Lubovich; and Legislative Assistant Lori Smith.
The Pledge of Allegiance was led by Council Member Cecil McConnell followed by the
invocation provided by Associate Pastor Bob Westfall of the Bremerton First Church of the
Nazarene.
Vice-President Gehring announced that a Pre-Council Session was held at 5:00 PM in the
Council Conference Room to discuss General Council Business; and included a1 O-Minute
EXECUTIVE SESSION to discuss "Pending Litigation" per RCW 42.30.110(1 )(i). Action is being
requested regarding the Executive Session and will be heard under General Business.
PUBLIC RECOGNITION & ANNOUNCEMENTS
Brad Gehring invited the public to attend the Washington State Science & Engineering Fair
which is open to the public on Saturday from 9:00 AM to 5:00 PM at Olympic College, and will
be followed by an awards dinner at 6:00 PM. He also informed the public that WSDOT was
hosting a Manette Bridge Open House tonight from 5:00 to 7:00 PM at the Manette Senior
Center.
Adam Brockus reiterated information about the WSDOT Manette Bridge Open House currently
taking place at the Manette Senior Center until 7:00 PM tonight.
CONSENT AGENDA
A. Check Numbers 315583 through 315773; and EFT -7024 through EFT -7041 in the amount
of $1,119,542.97 for the period ending; and Regular Payroll in the amount of $706,431.10
for the pay period ending March 15, 2007 (#AB07 -069)
There were no comments from the public.
05:35:20 M/S/C/U (McConnell/Robinson) Move to approve the CONSENT AGENDA as presented.
GENERAL BUSINESS
5A - LITIGATION SETTLEMENT PROPOSAL (#AB07-070): Roger Lubovich, City Attorney,
explained that the Council was briefed during Executive Session and asked that action be taken
at this time.
There were no comments from the public.
05:35:55 M/S/C/U (McConnell/Arends) Move to approve the settlement proposal regarding the
matter of the Bankruptcy of Safety-Kleen Corp. et all., U.S. Bankruptcy Court, District of
Delaware Cause No. 00-2303 (PJW) in the amount of $25,000 to be paid to the City of
Bremerton, and authorize the Mayor to finalize the settlement.
City Council Reg. Mtg. Minutes
Wednesday, March 28, 2007
Page 2 of 2
Vice-President Gehrinq asked the Council Members to reconvene in the Council Conference
Room for a STUDY SESSION to hear presentations on upcoming agenda items. With no further
business, the Council Meeting was adjourned at 5:37 PM.
P~b:
LORI SMITH
Legislative Assistant
Attest:
PAULA JOHNSTON, City Clerk
WILL MAUPIN, City Council President
WM:PJ:ls:cg
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
BILL# 07- 071-
51>
DA TE SUBMITTED: March] 9, 2007
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SUBJECT: Purchase of an Emergency Committee Meeting Date: March 28, 2007
Generator for Pump Station OB-2 (Oyster COUNCIL MEETING Date: April 4, 2007
Bay) Department: Public Works & Utilities
Presenter: Pat Coxon, WW Mgr.
Phone: 473-5448
SUMMARY: This equipment purchase is for the addition of an emergency generator at Pump
Station OB-2, located at 1429 Madrona Drive, for a total amount of$25,350.00, including sales tax.
An emergency generator is necessary because this station is the primary hub for five other sewage
pump stations and needs to be on-line during power outages.
A TT ACHMENTS: 1. Current generator proposals from NC Power Systems, Cummins Northwest
and EC Power Systems; 2. Shoreline Exemption from DCD; 3. Photographs
FISCAL IMPACTS (Include Budgeted Amount): This purchase is budgeted through the
WWTP/Pump Stations Capital Improvement Budget.
APPROV ALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MA YOR:
~~
CONSENT AGENDA.
GENERAL BUSINESS D
PUBLIC HEARING D
COMMITTEE CHAIR
COUNCIL PRESIDENT:
RECOMMENDED MOTION: Move to approve the purchase of a Caterpillar 60 KW Generator Set
from NC Power Systems for a total amount of$25,350.00, including sales tax.
COUNCIL ACTION: D Approve D Deny D Table
ab, Agenda Bills 2007, Emergency Generator OS OB-2
o Continue 0 No Action
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2538159166
KING
NC POWER SYSTEMS
1790() West. ValleyHwy. TukwiJa, WA 98188-5533
Fax No. (425) 656-4()20 Phone No: (425) 656-4586 TolJ Free N:()~ (800) 5624735
SALES PROPOSAL
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From: Don Lee KiQg .. '.
. Company: City of B....CMon W\\TP
Pnject: CAT 60 kWGeiaen.tor Set
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<,iiFax No: 360-4~
Phone No: 360-4'73;5448
E-mail~pahi~coxou~cLb~ertolL~us
The proposed unit will be a Caterpillar Model D604 Diesel Powered Packaged
Generator Set rated Standby at 60 kW I 75 twA~ 1201240V 3- phase, Sound
Attenuated Enclosure, Critical Grade Muffler; 200A Mainline Circuit Breaker, 24-
hour Fuel Tank, EMCP 3.2 Electronic Controls, NFPA 110 and UL2200
Certifications, 2-set:s each Parts, Operational and Maintenance Manuals per
specifications. A total of 1Q-hours of Startup Services, Load Testing and
Operational Training will be included.
No Transfer switch Quoted in the base proposal.
In addition a 2-year Caterpillar Limited Warranty Coverage will be included.
The Total Sales Proposal Price will bct$.23.226.37 USD
Terms and Conditions of this Proposal are as folrows;
~Iivery:
12 to 16 week delivery pan be expected from the date of our receipt of your
signed purchase order and submittal approvals.
F.O. B. Tukwila, Washihgton freight allowed to the Washington jobsite.
Exceptions: ,
None I
1'-1 C Power Systems ~enns and Conditions:
I
Reference the attacheJ NC Power Systems Engine Sales Purchase Order Form
PSB19 (01/00), to be executed upon acceptance of customer order.
01/30/2007 17: 15 2538159166 KING. .. .. '. ". PAGE 06/07
rClyt:.LUI L \"ullunueo t"aIUOxson -.L;1ty otBtehlerton,WA _ NC CAT PropOSal
P~vment Terms:
90% Shipment /10% Startup - Net 30..<fays on invoice
All transactions are subject to N C Power Systems credit approval.
(1) One oompletedset of TeChnical Submittals will be provided 7 -days after
receipt of owners purchase order.
This Proposal supersedes all prior Proposals.
This Quotation_wiILbe-vslid_for_45 days.
If you need additional information in this regard, please do not hesitate to give
me a call on my d;rect phone line: 425-656...4586
Thank you again for your continued interest in our N C Power Products and we
look forward to wor1<ing with you and your staff within the very near Mure.
Regards,
N C POWER SYSTEMS
(]Jon Lee '1(jng
Power Generation Sales
Attachments:
,(
~'-'
i..'r".
$
"..,.
01/30/2007 17:15 2538159166
KING
PAGE 03/07
Con:figuration Current Selections
Date Printed: Jan 30, 2007
Produet lD:PEPCNN
Price Effective Date:Jan 3, '2006
Fea.mre Code
Descriptio!\
NACQ6!P_I
MSEPOON_I
MSCEC77 I
MWCODEF _I
VOP606E_I
STANDBY_I
K:V AOO75_1
NFPA_I
NACERT I
VAC 1 20_1
60HZ_I
1800RPM_T
CAEA_I
CAT I
EMCP32_1
AUX_I
PBC3UL I
SHf2_1
FCUL2B I
SID I
PSSI_I
PSVI I
PAAI_!
PGRCI
A VROl_I
FSS28 I
PFS2S !
WeAl_I.
WSSI I
GOVE5A I
WHfl.I
AHIH I
D60:4. ..
GENERAL EPG
PUBLIC OR CML SERVICES
STANDBY POWER
6OH7. JPH: ?401l2Ov (e)
Standby Rating
75KVA WIFAN
NFP A 110 Upgrade
UL2200 Listing and CSA Cm
120
60Hz
1800 RPM
Sound Attenuated Enclosure (a)
CAT Yellow r Black
EMCP3.2 Common Control Panel
auxiliary contacts CB
Battery Charger UL 3A
shunt trip 12/24 v CB
UL Listed Filel Tank 24Hr (b)
Single 3 Pole UL Breaker
Speed Adjust .Pot
Voltage adjust potentiometer
Local Alarm Horn C/W mute
Volt Free Contact ('Tenset Rnn
Self Excitation System
Low fuel Level All1..n:.u Slu
Pn! circuit FS2 low fuel A1m S
Low Coolant Temp Alarm
Low Coolant shutdown circuit
Adjustable Electronic Gov (a)
Coolant Heater
Anti-Condensation Heater
Time Printed: 8:01:21 PM
KD Vcnion Nom""r: 2006.007
Model Update Date: Sep 28, 2006
01/30/2007 17:15
WAle I
CAN3
VIB4B,.J
ISETiS
ENGLI$H_l
TSTR_I
T otal-
row.."
Rd"erence Nq~r
PEPCNN
OIG320
DK2928
DK2360
OK7031
DK6948
DK3416
DK3422
DK3241
D:K4759
2911763
2910358
2652661
DK2361
DK2993
DK2372
0K2391
0K2116
0P9715
DK1910
DK1911
DK2359
DK1914
OP1530
2538159166 KING PAGE 04/07
50% Antifreeze -36C protect 1
Canopied Silencer System 1 L
Seismic Vibration Isolator (b) 1 L
1 Additional manual pack 1 L
English Language 1 L
F~ctory Test Report 1 L
DesmptiJm
CAT D20-D150
TRANSFORMER GP
ALARM HORN
LOW COOLANT TEMP ALARM
ELECT MODULAR CONTROL PANEL 3.2
OPTION CHASSIS
AUX CONTACT
SHUNT 1RIP
CIRCUIT BREAKER - 3 PHASE
-ENGINE AR - C4.4 OEN SET
GENERAL AR
ENGINE AR-C4.4 PRIME
GENERATOR AR-POWER
VOLTSADJUSTPO~OMETER
JACKET WATER HEATER
SPACEHEATER-120V
SEISMIC VIBRATION ISOLATORS
ENGLISH LANGUAGE OPTION
EXTRA LITERATURE - ENGLISH
GENERATOR RUNNING RELAY
NFPA UPGRADE
LOW COOLANT LEVEL SHUTDOWN
SPEED ADJUST ELECTRONIC GOV
GENERATOR TEST REPORT
, 1 - : ~.
Qty
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0-
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
1.0
JA~-20-07 08:17
FROM-Cummins Northwest
+425-235-8202
T-129 P.001/005 F-101
~
c.
Northwest
Cummins Northwest, LLC
811 SW Grady Way (98055)
PO Box 9811
Renton,W A 98057-3000
Phone (425) 235~3400
Fax (425) 235-8202
Power System Quotation
Date: January 20, 2007
# Pages: 5
To: Berry Mitchell
Fax Number: 360-473-5455
Company: City of Bremerton WWTP
Phone Number: 360-473-5451
From:
Harry Whittaker
Titl,e.:
Power Generation Sales
Direct Line: 425-277-5340
Emai/:
harry. whittaker@cummins.com
Project Name:
8remerton WWTP 60KW Standby Generator
Hi Berry,
Thank you for requesting the following proposal. Please contact me if you have any
questions or comments.
Best regards,
Harry
POWBiful Solutions - Dependable Support - EVERY TIME.
www.cumminsnorthwestcom
Tnis transmissioo is Intended for the sola use of the individual and entity to whom it is addressed, and may contain information that is
privileged, confidential and exempt from disclosure under applicable law. YOu ate hereby notified that any dissemination, distribution
or duplication of this transmission by someone other than the intended addr=ee or its designated agent is strictly prohibited. If your
receipt of this transmission is in error, ple<lse notIfy this firm immediately by collect call and send the original transmission 10 us by
rBlurn mall at the above address.
/!!!ii Power
...... Generation
Onon
m.
120104-1 Rev 4/06
JAN-20-07 08:1T
FROM-Cummins Northwest
+425-235-8202
~~.~--~
c.
Quotation
Cummins Northwest, LLC
811 $W GracJyWay
Renton W A 98055 United States
Direct: (425)277-5340
January 19, 2007
City of Bremerton WWTP
WA United States
Main: 360-473-5451
Fax No: 360-473-5455
Attention: Berry Mitchell
Project Name: Bremerton WWTP
60KW Standby Diesel Generator
Quotation: 100153000000154146
Thank you for your inquiry. We are pleased to quote as follows:
T-129 P.002/005 F-l0J
Power
Generation
USo
..~ "'" &:1~iP -: ~.. II "to ~<>-
,. -; . ;:'to", :.~ter'!1}'i{: .j' ','
" . ~, ~" '
":,', ,'. ,Description, ~
--
Install-US-Stat
60DGGB
A331-2
L090-2
L098-2
F173-2
Diesel Genset: 6OHz-60/55kW 50Hz-50/45kW
Installation-In USA,Stationary
Genset-Diesel,60Hz,60kW-Standby Rating
Duty Rating-Standby Power
Listing-UL 2200
Emissions-Cert,EPA,Tier 2,NR Compression Ignition
Encfosure-Steel,Sound Att,LeveI2,w/Exhaust System
( Average 67 dBA @ 23 ft in an open field, )
R106-2
8414-2
H643-2
S184-2
A366-2
H536-2
H606-2
KM65-2
Voitage-120J.240,3 Phas8)DeIta,4 'v''Jire
Alternator-60 Hz, 12 Lead, Upper Broad Range, 125C
SET CONTROL-PCC 2100
ExciterlRegulator.Pmg, 3 Phase Sensor
Engine Governor-Electronic, Isochronous Only
Display Language-English
Meters-AC Output,AnaJog
Circuit Breaker Mtg-Single Brkr,Left of Control
1
1
1
1
1
1
1
1
,
1
1
,
1
JAN-20-07 08:17
KD21-2
C168r2
C157 -2
C169--2
F179-2
E074-2
H389-2
H036~2
L029-2
A322-2
F065-2
H268-2
CP01-2.
SPEC-U
Battery
O&M
Upfit
Vent ext.
Isolation
Delivery
T estingrrraining
FROM-Cummins Northw9st
+425-235-8202
T-129 P.003/005 F-l01
Circuit Breaker-200a,3pole,24Ov, Thermo-Magnetic, UI
Fuel Tank-Dual Wall Subbase, 24 Hour Capacity, UL 142
Switch-Low Fuel Level, Subbase
Switch-Annunciator, Liquid In Rupture Basin
Skidbase-Housing Ready
HD Engine Cooling-Radiator, 50C Ambient
Shutdown-Low Coolant Level
Coolant Heater-120 Volt Ac, Single Phase
GehsetWatrai1ty~2 Ytlar Standby
Packing-Skid, Poly Bag
Rack-Battery
Extension-Oil Drain
Common Parts Listing
Product Revision - U
1
,
1
1
1
1
1
1
1
1
1
1
1
1
HD Starting battery.
1
(2) O&M manual sets in CNW binders.
1
Upfit labor and misc. parts.
1
Normal fuel vent extension pipe. shipped loose.
1
(4) HD Mounting isolator pads wI steel plates. Shipped loose.
1
Delivery to jobsite. Off loading not included.
1
On site startup testing w/2 hr. resistive load bank test. Training same visit
1
Grand Total $22,989.31
Il,.."',..,...ro-.
I\lVIC;:).
1. THIS QUOTATION IS SUBJECT TO CUMMINS
NORTHWEST, LLC STANDARD TERMS &
CONDrTlONS - SEE ATTACHMENT
2. A ONE YEAR MAINTENANCE AGREEMENT is
NOT INCLUDED IN THIS QUOTATION,
AVAILABLE FOR AN ADDITIONAL PRICE OF
$1,123.00 Includes 2 visits.
Add:
JAN-20-07 08:17
FROM-Cummins Northwest
+425-235-8202
3) Optional: Rust preventative Aluminum sound enclosure: $ 2,210.00
4)
: 3.5A Sens battery charger installed 120V in
457 _00
5) " : lBe, IFC 24 hr. base tank w/5 gal spill containment
90% relays & alarm, 95% fi/llimiter, anti static tube, drain
built into custom built base tank. 3,981_00
Submitted by
~~~
harry .whitlaker@cummios.com
Mobile: 206-604-0445
Fax: 425-235-8202
T-129 P.004/005 F-l01
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. ". . . . . . ~: . I:' ......... .
.. Kato"ght9peCiializ~ in custQm designing any appllcatlo~ tomest tlita most difficult specifications
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:. this rilodEifaccepts'1 00% of nameplate',fating, per NFPt11 0 . , ,[
. Thlsenglhe:/s EPA jrier II certified ' "
'I
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F.btQf AID'DS kW/kV A. Al'nD' : ! kWlkVA
060F,RJ4T2 277J48o 60~ 3 0.8 ~. eons 83 i~5;68.75 , 12 LEAD HrWYE '
:
060F'PJ4T2 12i)/20~ , . :~5ia8;75 12 lEAb LOW WYE '
60 3 0.8 208 60(16 191 "
120/::!40 ' 60; "I,
O6OFJJ~n 3 0.6 160 60/75 165 ' ~6/a8.!S 12 LEAD HIDELTA
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t>eOFGJ4T2 1201240 60. 1 1.0 250 60/60 229. ' , : f 55/55 i 2 lfSAO ZIG-ZA13 '
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. ;CONTROL pANEL . !': .
. . .:,;..' .:.
...... MOdel #45. OOl1trtll p,snel
:... AQ .voltmeb,r, 3 Ya.r~ accuracy
....;,.. AC ammetet, 3 yi.!~ llC<Xlracyc '.: .
- ~m.blnilttonVMlAM!.Elle~Ot'$whcti, 4. poaitiol'l
Freq~ericy:nililter,'3 W. 55-65 H~. .' . ;
- V1bnltio~:~~ook l1'10~~ts (4) :. . .,' ". ::
...... EnginecQ~~rol ~ KA$SEC-12 VDCr with' tyCl~ ..:
. crankir'tg timer' .. ~ . . .. :.:
. 4 anglmi :S!lLltdoWn$ WIth separate fal!Ure ngt$
III High watart~mperature ' .
....: I.;SW 911 pr_re
"'. Englnf.t.ovefs'peed
... Engine ovetdiank
Engine gaL/gas - 2": !
. Bcltlat'y voltmeter
..... Water temperature"
* 011 pressure :
.. ~U:Ohlngtlm~mefer -5 digits.
"... . :3 positiotirhod& swilQh (l1uto"off-manuaf) .
. I . .
. ....: .'.:'
ENGINE
Air cleaner . .
Oil pump. :.!
- Ft,!1I flow: Oil filter :..
Jacketwat~r pump i i
Thermostat : ;
, .
Exhaust:inanlfofd ':"'~h'
. "'"'! BloWt!r fan; & fan drlV~
Ra~fator. ~. unit rnoum~d
Vibration 'lsiollitCl'5 - ;p:ad type
Electrtc $ta~nQ mo~or~ 12V
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: : ~ . G~v~mor:'" MJhanieal
.- ;~se:.forii'18d $e61 :. .
'- :~rywtie&l. ~ ~n~'081:lre;'
, :c::,~a:rgi'!(tll.lter~jlto.t~ i2V .
:- .B4ttefy bmc Ii. ,*tiI98' .
:-. : FlexIble fual. Ii. ~l/hs.ust CClnnectors.
,'- E*A certified ~r.ine .. .
, '. . I, .; .: :~,
. GENERI'TOR,.:.. :r: .
.- AC.Generlitari~:'
:B'r}"~hleS8 d8~lt:
:Single bearing'!i;" . . .. '.
,DI~SC?l cortileCtian.with:flex'plate .' .
:C1h99 H 1I1!1ulat/~n : . . .
.-AII modSI!fll'la~aCtur.ed to r'neet NEMA MG1" 2.2~4
. ant! C$A Stand*dS: : . '.
. '-. .rJlephone: lri~Ufite factor Is well within NEMA
&~/!rds .:.. .' ' .
..~ Wave. fomidElVj~ttor1 factOr is' no more than 5%;
.. 'w~lIwlthlr(NeM :gtam::lludg . :
. ~H~rmonicConte 'Is 3.0% maximum .' .
- . 'P~rman~ritiylu~rtch.tedball type l?earlngs
- . -Generator is self'ventllated' .
.. -Or!p-proof COR$.i~OIl.
. . i '"
VOL TACSE REGULAlTOR : .
I , , .
'. - VqftaQe adjustripiK1stat
. . -:-E~I filter (t!liem~1 Electromagnetic Interference)
- .uiidersp$e(fpr~ectlort .
. ...:... !O\f9re*CitatiQh'~r6tection
',~Fully 91icllpSLlI~ted '.
.- :Reguratlon;-1~'. '.
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04
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. :1i~~;:::E:!:'::::i::::::Jt::::::::::::.:::::~~::::::::;:::::::::::::t::::::::.:::::::::::::::::j:::t~z~~ . :, ~:^Ir.
Cylinder A~ement:.(Nli*nber, Inllne. V, etc.)....,.......;.,',..................\;.............J.....:....... 4-1"11 :.
Oleplaceinent. Cu. I~. .QIt)1.~.....................;.......,;..:.:.........;..................._......u_...~........." 218{4' r .
Bore. In. .(cm):x!l.troke', 1Ij; ~ciTI)..,...........,......;..~;....:.....:..................,.;............:'l" 4.2 (10:6) x . ~12.7)
Cornp'O:I'-lOnlA'atiO: .i.......;:~...................I............H....~.....I.~...,...~..,........,~II..I.;....... ......:.-...... '~1,():1 . '.
