SPECIAL WORKSHOP MEETING AUGUST 23, 2017 CITY COUNCIL AGENDA AT 2:00 PM

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NOTICE OF SPECIAL WORKSHOP MEETING Council Chambers, 865 SE Barrington Drive NOTICE IS HEREBY GIVEN that the Oak Harbor City Council will hold a Special Workshop Meeting on Wednesday, July 26, 2017

1 NOTICE OF SPECIAL WORKSHOP MEETING Council Chambers, 865 SE Barrington Drive NOTICE IS HEREBY GIVEN that the Oak Harbor City Council will hold a Special Workshop Meeting on Wednesday, July 26, 2017 at 2:00 PM to discuss the following agenda items. This meeting will be held in the Council Chambers, 865 SE Barrington Drive. DATED this August 18, Nicole Tesch, Deputy City Clerk The City Council may meet informally in workshop sessions (open to the public) to do concentrated strategic planning, to review forthcoming programs of the City, receive progress reports on current programs or projects, or receive other similar information from the City Administrator, provided that all discussions and conclusions thereon shall be informal. Council shall make no disposition of any item at a workshop meeting. Public comment is not normally allowed at workshop meetings, although Council may allow, or request participation. ** Please Note: Action may be taken to all items above the bold line** SPECIAL WORKSHOP MEETING AUGUST 23, 2017 CITY COUNCIL AGENDA AT 2:00 PM 2:00 p.m. Mayor 2:05 p.m. ACTION ITEMS- CONSENT a. Award of Contract- F Dock Breakwater Repair Project ACTION ITEMS 2:10 p.m. Human Resources a. Resolution 17-15: Approve a Market Rate Salary Schedule for Non-Represented Employee Classifications McGrath HR Resources Group- Presentation on method and process regarding the analysis of our non-represented staff compensation study 4:30 p.m. City Council 1

2 City of Oak Harbor City Council Agenda Bill Bill No. Date: August 23, 2017 Subject: F Dock Breakwater Repair Authorization to Award Contract FROM: Cathy Rosen, Public Works Director Joe Stowell, City Engineer INITIALED AS APPROVED FOR SUBMITTAL TO THE COUNCIL BY: Robert Severns, Mayor Dr. Doug Merriman, City Administrator Nikki Esparza, City Attorney, as to form PURPOSE The purpose of this agenda bill is to request authorization to award the F-Dock Breakwater Repair Project construction contract to Neptune Marine LLC to perform the work. FISCAL IMPACT DESCRIPTION Funds Required: $254, Appropriation Source: Marina Fund SUMMARY STATEMENT Windstorms in the fall of 2007, the fall of 2015, and the spring of 2017 damaged the Oak Harbor Marina breakwater. The breakwater is attached to the face of the F-Dock and consists of offset vertical panels of timber and steel. It was observed that several panels of the breakwater had shifted and dropped several inches, and one panel had broken away entirely, indicating damage to the underwater portions of the breakwater. Claims were submitted by the City to the Marina insurers which agreed to cover the costs of City staff time, engineering services, and construction costs for the repair of the breakwater. Each claim must first satisfy a $5,000 deductible. This project will repair and replace the portions of the breakwater that were damaged in these storms, including replacing any broken timber with reinforced plastic timber and replacing any damaged hardware. Moffatt & Nichol completed a bid package to advertise the project. City Council authorized the project to be advertisement at the June 7, 2017 City Council Meeting. Advertisement ran for 4 weeks and bids were opened August 4, The following is a summary of the bids received. The full bid tabulation is attached for reference. August 23, 2017 F Dock Breakwater Repair Authorization to Award Contract Page 1 of 2 2