...... ~= ~PM .:..>.~,..............!t...~....;...:..........~..:..........,.;..:.:.....,...........~~dby.t....~.......:160~t . .. .:. Prlrne
. BM~P,:~I (kPa) :..............i.!;......~............~.;.....~,..;..'.';..~"..i.......,.......158.(1,0$9X ....:.........:.'.,....:L...........:.........144 (993)
.' Malomum.p.~t.Bt R~I8d~PM bhp(kW)......~.............~.~;................_~ (74)..t.................'..'l/...........:......'.o.. 90 (87)
. lNSTALLATfON'DATA. , . '. , .,' . ',..
. .Elch8u.t'BY8"~n( ;.! . . : ". . i . .[ .. .' . .
'. . Gu T8n1l. (Sta9k): 'F i ('C) ,...........;...:....::.....;....i...............1 ,013 (54!j~ ............i;.......+;..;....;i.'........ 959 (515)
'. Gu VolL/il1e at-stiD T8ITlpjl CFM (mJlmln).".............;................~ (15:8) 1..........,..;;......;f..!..~......'..........512 (14.5)
: .Maximum.AIIOW8bIe ~lck1 ;. . ' '. '. . ..;....f...
Pressure:.' .' trio HaO (kPa) ...~..........~......;..,.;..................30 (7.5) .L......:.....;...:...;L.......,":...........30.(7.5)
. ,CoOllng$yaten\: .'. ::- . . ;. .'. 'j . .' :t . .. · .
.' 'Amblent Cdpa~ ~f RaCfidlCir: "F ("C) ......:.............~.........:........; 122 (50) ..\....................,'i..........~............1 22 (50)
. Ma.xlmiJrnAlldwable Static! i . .' . . . I 'i. .'
:' PrllSsure Ol'l,F1ad.~i:jSt: In. HaC! (kPa)...............;~;;;...............o:a (0.12) .l...:........;........~:..........;...........O.5 (0;12)
. Water Pwnp Caj:l8tfty: gpm: .Qltlmlrt)..............;.:."........................... se (1~)..~.............:......;~~.........:............ 38 (144)
Heat Rejection: IOCClIllarlt:i ;'~11JM (kW) ..........;..............................2,618 (46)' ~......,...;..,......;.t..,;.............. ..2,334 (41)
Heat Rll~ated:toAmbient:i. ;:BTUM (kW).........,;...;.......:.:...,...........;697 (12;3) f..........:..;...._..~.;.......:,..........680 (10.2)
Alt Requlrel'nGl1ta . : i a" . . ',.' I ;.:;t '. '.
. AspIratlno: .:,.' i ~FM . (m Imin) .................:.;...............:.2';2(8,b~ .i............:.:..;w.~+..;,......,..........201 (5.7}
Air Flow ReqtJlmfor Rad" . . .... . ,.','..
. Cooled Unit:.. .. ": OFM (ma/ml").....;............;....'............. El, f40 (174)1.............;.......1...................5,097 (173)
Air Flow RI!ICJUI~forHeati : . .' '. . I ..{ . .
ExtlhangertFIBinOtI!l Raitl' .' . -: .' '.' . '. .; . .
based.on 25"f RIa8: ; iCFM (m31mIn)...................:.............. 1;549 {43.9{..........:.c........;..........,.;...... 1,289 (36.S)
.FlMI' ConaUinptlcih: ;.1 " .' ! .'..~ . .
. At 100% oIePoWer RatlriQ~ gaVhr . (llt/hr).....;:..........;...................e.2 (19.7).1............:.,......J....;,................ 4.7 (17 .B)'
At 76%. of F'Ower FWfrigl galihr (1ItItir) ..... ............:.;,..............; 4.0 (115.1 }.i....................,.!~..,.;.........:....., 3.7 (14.0)
. AI 50"10 of Flower Flallng! gallhr Qltlhr).."'.................................2.e (10.6).j...;...h.............I~....;................. 2.6 (9.8)
SOund 18V$1D1ita. ; ;. . ,. . i. '.' '.
'~und lev8l1lt: .. i :. . P,UIl1.G8d. .: ! NO Lotld . '.Full Load NI) Load
'. 23 11 (7m)Of)U'w/'crfllcal gr~ muffler (dSA) ........;;.......":....80 .......;..:.:............J......_ 75..,.......ii...,;........,:.:79........................ 75'
. 23 ft (7m) Sound ~ttenuatEiclenclosllre (dBA) ....;.........:....;... 73 ~.................~....J...... 89..~...;...j!..........;.;".. 72:.....................:.. 69
. i' I. I : .; . ..
. i . . i.'~,
: I I'
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Olm.~on...Yi.i9ht' .: i P~I sJt.m .....)..:... '. " ~" .
Length:' In. (om).:..............;.j,.......,..............;...."...;.....~ (208) . FulJs':'pplyeon~ Size;................................. la NPT
Width: 1r1. (om);.'.......:.......l.J........................;..................34 (Be) .' Fuel Return Con'nel:tion Slite: ................................. 3/s" NPT .
Height: in. (em) .......h......;...:.........,.........~..........:.48.38 ~1~) '.: MaJdmurn Fuel L.1ft:lft.(m) :..............,........:.................. .10 (3)
. Weight (dry): lb.; (kg) ........;.~.....................:.............1 ,ea1 (762) .. Rscbmmeodlkl l=uill:........;;..............m.............,;...Oiesel #2
. Liquid CapaCity' .. '" : i: .... :.: .TottH Fuel FiOw:g~lmrQJlIhr),...............................30.2 (f14)
.' Total oll~ystem::oal (Ut) ....;..;....................u.......u.........M (13) . RemotelAadllfOt S~ . '..
I=hglna Il!oketVidf~r Capacit/.: gal (lit) ....................,.....:ta: (8.5) . Conheollon lil~8S: 'f. . .
System eooIant capacity; g~'OIt).......... ..................:... 4.8 (18.2) Jac~et water r~rln'et 'In. (CI1'1).....................~ 1. 7S (4.45)
,Electrical System .. . : ; . . . .Jac~etwater.rtid~roUUet In. (om) ...........,.......;..2.0- (5.08)
Elediia ~f!S OC...............~...............;................:.~...........;...12 Static head a/JowaJi)\e.. .. . .
. Cold cranking Amps. '. '.' amt:.~e Mglne: ft ,*,..[20~. ..' '(kP~.) ..................................21. (&:l.B)
under 0': {.1 ~.B~) ..:......,;+............:.........................:...:.. 64(}
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*lnatatlatlOri data tnweCt en 480 vqlli.- 80 HZ. appliCatl. onlll1lj opetI~~ (Jn~.' i.:. j , .'
. for GOundlltV8l ni3rllngg wtth ci!h'erencl~ure8. plaaseCOl1tIlClt.~Of)'. . : .: . '; . .
Sound 18'181 dIlfA llCl!Julred.per r*Methcd SAc J1074. 1ri8taJllltlon facttlra llI1thlte condlllons can aff~ SOlindlllvels.
OOratlim Faotor: Altitude: Derate; :4% per 1.000 It (30l5m) IIbbv8.61000 ft (1,5114m). TSrnbSnltura: ~ 0.5% Ii8r .101= (Sse) sboVEl.77"F (26~)
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i:i ::J " ~: j~ ell. _~....~ o;'~u~..;'! .....~i1.;.J)je'"'"'Ot
:;;).< . .:: :. : ::. . see pagd 2; b' 9t:I8C 8tl8et for standBrtI:~,... . . 0 ;Dliy, ank .:.: .
. I . .. .. 0 Motffl:N45.Ser$h' Control P.ltner OPuons,: . .0: ., '<iroliln'd FU\!IlTank
'. . .. ... 0 : .ErnergencY.ilwp button. . . .... . 0 . .ALI)d sry FUfl Puml)' .
:.i:, ': .:.: :... . .. 0 : ~tarrn buziel' with sflenclng.~ . 0 StitH 'Ie ri'lbunted Fuel TNIk
\ . . . . : 0, AIlI)(i1i~ r$1Iv fcrdryCC!t:'Ibic:t8'{2. max.) i .. .: 0.. in'GJle Wall
:J..;:. :'..:. . .:..o:A;;.spal'llt.rQWWate~levelliOhti8o~onal I . .: Q . OblViWall
;;:'... . . . ~ 0, HClOd~N~III~ht$ {2}:andOnl()f1-~ch: .1. :.. q'. I;. L,~.
. I 0 :~,MA 12''''neF~ce; .. . .:. . Exhaul1: ,~. . .
};: . . 0 : AdditIOnal iLED.Ii~ht8 (4:mu..l-One Ql'two of ,I . 0 ..:Aes sn}lal1.Gradf Mufflet.
'I:.:,:"!:',,::.'.'.. .:'.. .. thefofloWltlllf.conaitiOI18:maylMtlj'ldIUted:! .. 0 Orltl . GrlildlMuffler .
. . . . .:::Q unit n(Jffn auto.. : .:. .. I ..0 .Hi] ., . :Grtl~ Muffler
-:. ~. low (wI. level . ' . 0 R~iit1II' .
,. ..;..11l I~W!rlevel'.:. '.' .. IEtlGln..~'GI. at.System .
. . I!I . low wa r temp. . , .' 0 liatt . . . .
:. . :' 0 SPS Ii .PPlylng' load i . ca d-ACId
': t:l pre-aliltrn oil.. :. .1 .. . o. ,Cad.
.; '~ pre-..tlT.1 temp: .. : .. I :.0 Ban :Wa~er Plate
.. ,. ~ Ch(ltQ&t malfulTQtion . .. .. 0 Batt! Fla-ok .
o Modet#50 SerieS .Contl'Ot Paller ... :. : . . 0 . ~i. Cha~r
:.. StANDAl=lO FEATURES: 8ah1e a. #45'si!lrles I 0 litl1mttic
. c:otitr:QI panel ejroept fot th8Be a~ fea~res: . 1 Q HcKle ~
o ,~o~8d pa$l hghts. (2) ~nd OlT/~ff switch . I : , Ct.. untEid & Wired
o '4 'engine .hlrtdowns. . ' '.[Generater. it . : .
o )21Iglit.englne control paCkage meeting NFPA- . 'I. O"Mliln~.'rie d!rcult Srellker .
. 110 ~lllrem-ent .. ... . I. . . 0.' l.Int fiip. .
. oR,.petltille .'ann buz:zerand sllenolng ~h ...:: 0 IiXlIiat)' switch ,
0: LrQhtand aJ&'m press to, test. . . .. . . i 0 . PM~ixCltatlon &DVR 2000. Regulator
, #5G SERIES OPTIONS. . .. . i 0 ;$Pad F1eattll'9 120/240 volt :
o . Etl1e~ancy ~top butten : 1 ~. . . . . !. .0 Sped I Testing. .. .
: 0 . Add!~onal15~ce for one: 3 t4 l'neter. I 0 Add' nal "f;ernperatul'e- Alse Gener-atol'8
. o~)(Iharyrftl~yfordryoonta~(~rn~...) .1 ... ..: .. vailable(SO"C.10SCC.&130'C) .
o 'A:~arat"IGw~t8r 18'18.1 hghtlS O~Onal: iAdcUtlt#ftill~ ptfo.naf Equipment.: .
. 0 'Additjl?nal L1:0 1!Q.hts:.(4 m8f1.Pndnel tb;;.~.ur.1 . 0 :SPri vibratibn :i8olalors . ;
.. : additional.~l'Iditi9n6.may Ul:II. catl:lU. . . . .0 :Oil in Eldension
l;\;lstorner:to specify .... . . , ,... I' .
o ;NEMA 12 p#nel Face -:. .:-. .. .. . . .0 cno ures.;. .
o ModerHSO.'andifllSO Serl~s Custoin,eont:rQl. Panelt ... . II 0::: liI~d Attenuated
..Wins. be rtfoctssarv to US8a 60 Ot 80 SMllS control ..... : 0- .~~t Proof
. :pan:l'on oBltsln unlt5.wt,,!rti nUItlBtOl1S!opIIOl18 are .. I :' (I. ,Iumlnum. .
.. : >r~i(ed. i.L .. . ... .11 '.0': t~o(lights AC or DC
o ~lctoproeelilsor,.lOOntrol.PaMI--- KOGC .. . . O' . qor Plate
.:GEN..SET.:OPTr6Ms . 'I : g .~~~. ~t~;m::~r.
. . .. Ooollng :system : .!" .', . . .0 ;itall. Mourttlng
: . ci Remlilte.Radllitbt:. .. 0 .1ai:ict1 dnbul'GOval'!'lOr
o HlglfAintllent R~dlatorl 0 .~Gm: $ Annunciato(
o Heat:l;Xchlll1ger~lIng . I 0 12: tit-AnnuncIator:
o Radiator Ouct. FI~ge . I 0 . lush MQunted
.. i: .j .Q: , utfb~.Mounled ..
: ! . I .. 0' , addltlpnaJ lights, if needed
, , · : 0 ex , Bqxlng.. .
; ..1 0 ~arr~y~ .
i. ,0 ,Year
. . 0 Oper tlng InstructIons under p1exl-illaslI
, ,. i 0 SSrvi indicator light .
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PAGE 05
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I DlSTR1BUTE[j BY: : i
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· : Milt'nllll Mi:l.lll*ffiQlltlone subject to Change wfthollfnotlcs.
~ KClI(ght Gorpol'!lllon, 100 Powar DrfWl, ~. MN 66001 .
. . ..l. . Toll Fl'tI: .8lJO..W.MIlD
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PAGE 06
:'" . Date:......Mr.v..1...i007. :,.' ;~ :.,'::
r '''1811Io,'39.1:'' .....:..
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l~< : :'100 ~.~y AV8o;f~! B"'m.~rton VIA .98$1'2
If: ., 380-4~;.51S3 .(Phon.):. ! :
V: 36tH1HseO(F'.> .:...;" ! :
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IKAToLlGHT liIlQllI:L:(~- 1) - O6OFJJ4T2 . ! 'i
11.; , .' 'oeNERAT~V60.W;r:75kVA." ... . ..1 ....:;tl....
I' .' VOLTAGE: ';:. 1201240 ACV.3-Phaa. (iI) . . . " i
f:;:' . . ::ENGINE: . : '. :: Jc)hn ~re ~OHF270,. 60 Hz Dle~IJ 1800 ~PM . T .
r: '. .stand8rG1 F-*tuta:lnchidIMI:' . '. ."!' :": :t . . .' ;'.
t '.' St"' ~i.ib Sase, 'etltt9ry Cables.. BaUer.y Sax, F\elt FuelC n~r, Oil Orain:.~ri8i6n, Lube Oil and AntHre.~
f" ..... '-M':."::~~":':.-" . . "! .' .
r: ; : . ~~OO~60 ~a~ ~erierator Space Heatsr . .1 J : :
C CONTROL PANE....: KQQC506i' . . I . ,;. ."
f" . . .:. Katollght OlgltQl; ~enset Oontroller (KOGC-SOO) ~llzes mlc, roceJor ba~ :teJhri~logytOProvt~. a v.~atlle System tOr'
I .' . genset control; p'rotectloi1iand monItOring. '. . . , ',. . I ;. . '; ". :.' '. ; ". . ·
:: :. ; 'The KOGO,-5QO,lS e(tuip~.with.. m!croprocessorbased; 11 t) rne~or'y.dISPlaV$1S engine/generator prlram~i"B, has ussr
!;!;. . 'prOgram~bl~ '$nalog Mnder inputs for oH'pr&Sli1~e, Ooolllnt. perature andiU~ne.vG~ contfols'engiMStarting.and .
I' . . stopping, p'roQr~rnS.bIe;~~rms andpra-aJarmsl" ". . :!. '. : ;1.... . '. ;:. . .
ItC: . . .' NFPA-11 O.lev~l: ~ compatible, (3) prograrrlmGble:lnpUt8, (2) P , rammable dutp~~lren'lote annunclatlQ!'1 vfa 2.wlre. .
I oommun1cation&;"Ul..n8t~c!l and CSA Certtfled. ' . i:. :.f : . ....
l:: ' .lnclud.,fAQcithOrl.. : :' i, :[
Il;....',... . EngIne Fall R91~ 'i '.
Er)glr~.":RunJ:t.~!.! .,~
I.. eNCLOSURE: CryStll;Qulvt ; .;. , '. ..' I.:r. ; '.
~.:, ; ..... . .crYstal QUI8t I=riclo8ure i$ made out of 14 gauge hot-rolled . . m~rJlal:liade ~i~ ;/t h~s a ~ ple'ce pitChed roof.design to
L '. .' . prevent ""atedlcoumulaUoowlth , .5Jnch. 2; i.5lbs J)olyether . lyurethane sound ~8nuId'ng fOam that meets UL94HBF. It's
I;:..' . built to wfthGt~nq 12511'lpt\ Wind rating, with IbCkable doors.' I .. · f .
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~.. .;: ~llabL- PSProN9r8~n..~9.~5- C8U8OOI09'Sl. CRY ou!~n4 . ~ .
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. P8CI81 014
. E!2/01/2007 17: 17 2538726947 E C POWER SYSTEMS . . .PAGE 07
lb...::: . ::".'." ..' L:,:.. . !'(. . " ,:' i . .': ;f. Det8:P8tiruat.v'~.i~.... .
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1'::>:-:.: ....: <,lncfucs.d;Ac:~t.I..~ ;,.'. . : .'. .. ....,...:! '. . ,! ":. : . . .
i"" . .' :AuxlllaryContaCt' .... .1 i, . .
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IC...... :.tnolUcl8d.:M....Dd..i..;. .'. .' .... ....1 ':.:: r..
~H: :.: '. . . :" . . . Unit:M~lI:1rrted ~IReclc(Per:Battery).. . . .i' '. i.'i.'
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tl;"; 8LOCKi!lEAtER:.~n..Cbtd. ~20'~ 1SOOWatr. ' ." . .; :!'
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c: '. ....".1ndudlldAcceMoltM:i I '. . ", . ':~ .' . .
:::. .' :. . . kl12t'8 . MounH.:M.WlrecfAC.~ DC' ". .:'! .' :! ." . .'
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~:i' '. :. ~s.UB .Ass 'tANK: F.b~' ~QE ~CLo$uR!! (whh St~b Up) or' (170 Q~.) ..: '*' :; :. .:, :. . . . : .' . .
n.:..:';:.'.: ': Fu,! tankC8>~Qry.ln~led. Featurea Include dOuble.waIl:UL142 aPProved. ;..: cte~.ln..aocordancet~ NFPA30. fuel
~;;:' .~.. .. .' : ;I~k detectIon, atandard ~~. fubllevel' alarm standard), 1.5 A ~Ormafl vent cap~ .~, ~ ~.Iockable flll cap; '2-8'" N~ opening
~:..:.. . .for-emergenc.y vent. . '. ; ..': " I.... '!. " .
~~:>' . . '.IAQlud~Acoe~rfes:!,. '.' '. '.': . . :i . :. .' . . .
~. '. Fuel.Tank Heater: . . . . '. . : . .':'.. '.
.;:- :.' . Low f~ levsl fl~~ switch 'onrY:($iIJnar for oontrol panel LEO Indldallng IIgtlt) , it
Ii:: i: .::. . . E;me~CY:Pr~~I'&AelilifVQntCap.S&t(1I2PSI).~' 'J.
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ii'i' 'MISCa.LANEOUS::..' ; , :;
X ' . . .' . . . Palnt - Katollg~t.. Tan L: .: ." . ,i:'
I~' . . Testing - Star;lijard ComiT)erclal Tebt: 1 HOI,Ii' . :1
(. Manual-.One;ln&tnJctlon Manual . 'f
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(. '. _ : Warranty ~F~e~Year / 1~O Hour i J .
[i: .C!ENEAALCUSTOM:OPnON$:lNCLUDED: .1::
j, . . Two addltlonai Q&M mat'ltsals . i.. i[
I" Spare PaM ',' . i':. if,
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i" '. NOTES" '" , . : ' , .
il'i.),. .:. :'. '.:'1; This P!'OP08alls ou~ in~uon of )bur. ~ull'8nMltlt .net 'rcrud~. ~n...,..:. ~ 'tefns.II8ted.. Should there. be OIf1er
. requIrements or 8peol~OatIO~81 we will requGt& 8ccordlngly. I , . J .
. . . !.... . .. .~
l~: .: ;. . 2. .hI'er ~e8.the p~Y1lege of ~uotlng Lipcr'l NCelpt of. ~...pGctft~lon. and. drawings. '
ft,:. . 3..UnIbl are ihJp~ ~.to rnCIud81ub.:oIl'''hcl a 5015&Yl8terBhci ~ ""~ unlea. Otherwlae ~ rn "ra
f':" ..quocatlon. ";;' ':! .',' ',' .'. .' . i' '. if. . ; .
~.t: .::'.' . 4. .Selle; Ie ~~:qtiOtln$ ~nltlnsWllltlonU~1e88 8~lflcaliv:no~ 'n'q~te.:'f ;; . .
j:::' . 5. All e~nd~dplping~YiIr1ng Or other' than lI'ated;ebov.,.p.I1~rrned by'~jWs. . . . '.
b 6; :fhe gGn~8et w~~ lizec\t 88~aocUnltefy.a. 'poulbfGbIlsrad on ~a loa:t:"lnto~on 8uppl.led~ :If addlttonelloed
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City of BremeJrton
Department of Community Development
345 - 6th Street, Suite 600
Bremerton, W A 98337-1873
Phone: (360) 473-5275
Fax: 360 473-5278
EXEMPTION REQUEST FROM SHORELINE SUBSTANTIAL DEVELOPMENT PERMIT
REQUIREMENTS AS PER STATE SHORELINE MANAGEMENT ACT
Applicant: City of Bremerton, Public Works and Utility Department
1600 Oyster Bay Avenue S
Bremerton, WA 98312 1
Signature:
The proposal by; applicant)
,I
Title:
Assistant Director
Prepared by:
Date:
February 15, 2007
To undertake the following development: Installation of a'stand by emergency generator at
1429 Madrona Point Drive, Bremerton
Following property (please list legal description, i.e., section to the nearest quarter section):
Section 16 Township 24, Range 1E
Tax 10: 162401-1-063-2004
within (name of water area) Oyster Bay and/or
Its associated wetlands is exempt from the requirement of a substantial development permit because the
development WAC 173-27-040
(IdentifY exemptions as outlined in WAC 173-27-040)
DEPARTMENT REFERENCE TO BE COMPLETED BY DEPARTMENT OF COMMUNITY DEVELOPMENT
The proposed development is consistent or inconsistent with:
~HECK ONE
Consistent Inconsistent
~/ 0
r~r/ 0
ndlf4IT-/.~ r7
. ..~ l~' .I._ __
(Dat ) .
nt Act
,.
(Signature f uthonzed Department of Community Development Representative)
JOAn~/hidinhar Assistant Director
Name V . . Title
Assigned U.s. Corps of Engineer Publie Notice Number.
City of Bremerton
Department of Community Development
345 - 6th Street, Suite 600
Bremerton, W A 98337-1873
Phone: (360) 473-5275
Fax: (360 473-5278
EXEMPTION REQUEST FROM SHORELINE SUBSTANTIAL DEVELOPMENT PERMIT
REQUIREMENTS AS PER STATE SHORELINE MANAGEMENT ACT
Applicant: City of Bremerton, Public Works and Utility Department
1600 Oyster Bay Avenue 5
Bremerton, WA 983121
Title:
Assistant Director
Prepared by:
,....-'.
Signature: (_/ / ,/'
The proposal by; applicant)
j/
Date:
February 15, 2007
To undertake the following development: Installation of a.stand by emergency generator at
1429 Madrona Point Drive, Bremerton
_ Following property (please list legal description, i.e., section to the nearest qUaIter section):
Section 16 Township 24, Range 1E
Tax 10: 162401-1-063-2004
within (name of water area) Oyster Bay
and/or
Its associated wetlands is exempt from the requirement of a substantial development permit because the
development WAC 173-27-040
(Identify exemptions as outlined in WAC 173-27-040)
DEPARTMENT REFERENCE TO BE COMPLETED BY DEPARTMENT OF COMIvITJNITY DEVELOPMENT
The proposed development is consistent or inconsistent with:
CHECK ONE
Consistent Inconsistent
10// n
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P"I ir-ipc Af thp ~hn.rp' inp 1\;fdnr:1n,:::>t",lr.t ^,..i-
~~~. -~:::~~:n ~~.'~:'~'l'i'~f'.' / :'~:r. i~:'~tr~l~ster Program (BSMMP)
/1 I /1 ! '
-.,. (,/ I ;' /'
- .. .... -,..- I .' L \ . / L '~ / \
(Signatllre~f J.\uthoriZed Departm'ent of Community Development Representative)
JoAnn,hidinhar Assistant Director
Name'/
Title
Assigned U.S. Corps of Enginc:er Public Notice Number.
.
.
.
.
.
.
DATE SUBMITTED: March 19,2007
BILL #
07-075
Sf
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
......aama.sa........m..s.aa..ma..ma..m.............B..........mm.m..au.....ms.a.Bmm.BBI
SUBJECT: Budget amendment and
approval of professional services agreement
with The Connections Group for
communications plan development and
citizen outreach efforts.
Committee Meeting Date: 3/28/2007
COUNCIL MEETING Date: 4/412007
Department: Financial Services
Presenter: Laura Lyon
Phone: 473-5722
SUMMARY: The Mayor is requesting that the City Council approve a professional services
agreement with The Connections Group to develop a City communication plan and conduct citizen
outreach efforts. The need for this work has been ongoing, but has become particularly important in
2007 as the City begins preparation for an anticipated ballot measure related to parks and streets
funding. In addition, the information obtained through this effort will provide greater insight into the
areas of City focus that are deemed most valuable by our citizens. From this feedback, the City can
more effectively address Citizen interests in communication methods and messaging as well as in the
City strategic and financial planning processes.
A TT ACHMENTS: Professional services agreement and explanatory memorandum.
FISCAL IMPACTS (Include Budgeted Amount): This professional services agreement has a "not to
exceed cost" of$50,000 and is currently an unbudgeted item for 2007. Preliminary financial results
for 2006 indicates that there is a positive General Fund ending fund balance variance carrying forward
into 2007 which is more than sufficient to cover this additional expenditure in 2007. A budget
adjustment of$50,000 for the Executive Department 2007 budget is requested to fund this contract
expenditure.
APPROVALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MAYOR:
COMMITTEE CHAIR
COUNCIL PRESIDENT:
RECOMMENDED MOTION: Move to approve execution ofa contract in substantially the same
form as presented with The Connections Group to develop a City communication plan and conduct
citizen outreach efforts and authorize a 2007 budget amendment in the amount of $50,000 to fund this
work.
COUNCIL ACTION: 0 Approve 0 Deny 0 Table
o Continue 0 No Action
. .- -.,
. . .'". - '"'.'" -~
:m
. -, .
',;.' Memorandum
To: City Council Members
Mayor Cary Bozeman
From: Laura Lyon, Director ot Financial services~
Re: Professional Services Agreement with the Connections Group for
Development of a City Communication Plan and Citizen Outreach
Efforts
Date: March 19,2007
The Mayor has included budget items in the 2006 and 2007 preliminary budgets
for an expanded City communication program - only to remove them to ensure
the budget as presented for City Council approval would be balanced and meet
stated Financial Goals & Policies. However, the need for an improved
communication effort and better understanding of citizen concerns and interests
exists. It is the recommendation of the Mayor that a portion of the positive
financial results in 2006 (in excess of budget expectations) be utilized to develop
a communication plan for the City, conduct surveys and polling of Citizens on
potential issues the City may take to the ballot, facilitate focus groups to improve
the City's understanding of citizen interests and concerns, and provide
recommendations on how communications should be incorporated into the City's
ongoing work efforts in the future.
Attached for City Council's review and approval is a professional services
agreement with The Connections Group to; 1) develop a City communication
plan, 2) create an Email database and E-Newsletter template, 3) conduct a 400
person poll on parks, street maintenance, and pedestrian safety, and 4) conduct
two focus group meetings to provide insight and input to the City on a variety of
issues. This work will assist the City in structuring an anticipated ballot measure
related to parks and streets. In addition, the information obtained will provide
greater insight into the areas of City focus that are most valued by our citizens
and what things should receive greater emphasis in the future. From this
feedback, the City can more effectively address Citizen interests in
communication methods and messaging as well as in the City strategic planning
processes.
The Connections Group provides a wide range of "connections" services that
focus on message development and delivery, research tools to better understand
where citizens stand on issues and topics of concern, and community outreach
efforts - including focus groups. Cathy Allen, President or The Connections
Group will be the primary consultant to the City under this contract. Her years of
experience in both the journalism field (news reporter) and as a political and
media consultant provides her with unique skills and contacts that will be
important for completion of the contract scope of work.
This professional services agreement has a "not to exceed cost" of $50,000 and
is currently an unbudgeted item for 2007. As noted previously, the Mayor's
office has included various items for communications staffing and plans during
the past several budget cycles - only to remove them to ensure a balanced
General Fund budget would be presented to Council for approval. Preliminary
financial results for 2006 indicates that there is a positive General Fund ending
fund balance variance carrying forward into 2007 which is more than sufficient to
cover this additional expenditure in 2007. A budget adjustment of $50,000 for
the Executive Department 2007 budget is requested to fund this contract with
The Connections Group for Communication Plan Development and Citizen
Outreach Efforts.
I am asking for the City Council to approve this budget amendment and
professional services contract at it's April 4th business meeting.
PROFESSIONAL SERVICES AGREEMENT
The Connections Group for Communication Plan Development and Citizen Outreach
Effort
The City of Bremerton ("City") and The Connections Group ("Consultant"), referred to
collectively as the "Parties," enter into the following Agreement for professional services:
I. Scope: The Consultant agrees to perform the services more specifically described in the
Scope of Work, dated February, 27, 2007, attached hereto as Exhibit A, which is incorporated
herein by reference. The Scope of Work may be modified only pursuant to Section VII.G. ofthis
Agreement. If the Scope of Work provides for unspecified additional services such services
shall only be performed upon the express written request of the City. Consultant further
represents that the services furnished under this Agreement will be performed in accordance with
generally accepted professional practices in effect at the time such services are performed.
II. Term: The City and the Consultant agree that work will begin on the tasks described in
Exhibit A immediately upon execution of this Agreement. The parties agree that the work
described in Exhibit A is to be completed as provided for in the work schedule attached hereto as
Exhibit B; provided however, that additional time shall be granted by the City for excusable
delays or extra work as provided for in section IX (A) ofthis agr.eement.
III. Compensation: In consideration ofthe services provided pursuant to this Agreement, the
City shall pay Consultant in an amount not to exceed fifty thousand ($50,000.00) dollars.
Consultant's charges and bills shall conform to the fee schedule attached hereto as Exhibit C and
incorporated herein by this reference.
The Consultant shall submit reglllar billing statements detailing work performed and
amount charged on each task or portion thereof. The descriptions shall conform to and fall
within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a
conforming billing statement, the City shall promptly process payment. PROVIDED,
HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay
work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and
billing fees shall be as delineated in Exhibit C.
Consultant shall not perform work beyond the Scope of Work, nor shall they be
compensated for such work, unless the Scope of Work or amount of compensation is modified
pursuant to this Agreement. Consultant shall only be compensated for additional services if
requested pursuant to Section I and, if not otherwise provided, such compensation shall be in
. accordance with Exhibit C. Consultant shall notify the City's Director of Financial Services
whenever they determine that work has been requested that falls outside of the currently
approved Scope of Work.
If a billing statement does not conform to this Agreement, the City may withhold
payment until the statement is brought into compliance. Such withholding does not relieve
Consultant of its obligations under this Agreement.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 1 of 10
IV. Relationship of Parties: Consultant represents that it is skilled inthe matters addressed
in the Scope of Work and is performing independent functions and responsibilities within its
field of expertise. Consultant and its personnel are independent Consultants and not employees
of the City. Consultant and its personnel have no authority to bind the City or to control the
City's employees and other Consultants. None of the benefits provided by the City to its
employees, including, but not limited to, compensation, insurance, and unemployment insurance
are available from the City to the employees, agents, representatives, or sub-Consultants of the
Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of
Consultant's agents, employees, representatives and sub-Consultants during the performance of
this Agreement. The City may, during the term of this Agreement, engage other independent
Consultants to perform the same or similar work.
As an independent Consultant, Consultant is responsible for its own management. The
City's administration and enforcement of this Agreement shall not be deemed an exercise of
managerial control over Consultant or its personnel.
As an independent Consultant, Consultant is responsible for payment of all taxes and
licensing fees necessary to perform its obligations under this Agreement. These taxes and fees
include but are not limited to State industrial insurance, Business & Occupation, State
professional licensing, and City business licensing. If any taxes or fees due the City have been
declared delinquent, the City may withhold the delinquent amount, plus any additional charges
arising from the delinquency, from any payments due Consultant:
.-,',
V. Indemnification: Consultant shall defend, indemnify and hold the City, its officers,
officials, employees, agents and volunteers harmless from any and all claims, injuries, damages,
losses or suits, including all legal costs and attorney fees, arising out of or in connection with the
performance of this Agreement, except for that portion of the injuries and damages caused by the
City's sole negligence.
The City's review or acceptance of any of the work when completed shall not be grounds
to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to
RCW 4.24.115, then, in the event ofliability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S
WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY
FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER
ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this Agreement.
VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or in
BremertonlThe Connections Group
Communication Plan and Citizen Outreach
Page 2 of 10
connection with the performance of the work hereunder by the Consultant, its agents,
representatives, employees, sub-consultants or sub-Consultants.
Before beginning work on the project described in this Agreement, the Consultant shall
provide a Certificate of Insurance evidencing:
1. Automobile Liability insurance with limits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage; and
2. Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 combined single limit per occurrence and general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not be
limited to: blanket contractual; products/completed operations/broad form property
damage; explosion, collapse and underground (XCD) if applicable; and employer's
liability; and
3. Excess Liability insurance with limits not less than 1,000,000 limit per occurrence and
aggregate.
4. Professional Liability insurance with limits no less than $1,000,000 limit per
. occurrence/claim.
Any payment of deductible or self insured retention shall be the sole responsibility of the
Consultant.
All required policies shall be provided on ap. ,"occurrence" basis except professional
liability insurance (if required), which may be provided on a "claims-made" basis.
The City shall be named as an additional insured on the Commercial General Liability
insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an
endorsementthat is acceptable to the City, which names the City as an additional insured shall be
attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of
all the required insurance policies and endorsements. The City further reserves the right to reject
any unacceptable policies and/or endorsements.
The Consultant's Commercial General Liability insurance shall contain a clause stating
that coverage shall apply separately to each insured against whom claim is made or suit is
brought, except with respects to the limits of the insurer's liability.
The Consultant's insurance shall be primary insurance as respects the City and the City
shall be given thirty (30) days prior written notice by certified mail, return receipt requested, of
any cancellation, suspension or material change in coverage.
The City also reserves its unqualified right to require at any time and for any reason,
proof of coverage in the form of a duplicate of the insurance policy with all endorsements as
evidence of coverage.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 3 of 10
VII. General Conditions:
A. Reports and Information: When requested by the City, Consultant shall furnish
periodic reports and documents on matters covered by this Agreement. The reports and
documents shall be furnished to the City's Director of Financial Services in the time and form
requested. Consultant shall maintain accounting records in accordance with Generally Accepted
Accounting Principles (GAAP) to substantiate all billed amounts.
B. Ownership and Use of Records and Documents: Original documents, drawings,
designs and reports, including those in electronic format, developed under this Agreement are the
property of the City. All written information submitted by the City to the Consultant in
connection with the services performed by the Consultant under this Agreement will be
safeguarded by the Consultant to at least the same extent as the Consultant safeguards like
information relating to its own business. If such information is publicly available or is already in
Consultant's possession or known to it, or is rightfully obtained by the Consultant from third
parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise.
All data, documents and files created by Consultant under this Agreement may be stored
at Consultant's office in Seattle, Washington. Consultant shall make such data, documents, and
files available to the City upon its request at all reasonable times for the purpose of editing,
modifying and updating as necessary until such time as the City is capable of storing such.
information in the City's offices. Duplicate copies of this information shall be provided to the
City upon its request, and at reasonable cost.
All documents, including all reports, drawings, specifications, computer software or other
items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service
with respect to the project and are the property of the City. Any reuse by the City for other than
the specific purpose intended will be at City's sole risk.
C. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary
and shall be responsible for the safety of its employees, agents, and sub-consultants in the
performance of the work hereunder and shall utilize all protection necessary for that purpose.
All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss
of or damage to materials, tools, or other articles used or held for use in connection with the
work.
D. Place of Work: The Consultant shall perform the work authorized under this
Agreement at its offices in Seattle, Washington. Meetings with the City staff as described in
Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed
upon by the parties.
E. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement
between the Parties, and the Parties acknowledge that there are no other agreements, written or
oral, that have not been set forth in the text of this Agreement.
F. Severability: Should any part of this Agreement be found void, the balance of the
Agreement shall remain in full force and effect.
BremertonlThe Connections Group
Communication Plan and Citizen Outreach
Page 4 of 10
G. Modification: This Agreement may only be modified by written instrument signed by
both Parties.
H. Written Notices: All communications regarding this Agreement shall be sent to the
parties at the addresses listed below by registered or 1 st class mail, or by personal service, and
shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
City Address:
City of Bremerton
Attention: Mayors Office
345 6th Street, Suite 600
Bremerton, W A 98337
Consultant Address:
The Connections Group
Attention: Cathy Allen, President
600 Stewart Street, Suite 1300
Seattle, WA 98101-1230
Second Copy sent to:
Laura Lyon
City ofBremerton
Director of Financial Services
345 6th Street, Suite 600
Bremerton, WA 98337
1. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a
waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be
deemed waiver of any other right or power.
J. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
K. Compliance with Laws: Consultant shall comply with all applicable Federal, State,
and local laws in performing its obligations under this Agreement.
L. Choice of Law and Venue: This Agreement shall be interpreted according to the laws
of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement
shall be brought in Kitsap County Superior Court.
M. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions
herein, each party shall pay all its own costs and attorney's fees.
N. Assignment: Any assignment of this agreement by the Contractor without the written
consent of the City shall be void.
VIII. Nondiscrimination: Consultant shall not discriminate in employment or services to the
public on the basis of race, color, national origin, sex, religion, age, marital status, disability, or
sexual orientation, except for employment actions based on bona fide occupational qualification.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 5 of 10
IX. Termination: This Agreement shall remain in force until completion and acceptance of
the services, terminated by written instrument upon mutual consent, or by the City of Bremerton
for convenience. This Agreement may be immediately terminated for cause by a Party if the
other Party substantially fails to perform through no fault of the terminating Party, and the non-
performing Party does not commence correction of the failure of performance within thirty (30)
days of the terminating Party's sending notice to the non-performing Party. Any Notice by
Consultant shall include a report showing the status of all items listed in the Scope of Work
current through the termination date.
A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall
Consultant be charged with liquidated damages for any delays in the completion of the work due
to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials,
equipment, tools, or labor by reason of war, national defense, or other national emergency; 2)
any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes
not reasonably foreseeable by the parties at the time of the execution of the Agreement that are
beyond the control and without the fault or negligence of the Consultant, including, but not
restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED,
HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in
writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement,
the delay is properly excusable, the City shall, in writing, extend the time for completing the
work for a period of time commensurate with the period of excusable delay.
B. Rights Upon Termination: In the event oftermination, the City shall pay for all
services performed by the Consultant to the effective date of termination, as described ona final
invoice submitted to the City. After termination, the City may take possession of all records and
data within the Consultant's possession pertaining to this project which may be used by the City
without restriction. Any such use not related to the project which Consultant was contracted to
perform shall be without liability or legal exposure to the Consultant.
CITY OF BREMERTON
CONSULTANT
By:
its:
Date:
By:
its:
Date:
Approved as to form:
Attest:
Bremerton City Attorney
. City Clerk
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 6 of 10
Exhibit A - SCOPE OF WORK
1. Development of a Communications Plan
The City of Bremerton needs to be consistent as it deals with growing public issues. Consultant will help
to shape the relevant points of emphasis and will develop a communications plan including content
development, strategic positioning, and increased coverage. the consultant will also develop the pro's and
con's of setting up a communications office including considerations such as selecting a professional to
staff it, training, etc. should the City choose that approach.
The communications plan will deal with specific segments of the public that need special attention. The
City will need to have a specialized communication plan and message for target communities, such as the
downtown communities and outlying neighborhoods. Consultant will work with each department to
formulate a message, create a plan, and develop story ideas that strengthen the Bremerton message.
Consultant will also put special emphasis on developing ideas that would be ideal on local cable TV
shows.
Deliverables include a communication plan document as well as the development of individual press
plans and timelines for City's departments.
2. City Wide Constituency Email Database and E-Newsletter Template
Consultant will build a list of approximately 500-1,000 Email addresses in an Email database. These
would include constituents and stakeholders who contact the City online, elected officials, retired City
employees, other public employees (Kitsap County, Police officers, Firefighters, and Emergency Medical
staffers), civic organization memberships (League of Women Voters, Rotaries, etc.),
Building this database online will allow the City:
. To keep citizens informed of new programs, latest news and general information to help educate a
growing public of how they can be helpful in building a better community.
. To offer an opportunity for citizens to respond to a number of public engagement issues without
having to attend a meeting. Consultant would coordinate with the City's web site operators on how to
construct local surveys, polls and multiple response questions on public issues so that these opinions
could be tallied into the public record of ongoing issues.
. To invite specific publics to regional informal meetings to talk with the City and her staff.
Consultant will also produce an e-newsletter template for use by the City. The template will be useful for
relaying the City message, developing new stories, and communicating with. citizens. This will provide
the City with an easy to use tool to provide individualized messages to constituents, community groups,
legislators, and any other group interested in the work of the City. It will be an integral tool to allow City
departments to communicate with the public, taxpayers and decision makers about the future of
Bremerton.
3. Poll
Consultant will conduct a 400 person poll of civically-involved Bremerton residents on the status of
neighborhood parks, street maintenance, and pedestrian safety. The poll will be approximately 15
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 7 of 10
minutes. Consultant will be responsible for protocol development, fielding of the poll, compilation,
analysis, segmented cross tabulations, power point presentation, and an executive strategy.
The purpose of this poll will be to establish a baseline upon which to build a message of what people are
thinking, what they want done and what their priorities might be. Often in municipal environments, a
small band of well-intended individuals can define or paint a picture of the City that is often one-sided,
overblown or even misguided. A poll will give the City a realistic, more pervasive look at what
constituents are thinking about their neighborhood parks, motorized, and non-motorized transportation
systems. This poll could be used for the following:
. Meetings with Editorial Boards
. Community Meetings
. Public speaking opportunities by the Mayor and key staff
. Testimony to City Council
. E-mail excerpts of the poll to citizens interested in the issues
. Op-ed pieces for local newspapers
. Other individual opportunities to respond to the media
4. Local Focus Groups
Consultant will conduct two focus group meetings in 2007. Consultant will be responsible for:
. Locating appropriate locations (home, restaurant, school, publ~c meeting facility).