3 Bidder Amount Neptune Marine LLC $254, American Construction Co. Inc. $282, Engineer s Estimate $183, Neptune Marine LLC, based in Anacortes, WA, was the apparent low bidder with a bid of $254, We reviewed their paperwork to ensure they submitted a complete, responsive bid package and they meet the requirements of a responsible contractor. Following authorization to award the contract to Neptune Marine LLC it is anticipated that construction will begin September WORKSHOPS None. PREVIOUS COUNCIL ACTIONS April 5, City Council authorized the Professional Services Agreement with Moffatt & Nichol for the F-Dock Breakwater Repair Project in the amount $74,957.00, along with a management reserve of $7, December 20, City Council authorized Amendment No. 01 of the Professional Services Agreement with Moffatt & Nichol for the F-Dock Breakwater Repair Project that extended the contract completion date from December 31, 2016 to December 31, June 6, City Council authorized the public advertisement of the F-Dock Breakwater Repair Project. RECOMMENDED ACTION 1) Authorize the Mayor to sign a contract with Neptune Marine LLC for the F-Dock Breakwater Repair in the amount of $254,333.83; and 2) Authorize the City Engineer to administratively approve changes to the construction contract totaling not more than $15, ATTACHMENTS Attachment A - Neptune Marine LLC Bid Package Attachment B - Mandatory Bidder Responsibility Checklist Attachment C - Bid Tabulation August 23, 2017 F Dock Breakwater Repair Authorization to Award Contract Page 2 of 2 3

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14 Appendix D FOR OWNERS Mandatory Bidder Responsibility Checklist The following checklist may be used by Owners in documenting that a Bidder meets the mandatory bidder responsibility criteria. It is suggested that Owners print a copy of documentation from the appropriate website to include with this checklist in the contract file. General Information Project Name: F-Dock Breakwater Repair Project Project #: ENG Bidder s Business Name: Neptune Marine LLC Contractor Registration License Number: NEPTUML892D8 Status: Bid Submittal Deadline: 08/04/2017 Active: No Yes Effective Date (must be effective on or before Bid Submittal Deadline): Expiration Date: 03/28/ /28/ /28/2019 Current UBI Number UBI Number: Account Closed: Industrial Insurance Coverage Account Number: 206, Employment Security Department Number Employment Security Department Number: Open Closed Account Current: Yes No Has Bidder provided account number on the Bid Form? Yes No And/or have you asked the Bidder for documentation from Employment Security Department on account number? Yes No State Excise Tax Registration Number Tax Registration Number: Account Closed: Open Closed Not Disqualified from Bidding Is the Bidder listed on the Contractors Not Allowed to Bid list of the Department of Labor and Industries? 14

15 Yes No Checked by: Name of Employee: Alex Warner, PE Civil Engineer II Date: 8/7/

16 BIDDER BIDDER ADDRESS ENGINEER'S ESTIMATE NEPTUNE MARINE, LLC 1004 Commercial Ave 250 Anacortes, WA Tacoma, WA WASHINGTON STATE WORKMAN'S COMP. ACCT. NO. WASHINGTON STATE CONTRACTOR'S REG. NUMBER BID BOND OR OTHER GOOD FAITH TOKEN 206, NEPTUML892D8 5% BID BOND AMERIC*372N0 5% BID BOND NO. ITEM QUANTITY UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT A1 Mobilization & Demolition 1 LS $15, $15, $23, $23, $30, $30, A2 Debris Boom 1 LS $15, $15, $3, $3, $1, $1, A3 Record Drawings 1 LS $1, $1, $2, $2, $2, $2, A4 Repair Panel Assembly - Float 8/9 Panel 4 1 LS $14, $14, $22, $22, $40, $40, A5 Repair Panel Assembly - Float 10/11 Panel 4 1 LS $14, $14, $21, $21, $21, $21, B1 Repair Panel Assembly - Float 14/15 Panel 2, 4, 5, and 7 1 LS $56, $56, $73, $73, $81, $81, C1 Repair Panel Assembly - Float 6/7 Panel 4 1 LS $14, $14, $21, $21, $21, $21, C2 Repair Panel Assembly - Float 8/9 Panel 5 1 LS $14, $14, $20, $20, $21, $21, C3 Repair Panel Assembly - Float 12/13 Panel 5 1 LS $14, $14, $21, $21, $21, $21, D1 Replace Timber Fence Panel Board 18 EA $ $7, $ $14, $ $6, D2 Replace Steel Fabrication 2 EA $ $1, $1, $2, $ $1, D3 Replace Through-Rods 2 EA $ $1, $2, $5, $6, $13, Subtotal: $168, $233, $259, Sales 8.7% $14, $20, $22, TOTAL CONSTRUCTION COST $183, $254, $282, Engineer's Est. Low Bidder Sealed bids were opened at the City of Oak Harbor, City Hall, 865 SE Barrington Drive, Oak Harbor, Washington on Friday, August 4, 2017, at 2:00 p.m. (local time). AMERICAN CONSTRUCTION CO., INC 1501 Taylor Way CITY OF OAK HARBOR, WASHINGTON F-DOCK BREAKWATER REPAIR PROJECT 16