. Identifying public participants which might include communities of color, teenagers/college
students, small business owners, local clergy, perfect voters, people who work from their homes
and others.
. Arranging all the logistics for these informal focus groups (lunch, incentives, video-taping, etc).
. Finalizing a report on the conclusions.
The City has been meeting constituents and conducting regular public meetings. However, there are
important publics that are subsets of the greater public that would be enlightening to hear from. The City
might consider inviting key members of departmental staff, other elected officials or members of the
community (press, local business leaders, etc.) to hear how these groups assess the progress of Bremerton
and how they would prioritize their needs especially in the areas of parks and road projects. This kind of
focus group, if taped, could also be used for excerpting in official reports, public testimony and speeches.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 8 of 10
Exhibit B - WORK SCHEDULE
Work to be completed in 2007
Phase One (Research: April- May)
April
. Development of poll questionnaire (by April ih)
. Fielding poll (by April 15lh)
. Analyzing poll (by April 21 Sl)
May
. Development of focus group protocol (by May 1 Sl)
. Conducting two focus groups in Bremerton (by May 8th)
. Analyzing and completing focus group reports (by May 15lh)
Phase Two (Message and Target Communications Plan: June)
Bremerton Message and Targeting Plan (based on research) (by June 1 Sl)
Overall Strategy Meeting with City to Discuss Message Delivery Plan
. Special targeted communities strategy
. Development of special publics data base
. Development story ideas and where the stories might best be told
. Cable TV message delivery ideas
. Individual press plans for City Departments
Phase Three (City Wide Constituency E-mail Base and E-Newsletter: June - July)
Inventory and combine all City Department general/interested public lists (by June 15lh)
. Stakeholders and vendors
. Current and retired City employees
. Civic organization memberships
. Other government agencies
. Others
Develop Template for E-Newsletter
Phase Four (Message Delivery: June 15 through August 15th)
. Meetings with Editorial Boards
. Community meetings
. Public speaking opportunities by the Mayor and key staff
. Testimony to City Council
. E-mail excerpts of the poll to citizens interested in the issues
. Op-ed pieces for local newspapers
. Other individual opportunities to respond to the media
Phase Five (Next Steps: August)
Develop the pro's and con's of setting up a communications office including such considerations as
selecting a professional to staff it, training, etc.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 9 of 10
Exhibit C - FEE SCHEDULE
1. Consulting - Development of a Communications
Plan and Individual Press Plans
Not to Exceed $17,000
Billed hourly at $150/hr
2. City Wide Constituency Email Database
and E-Newsletter Template
Not to Exceed $5,000
Billed hourly at $150/hr
3. Poll
Not to Exceed $18,000
Billed hourly at $150/hr
4. Two Local Focus Groups
Not to Exceed $10,000
Billed hourly at $150/hr
Total Not to Exceed Amount for this Contract of $50,000.
Bremerton/The Connections Group
Communication Plan and Citizen Outreach
Page 10 of 10
Page 1 of 1
Christine Grenier
........mm......_~..~~_.~m~.~.LE
From: Patricia Graf-Hoke [p.grafhoke@90minutemarketing.com]
Sent: Tuesday, April 03, 2007 8:53 PM
To: City Council
Cc: The Mayor
Subject: Communications Program-Brockus
Adam:
Thank you for letting me know about the City Council's work study session regarding the proposal to
fund a marketing study for the City. After five years, it is time to move forward with this effort
especially since it will benefit the businesses in the Harborside District, Manette and other community
and tourist areas. I encourage you and other Council members to approve the Mayor's request.
Patricia Graf-Hoke
Small Business Marketing Partners
cell: 360-271-7739
For more information about our
90 Minute Branding & Marketing Workshops,
please visit us today online at
www.90minutemarketing.com
The Minute
Branding & 'Marketing Workshops
Time Well Spent
4/4/2007
'\ ";
\ '
"'~"
"
;.}
DA TE SUBMITTED: 3/21107
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
BILL #
07-D77
'8
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Committee Meeting Date: March 28th, 2007
COUNCIL MEETING Date: April 4th, 2007
Department: DCD
Presenter: Andrea Spencer
Phone: 473-5283
SUBJECT: Professional Services
Agreement with Via Architecture for the
Downtown Regional Center Sub Area Plan
SUMMARY: The Department of Community Development has selected VIA Architecture to
develop a sub area plan for the Downtown Regional Center. The plan will include public outreach,
development of form-based zoning code and standards, circulation plan and parking strategies, and
development of streetscape standards.
ATTACHMENTS: 1) Professional Services Contract with VIA Architecture and Exhibits; 2) VIA
Architecture proposal document.
FISCAL IMPACTS (Include Budgeted Amount): Total contract amount not to exceed $99,500 with
out-of-pocket expenses for DCD of$500 expected for a total cost of$100,000.. $35,000 from 2006
CTED implementation grant. $65,000 allocated by City Council in 2007 budget.
COMMITTEE CHAIR
COUNCIL PRESIDENT:
APPROV ALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MA YOR:
CONSENT AGENDA D
GENERAL BUSINESS RI
PUBLIC HEARING 0
RECOMMENDED MOTION: Move to approve the Professional Services Agreement with VIA
Architecture to create a Downtown Sub Area Plan and authorize the Mayor to finalize and execute the
contract in substantially the same form as presented.
COUNCIL ACTION: 0 Approve 0 Deny 0 Table
o Continue 0 No Action
PROFESSIONAL SERVICES AGREEMENT
The City of Bremerton ("City") and VIA Architecture ("Consultant"), referred to
collectively as the "Parties," enter into the following Agreement for professional services:
I. Scope: The Consultant agrees to perform the services more specifically described in the
Scope of Work, dated March 21, 2007, including any attachments thereto, attached hereto as
Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only
pursuant to Section VII.G. of this Agreement. If the Scope of Work provides for unspecified
additional services such services shall only be performed upon the express written request of the
City. Consultant further represents that the services furnished under this Agreement will be
performed in accordance with generally accepted professional practices in effect at the time such
services are performed.
II. Term: The City and the Consultant agree that work will begin on the tasks described in
Exhibit A immediately upon execution of this Agreement. The parties agree that the work
described in Exhibit A is to be completed as provided for in the work schedule attached hereto as
Exhibit B; provided however, that additional time shall be granted by the City for excusable
delays or extra work as provided for in section IX (A) ofthis agreement.
III. Compensation: In consideration of the services provided pursuant to this Agreement, the
City shall pay Consultant in an amount not to exceed Ninety Nine Thousand Five Hundred
Dollars and No/IOO ($99,500). Consultant's charges and bills shall conform to the fee schedule
attached hereto as Exhibit C and incorporated herein by this reference.
The Consultant shall submit regular billing statements detailing work performed and
amount charged on each task or portion thereof. The descriptions shall conform to and fall
within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a
conforming billing statement, the City shall promptly process payment. PROVIDED,
HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay
work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and
billing fees shall be as delineated in Exhibit C.
Consultant shall not perform work beyond the Scope of Work, nor shall be compensated
for such work, unless the Scope of Work or amount of compensation is modified pursuant to this
Agreement. Consultant shall only be compensated for additional services if requested pursuant
to Section I and, if not otherwise provided, such compensation shall be in accordance with
Exhibit C.
If a billing statement does not conform to this Agreement, the City may withhold
payment until the statement is brought into compliance. Such withholding does not relieve
Consultant of its obligations under this Agreement.
Bremerton/VIA Architecture
Downtown Sub Area Plan
Page I of 6
IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed
in the Scope of Work and is performing independent functions and responsibilities within its
field of expertise. Consultant and its personnel are independent Consultants and not employees
of the City. Consultant and its personnel have no authority to bind the City or to control the
City's employees and other Consultants. None of the benefits provided by the City to its
employees, including, but not limited to, compensation, insurance, and unemployment insurance
are available from the City to the employees, agents, representatives, or sub-Consultants of the
Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of
Consultant's agents, employees, representatives and sub-Consultants during the performance of
this Agreement. The City may, during the term of this Agreement; engage other independent
Consultants to perform the same or similar work.
As an independent Consultant, Consultant is responsible for its own management. The
City's administration and enforcement of this Agreement shall not be deemed an exercise of
managerial control over Consultant or its personnel.
As an independent Consultant, Consultant is responsible for payment of all taxes and
licensing fees necessary to perform its obligations under this Agreement. These taxes and fees
include but are not limited to State industrial insurance, Business & Occupation, State
professional licensing, and City business licensing. If any taxes or fees due the City have been
declared delinquent, the City may withhold the delinquent amount, plus any additional charges
arising from the delinquency, from any payments due Consultant.
V. Indemnification: Consultant shall defend, indemnify and hold the City, its officers,
officials, employees, agents and volunteers harmless from any and all claims, injuries, damages,
losses or suits, including all legal costs and attorney fees, arising out of or in connection with the
performance of this Agreement, except for that portion of the injuries and damages caused by the
City's sole negligence.
The City's review or acceptance of any of the work when completed shall not be grounds
to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to
RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S
WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY
FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER
ACKNOWLEDGE THAT THEY HAVE MUTUALL Y NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this Agreement.
BremertonlVIA Architecture
Downtown Sub Area Plan
Page 2 of6
VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Consultant, its agents,
representatives, employees, sub-consultants or sub-Consultants.
Before beginning work on the project described in this Agreement, the Consultant shall
provide a Certificate of Insurance evidencing:
1. Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 combined single limit per occurrence and general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not be
limited to: blanket contractual; products/completed operations/broad form property
damage; explosion, collapse and underground (XCU) if applicable; and employer's
liability; and
2. Professional Liability insurance with limits no less than $1,000,000 limit per
occurrence/claim.
Any payment of deductible or self insured retention shall be the sole responsibility of the
Consultant.
All required policies shall be provided on an "occurrence" basis except professional
liability insurance (if required), which may be provided on a "claims-made" basis.
The City shall be named as an additional insured on the Commercial General Liability
insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an
endorsement that is acceptable to the City, which names the City as an additional insured shall be
attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of
all the required insurance policies and endorsements. The City further reserves the right to reject
any unacceptable policies and/or endorsements.
The Consultant's Commercial General Liability insurance shall contain a clause stating
that coverage shall apply separately to each insured against whom claim is made or suit is
brought, except with respects to the limits ofthe insurer's liability.
The Consultant's insurance shall be primary insurance as respects the City and the City
shall be given thirty (30) days prior written notice by certified mail, return receipt requested, of
any cancellation, suspension or material change in coverage.
The City also reserves its unqualified right to require at any time and for any reason,
proof of coverage in the form of a duplicate of the insurance policy with all endorsements as
evidence of coverage.
VII. General Conditions:
A. Reports and Information: When requested by the City, Consultant shall furnish
periodic reports and documents on matters covered by this Agreement. The reports and
Bremerton/VIA Architecture
Downtown Sub Area Plan
Page 3 of6
documents shall be furnished in the time and form requested. Consultant shall maintain
accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to
substantiate all billed amounts.
B. Ownership and Use of Records and Documents: Original documents, drawings,
designs and reports, including those in electronic format, developed under this Agreement are the
property of the City. All written information submitted by the City to the Consultant in
connection with the services performed by the Consultant under this Agreement will be
safeguarded by the Consultant to at least the same extent as the Consultant safeguards like
information relating to its own business. If such information is publicly available or is already in
Consultant's possession or known to it, or is rightfully obtained by the Consultant from third
parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise.
All data, documents and files created by Consultant under this Agreement may be stored
at Consultant's office in Seattle, Washington. Consultant shall make such data, documents, and
files available to the City upon its request at all reasonable times for the purpose of editing,
modifying and updating as necessary until such time as the City is capable of storing such
information in the City's offices. Duplicate copies of this information shall be provided to the
City upon its request, and at reasonable cost.
All documents, including all reports, drawings, specifications, computer software or other
items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service
with respect to the project and are the property of the City. Any reuse by the City for other than
the specific purpose intended will be at City's sole risk.
C. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary
and shall be responsible for the safety of its employees, agents, and sub-consultants in the
performance of the work hereunder and shall utilize all protection necessary for that purpose.
All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss
of or damage to materials, tools, or other articles used or held for use in connection with the
work.
D. Place of Work: The Consultant shall perform the work authorized under this
Agreement at its offices in Seattle, Washington. Meetings with the City staff as described in
Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed
upon by the parties.
E. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement
between the Parties, and the Parties acknowledge that there are no other agreements, written or
oral, that have not been set forth in the text of this Agreement.
F. Severability: Should any part of this Agreement be found void, the balance of the
Agreement shall remain in full force and effect.
G. Modification: This Agreement may only be modified by written instrument signed by
both Parties.
Bremelion/VIA Architecture
Downtown Sub Area Plan
Page 4 of6
H. Written Notices: All communications regarding this Agreement shall be sent to the
parties at the addresses listed below by registered or 1 st class mail, or by personal service, and
shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
City Address
City of Bremerton
Attn: Andrea Spencer
345 6th Street, Suite 600
Bremerton, W A 98337
Consultant Address
VIA Architecture
Attn: Alan Hart
1809 Seventh Avenue, Suite 800
Seattle, W A 98101
I. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a
waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be
deemed waiver of any other right or power.
J. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
K. Compliance with Laws: Consultant shall comply with all applicable Federal, State,
and local laws in performing its obligations under this Agreement.
L. Choice of Law and Venue: This Agreement shall be interpreted according to the laws
of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement
shall be brought in Kitsap County Superior Court.
M. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions
herein, each party shall pay all its own costs and attorney's fees.
N. Assignment: Any assignment of this agreement by the Contractor without the written
consent of the City shall be void.
VIII. Nondiscrimination: Consultant shall not discriminate in employment or services to the
public on the basis of race, color, national origin, sex, religion, age, marital status, or disability,
except for employment actions based on bona fide occupational qualification.
IX. Termination: This Agreement shall remain in force until completion and acceptance of
the services, terminated by written instrument upon mutual consent, or by the City of Bremerton
for convenience. This Agreement may be immediately terminated for cause by a Party if the
other Party substantially fails to perform through no fault of the terminating Party, and 1he non-
performing Party does not commence correction of the failure of performance within thirty (30)
days of the terminating Party's sending notice to the non-performing Party. Any Notice by
Consultant shall include a report showing the status of all items listed in the Scope of Work
current through the termination date.
Bremerton/VIA Architecture
Downtown Sub Area Plan
Page 5 of6
If the City receives reimbursement by any federal, state, or other source for work described in
Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is
cancelled or substantially reduced after the execution date of this Agreement and prior to the
completion of the work, the City may summarily terminate this Agreement.
A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall
Consultant be charged with liquidated damages for any delays in the completion of the work due
to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials,
equipment, tools, or labor by reason of war, national defense, or other national emergency; 2)
any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes
not reasonably foreseeable by the parties at the time of the execution of the Agreement that are
beyond the control and without the fault or negligence of the Consultant, including, but not
restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED,
HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in
writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement,
the delay is properly excusable, the City shall, in writing, extend the time for completing the
work for a period of time commensurate with the period of excusable delay.
B. Rights Upon Termination: In the event of termination, the City shall pay for all
services performed by the Consultant to the effective date oftermination, as described on a final
invoice submitted to the City. After termination, the City may take possession of all records and
data within the Consultant's possession pertaining to this project which may be used by the City
without restriction. Any such use not related to the project which Consultant was contracted to
perform shall be without liability or legal exposure to the Consultant.
CITY OF BREMERTON
VIA ARCHITECTURE
By:
its:
Date:
By:
its:
Date:
Approved as to form:
Attest:
Bremerton City Attorney
City Clerk
R:\LegaIlLegal\Contracts\DCD\VIA Architecture PSA.doc
Bremerton/VIA Architecture
Downtown Sub Area Plan
Page 6 of6
Exhibit A
Scope of Work Detail
City of Bremerton Downtown Sub Area Plan
VIA Architecture
Task 1: Project Organnzatioll1 & Strategy
Task Description / Approach
At the start of the project it is important to be clear on the scope, timeline, responsibilities,
expectations and deliverables. The goal of this task is to outline what is important to the City early
in the process. This task lays the foundation and expectations for all the subsequent tasks and
establishes a project timeline and project milestones.
Related Deliverables:
.. Completed project contract, scope, timeline, and rate schedule.
Task 2: Review & Analysis of Existing Conditions
Task Description / Approach
The review and analysis of existing conditions includes review of information from a range of
existing documents, studies, data and projects. These sources include previously prepared City
and non-city studies including the Comprehensive Plan, zoning code, and transportation plans.
This task includes procurement and organization of GIS data layers and creation of base-maps.
Review and analysis of existing conditions also includes data gathering to develop an
understanding of ongoing and evolving City projects such as the ferry egress tunnel, marina
expansion project, boardwalk, naval museum, and Manette Bridge replacement, so these may be
smoothly integrated into the Sub Area Plan urban strategy. The VIA team will prepare analysis
and identification of planning elements such as streetscape and block configurations, view
corridors, neighborhood contexts, key circulation routes etc.. Site visits as necessary will be
performed to gather background information on the key aspects and features of the downtown
sub area. These features will be noted and recorded. City staff will assist in the collection of
existing conditions data including historical information and photo documentation of existing
structures. Review and analysis of existing conditions is augmented by a series of informal
meetings with key stakeholder as further described in Task 4: Public Consultation.
Related Deliverables:
.. Base information recording and notation though graphics, maps, photographs and figures
necessary to instruct Tasks 3,5,7,8 and 9.
Task 3: Problem Identification (Building Form & land-Use)
Task Description / Approach
As noted in the Request For Proposals, the most important element of the Sub Area plan is the
land use and building form. The project team will engage in an iterative process that will build off
City of Bremer/on
Downtown Sub Area Plan
March, 2007
Scope of Work
of design principles developed by the City and contextual analysis conducted by the project team.
VIA's approach to urban design will be unique to the City of Bremerton. Problem identification
stems from the initial explorations of the functional, historical, spatial and formal structure of the
city as recorded in Task 2. During this initial framing VIA will create a language of simple graphic
elements to quickly communicate the principles which can then be carried through to the public
consultation process. This task will identify unique context areas where urban design attention
and recommendations will be crucial. During this task The VIA team in partnership with City staff
and the community will identify three (3) opportunity sites for scenario development per Task 5.
The VIA team will also identify specific locations where existing City code and development
standards may be improved, augmented or replaced.
Related Deliverables:
o Identification of opportunity sites for scenario development. (Instructs Exhibit A
Deliverable Item B)
It Identification of contexts for focused study and recommendations. (Instructs Exhibit A
Deliverables Items C and D.)
Task 4: Public Consultation
Task Description / Approach
A key component of the Plan is the community engagement process. The VIA team's approach
to consultation is better described as "public outreach". The advantage of this approach, one that
reaches out to a diversity of interests, is that it allows for the client to participate in the design and
it can be tailored to the work as it evolves. The VIA team will seek to educate the public early
about principles of good public realm design, and will equip the community with language and
knowledge necessary to discuss and interpret complex design issues in a meaningful way. There
will be three Open House working meetings as part of this project, set up with clear expectations
as to what is being consulted on, how the input will be received and used, and the process of the
Plan. In addition informal or conversational data gathering will occur during a series of
stakeholders sessions at the outset of the process. Groups and agencies to be consulted during
the informal conversation meetings include councilmember and constituents from Council District
5, councilmember and constituents from District 4; City departments heads from Parks, Public
Works, Fire, Economic Development and Legal; representative of Puget Sound Naval Shipyard;
Mayor's Economic Roundtable; Olympic College and others to be determined. City staff will
assist with coordination, scheduling, and setup of all meetings.
The consultation plan will be structured around the following:
o "Who has an interest" - identification of the various stakeholders and communities that
have an interest in the Plan.
o "What is their interest" - definition of what those being consulted are interested in.
o "How to engage" - designing of an effective means of engagement using the most
appropriate tools.
G "Preparing for the engagement" - preparation of the tools for public outreach.
It "Engaging" - the delivery of the outreach plan via the tools.
City of Bremerton
Downtown Sub Area Plan
March, 2007
Scope of Work
o "Reporting out" - synthesizing and interpreting the feedback collected through the
outreach program.
The VIA team will seek to enable a clear, receptive public surrounding any of the future
development sites, as there already has been a history, a buy in, and a support for the process.
This task will gather information from stakeholders necessary to ensure that proposed zoning and
development standards describes what the community feels and what the comprehensive plan
envisions.
Related Deliverables
o 3 Public Open House Meetings (Exhibit A Deliverable Item A)
o Series of informal stakeholder conversations.
Task 5: Scenario Development Opportunity Sites
Task Description / Approach
A total of three (3) opportunity sites within the Downtown Regional Center will be identified for
focused review and analysis. Additionally the team will coordinate with ongoing efforts related to
the JC Penney's site, and the current work being performed by Metrovations. Each opportunity
site will be examined at the block level, and will include concept sketch graphic representation.
Scenario numbers and market analysis performed by Gardner Johnson will provide an analysis
for each of the identified sites as a series of use/mixlrevenue/cost "runs" based on agreed-to pro-
forma. The intention of this approach is to allow the City to make informed decisions on what
uses, and at what scale, will meet the Plan objectives given current or anticipated market
conditions. Recommendations for possible incentives will be created based on opportunity sites
analysis.
Related Deliverables
· Scenario Development for Opportunity Sites (3). Coordination with Metrovations for 4th
site - meshes with ongoing work on JC Penney's Site.
Task 6: Identification of Preferred Alternatives (Building Form)
Description
The VIA team will identify a preferred alternative for building form in the Downtown Sub Area.
The preferred alternative is a primary component of the overall urban design concept plan. The
preferred alternative for building form will result in a set of tangible relationships that provides
individuals with a sense of safety, a sense of belonging and a sense of coherence. Through good
urban design the preferred alternative for building form seeks to:
o Provide certainty and protect investment for both community and developers
It Provide continuity and cohesiveness of public realm and private spaces
o Encourage developers and property owners to think beyond their property lines to
achieve mutual benefit
City of Bremerton
Downtown Sub Area Plan
March, 2007
Scope of Work
o Develop a collaborative, trusting relationship between community, city, and "city builders"
o Ensure access for all
The VIA team will create a set of form based or other code development standards to implement
and govern the preferred alternative for building form. These standards will function as the
zoning for some or all locations within the downtown Sub Area after plan adoption. Creation of
code and development standards may include a review of how standards are administered: by
City staff, and through the newly established Design Review Board's role.
To allow for a high level of architectural creativity, the VIA team will employ a 'template' based
approach - that is developing site and building templates that govern a buildings' allowable height
and setbacks. Further qualifications allow for standards to be developed that address fayade
treatment, integration of sustainable building techniques, expression of street level frontage,
weather protection, architectural detailing, location and treatment of parking entrances, to name a
few. The combination of template and standard creates flexible forms that are able to be analyzed
and evaluated quickly by City staff.
Key elements of building form standards will include:
· Land Use
fa Density
fa Height
fa Site coverage
fa Building massing and character
o Open space/public realm
Various land use and building form elements recommended will be further analyzed in a market
analysis component in conjunction with the Opportunity Sites (Task 5). Market analysis
conducted by Gardner Johnson for representative opportunity sites will reveal the how market
factors play into suitable density, building massing and character, and feasibility impacts of public
space enhancement requirements.
Related Deliverables
· Overall urban design concept / plan. (Exhibit A Deliverable Item C)
· Form based or other code development standards adequate to function as Zoning
(Exhibit A Deliverable Item D)
Task 7: Development of Typologies (Streetscape)
Task Description / Approach
The streetscape is comprised of the set of relationships between the street, the sidewalk, and the
buildings that line the street. How these elements interact and change creates variety in street
experiences. The first step will be to review the current City standards as well as recent
City of Bremerton March, 2007
Downtown Sub Area Plan Scope of Work
streetscape design including the proposed concept for sections of Pacific Avenue and already
implemented improvements on Washington Avenue and Burwell St. This will allow the VIA team
to absorb existing principles and build a coherent set of standards in harmony with previous work.
Key to developing these new standards will be the need to engage the City's Public Works and
Engineering Department for a review of standards and maintenance requirements. The standards
will reflect streets' intended function, context and other various identified features such as
adjacencies. Local street standards will allow the street network to serve a mix of development
types and mobility and access requirements. Appropriate streetscape typologies for quieter
residential streets in the downtown will be created in addition to augmentation of standards and
concepts for the higher intensity mixed use and commercial streets. Sustainability principles and
concepts may be considered where feasible in streetscape design. Key elements of this task are:
o Developing a clear set of graphic tools
.. Reviewing current streetscape standards
" Developing key concepts for streets based on urban design principles
e Testing and adjusting the concepts
o Documenting standards with descriptive street section graphics
Close collaborative work with INCA transportation engineers will further inform this process. VIA
will use a set of typologies to provide a framework for understanding how streets fit into varying
contexts. VIA will works with various tradeoffs between access, mobility and connections.
Typologies may address the following: right of way width, adjacent land use, parking potential and
needs, existing street infrastructure, street function, sidewalk function, adjacent parcel size and
access requirements.
Related Deliverables
Gl Street typologies adequate to instruct downtown streetscape standards. (Exhibit A
Deliverable Item E)
Task 8: Circulation Plan
Task Description / Approach
With added population density and more vehicles on Bremerton's roads, treatment of the
automobile will be one of the major areas affecting urban design quality. Appropriate strategies
must respond to the current and future needs of Bremerton citizens in order to influence both
traffic and transit usage. The circulation plan will have a multi modal focus - addressing the
circulation system in the downtown regional center for the automobile, pedestrian, transit and
cyclist. This work will be coordinated with the ongoing non-motorized transportation planning
effort being conducted by the department of Public Works and Utilities. Key elements of the
circulation plan include:
e Prioritizing projects that will improve street circulation.
o Recommendations for the creation of a wayfinding system using a cohesive design
language.
e Coordination of circulation plan with streetscape typologies and recommendations.
City of Bremerton March, 2007
Downtown Sub Area Plan Scope of Work
" Integrate possible policies to enhance alternative transportation choice.
Related Deliverable
G Generalized downtown circulation and parking plan. (Exhibit A Deliverable Item F)
Task 9: Parking Strategies
Task Description / Approach
This task will begin by reviewing the current parking levels in the downtown area. INCA will
review technical data using ITE official methodologies as outlined in their publications such as
"Parking Generation, 3rd Edition", "Improving The Pedestrian Environment Through Innovative
Transportation Design", and "Trip Generation, th Edition." INCA will also spearhead the creation
of a Context Sensitive Design parking stakeholder group during the community outreach phase in
order to understand key problems and concerns. Subtasks and products may include:
.. Development of creative parking policies, which can be integrated into other long-term
planning mechanisms.
" Development of design standards for parking lots and structures.
· Review of economic models to facilitate transition of land uses from primary use parking
to other combined and mixed uses.
· Integrate possible parking policies and enhance alternative transportation choice.
Related Deliverable
CD Generalized downtown circulation and parking plan. (Exhibit A Deliverable Item F)
Task 10: Recommendations and Report Production
Task Description / Approach
This task will encapsulate and document all of the findings, recommendations, and standards,
developed in tasks 1 - 9 in a final consolidated document. The task includes development of the
Urban Strategy and great place principles. In partnership with City staff the document will be
developed to a level adequate for adoption by legislative action as an element of the City's
Comprehensive Plan, and as code level development standards and street typologies. The Sub
Area Plan report will therefore include both non-binding instructive items such as the overall
urban strategy, opportunity sites modeling, and generalized parking and circulation strategies; as
well as codified binding standards for land use and building form, and street typologies. The
recommendation and report will also lay the groundwork for project follow on steps, such as the
City's preparation of planned action environmental review of opportunity sites. The City will be
responsible for the printing and distribution of the plan document. The consultant will be
responsible for providing print-ready electronic files in a format suitable for City production. It is
anticipated that one Draft report document will be prepared and submitted in advance of Planning
Commission review, and one Final Draft report document will be prepared and submitted in
advance of City Council Review.
City of Bremerton
Downtown Sub Area Plan
March, 2007
Scope of Work
Related Deliverable
l) Final report documenting and including all other project deliverables. (Exhibit A
Deliverable Item G)
Task 11: Presentation to Decision-Makers
Task Description / Approach
Representatives of the VIA team will be available for one presentation to the Bremerton Planning
Commission, and one presentation to the Bremerton City Council during regularly scheduled
meetings at the conclusion of the project. Presentation to these decision-making bodies is limited
to presentation and explanation of previously prepared recommendations and the report
document. Production of new or additional materials specific to the Commission or Council
meetings is not included as a part of this task.
Related Deliverable
· Presentation to decision-makers: one Planning Commission, one City Council.
City of Bremerton
Downtown Sub Area Plan
March, 2007
Scope of Work
EXHIBIT A ~ SCOPE OF WORK SUMMARY
VIA Architecture - Bremerton Downtown Sub Area Plan
Summa Task List
as Phase Name
Pro"ect Or anization and Strate
Initial development of project scope,
Literature review, Base information
collection and review; includes Sub-
Consultants
Review and Analysis of Existing
2 Conditions 47 $6,548
Creation of base-maps, Analysis and
identification of planning elements, i.e.
streetscape and neighborhood contexts,
ke routes etc.
Problem Identification (Building Form
3 and Land-Use 56 $5,296
Identify unique context areas, Identify 3
opportunity sites, Identify public amenity
needs.
4 Public Consultation 152 $17,264
Informal stakeholder meetings, and Public
Openhouses (3), Participation and
presentation (primarily Kate Howe and Alan
Hart) minor participation with other
consultants. City to organize logistics and
invitations as well as resentation boards.
5 147 $19,940
Scenario specific concept sketch (3) with
alternatives (block only), Scenario numbers
and market analysis Gardener Johnson,
Recommendations for ossible incentives
Identification of Preferred Alternatives
6 Buildin Form 117 $13,418
Form based coding, and Standards,
recommendations for FAR, Height
Setbacks
Development of Typologies (Street
7 sca e 93 $8,124
Analysis of existing streetscape and city-
wide objectives, Identify and produce
streetsca e standards
8 Circulation Plan 53 $6,448
Data Analysis by INCA, Identify key routes
and intersections, Capital and civil
im rovements recommendations
9 Parkin Strate ies 59 $5,824
Stakeholder meetings, Examine existing
conditions, Short and long term parking
strate recommendations
Recommendations and Report
10 Production 66 $9,082
Development of Urban Strategy and great
place principles, Summarize work for
Report, Report Production, Groundwork for
next ste s
11 Presentations to decision-makers 16 $1,728
Miscellaneous Expense (Travel, Ferry, Etc.) $1,000
DELIVERABLE WTEMS
(EXH~IBW'f A. SUMMARY CONTn~UIED)
VIA Architecture - Bremerton Downtown Sub Area Plan
A 3 Public Open House Meetings (Presentation/Facilitation)
Scenario Development for Opportunity Sites (3) (Coordination with Metrovations for 4th Site -
B Meshes with onQoing work on JC Penney's Site)
C Overall Desiqn Concepti Plan
D Form Based or Other Code Development Standards adequate to function as Zoning
E Street Typoloqies adequate to instruct downtown streetscape standards
F Generalized Circulation and ParkinQ
G Final Report Documenting and Including all other project deliverables
EXHIBIT B . PRO,JECT TIMELINE
VIA Architecture - Bremerton Downtown Sub Area Plan
Task
1 Project Organization/Strategy
2 Analysis of Existing Conditions
3 Problem Id (Building/Land Use)
4 Public Consultation
5 Scenario Devel. Op. Sites
6 Preferred Alternatives/Form Based
7 Street Typologies
8 Circulation Plan
9 Parking Strategies
10 Recommendations/Report
11 Decision maker Presentation
June
Jul
November
I
I.."
, ,11i
Open House Dates are not yet confimed but will be scheduled around the following:
1 April 25-27 Framing the Problem, Presenting Goals, Describing the Process
2 June 20-21 Presenting Alternatives
3 September 6th Solutions
Presentations to Decision Makers
Late September (Potentially 9/27) Planning Commission
Late October City Council
October Adopted
EXHBeUT C m RATE SCHEDULE
VIA Architecture and Team - Bremerton Downtown Sub Area Plan
Name Title Project Role Cost per hour
Alan Hart Principle, VIA Architecture Principle-in-charge $196
Matthew
Roddis Director of Urban Desiqn and Planninq Urban Design + Planning Lead $95
Matt Roewe Director of Mixed-Use and Major Projects Scenario Development! Urban Placemaking $140
Katherine
Howe Planner Project Management $76
Krystal
Meiners Intern Architect Graphic Support $76
Dave Aim Traffic/ Project Manaqer Circulation Traffic Analysis $135
Ming Wang Civil Engineer Civil Enqineering Lead $156
Matthew
Gardner Gardner Johnson Principle Market Analyst Lead $220
Matt Hoffman Gardner Johnson Associate Market Analyst $90
03/20/2007 16:40 FAX 541 2968932
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CITY OF BREMERTON
CITY PLANNER
345 6TH ST. SUITE 600
BREMERTON, WA 98337
Attention: GEOFFREY WENTLANDT
ACORD 25 (2001/08)
Certificate # 9095
88
CITY OF BREMERTON
Downtown Regional Center
Sub Area Plan
~ ~D19 ~""~ A~,": ~it~ :D~':I;W~9~D~
Alan Hart AlA
N. Robert Suzuki AlA
Graham McGarva AlA
1809 Seventh Avenue
Suite 800
Seattle, WA
USA 98101
tel 206 284-5624
fax 206 624-5624
info@via-architecture.com
via-architecture.com
~
VIA
ARCHITECTURE
31 January 2007
City of Bremerton, DCD
Geoffrey Wentlandt
345 6th St., Suite 600
Bremerton, W A 98337
Re: Request for Proposals, City of Bremerton, Downtown Regional Center Sub Area Plan
Dear Mr. Wentlandt,
On behalf of VIA Architecture, I am pleased to submit our proposal for planning and
urban design services for the City of Bremerton. This is a decisive moment for the city, as the sub
area plan and development standards will be the tools to achieve the principles and goals already
expressed in the Comprehensive Plan. In addition, policies innovated here may significantly
influence other developing areas in Bremerton.
Employed with VIA Architecture are professionals who deliver the highest quality of
service in all phases of work, including urban design analysis, planning, graphic production and
public consultation. We will also collaborate with two additional firms, INCA Engineers and
Gardner Johnson to provide resources for circulation and parking and market analysis respectively.
VIA Architecture has been involved in the urban design of all major transit projects in the
region for the past 25 years, and has provided extensive consulting to both public and private
entities on issues of sensitive urban design, including waterfront revitalization, master planning and
the creation of urban design guidelines and street typologies. Our work will be organized to allow
land use decisions to be resolved in a timely and sequential manner and to bring to life the work
already completed by the Bremerton planning department. Our goal is to let the details of livability
- the cafe canopy, street furniture, and corner store - fall naturally into place.
In the document that follows, you will see examples of how VIA Architecture has
approached similar problems in the past as well as a work plan discussing how the design team
will engage with and respond to the City of Bremerton's particular circumstances. We look forward
to meeting with you and discussing our approach in greater detail.
Sincerely,
Graham McGarva, Principal, AlA
VIA Architecture
Table of Contents
City of Bremerton
Downtown Regional Center Sub Area Plan Proposal
Section Page #
Section A: Problem Statement 2
Section B: Project Approach 3
Community Visions + Consensus Building 4
land Use + Building Form 5
Designing the Spaces Between Buildings 6
Streetscape Standards + Elements 7
Circulation + Parking 8
Market Analysis 9
Infrastructure and Utilities 9
Section C: Work Plan and Budget Allocation 10
References 12
Section D: Key Personnel 13
Section E: Firm Profiles
VIA Architecture 15
INCA Engineers 17
Gardner Johnson 18
Section F: Project Examples 19
~ VIA
ARCHITECTURE
SECTION A.
City of Bremerton
Downtown Regional Center Sub Area Plan Problem Statement
A sea change is happening in Bremerton. The combination of new public and private investments coupled
with enhanced transportation infrastructure has the potential to significantly alter Bremerton's profile. The city
is reinforcing its position as the largest urban center on the Kitsap peninsula. With new waterfront districts,
museums and ferry service downtown it will become more than a gateway, but a high amenity destination.
Bremerton's history and geography have given it key opportunities such as walkable fine-grained streets and
small blocks, a wide range of housing options and historic neighborhoods. Land use policies can be designed
to capitalize on its diversifying economy and the underutilized potential of its location and setting.
As showcased in the passage of the 2004 comprehensive plan, Bremerton's community knows what it wants.
It seeks to embrace a mixed-use, vibrant urban core with the Downtown Regional Center as its focus. Decisions
made now will strongly influence the city's social life, economy and environment for decades to come. Although
it is tempting to seize on every opportunity for investment, it is even more important that this development is
in line with the vision the community has for sustaining its well-being over the long term. Instead of choosing
between high density and economic growth or livability, Bremerton's downtown can have a "both and." The
chance encounters that define urban living and flexibility can combine with graceful, human-scaled architecture,
mobility for transportation choices and pleasant walking experiences.
VIA Architecture has extensive experience in building communities, most significantly as part of Vancouver's
sweeping waterfront redevelopment and revitalization. VIA has led or participated in nearly all of the major
projects that transformed Vancouver's waterfront from post-industrial brownfields to a global model of urban
living. This has been accomplished while working within an atmosphere of intense scrutiny. These inclusive
negotiations led VIA to understand the needs of a variety of stakeholders, collaborating with developers,
consultants, community groups and city officials. Most importantly, VIA has helped to pioneer the key urban
design strategies that positively shaped Vancouver's urban form, strategies that are still being refined and
applied today. Learning from this experience, VIA is well positioned to work with the City of Bremerton to
discover the urban models most appropriate to its context. VIA begins by asking the questions.
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ARCHITECTURE
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SECTION B.
Project Approach
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Community Visions and Consensus Building:
VIA Architecture considers community building to be a fundamental value,
and we bring particular skill at engaging stakeholders in the design process,
including client groups and community members. This brings us closer to
the goal of establishing consensus in the expression of community values
that inform future design process. Our work on a number of large scale
infrastructure projects (Seattle SMP, Translink Evergreen Line, RAV Canada
Line) have challenged us to develop a clear communication strategy to invite
participation, assuring our client the ability to make decisions and move
forward on schedule. The concerns we hear at our community meetings enter
the feedback loop and inform the next iteration of design. According to David
Ko, Evergreen Line Project Manager at Translink, VIA's latest Public Open
House series covering 3 municipalities, and 14 kilometers of streetscape and
LRT alignment design was "the best he had seen."
The key elements of our approach include:
-Reality-based design graphics explain the principles of urban design and
the opportunities for meaningful community participation.
-Tools and illustrative materials community discussion translate "tech talk"
into plain language. Clear, easily understood graphics are powerful tools
of communication. Often expressed in freehand, these simple graphics
can be very accessible to members of the public, while at the same time
very valuable to the design team by necessitating the distillation of ideas
to simple, clear messages.
.Photo realistic design visualizations enable individuals to imagine various
scenarios and possible end results.
-Facilitation and participation in multi-day design charrettes create
consensus among key stakeholders.
We believe that by educating the public early about principles of good public
realm design, we equip the community with the language and knowledge
necessary to discuss and interpret complex design issues in a meaningful
way. This synthesis of timely, informed decision-making and extensive
public outreach programs are critical components of VIP\s overall project
management strategy.
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SEFC Urban Design Process
SEFC ODP Plan
Urban Design Analysis; Land-use and Building Form:
Urban design defines the interaction between buildings and their surrounding
context. This set of tangible relationships provides individuals with a sense of
safety, a sense of belonging and a sense of coherence. Furthermore, good
urban design will
-Provide certainty and protect investment for both community and
developers
-Provide continuity and cohesiveness of public realm and private
spaces
-Encourage developers and property owners to think beyond their
property lines to achieve mutual benefit
-Develop a collaborative, trusting between community, city, and "city
builders"
-Ensure access for all
VIA's approach to urban design will build off of the underlying design
principles unique to the City of Bremerton. Our initial explorations will include
the functional, historical, spatial and formal structure of the city. These concepts
can inform the community visioning process. VIA's team will then work with city
staff and the public to develop several alternative scenarios for the downtown
regional center build outs; including transitional stages along the way. Plans
may use specific tools to accommodate the ultimate destiny of the location
despite a real estate market that may not yet support full build out.
Seeking to better accommodate flexibility and imagination in city-wide
architectural design, VIA recently had the opportunity to test the normative,
design-based development standard. A 3-D urban design template, crafted
in collaboration with the City of Penticton (located in the quickly developing
Canadian Okanagan) has helped the City's planners to respond to an
overwhelming influx of development applications. Using our knowledge of
3-D massing, building form and urban design strategies this template can now
be used to help developers achieve various targets for building performance,
while also speeding the permitting process for city staff. In addition, VIA's
recommendation of a bonusing structure will allow the City to grow sustainably-
bundling development with financing for public amenities.
Innovative land use policies can directly connect public investment to the
building/zoning code. In order to achieve this mutual benefit, and a forward
thinking plan, skillful negotiation between the public and private sectors is
essential. Using building form and good public space design as a means to
an end, VIA can work with city staff to identify appropriate public amenity
incentives and bonuses as well as consider other possible solutions for
sustainable growth. Hand in hand with the development of design-based
codes, our refined understanding of building form will allow the City of
Bremerton to manipulate densities to:
-Meet community goals and objectives
-Support public realm
-Allow for the flexibility to respond to market demands
5
Designing the Spaces Between Buildings:
The streetscape is comprised of the set of relationships between the street, the
sidewalk, and the buildings that line the street. How these elements interact
and change creates variety in street experiences. The City of Bremerton's
Land Use Policies are explicit in their emphasis upon streets designed to
accommodate transportation choice. VIA corridor planning, including street
design for both at grade and above grade rapid transit projects, and system-
wide urban design guidelines for the Seattle Monorail Project have given us
a keen understanding of the "street" as multi modal transportation corridor.
Close collaborative work with INCA transportation engineers, and if deemed
necessary, landscape architects may also further inform this process.
VIA uses a set of typologies to provide a framework for understanding how
streets fit into varying contexts. VIA works with various trade offs between
access, mobility and connections. Typologies may address the following:
right of way width, adjacent land use, parking potential and needs, existing
street infrastructure, street function, sidewalk function, adjacent parcel size
and access requirements.
Other projects have also allowed us to think creatively about street design.
The City of Vancouver Downtown Streetscape Study completed in 2002
developed a "tool kit" now in use by city planners in order to undertake the
qualitative urban design analysis of streets- independent of their engineering
derived "level of service." While Translink's Main Street Corridor project asked
VIA to develop a "kit" of urban design options which could be applied in order
to enhance the overall pedestrian experience and mobility of the street.