17 City of Oak Harbor City Council Special Workshop Agenda Bill Bill No Date: August 23, 2017 Subject: Resolution Non-Represented Staff Market Rate Salary Schedule FROM: Emma House, Human Resources Director SUMMARY STATEMENT In order for the City to remain competitive in the employment market place and to ensure the City s position classification plan is internally equitable, Section 4.09 of the Employee Policy Manual establishes the policy of the City to pay salaries that reflect the market for each classification and that are commensurate with the compensation paid at comparable municipal governments. Human Resources contracted with McGrath Human Resources Group to conduct the classification and compensation study of comparable cities during 2017 for non-represented classifications to determine if the current position classification plan meets the City s objective to remain competitive in the employment market. It was determined the salary schedule and the market range of non-represented classifications have fallen below the average of the salaries paid for similar classifications at comparable municipal governments. The classification and compensation study determined the need to implement a new salary schedule to adjust those classifications and to adjust our minimum and maximum ranges to insure internal equity for employee retention and to insure the City continues to remain externally competitive for recruitment. This schedule and any applicable adjustment, if approved, would be effective September 1, RECOMMENDED ACTION Approve Resolution adopting the recommended new salary schedule for non-represented classifications as determined by the 2017 classification and compensation study. ATTACHMENTS Resolution Exhibit A Salary Schedule with Position Classifications 17

18 RESOLUTION NO A RESOLUTION OF THE COUNCIL OF THE CITY OF OAK HARBOR TO APPROVE A MARKET RATE SALARY SCHEDULE FOR NON-REPRESENTED EMPLOYEE CLASSIFICATIONS. WHEREAS, in order for the City to remain competitive in the employment market place and to ensure the City s position classification plan is internally equitable, Section 4.09 of the Employee Policy Manual establishes the policy of the City to pay salaries that reflect the market for each classification and that are commensurate with the compensation paid at comparable municipal governments; and WHEREAS, the Human Resources Department contracted with an outside consultant to perform a classification and compensation study during 2017 for non-represented classifications to determine if the current Position Classification Plan and Salary Schedule meet the City s stated policy objectives; and WHEREAS, the 2017 study determined the salary of non-represented classifications were below the average of the salaries paid for similar classifications at comparable municipal governments. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OAK HARBOR THAT: Section 1. A market rate salary schedule is hereby authorized and approved to be implemented for non-represented classifications. Section 2. The position classification plan range of those classifications determined to be below market-rate shall be adjusted to the nearest applicable range as outlined in Exhibit A - Salary Schedule with Position Classifications. Section 3. The market rate salary schedule shall be effective September 1, PASSED by the City Council and approved by its Mayor this 23 rd day of August THE CITY OF OAK HARBOR ROBERT SEVERNS, MAYOR Attest: Nicole Tesch, Deputy City Clerk Approved as to Form: Nikki Esparza, City Attorney Introduction: Adopted: Published: 18

19 APPENDIX A: Proposed Salary Schedule 2017 McGrath Human Resources Group 19

20 APPENDIX A: Proposed Salary Schedule 2017 McGrath Human Resources Group 20

PORT OF EVERETT SECTION Insert Project Name in CAPS

PORT OF EVERETT SECTION Insert Project Name in CAPS BIDDER S NAME THIS BID SUBMITTED TO: Port of Everett 2911 Bond Street, Suite 202 Everett, WA 98201 1. The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an agreement with