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ARCHITECTURE
Millennium Line furniture suite
Evergreen LRT Line Sidewalk Typologies:
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Evergreen LRT Line Sample Street Typology:
Streetscape Standards and Elements: VIA's
systems approach to public transit infrastructure
design (including Bus Rapid Transit) depends upon
the creation of Elements of Continuity; or a set of
standardized responses to design constraints or
needs in order to link and identify similar areas in
the urban design context. We have both designed
original elements and/or develop procurement
plans for prototypical system components including
wayfinding and station area signage, furniture suites,
bike racks, ticket machines and transit information for
the Vancouver BRT, Millennium Sky train, the Seattle
SMP project, Evergreen light rail line and various
others. We work to ensure that all components meet
design criteria for:
-Performance
-Ease of installation
-Quality
-Codes
- Life cycle
-Sustainability
-ADA
Furthermore the Evergreen Line demanded the
development of system wide sidewalk and streetscape
standards. This was completed by blending together
the existing standards of the three participating
municipalities. Clear demarcation between definitive
(Elements of Continuity) and descriptive standards
in street design permits flexibility and local decision
making where possible but also maintains a strict
adherence to system-wide articulated goals and
aesthetic quality. .
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Circulation and Parking
Updated circulation and parking strategies help
communities adapt to new intensive forms of
development. Integrated with the policies developed
for the streetscape and district urban design, a parking
and circulation strategy is the technical component
that will make a shared, mixed-use environment
function well. Sub Area Plan policies will be created
to ensure that parking policies do not have negative,
and unintended design consequences, or are out of
touch with Comprehensive Plan goals. In fact VIA will
work with the City to develop innovative policies can
actually help to spur economic growth.
INCA's technical approach will primarily follow
the recommended practices of Context Sensitive
Solutions (CSS), comprising both consensus building
and stakeholder involvement. An evaluatory team
of stakeholders and city staff will participate in
issue identification, evaluation, and alternatives
development. In this way, the team can collaborate
and ensure recommendations are appropriate to
Bremerton's particular context. INCA has utilized
this approach with success in several recent projects,
including the "Road Diet" project on NE 85th Street
in the City of Redmond's central business district.
Furthermore using Institute of Transportation Engineers
(ITE) methodologies INCA can produce defensible
trip generation and parking rates without needing
elaborate traffic modeling. Finally, the team will
weigh and value the alternatives with the use of a
quantification matrix tool also shown to be extremely
effective in similar projects.
The VIA team is aware that viewpoints on parking
can be contentious and conflicts arise between
business owners, commuters and residents. In a
recently completed parking study completed as part
of the Evergreen Line process, VIA developed a series
of strategies in order to accommodate parking for
new development and reassure homeowners without
requiring expensive structures. VIA can help articulate
the problem by breaking down issues into manageable
pieces. Our process first and foremost is about locating
compromise.
Market Analysis and Opportunity Sites:
The Market Analysis component, led by Gardner Johnson will consider the
regional significance of Bremerton's position as a gateway to Kitsap County
as well as local, entreprenural city strategies. Gardner Johnson regularly
melds public policy with market and financial realities, producing accurate,
reliable and realistic advice. The sub area plan's market component will
inform the development of land use and urban design strategies as well as
supplement the discussion of feasible opportunity sites.
Gardner Johnson will engage their analysis to facilitate the development
process in support of existing public policy objectives.
Infrastructure and Utilities:
Infrastructure design and planning forms the backbone of master planning
and urban design work. Its importance is often overlooked, despite its
significant impact on the overall economics of development. VIA brings
extensive experience working with agencies such as the City of Vancouver
and the City of Seattle in order to complete infrastructure assessments for
development. VIA will collaborate with the City of Bremerton Public Works
and Engineering as well as INCA civil engineers to identify key highlights I
i.e. which facilities are needed where) and tie these needs to approval for
development.
Furthermore, VIA has worked extensively during the South East False Creek
master planning process to develop sustainable infrastructure, including
localized energy production and wastewater treatment and can provide
expert advice should these options be of interest to the City of Bremerton.
9
SECTION C. WORK PLAN/BUDGET ALLOCATION
Breaking ground: Start up meeting
At the start of the project, it is important to be clear on the scope, timeline, responsibilities, expectations and
deliverables for the project. We envision that an initial meeting will occur immediately following the notice to
proceed. Following a clear decision on the above, we will begin with a review of the background information
and a site visit in which key aspects of the downtown sub area will be noted and recorded.
Work Plan Tasks
The first step in producing a cohesive plan is to develop the project vision, goals and objectives early in the
process. These can be developed from input arising from the consultation process or through other 'brainstorming'
sessions with City staff and stakeholders. The goal of this exercise is to outline what is important for this area
that lay the foundation for all the subsequent tasks.
Land Use and Building Form
As noted in the RFP, the most important element of the Sub-area plan is the land use and building form. The
iterative process will build off of design principles developed by the city and contextual analysis conducted by
the project team. During this initial framing, VIA will create a language of simple graphic elements to quickly
communicate the principles which can then be carried through to the public consultation process.
The various land uses that are recommended for this area will be further analyzed in the Market Analysis
component to reveal the suitable density, building massing and character, and the public space needs.
To allow for a high level of architectural creativity, we use a 'template' based approach, that is developing site
and building templates that govern a buildings' allowable height and setbacks. Further qualifications allow for
standards to be developed that address fac:;:ade treatment, expression of street level frontage, weather protection,
architectural detailing, location and treatment of parking entrances, to name a few. The combination of template
and standard creates flexible forms that are able to be analyzed and evaluated quickly by City staff.
Key elements of the plan include:
oLand Use
.Density
oHeight
-Site coverage
oBuilding massing and character
oOpen space/public realm
We anticipate that 25-35% of the project budget will be allocated to this task.
Streetscape Standards
The first step will be to review the current City standards as well as recent streetscape design. This will allow
us to absorb existing principles and build a coherent set of standards in harmony with previous work. Key to
developing these new standards will be the need to engage the City's Public Works and Engineering Department
for a review of standards and maintenance requirements.
The standards will reflect streets' intended function, context and other various identified features such as
adjacencies. Local street standards will allow the street network to serve a mix of development types- and
mobility and access requirements.
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ARCHITECTURE
Key elements of this task are:
oDeveloping a clear set of graphic tools
oReviewing current streetscape standards
oDeveloping key concepts for streets based on urban design principles
oTesting and adjusting the concepts
oDocumenting standards
We anticipate that 20-25% of the project budget will be allocated to this task.
Circulation & Parking
With added population density and more vehicles on Bremerton's roads, treatment of the automobile will be
one of the major areas affecting urban design quality. Appropriate strategies must respond to the current and
future needs of Bremerton citizens in order to influence both traffic and transit usage.
This task will begin by reviewing the current parking levels in the downtown area. INCA will review technical
data using ITE official methodologies as outlined in their publications such as "Parking Generation, 3rd Edition",
"Improving The Pedestrian Environment Through Innovative Transportation Design", and "Trip Generation, 7th
Edition." INCA will also spearhead the creation of a Context Sensitive Design parking stakeholder group during
the community outreach phase in order to understand key problems and concerns.
oDevelopment of creative parking policies, which can be integrated into other long-term planning
mechanisms.
oDevelopment of design standards for parking lots and structures.
-Recommendations for the creation of a wayfinding system using a cohesive design language in order to
integrate possible parking policies and enhance alternative transportation choice.
-Prioritizing projects that will improve street circulation.
We anticipate that 5-10% of the project budget will be allocated to this task.
Opportunity Sites
The RFP calls for up to five opportunity sites to be identified for focused review and analysis. The team,
informed and led by Gardner Johnson, will provide an analysis for each of the identified sites as a series of
use/mix/revenue/cost "runs" based on agreed-to pro-forma. The intention of this approach is to allow the
City to make informed decisions on what uses, and at what scale, will meet the Plan objectives given current
or anticipated market conditions.
We anticipate that 5-10% of the project budget will be allocated to this task.
Infrastructure Review
Close collaboration with the City and the Public Works and Engineering Department will allow the sub area
plan to tie the economics of infrastructure and utilities costs to the approval of new projects. This task will
primarily be to identify and plan for any potential constraints and work to prioritize areas for improvement. If
necessary, INCA civil engineers will act as a resource to this element.
We anticipate that 5-10% of the project budget will be allocated to this task.
11
Consultation Plan
A key component of the Plan is the community engagement process. Our approach to consultation is better
described as "public outreach". The advantage of this approach, one that reaches out to a diversity of interests,
is that it allows for the client to participate in the design and it can be tailored to the work as it evolves. We
anticipate that there will be at least one Open House as part of this project, set up with clear expectations as
to what is being consulted on, how the input will be received and used, and the process of the Plan. Additional
consultation elements can be discussed with the City as needed.
The consultation plan will be structured around the following:
o"Who has an interest" - identification of the various stakeholders and communities that have an interest in
the Plan.
o"What is their interest" - definition of what those being consulted are interested in.
."How to engage" - designing of an effective means of engagement using the most appropriate tools.
."Preparing for the engagement" - preparation of the tools for public outreach.
."Engaging" - the delivery of the outreach plan via the tools.
."Reporting out" - synthesizing and interpreting the feedback collected through the outreach program.
We see this process enabling a much clearer and receptive public surrounding any of the future development
sites, as there already has been a history, a buy in, and a support for the process. The key is meshing what
the zoning describes with what the community feels and what the comprehensive plan envisions.
We anticipate that 10-15% of the project budget will be allocated to this task.
References
David Ko, Technical Project Manager - Evergreen LRT Line
TransLink
1600 - 4720 Kingsway
Burnaby, BC V5H 4N2
Tel: 604-453-3019
Fax: 604-453-3024
Ian Smith, Manager of Development - Southeast False Creek and Olympic Village
City of Vancouver
453 West 12th Avenue
Vancouver, BC V5Y 1V4
Tel: 604-871-6857
Fax: 604-871-6856
Donna Butler, Manager of Planning
City of Penticton
171 Main Street
Penticton, BC V2A 5A9
Tel: 250-490-2528 (DL)
Fax: 250-490-2502
I VIA
ARCHITECTURE
Graham McGarva
MAISC, AlA, AAA, LEED@ AP
Founding
Principal
Matt Roewe
AlA, LEED@ AP
Director -
Mixed Use +
Major Projects
Matthew Roddis
MClP, LEED@ AP
Director -
Urban Design
+ Planning
Katherine Howe
MUP
Urban Planner
SECTION D. KEY PERSONNEL
Project Role: Principle in Charge
Graham McGarva has over 25 years experience in the planning and
construction of progressive "community building" projects; including
numerous elements of architecture and urban planning for the
redevelopment of Vancouver's False Creek-places such as Concord
Pacific Place, International Village, and the model sustainable
community for South East False Creek-and the Millennium and
RAV rapid transit lines. He has also participated in many municipal
assignments often related to integrating disparate professional
disciplines and stakeholders.
Proiect Role: Project Manager
Matt Roewe is an innovative and collaborative designer with 21 years
of experience on complex mixed-use, commercial and residential
projects. Matt brings an especially deep understanding of the nuances
and complexities in hi-rise residential and infill projects. Matt's
expertise balances programming, design concepts, coordination and
project execution with marketable, sustainable and economically
viable solutions. His outstanding civic and public involvement record
complements his professional passion of creating livable, walk-able
and spirited urban places.
Project Role: Urban Design and Graphic Lead
Matthew has spearheaded the development of urban design
concepts for VIA's transit, urban design, and community consultation
projects both locally and internationally. Currently Matthew is leading
the urban design for Whitecaps Soccer stadium on the Vancouver
waterfront. Most recently he was Project Manager for the Evergreen
LRT Line directing the urban design and community integration of the
transit system. He has also led significant public realm projects in
Vancouver, including the firm's Downtown Streetscape Assessment
Study, SEFC model sustainable community, the Main Street Urban
Showcase project. Matthew also led public consultation for Canada
Line and the Seattle Monorail Project.
Project Role: Planning and Analysis
After completing an MUP from the University of Washington in 2004,
Kate worked for King County's DOT to develop their Climate Change
Action Plan. While there she also developed a winning proposal for an
ongoing, multi-jurisdictional coalition to reduce the Puget Sound area's
CO2 emissions. While at VIA Kate has worked on public consultation
material for the Evergreen LRT Line, drafted reports and studies for the
City of Port Moody and the General Service Administration.
13
Ming Wang
PE
INCA
Civil Engineer
Dave Aim
BS
INCA
Circulation Traffic Analysis
Matthew J. D. Gardner
NABE
Gardner Johnson
Principal
Matt Hoffman
MUP
Gardner Johnson
Associate
~ VIA
Project Role: Civil Engineering Lead
Ming has 36 years of experience specializing in the preliminary and
final design of traffic signal systems, interconnects, channelization,
stage construction, and cost estimating for urban and rural roadways.
He has also provided illumination, sign age, striping and other
pavement markings, and has performed traffic analysis and studies
for a multitude of public and private projects. He has successfully
managed several intermodal passenger transfer facility projects for
local bus transit, intercity bus, Amtrak, and Sounder Commuter Rail.
Ming has also completed more than 200 signal design projects,
and has performed traffic analysis and studies for public works and
private agencies.
Project Role: Circulation and Traffic Analyst
Dave has 32 years of experience in the development, design, and
delivery of transportation capital projects and in managing mu/ti-
modal transportation operations. Dave's expertise includes all
aspects of project development, from inception, alternatives analysis,
funding, environmental permitting, design and construction. His
successful projects include new interchanges, new roadway
corridors, and corridor/intersection improvements. He has also
developed and built several major trails and other non-motorized
transportation facilities. Dave has considerable experience in
developing Intelligent Transportation Systems (ITS) systems, and in
developing and updating transportation master plans and in master
planning for bicycle and pedestrian facilities.
Project Role: Market Analyst Lead
Mr. Gardner's career started as a land Agent for Cluttons, an
international firm of Chartered Surveyors where he advised clients
such as the British Royal family and the Church of England in their
real estate matters. As a Principal of Gardner Johnson, Mr. Gardner
specializes in residential and commercial analysis, and is particularly
passionate about urban hou.sing needs. Mr. Gardner is a regular
speaker on the regional economy as it pertains to real estate and
economic matters.
Project Role: Market Analyst
Mr. Hoffman conducts regional economic analysis and market
research for public and private geve/opments. Prior to joining
Gardner Johnson, Mr. Hoffman was employed as a Research Analyst
at Greenfield Advisors in Seattle while pursuing his Masters degree
in Urban Planning. At Greenfield Advisors, Mr. Hoffman conducted
real estate valuation research supporting environmental diminution,
trophy properties, eminent domain takings, and partial interest
valuation. Previous professional experience includes environmental
due diligence consultation as a project manager with The Traverse
Group in Ann Arbor, Michigan and an information systems designer
with 800z · Allen & Hamilton.
ARCHITECTURE
Portland Crossing, Portland, OR
University of British Columbia, South Campus Plan
Athlete's Village, 2010 Olympics, Vancouver, BC
SECTION E.
VIA ARCHITECTURE
FIRM PROFILE
VIA Architecture is one of the Northwest's
leading firms in architecture, urban planning, and
sustainable community building. Our perspective
encompasses the big picture thinking of the master
planner and the love of design and detail of the
craftsman. Our passion is the creation of lithe right
building in the right place." This means that the
buildings and districts we design must be beautiful,
functional and enrich their surrounding context.
Founded in 1984, VIA has offices in Seattle WA, and
Vancouver BC and maintains a compact organization
focused on personal service. Our blend of local and
international work has sharpened our sensitivity to
the culture and environment of each place and this
sensitivity is fundamental in shaping our contribution
to the urban vision for each place. As dedicated
urbanists, we strongly support the City of Bremerton's
goals for smart growth and believe that upgrading
and investment in existing infrastructure is one of
the most strategic forms of sustainable development.
Our designs, from the scale of the site to that of the
region aspire to better balance the equation of social,
ecological and environmental concerns. VIA uses
solid technical expertise and creative insights to move
beyond the preconceptions that dictate current forms
of urban living.
VIA specializes in the following areas:
Sustainable Planning and Urban Design
Multi-family Planning, Design and Development
Transit and Systems Infrastructure
Mixed Use and Transit-Oriented Development
Hotel and Hospitality
VIA Architecture employs approximately 40 full
time staff comprising architects, planners, interns,
technicians, and administrative and support staff
between its two offices, including five LEED@-
Accredited Professionals. Our work has received local,
regional, and international awards, as well as acclaim
from users and the general public.
15
VIA - Sustainability in Design and Planning
From its foundation in the 1980's, VIA has pioneered the frontier of environmental and social sustainability. We
have found that cost-effective solutions independent of traditional patterns of resource consumption require both
creativity and technical understanding. As a result, we implement sustainability principles in order to leverage
maximum benefit, i.e. using sustainability as a proactive, performance-based process that provides net benefit
to the environment. We know the right questions to ask to
determine environmental and sustainable priorities and
we use sustainability as a critical measure of success.
VIA has an excellent track record helping municipal and
private clients achieve ambitious sustainability goals.
VIA has the implemented of several long term and
complex master planning projects, including the 2005
passage of Vancouver's "model sustainable community,"
South East False Creek (SEFC). Using an intense
collaborative design process over nearly a decade,
VIA ushered this project (80 acres of formerly industrial
waterfront) from the development of initial urban design
concepts to the construction of a key site. The SEFC
Official Development Plan (accessible on the City of
Vancouver website) contains the latest in sustainability
policies including housing and transportation choice,
economic diversity, green and historic buildings, resource consumption, water and energy use, recycling
and urban agriculture. This vision has inspired and directed project teams for individual parcels now under
development -: including the 2010 Olympic Village.
VIA Architecture was also responsible for the ambitious sustainability plan for the Seattle Monorail Project. This
work was nominated for a 2004 Sustainable Seattle award.
OLD GROWTH' COASTAL
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'AVEIlAGE
HEIGHl:
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~ VIA
ARCHITECTURE
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INCA ENGINEERS
FIRM PROFILE
Established in 1983, INCA Engineers, Inc. is an
engineering firm providing consulting services
throughout the United States to public agencies,
municipalities, private developers, and the military.
With a dedicated staff of more than 80 engineers,
specialized technicians, surveyors, and administrative
personnel, INCA provides a complete range of civil,
transportation, structural and mechanical engineering;
and surveying and mapping services. Headquartered
in Bellevue, Washington, INCA transportation services
include:
Roadway Design
Traffic Studies/Signal Design
Transit Facilities/Park-and-Rides
HOV Access
Intermodal Facilities
Site Development
Storm Drainage
Utilities
Hydrologic/Hydraulic Engineering
Permitting Assistance
Our goal at INCA is to be responsive to our clients'
specific project requirements. Adding strong leadership
and sound management practices to technical
capabilities generates a mix that allows us to bring our
best efforts to bear on each project. We continue to
seek solutions that will be right for the short-term and
for many years into the future. We have the size and
resources to provide a total spectrum of services to
every client. We provide the same degree of personal
involvement in projects, whether large or small, in the
public or private sectors, from the routine, to the most
difficult and demanding.
For more than 23 years, INCA has carefully nurtured
an innovative and quality-oriented process for
anticipating needs, exceeding expectations, and
achieving our clients' goals. This dedication, attention,
and effort has earned us a family of clients who place
their trust in us project after project. At INCA, 80% of
our work comes from existing clients.
17
GARDNER JOHNSON
FIRM PROFILE
~ VIA
ARCHITECTURE
Gardner Johnson was founded with the intent
of assembling the most technically capable and
knowledgeable consulting professionals in the
Northwest. We have assembled a staff of highly
qualified and experienced individuals, with over 50
years of combined experience. The firm offers a
full range of real estate and economic development
services, with extensive experience in a wide range
of land uses and development forms. Our experience
includes the following types of projects:
Land Use and Regional Economics
Economic and Fiscal Impact Analysis
Residential Needs Assessment
Commercial/Industrial Needs Assessment
Development Fee/SDC Incidence Analysis
Litigation Support/Expert Witness Testimony
Commercial/Industrial Market Analysis
Residential Market Analysis
Periodic Economic and Market Forecasting
Financial Analysis
Financial Feasibility Analysis
Residual Land Value Analysis
Least Cost Location Analysis
Public/Private Partnerships
Urban Renewal District Bonding Capacity
Calculations
Highest and Best Use Analysis
Strategic Planning
The Firm has been actively involved in the development
of many of the largest and most complex projects in
the Pacific Northwest, and is regularly retained by the
region's most prominent developers to complete market
and financial feasibility studies. In addition, we work
for many of the region's lenders on a retainer basis to
monitor local real estate markets.
Gardner Johnson has extensive experience forecasting
land needs for jurisdictions. The firm has developed
a series of proprietary models that allow for land
demand forecasts to reflect market realities. These are
used for land use forecasting, as well as for short-term
forecasting by our institutional and banking clients.
Our models are dynamic, and allow for variation in
the profile of growth and development activity as a
result of policy inputs and inter-regional shifts.
Concord Pacific Place
False Creek North 1988
SECTION F. PROJECT EXAMPLES VIA
Concord Pacific Place
False Creek North, Vancouver, Be
Concept Architects for the redevelopment of Vancouver's
former Expo 86 site (166 acres), VIA worked on this
waterfront redevelopment project from initial policy
planning and extensive urban design analysis through
the construction of several buildings. VIA was a
leading member on the joint veriture design teams
for the False Creek North Official Development Plan,
International Village and Roundhouse Neighbourhood
rezonings, and was prime consultant for the Quayside
Neighbourhood and GM Place rezonings.
The False Creek North plan extended the city grid
to the waterfront; a pivotal notion which transformed
Vancouver's existing urban form. Additionally, the
False Creeek North Offical Development Plan (ODP)
introduced and refined now well-accepted strategies
for downtown livability such as human-scaled street
walls, staggered tower locations, view corridors and
podium/tower configurations.
The build-out of these neighborhoods (as shown below)
into dense, mixed-use urban places demonstrates the
possiblity of achieving livability through public amenity,
sustainable de~ign and enhanced commercial value.
GM Place
International Village
Quayside Neighborhood
Roundhouse Neighborhood
19
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~ VIA
ARCHITECTURE
High Density Urban Design
Guideline
City of Penticton, BC
VIA Architecture are urban design consultants to the
City of Penticton's Planning Department, and have
developed high density urban design guidelines for
the City. The recommendations for the City's high
density areas are framed to strategically support
Penticton's vision to become an ideal walking
community. Guided by a series of design principles,
the guidelines are relevant at all scales of building.
The guidelines use 3-D form to inform the design
process; site and building section templates intersect
defining the geometry within which a building mass is
required to fit. The templates are used in conjunction
with each other to outline an appropriate building
mass for a specific site. The development principles
are then used to address issues of building character,
form, use, and impact on the streetscape.
The site template (an example shown left) tied to
the zoning code establishes the site-related extents
including building height, relationship to property
lines and a pyramidal shape that maximizes street-
oriented development and emphasizes sight lines
over monolithic building form. The building templates
denote setbacks, building width (max. 140'x170')
and characteristics of articulation as well as principles
such as street-oriented development and minimizing
skyscape impact. .
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Ma i n Street
Corridor Project
Vancouver, Be
As a component of Translink's Urban
Transp~rtation Showcase, this
project focused on improving the
transit and pedestrian experience
along one of Vancouver's busiest
thoroughfares. VIA led the consultant
team in evaluating urban design
initiatives that could be applied
to Main Street to target specific
improvements.
Following up on a corridor-wide
analysis, we developed a 'toolkit'
of urban design options that
were then applied at specific
locations deemed most in need
of improvement. Combined with
parallel improvements to transit
objectives including trip timing, bus
stop locations and bus laning, these
proposed initiatives will greatly
improve the pedestrian experience
along Main Street and make it an
example for the rest of the city's
streets.
21
~ VIA
ARCHITECTURE
Downtown Streetscape Study
Vancouver, Be
This streetscape environmental assessment was a
component of the City of Vancouver's Downtown
Transportation Plan, which was chosen as the winner
in the innovation category for the 2003 Awards for
Planning Excellence by the Canadian Institute of
Planners. The study evaluated the inter-relationship
of pedestrian activity with streetscape design
and adjacent land uses in the light of traffic and
transportation options.
The VIA team developed a dynamic assessment tool
in order to blend subjective perceptions of the street
environment with objective, scientific enumeration.
The tool provides City staff with a simple means to
analyze alternative scenarios. City staff can also
update assumptions as new development is built out
or traffic patterns change.
In this analysis, VIA was able to balance the relative
robustness of streets, the sensitivity of those streets, and
their associated adaptability.
EMERGENCY
EXIT
INBOUND LRr
Pl.ATFOR~f
Evergreen Light Rail Line
Greater Vancouver Regional District,
Be
The Evergreen Line is the first application of light rail
technology in the Greater Vancouver Regional District.
Eleven kilometers and twelve stations link the suburban
centers of Burnaby, Port Moody and Coquitlam. It is
envisioned as both a local and regional transit system
as well as a tool for shaping land use and transit-
oriented development.
VIA Architecture has been involved in all levels of
civil design, urban design and architecture, including
horizontal and vertical light rail alignments, system-
wide station design standards and the development of
tunnel portals and stations as integrated transportation
nodes and destinations within the urban context.
The system's urban design development was coordinated
with an intensive public Open House schedule. VIA
created and presented all materials for Translink's
series of four Open Houses, including urban design
diagrams, project visualizations and prototypical
station design.
TAIL TRACK
AT lERMINUS
REDEVELOPMENT
POTENTIAl
VERllCAL CI RCULAllON
(l'lAZA TO Pl.ATFORM)
llCKETVENOING
MACH NES
AT ENTRY Pl.AZA
EXlSllNG
BUS LOOP
DROP
OFF
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Pl.ATFORM
OUTBOUND LRT
--1J.Q
rsI
MILLENNIUM LINE
STATlON
(SKYTRAlN)
ELEW>TED
OIJIlEWAY
23
The Seattle Monorail Project
Seattle, WA
VIA Architecture served as the Lead Urban Designer
and Architecture firm for the Seattle Monorail Project
from 2002-2005. Our role included the development
of urban design guidelines for the entire 14-mile route,
station site selection, design of system-wide standards
and station prototypes, and coordination of landscape
design, sustainability, and guideway alignment with
a very clear emphasis on neighborhood fit and
integration. During the EIS process; our firm produced
dozens of photo-real visualizations illustrating the
placement of guideway and stations along all major
corridors and associated urban repair and mitigation
plans. We led the Project's extensive public outreach
process, including hundreds of community meetings,
graphic design and production of information
boards.
The firm also played a key role in the identification
of urban design guidelines and typologies in order
to establish the form and character of communities
served by the the Monorail. This helped to provide
a basis for discussion with the City's reviewing panel
and ultimately the guidelines and typologies were used
to assess whether associated engineers and architects
design response were adequately responding
community context and character.
~ VIA
ARCHITECTURE
University Town
University of British Columbia,
Vancouver, BC
Part of UBC's University Town, the South Campus
neighbourhood will function as a part of the larger
UBC community.
VIA provided urban design and planning services to the
UBC Properties Trust and External Affairs, developing
a comprehensive master plan through extensive public
consultation. The South Campus neighborhood, part of
UBC's University Town, aims to be a vibrant, compete,
mixed-use village. Land uses will balance ecological,
social and economic sustainability for a flourishing
neighborhood that prioritizes the pedestrian realm
and extends th~ infrastructure of th~ existing campus.
Our work has included extensive 'master planning
studies and support for the recent international design
competition.
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25
Bulk and Height Study
South lake Union, Seattle WA
South lake Union (SlU) will transform over the coming
decade. Not only will the neighborhood recieve
massive investments in transportation infrastructure, but
land use policies will also shift towards higher density
residential development.
As one of Seatttle's three Urban Centers, the successful
build-out of South lake Union is fundamental to the
city-wide campaign to increase the number of families
living downtown. A set of forthcoming rezoning and
land use policy changes will significantly influence the
area's afford ability and livablity. This study, presented
to the SlU Action Committee and the Seattle Great
Cities Initiative was designed to move the dialogue
forward.
Building off of VIA's experience in Vancouver, the
study contrasts current proposed zoning regulations
to a possible alternative. Amentiy driven height
increases and reduced bulk are found to increase
potential affordable housing, increase open space,
add variations to the skyline as well as create more
diverse ground activity and street frontages.
A. Current zoning build-out
~ VIA
ARCHITECTURE
B. Incentive-based height limit increase
PROJECT EXAMPLES: INCA ENGINEERS
Fairbanks Intermodal Facility
Alaska Railroad Corporation
The Alaska Railroad Corporation (ARRC) is developing a new Railroad-Bus Intermodal Passenger Station in
Fairbanks, Alaska. The Alaska State Department of Transportation and Public Facilities (ADOT&PF) has an
overpass programmed at the intersection of Johansen Expressway and Danby Street. INCA prepared a traffic
capacity study to evaluate interim site access options for buses, private vehicles and intermodal traffic prior
to construction of the Intermodal Station to determine the traffic impacts of each alternative' and to identify the
appropriate number and configuration of lanes needed at th!3 affected intersections. INCA determined excess
capacity on the surrounding network, and worked with ADOT&PF and ARRC to allow the use of the excess
capacity for this project, saving the client approximately $1 million.
Deception Pass State Park Main Entrance Relocation
Washington State Parks and Recreation
INCA was selected to prepare plans, specifications, and estimates to construct new access road, intersection
geometrics, and install a fully-actuated traffic signal with pedestrian facilities. This project included the relocation
of the Park's Main Entrance on State Route 20 to the intersection with New Cornet Bay Road, a new entrance
roadway, the construction of a new contact station, and related sitework. INCA reviewed and coordinated
directly with the Washington State Department of Transportation to develop acceptable improvements, prepared
a traffic impact study for the relocation project, and provided construction assistance. The contact station is
a small building to accommodate contact between park rangers and the public, collection of park-related
fees, and the computerized statewide park reservation system. In the design of the station it was important to
preserve the natural environment to ensure the Deception Pass State Park entrance relocation did not disrupt
the natural habitat as it existed.
NE 85th Street and 164th Avenue NE Channelization Improvements
City of Redmond, WA
INCA worked with the City of Redmond on this lane configuration project, which will change the configurations
of NE 85th Street (154th to 166th) and 164th Avenue NE (NE 87th to Cleveland) from 4-lanes to 3-lanes.
INCA is developing options for each corridor to address bus operations, parking spaces, bike lanes, pedestrian
crossings, and turn lanes. The projects seek to maintain or improve emergency response time, transit operations,
and traffic flow. The 164th Ave NE project will provide bike lanes and the NE 85th Street project will provide
on-street parking, loading zones for multi-family buildings, and improved traffic flow near the post office.
27
PROJECT EXAMPLES: GARDNER JOHNSON, LLC
Downtown Seattle Association: Broadway District
Gardner Johnson completed an analysis of the development environment for Seattle's Broadway District. As
part of this assignment, we selected a series of alternative development sites and prepared detailed financial
evaluations of prototypical development schemes on these sites. This information was used to identify measures
to influence private development activity to better reflect district development and redevelopment goals.
City Of Auburn
Gardner Johnson was retained to prepare a market analysis for a potential redevelopment of the downtown
core within the framework of a public/private partnership between the City of Auburn and The Stratford
Company. Preliminary consideration is being made to the development of a mixed-use urban village that
could comprise residential, office, retail, and senior housing uses.
City Of T ukwila
Gardner Johnson was retained by the City to prepare a market analysis for the Tukwila International Boulevard
Corridor ITIBe) within the framework of the corridor's potential residential and commercial land use development
needs. Against this background, the goal of our involvement is to evaluate the development opportunities
achievable at the subject area as well as to recommend adjustments to the local zoning code that may function
to encourage additional development. Work on this project is ongoing.
City Of Seattle - Office Of Economic Development: University District
Gardner Johnson developed a revitalization strategy for the University District as a whole, with emphasis on the
"Ave". In addition to a focused retail analysis, components of the study also included analysis of employment,
population, and housing in the area. From the analysis, resolutions were passed to remove the "lease lid"
fro the University of Washington as well as the implementation of strategies to encourage an increase in the
housing stock.
Port Of Seattle: North Bay
Gardner Johnson is currently part of the team chargesd with advising the Port as to the highest and best use of
the 91-acre North Bay site. Specifics of the assignment inclde demographic and market analysis of the trade
area as well as providing a regional economic analysis to demonstrate to the Commissioners the impact of
any proposed development at the site.
City Of Marysville: Economic Development Strategy
Gardner Johnson staff members prepared a comprehensive Economic Development Strategy to direct economic
opportunities associated with the redevelopment and development of the commercial core area of Marysville,
WA. Special emphasis was placed to assess the economic and fiscal impacts and competitive opportunities of a
proposed Indian Casino and retail center as well as analysis new development opportunities in environmentally
sensitive area of the city. The overall purpose of the project was to identify potential industrial clusters, which
will drive the future economy, as well as enhance opportunities that effect existing businesses and the current
economy. Products included an economic baseline analysis, business and property owner's survey, industry
cluster analysis, and a Strategic Plan to guide specific actions and initiatives.
~ VIA
ARCHITECTURE
DA TE SUBMITTED: 03120/07
BILL #
07'~078
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
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SUBJECT:
Ordinance No. 5 D 0 4- Repealing and
replacing Chapter 2.74 Travel Authorization
and Expense Reimbursement
Committee Meeting Date: 03-28-07
COUNCIL MEETING Date: 04-04-07
Department: Financial Services
Presenter: Cathy Johnson
Phone: 473-5296
SUMMARY: The current travel policy, adopted in 2003, provides for payment of actual meal
expenses with a specified maximum per meal. Due to the variation of reasonable meal costs between
travel destinations and the cost to properly administer the current program it is proposed that the basis
for meal reimbursement be changed to a per diem reimbursement program based on rates set by the
US General Services Administration. Additionally, references to procedures related to administration
of the program have been removed from the ordinance and placed in a Travel Authorization and
Reimbursement Policy.
ATTACHMENTS:
Memorandum to City Council
Ordinance
Draft Travel Authorization and Reimbursement Policy
FISCAL IMPACTS (Include Budgeted Amountj:
There are no fiscal impacts.
APPROV ALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY:
FINANCE DIRECTOR:
MA YOR:
(I~ ~~[~~I-
CONSENT AGENDA D
GENERAL BUSINESS
PUBLIC HEARING D
COMMITTEE CHAIR
COUNCIL PRESIDENT:
RECOMMENDED MOTION:
Move to approve Ordinance No. 5004 repealing and replacing Bremerton Municipal Code
Chapter 2.74 Travel Authorization and Expense Reimbursyment.
COUNCIL ACTION: n Annrow,; n T11"'l1v n Tl'lhlp
n rcmf;nl1p n l\J" A"ti"n
Memorandum
To: Bremerton City Council
From: Cathy Johnson, Finance Officer
Date: March 21, 2007
RE: Ordinance Repealing and Replacing Chapter 2.74 of the BMC - Travel
Authorization and Expense Reimbursement
The current travel policy, adopted in 2003, provides for payment of actual meal expenses
with a specified maximum per meal. Administration of this program since that time has
demonstrated that reasonable meal costs vary by destination and that fixed costs do not
provide for that variation. In addition, the cost of staff time to administer such a detailed
program provides little value to the City in terms of cost sayings. It is the
recommendation of the Financial Services department as well as the Audit Committee
that it would be beneficial to move to a per diem reimbursement program for meals.
Relying on the General Services Administration per diem rates for meals would provide
for an indexing of the rates on a regular basis and assure the City that employees receive
adequate compensation for meals while they travel on City business. It is for this same
reason that we rely on the IRS business mileage rates for reimbursement of an
employee's travel in their personal vehicle.
A review of the legal requirements of state statute with the Legal department showed that
there was a strong preference to remove procedural items from the Municipal Code and
to include them instead in the City Policy and Procedures Manual. Due to the large
volume of questions and clarifications surrounding the administration of employee travel
and reimbursements this would also allow more clarification of frequently asked
questions and a thorough review of the required documentation for reimbursement. I
have included a draft policy for your review which will be finalized and distributed after
approval of the requested changes. I am continuing to work with the City Auditor to
incorporate changes recommended in his review of the travel program.
ORDINANCE NO. 500i
AN ORDINANCE of the City Council of the City of
Bremerton, Washington, repealing and replacing Chapter 2.74 of
the Bremerton Municipal Code relating to travel authorization and
expense reimbursement for city officials and employees.
WHEREAS, the City Council desires to update the provisions of Chapter 2.74 of
the Bremerton Municipal Code relating to travel authorization and expense reimbursement for
city officials and employees; NOW THEREFORE,
THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON,
DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Chapter 2.74 of the Bremerton Municipal Code entitled "Travel
Authorization and Expense Reimbursement" is hereby repealed in its entirety and a new Chapter
2.74 is hereby created to read as follows:
CHAPTER 2.74
TRAVEL AUTHORIZATION AND EXPENSE REIMBURSEMENT
2.74.010 PURPOSE. To authorize the reimbursement of expenses incurred in
connection with the performance of official City business and the use of purchase/credit cards for
travel purposes, pursuant to RCW 42.24, and to direct the Mayor and Director of Financial
Services to implement administrative policies and procedures to carry out the provisions of this
Chapter.
2.74.020 ADVANCE AUTHORIZATION TO TRAVEL. Travel by City
Officials, employees, City Council, and members of Boards and Commissions shall be
specifically provided for as follows:
(a) Department heads shall approve all overnight travel for employees oftheir
department. The Mayor shall approve overnight travel for all department heads. All out-of state
travel for city employees must be approved by the Mayor.
(b) Travel by the Mayor is self-approved. Travel by members of the City Council
shall be approved by the Council President.
(c) Travel by members of Boards and Commissions shall be approved by the Council
President or Mayor.
(d) Requests must include the nature of the travel, method of travel, costs to the City
and the budgetary authority. Use of email is acceptable documentation.
2.74.030 ELIGIBLE EXPENSES. Generally, eligible expenses include travel and
living costs incurred by the employee while away from the City and expenses incurred within the
City necessitated by City business. In the Bremerton area, necessary expenses will be
reimbursed only for an employee representing the City in his/her official capacity and in the
1
Travel and Expense Reimbursement Update
discharge of his/her duties. Eligible expenses and the basis for payment or reimbursement will
be as follows:
, (a) Registration: Actual cost of registration of any employee at a meeting,
conference, or convention for which he/she has received approval. Employees shall attend all
conferences, meetings, and training sessions that are paid for at City expense.
(b) Transportation: Actual costs for bus travel, train travel, taxi (including a
customary gratuity), car rentals, parking fees, and air travel are eligible. Employees using a
personal vehicle to travel on City business will be reimbursed at the mileage rate established by
the Internal Revenue Service. Payment shall not exceed economy class airfare (government rate
or internet rate) to and from the same destination for employees traveling to out of town
destinations on City business using a personal vehicle.
(c) Lodging: Actual cost of hotel or motel accommodations is an eligible expense. If
a family member or guest accompanies the employee, the employee shall pay for the amount
over that of a single accommodation.
(d) Meals: Any employee traveling on City business will be reimbursed for meals at
the established federal per diem rate for the travel destination as established by the U.S. General
Services Administration (www.gsa.gov).
(1) An individual shall be deemed on travel status where the travel includes
reimbursable lodging.
(i) An employee must be in travel status for two hours prior to the
start of their normal work time to receive a full day of per diem. Employees not in a travel status
two hours prior to the start of their normal work day will receive 75% of a full day per diem.
(ii) If an employee returns from overnight travel, to their duty station
or home, more than two hours after the end of their normal work day, they will receive a full day
of per diem. If they return less than two hours after the end of their normal work day, they will
receive 75% of a day's per diem.
(iii) Where conference registration or training tuition fees include one
or more meals, the City shall reimburse only those meals not covered by such fees. If the
employee elects not to participate in one or more optional meals offered by the conference, the
following percentages of per diem will be used: Breakfast 20%; lunch 30%; dinner 50%.
(2) Reimbursement for meals incurred when an employee is away from their
duty station on official City business, but not on a travel status, will be reimbursed with approval
of the department Director using the above percentages. Expenses for meals where City business
is conducted and that could reasonably occur during non-meal periods are not eligible for
reimbursement. Meals for City Council, Mayor and City staff conducting formal City business
during meal times are specifically authorized.
(3) All per diem meals will be handled on a reimbursement basis. Use of the
City's purchase/credit card is not authorized for meal expenditures. Employees that will be in a
travel status and have received proper authorization to travel may receive a travel advance up to
the maximum anticipated per diem for their trip. No advance will be allowed ifnot in a travel
status. Settlement of advances shall be made within fifteen days of return from travel.
( e) Laundry Service: Actual cost of laundry service is an allowable expense when
employees are required to be away from the City for more than six days at one time or the
conditions under which they are required to work while away from the City create a more than
normal need for such services.
2
Travel and Expense Reimbursement Update
(f) Telephone: Charges for telephone are an allowable expense if City business
requires such communication. Employees staying outside of the City of Bremerton on business
are allowed one personal call to the employee's home at City expense for each trip. Such calls
shall not exceed Ten dollars ($10.00). Any personal calls in excess ofTen dollars ($10.00) are to
be paid by the employee.
2.74.040 INELIGIBLE EXPENSES. No'ne of the following expenses shall be
paid by the City: Travel paid for by any other organization, alcoholic beverages, valet services,
meals or lodging accommodations for family or guest, tour bus fees for sightseeing tours,
mileage if traveling as a passenger in a privately owned car, trip insurance, hosting, tips unless
otherwise authorized or any other personal expenses for entertainment or other purposes.
2.74.050 USE OF CREDIT CARDS. Credit cards will be made available to
officials and employees for the purpose of covering all eligible travel expenses except meals,
which will be handled on a reimbursement basis. Employees shall be restricted from use of their
own personal credit cards, except in such cases when the employee has not been issued or does
not have access to a City credit card. Disallowed charges or charges not properly identified will
be paid by the employee before the charge card billing is due.
2.74.060 DOCUMENTATION AND REIMBURSEMENT. A report of
overnight travel will be documented and submitted to the Financial Services department on an
Employee Claim for Expenses form within fifteen days of return from travel. The Claim will
contain a complete report of all travel costs incurred through use of a credit card or by
reimbursement to the employee. The Claim shall be submitted even if no reimbursable expenses
were incurred. Requests for reimbursement for other eligible expenses shall be submitted on an
Employee Claim For Expenses no less than monthly.
2.74.070 RIGHT OF PRIOR LIEN. Failure to pay any disallowed credit card
charges or settle any advances within the time frame prescribed will render the employee
personally liable for the unpaid amount plus interest at the rate charged by the bank that issued
the credit/purchase card or ten percent, which ever is applicable. The City shall have a prior lien
against and a right to withhold any and all funds payable or to become payable to the employee
in the amount due, plus interest.
2.74.080 ADMINISTRATION. The Mayor and Director of Financial Services
are directed to prepare administrative procedures necessary to implement the provisions of this
Ordinance.
SECTION 2. Severability. If anyone or more sections, subsections, or
sentences of this ordinance are held to be unconstitutional or invalid, such decision shall not
affect the validity of the remaining portion of this ordinance and the same shall remain in full
force and effect.
3
Travel and Expense Reimbursement Update
SECTION 3. Effective Date. This ordinance shall take effect and be in force ten
(10) days from and after its passage, approval and publication as provided by law.
PASSED by the City Council the
day of
,2007
WILL MAUPIN, Council President
Approved this
day of
,2007
CARY BOZEMAN, Mayor
ATTEST:
APPROVED AS TO FORM:
P AULA JOHNSTON, City Clerk
ROGER A. LUBOVICH, City Attorney
day of
day of
PUBLISHED the
EFFECTIVE the
,2007
,2007
R:\Legal\Legal\Ordinances\Finance\2007 travel and expense ordinance.doc
4
Travel and Expense Reimbursement Update
CITY OF BREMERTON
, ,
, ,
,,' -'<: ' '-: 0" ."
, TRAVEL AUTHORIZATION AND EXPENSE
REIMBURSEMENT
INDEX
EFFECTIVE DATE:
REVIEW DATE:
REVISED DATE:
APPROVED
CARY BOZEMAN, Mayor
REPLACES
3-40-07
REFERENCE
BMC 2.74
RCW 42.24
PURPOSE
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It is the intent of this policy to est~blrsh standards,
procedures for approving offiSL~.i;~sity travel~:.determining
expenses, and prescribing the'::p;f0~~,qlJre for {~iJpbursement of
expenses incurred. ":::;:j:~;~i~;rtj~':~i[.%;.,;;:ti:;::<';': :ok,;
It is the City's poli;tY:. to reimburse empt9Y;~~s for the reasonable and
necessary costs incu&~Q,:~{,in connection widl~~WJe performance of City
business. Personal e~~~p~:i~t~nfI,.any costs re-ii'~~~J6 entertainment are
not reimbursa bl e. \:::;::~:i,.:';;;:::'::;~'~fi;.~~;t:~jmj;~:,:::::;::::;:::;,;. .Jj~:r;?
The f21lR,~i.H? administrati\7~J~6ncy has b~#Jl:::established as a guideline for
cOffipiyiHg:,;~tl~: this policy. \;::It is not intended to be all inclusive. The
~Q$~~ce of iri~.tQ1ctions coverif.!.g particular situations does not relieve an
<::~'fuPJ.t]::~ froj'~t,~~ responsibilitY;,;f*::~xercise common sense.
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POLICY
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DEFINITIO~Bi:ii,+'A:f~?'i&;;;6f,tilt~ ;:,t~~j,Of t~i:i::iCY the following definitions will apply:
, < ~.;<<.>::>;-~, ":~:;:::~~:::;::>." ,.-;>"
:,'.,f..,:~,:,~.~,.'.':,~..,;:,".::..'.;:,'.'",..." '.>: >"'>~/'?-. " ' '., ,
.. '.';:':'~<':,'.':;, ,,-.,>~,,>~;<:' ':%~~i:~;.};~./)'
.,;:::t;~f;~;':: DisaUoW~f! char~'ej' are expenses incurred which are personal in nature
';::::;;" or are ofB~twise determined to not meet the established criteria for
':~~~(i,~.;:;: reimbursement.
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":;~JJyty.,sl/1tion means the normal assigned location where an employee
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c9wmences work in a regular business day.
Eligible Expenditures are the reasonable and necessary expenses incurred
in connection with the performance of City business.
Employee, for this policy, means any full time or part time employee of
the City of Bremerton as well as elected or appointed officials, and
members of boards or commissions appointed by the City Councilor
Mayor who are representing the City.
Page 1 of 8
Federal Per Diem rates means those daily rates, published by the U.S.
General Services Administration, for meal and incidental expenses for
travel in the continental United States. (Internet www.gsa.gov).
Government Rate means the rate charged by lodging, airline, car rental
companies, or other businesses to government employees while on
government business.
Normal work time refers to the regularly scheduled tirn~...at which an
'.'._,c.;.,.' '-. -_-_..:~"
employee's shift begins and ends.;",ic'"
- ,,<~ :.::;~:?~;~ :~:: :::-
Out of state travel means travel outside th~:$iite'6f~~<:l,shington.
.':_, _ -<':~~::~~:~_ ~~::~~~t~~~~~t~:":.,
Official business means business thatt<tfat.~s directly to'armhgividual's
work function on behalf of the CiJ~i::':;"~ "'::::~1~c~~,:.':.:i;,'.,..,........~.....,....
<'::::::::::;;:~~" ....;. -: ,.' - ".::;:.
Original Receipt is an itemizea;ljhlf9.F)nvoic~~'i,.~~ued by a busi~e@~:::;'
received at the time of payment, inCiiq~HR~::;:amouhts paid for services or
merchandise including taxes.:';:::1~im~:;;".
"e',', :;'-::;,:;::;'~:~~:t:-
Overnight travel me;Nff:l~~y.~loutside the ci;i;y.llB~Unchldes an overnight
stay. '::~;::;:::~':q~;~:~t:;.'~.i~~@gj:.:;~:{:,.... '';:::{';[~'i;[;;::?::'
. i!)"~
Per di~~~:~;:;~he daily rate'~:~:\~~:~~:~Bf~Flgit~~~;~Wfeimbursements.
'.<- ?:.>:.:<.~;:'.~;::: <:>;-'> ,>-:,;.;.:<- :.;" '~'
.,::~;:,:)(,;":<<"':;::;:;~,:::;<;>.:'.;: ::~;~:y ~~:'
R.~JPribursi/hi~g~is a payment'~fuade for eligible expenses incurred by an
;;;::;e#}~~jt~~e fro1M.~heir personal f~~;~i;.
.. ...... Trav~t?f1!e!~~.jM~~.9;~;.~.N?f::R~Ht6f~s incurred for official travel, which are
.;;!~j;?~f:;?:~~:iE;:;~~:~~f:~i~~~~,,~able,~,~~:~:~:~cess'aryi;~;:;::;if:;
.;:;;:::,;.," T~at,~I;g:tatus rfi~~h~}hat an employee has departed their home or duty
.......:e:'l~~;~;;ih, stati6ti::~r}fnding :t9ym~ outside the city for one or more nights.
'<':::;::~,;~,;:;:, ,::2$:~;:;.
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</{~:'.~pV~~CE AUTHORIZATION FOR TRAVEL
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Pe:partments will establish internal procedures to document travel
requests and approval. Requests must include the following:
. Purpose of the travel
. Location and dates of travel
. Method of travel
. Expected costs to the City
. Budget account
. Approval by an authorized budgetary authority.
Page 2 of 8
Use of email is acceptable documentation.
All travel for official city business must be authorized in advance.
Travel in emergencies is obviously excluded by its nature.
Department heads shall approve all travel for employees of their
department.
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The Mayor is to approve travel for all departmegtB'e'acfs;';:;
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AIr Travel: All air travel will be in coach or economy class and
government rates should be used whenever possible to obtain the most
cost effective rate for travel. Travel arrangements should be made as far
in advance as possible to take advantage of the most economical rates.
Employees are authorized to travel over a weekend to save travel costs
if there is a savings of total cost to the City. The cost of lodging, meals,
salary, and etc. are to be compared to the cost of traveling on a
Page 3 of 8
weekday.
Itineraries or ticket receipts, which include the fare costs, shall be
required to document the payment.
Train Travel: Use of train travel is authorized if the cost is comparable
to total auto or air cost. Total cost includes meals, lodging and value of
the employee's time. Train travel will be authorized if an employee
presents a medical statement that prohibits flying. A,~~l~.~et receipt is
required to document the payment. .;~:~.. ,',
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The following expenses will be incurred d~~F#rt:~r~~~,h~nd, except for
meals, should be paid on a City of BreIl}~rt~h credit:cat~b>
.:;::~::JB~;:;:;, " 'o;<:~:}~1i::::
;;~;:;:-;:~>; ~~:,.
Meals
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Any employee traveling on C{tY::H~:~:iH~ss, wilt:iB~ reimbursed f~i;:wg:~ls at
the established federal per diem rate:f9h:t?~Jrav'ehdestination as.;:::'
established by the U.S General Serviceg~?}~l,pinistration (www.gsa.gov).
All meal expenses \V;Htbe handled on a r~HUR.!l.FSement basis. Use of a
City credit card isntif'iiJJh9rized for me~j~~Renditures. No receipts
will be required. .t~~~;:j;:f:j~~~@~::~':j.~;;:~~:~%:;::..'::;~~~t;~i:r:;:'
Meals -In A Travel StatS:s:~ J1J}'j~:~~l:gY~~:~$!Ialtbe deemed on travel
stat~~}yi1~&~::Ehe travel inclJCl~'S"reimburs~~re 'lodging.
-'~';<':" >-'<:~~:i~;~:~~?,; ':::~:'~
:<:;::~&;~[Ilploye~.:\'~ust be in trav~r;Na~ys for two hours prior to the start of
their;:pgr,mal ~Rr}f9ay to receive;fffllll day of per diem. Employees not in
.......a travet~~l~~HiFtw(5':hq~I~J?ri.mJ<rthe start of their normal workday will
:/:~::i:f:):::;,.:~;t~~~;:;.~C~~t~:0~~e 75Z~i'&L:, fuli "day';peF'diem.
.,::f';'~,:~~;:, If "~K~mploye~';;f~:~.Hw~'from overnight travel, to their duty station or
;.';:t:;~:J;::. home'lft9fe than 2.::h6urs after the end of their normal workday, they
'::;';:':" will rectKyy a ful(day of per diem. If they return less than two hours
.<;;~:::~::,,.;;; after the#jd of their normal workday, they will receive 75% of a day's
':<'~f:~;~::,:.per die~~:/
^,'.-." ,'.::->:
'\yh~f~';~onference registration or training tuition fees include one or
qiO're meals, the City shall reimburse only those meals not covered by
such fees. Where a conference offers meals in conjunction with the
conference program, but does not include those meals in the
registration fee, the City shall pay for those meals selected by the
employee. If meals are not provided or the employee elects not to
participate in one or more optional meals offered by the conference, the
following percentages of the per diem will be used for reimbursement:
Breakfast 20%; lunch 30%; dinner 50%.
In order to determine the per diem due employees are to submit a copy of
Page 4 of 8
the conference or training agenda as well as departure and arrival times
from their home or duty station.
Employees may receive a travel advance up to the maximum anticipated
per diem for their trip. Written requests for an advance must be
presented to the Financial services department no later than two days
prior to departure. Settlement of advances shall be made within fifteen
days of return from travel.
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Meals -Not In A Travel Status: Reimbursem~pt'lbr m~'aIs incurred
when an employee is away from their duty st,'1tj8a~'8:n>official City
business, but not on a travel status, will b~,~{~imburs~~~)Y.ith approval of
the department Director using the followjngip.ercentag~~))tthe per diem:
Breakfast 20%; lunch 30%; dinner~.@%:rt:;;;,,;;;,;: <:;%~~~~i~}.::ii},::"
,-:~~~:~:,,>, '-' ~' - --
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Expenses for meals where city)B:M~~ness is cQpducted that cou1dll;i~;:;;:;;;;::;'
reasonably occur during non':fu~~Vp~ri9ds ar~;il~.t eligible for '1i~9"
reimbursement. Meals for City, co~W~il~;~M~;y~r '~hd City staff c6~ducting
formal City businestduring meal times;~g~~gecifically authorized.
'~~~t@~~:~::~." ":::~~;~~:i~;~~~::~
Department heads ma:Y;;~y!hH~i.~e,in advance::;;t~~m2.Y.rsement for actual
meal expense for emp16y,ee;~:'1Q::~j;tQ.fficial capadt~~[aS a city
representative to a non-r~Qurring;~~fi~n~,()J~.ted fun'lfion or meeting where
the emp!pyee must purchdg.~ thxjl~~~t;;~(~'~;~;;pKamber of Commerce)
.~::::9t:}t'~~~~~~I~~t~::~;~~;,:~- '\~~;~~~~::.:,. /:~::;:"
~gpging':;i;;j!:if~;;.:: ., , "
,-, .... .~.- f~\
-";i:/::::::~~J~~j~lb:;,, '\m~~;~~ -:'~r::< ~. '.
. It l~H,mp()rtanttqrall employeeS::~t9stay in a facility that is safe and
'C', '" securg\iX(<t~,She;(€1'tYW:BHUS)'.}?;ptovide payment for the reasonable
;;i:i:~;f:WN:~:::~'],:.'~5:;s()mmod#:H9,[1s used'lh"tfaye'I required .to conduct city business. The
N'<<':;' '<'act~~Lcost of:~::*ipgle-occupancy room will be reimbursed. If lodging
.,}:;;;:'ih. ac26mmpdati61t$~'&~;::;~hared between two or more employees, the
::~{~~J~~::, emp18Y~8:paying'tn:gbill may submit the lodging portion of the billing for
.;,;,>:,,;. all sucH:~lp:ployees.
'~~~.'.~ '.:~~.~,: ~~.'{:,~,~,~.. ': ~:'~; ;;;::
" ";" .J"" :;:~:~~:;
:~,::;m',n~::>Lodging:tK~ceipts are required for reimbursement. A credit card
';<~::fe~eipJrs not adequate documentation of the cost incurred for
.: f~~~i'ilg.
";/
If a family member or guest accompanies a city employee, the city
will pay only the single rate accommodation. The single rate must be
noted on the lodging receipt.
Other Transportation costs
The transportation allowed for official travel shall be based using the
most direct route. No employee will be reimbursed for commuting
expense (use of personal vehicle for travel from home to their work
Page 5 of 8
site ).
Automobile: If a city vehicle is used, a city provided credit card
should be used for all gasoline, oil and emergency repairs. An
employee will be reimbursed for any out of pocket costs necessary
because of the inability to use the city credit card. Receipts are
required.
Use of a personal auto for official travel will be retH1twrsed at the
current business mileage rate allowed by the Int~f,n'arRevenue Service.
Frequent use of a personal vehicle may be acclJri1~l.~ted and reported on
a monthly basis. An employee must maint(li6:'~;~~~lW~lltomobile
insurance before using their vehicle or beiril!reimbu'ig~a:;:for its use and
may be required to provide evidence96it;:::Arl':employe~:ofri\~~J have a
valid driver's license to drive anY'6~H:icle foO} official city b\:r~f~~~s.
Mapquest or other reasonable eyitt~nce of mileage is acceptaBi~Wk<.:.,,;;;,
documentation for reimburseili~Rt{~~'.!~i:!::~':L;:,.;:::f:."i'iji:~::\.~~:l#f)':)::
A rental automobile may be used for';~8ffifl~1 travel if approved in
advance. A compacf:BI~:~~onomy model SfiQ~l!~Lbe used if only one
person is traveling. An\4p'g~~l:.te.js allowed in1):Qt~:thal) one person is
traveling. Employees srr9Mi'P~~kf.gr..the gover~rilgnpi~te when
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reserving a rental car. Reg~al a\.it~m8~g~~:shou1<:!:Be returned to the
original location to avoidsHbst~tJ'tialar6~n~hwges. All insurance
optiq9~::~hq:gW be declined.:{flc~imbursem~r.:frequests should include
t9~;:fentala@;~~!llent and returgreceipt. If'vehicle is returned after
,;.hours or to anHii-imanned location, a confirmation of the detailed
::.' '.;.:,:-;~~.;<>:. ~~.'-;:.':'~' :.:>~~,- -,<>,
ch~rg~~:shoulg~b.~requested frorp:;tIre rental agency.
""'%1l'0%!:,,,!)~rki:!~t~:~~r~;fr~ijf~i~i~i~J:ehiC Ie or a private vehicle for city
;;:;.~y;/ o":B'G~.l~;l~~: Wilfp~:~i~~i:~~rsed. Receipts should be provided if available.
~~a1:'m~~:::::;.. Air~~~t'..parkini{~hhttle: The actual cost (including a reasonable
0..,,:. gratuityJ'::qr transportation to and from the airport by airport shuttle is
" '.V,',',';
':;':'::::)::: reimbur~'&b1e. Long term airport parking is reimbursable. Original
,ov>:, receipts;'[I1ould be submitted for reimbursement.
>{:~::::~:~::>:-, "'> ,
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<:i(~*ilS'huttles: Taxis or shuttles may be used if they are the most
rf'asonable means of transportation available. Employees should evaluate
their individual circumstances and select the safest, most economical
alternative when traveling to and from all destinations. Receipts are
required for taxi or shuttles (if available). A reasonable gratuity is
acceptable.
Other Expenses
Telephone: Charges for telephone are an allowable expense if City
business requires such communication. Employees staying outside of
Page 6 of 8
the City of Bremerton on business are allowed one personal call to the
employee's home at City expense for each trip. The cost shall not
exceed $10.00. Any personal calls in excess ofTen dollars are to be
paid to the employee.
Laundry: The cost of laundry is reimbursable if an employee is in a
travel status for more than 6 days or the condition under which they are
required to work while away from the City create a more than normal
need for such services.
INELIGIBLE EXPENSES
Items of a personal nature will
examples of expenses which
all inclusive:
. Alcoholic beverages
. Entertainmei1h:~;;,..
. Car repairs to;p~r;~Q.n.<lLyehicle
.,>::--~ .-"_;"'_~'>;y"'.",;.:<~;<
. Credit card inte(~.srChlf.gy~:pn
...;~tiii~;~O;~;~~1;~t~1~~11<~;i;:f
" .,. Gro5fW.9g, nail or ha1H,~;alon expenses
";:':::{jl~;!~::,, Massdg~: .~;:;.;"..,,:::
,:"~:.t,'~Movi~:~~~it:.,..... .... . .::'0::';
. <,'C/';" " .':Eiw~!y:'oigu;es.g~?SJ?~9seif accompanying employee
..~&t:~;;::::;':;{;:;::::'::1:~;?i,,:::'):!; . Tr~ft:i.?8r parking+ti'ckets
..;::'W,' ":;;;:r../i~~.:;Mileag'~:;iftravt:ling as a passenger in a vehicle
" ';"~[;?~;~,;.::~~A;,::t'j~'~f!lvel p~i~'ffotbY another organization
';:'i:M;;;:. · '~:~~et serYlces
;;"d!\:::, · \8*r bus fees for sightseeing tours
:::t;::~::; · 1r,)p insurance
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REPORTING AND REIMBURSEMENT
A report of overnight travel will be documented and submitted to the
Financial Services department on an Employee Claim for Expenses form
within fifteen days of return from travel. The Claims will contain a
complete report of all travel costs incurred during travel whether paid by
credit card or personal funds. The Claim shall be submitted even if no
reimbursable expenses were incurred.
Page 7 of 8
Employees not in a travel status are only required to submit an Employee
Claim for Expenses if they are requesting reimbursement for eligible
travel expenses.
Documentation supporting the employee's request for reimbursement of
personal funds shall accompany the Claim for Expenses. Documentation
supporting charges made on the City's credit card should accompany the
credit card statement.
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All reimbursement claims received by the Finans~~FS'er\Ylces department
will be processed in a timely fashion. ExceptJ?dfu~al reimbursements
when not in a travel status, the claims will..Q.~'~prot~~.~S.9. in the accounts
payable check run immediately followi~g r~s:eipt aria~t~YA~w of the Claim
for Expenses and mailed to the emp19Y~:~As hbme addn~;sg;i;:h\.
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Reimbursement for meals when n9~Jffi a travel status do nof:~~t.~;~fy travel
rules established by the InternaL.R.evenue Service and are subJe@t.o \y:~ge
....:.~.;~~'.~".(~ _ _ '-;', . >"_>~~->;-;"S:'.'."":"_
reporting and tax withholding;;~rrdi;~.}U. be pa~ftRP the employee'~:'~ext
paycheck ":::~:~;::i:;; ...:ii?"X"""';';
.. <.;,;'>>~..;':~. ..;~~;;,
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Page 8 of 8
FILE
Memorandum
To: Bremerton City Council
From: Cathy Johnson, Finance Officer
Date: April 2, 2007
RE: Response to questions raised at the City Council study session March 28,2007.
Ordinance 5004 - Travel Authorization and Expense Reimbursement
Several questions were raised at the study session of March 28, 2007 regarding the
interpretation of the proposed ordinance and policy related to employee travel and
expense reimbursement. Following is a response to each of the items raised.
A question was raised as to how Rule 10 of the Council's rules and procedures fit into
section 2.74.020 related to the advance authorization to travel. Nothing restricts a
department from having rules in addition to those in the ordinance. In this case the
Council President would be required, by Council's rules, to obtain an approval of a
majority of the Council before signing a Council members request to travel form.
The per diem meal allowance is based on an employee's normal work schedule. Council
members by nature of their positions do not have a regularly scheduled work day for use
in the application of this section. This also raised the question of employee's traveling on
days that they are not scheduled to work. I would propose that the policy related to meal
reimbursements be expanded to impose, in the absence of a schedule, a normal work day
of 8AM to 5PM for the purpose of determining the appropriate per diem reimbursement.
Frequently employees will extend their travel for personal reasons. The policy statement
in the proposed policy clearly states that personal expenses are not reimbursable. The
policy should also include a statement that in the case of extended travel for personal
reasons that the city should not incur any extra expenses beyond what it would normally
incur had the trip occurred without any personal use coupled to the trip.
Per the proposed ordinance, mileage related to the use of a personal vehicle for business
purposes is a reimbursable expense. Nothing requires an employee to make a claim for
reimbursement. If the council, by agreement among themselves agrees to only c1aimfor
mileage for business travel outside Kitsap County as a means to minimize the budget
impact of travel, that would be acceptable under the proposed rules.
The questions raised are examples of the type of clarifications that frequently occur in the
administration of the travel program. A policy document that further refines the
requirement of the ordinance will incorporate guidance and clarification in areas that
frequently are subject to interpretation and be much more useful to the employee
traveling on official City business.