April 11, 2022 Agenda ERIC SWENSON,MAYOR
CITY OF WOODBURN DEBBIE CABRALES,COUNCILOR WARD I
ALICE SWANSON,COUNCILOR WARD II
CITY COUNCIL AGENDA ROBERT CARNEY,COUNCILOR WARD III
SHARON SCHAUB,COUNCILOR WARD IV
MARY BETH CORNWELL,COUNCILOR WARD V
APRIL 11, 2022— 7:00 P.M. BENITO PUENTE JR.,COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS-270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
None.
Appointments:
None.
4. COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5. PROCLAMATIONS/PRESENTATIONS
Proclamations:
None.
Presentations:
None.
6. COMMUNICATIONS
None.
7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council
consideration not already scheduled on the agenda.
This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at
503-980-6318 or Statewide To//Free Relay (800) 735-1232, at least 48 hours prior to this meeting.
Si usted necesita asistencia especial, comuniquese al 503-980-6322 o a la linea telef6nica gratuita, (800)
735-1232, con un minimo de 48 horas, antes de la reuni6n.
**Habra int6rpretes disponibles para aquellas personas que no hablan Ingl6s, previo acuerdo.
Comuniquese al (503) 980-6322.**
April 11, 2022 Council Agenda Page i
8. CONSENT AGENDA - Items listed on the consent agenda are considered routine
and may be adopted by one motion. Any item may be removed for discussion
at the request of a Council member.
A. Woodburn City Council minutes of March 28, 2022 1
Recommended Action: Approve the minutes.
B. Building Activity for March 2022 5
Recommended Action:
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
None.
11. GENERAL BUSINESS-Members of the public wishing to comment on items of general
business must complete and submit a speaker's card to the City Recorder prior to
commencing this portion of the Council's agenda. Comment time may be limited
by Mayoral prerogative.
A. Council Bill No. 3179 - A Resolution Authorizing Acceptance of a 6
Special Public Works Fund Grant for the Butteville Road Realignment
Project; and Authorizing the City Administrator to Sign and Execute All
Necessary Documents to that Effect
Recommended Action: Adopt the Resolution authorizing acceptance
of a Special Public Works Fund grant of$500,000 for the Butteville Road
Realignment Project and authorize the City Administrator to sign and
execute necessary documents to that effect.
B. Council Bill No. 3180 - A Resolution Authorizing Acceptance of an 14
ODOT Immediate Opportunity Fund Grant for the Butteville Road-Hwy
219 Roundabout Construction Project; and Authorizing the City
Administrator to Sign and Execute All Necessary Documents to that
Effect
Recommended Action:Adopt the Resolution authorizing acceptance
of an ODOT Immediate Opportunity Fund grant of $1 ,000,000 for the
Butteville Road-Hwy 219 Roundabout Construction Project and
authorize the City Administrator to sign and execute necessary
documents to that effect.
C. Award of Construction Contract for Library Chiller Replacement to 16
Apex Mechanical, LLC
Recommended Action: Award the construction contract for the
April 11, 2022 Council Agenda Page ii
Library Chiller Replacement to the lowest responsible and responsive
bidder, Apex Mechanical, LLC. in the amount of $180,000.00.
12. OTHER BUSINESS
None.
13. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are
Planning Commission or Administrative Land Use actions that may be called up
by the City Council.
None.
14. CITY ADMINISTRATOR'S REPORT
15. MAYOR AND COUNCIL REPORTS
16. EXECUTIVE SESSION
None.
17. ADJOURNMENT
April 11, 2022 Council Agenda Page iii
COUNCIL MEETING MINUTES
MARCH 28, 2022
DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON, MARCH 28, 2022
CONVENED The meeting convened at 7:01 p.m. with Council President Carney presiding.
ROLL CALL
Mayor Swenson Absent
Councilor Carney Present
Councilor Cornwell Present
Councilor Schaub Present
Councilor Swanson Present
Councilor Puente Absent
Councilor Cabrales Present-via video conferencing
Staff Present: City Administrator Derickson, City Attorney Shields,Assistant City Administrator
Row, Police Chief Pilcher, Public Works Director Stultz, Community Services Director Cuomo,
Senior Planner Cortes, Economic Development Director Johnk, Building Official Gitt, Public
Affairs and Communications Coordinator Moore, City Recorder Pierson
BUSINESS FROM THE PUBLIC
Council President Carney stated that they will be taking any business from the public now instead
of later due to having lengthy presentations on the agenda.
Ed Trompke an attorney representing Woodburn Eastside Apartments LLC., which is developing
apartments in the City, stated that there was a request made by his client for a modification of a
condition of approval of an apartment complex condition.
Councilor Carney asked if he was speaking in regards to an apartment project that has already been
approved and Mr. Trompke answered yes.
Councilor Carney stated that he understands that this item is going to be an item for future
consideration and recommended that he come back to provide testimony at that time.
Mr. Trompke stated that time is of the utmost importance to get this project built and referenced a
letter he submitted that afternoon. He provided a copy of the letter to the City Recorder to be
placed in the record.
Mr. Trompke asked if he is being told that this could be an ex-parte contact and that he should not
speak.
City Attorney Shields stated that his concern is that if we get into the specifics of the case tonight,
and since it is not on the agenda, it is unfair to others who may want to participate and would be
an ex-parte contact.
Mr. Trompke stated that in terms of getting this set on the agenda to please consider that this is a
request for something to get done on an expedited basis.
Jim Lowder, 1362 Daylily Street, Woodburn, introduced himself and let the Council know that he
has filed to represent Woodburn and North Salem in House District 22.
Page 1 - Council Meeting Minutes, March 28, 2022
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COUNCIL MEETING MINUTES
MARCH 28, 2022
PROCLAMATION
Councilor President Carney read aproclamation declaring April as Child Abuse Prevention Month.
PRESENTATIONS
Marion County CAP Committee —Kyle Tarr, with Liberty House, provided a presentation on
Child Abuse Prevention month and the work of the Child Abuse Prevention Committee. Alison
Kelley with Liberty House thanked the City for the investment they have made with the Family
Resource Center and encouraged people to sign up for the free trainings.
Transportation SDC Update — Assistant Administrator Row along with Doug Gabbard and
Timothy Wood with FCS Group provided a presentation on the background of transportation
system development charges and a summary of the calculations.
Legislative Amendment 21-01 Work Session: Work Session on Amendment to the
Woodburn Development Ordinance (WDO) Relating to the Transportation System Plan
(TSP) and Transportation Generally (LA 21-01) — Senior Planner Cortes provided a
presentation on the proposed amendments to the WDO relating to the TSP and transportation
generally. Councilor Swanson stated that she does not like the addition of more concrete and does
not see the need for larger sidewalks. Councilor Cabrales stated that she is not in favor of making
the parking spaces shorter. Councilor Schaub stated that she is okay with the spaces getting shorter
as cars are getting smaller.
CONSENT AGENDA
A. Woodburn City Council minutes of March 14, 2022,
B. Liquor License Application for Tienda Mexicana Monte Alban,
C. Crime Statistics through February 2022.
Swanson/Schaub... adopt the Consent Agenda. The motion passed unanimously.
COUNCIL BILL NO. 3176 — AN ORDINANCE AMENDING ORDINANCE 2415
(BUILDING OFFICIAL PROCEDURES) TO INCLUDE UPDATED CODE SECTIONS
AND LANGUAGE FROM THE OREGON STRUCTURAL SPECIALTY CODE AND
INCLUDE AUTHORIZATION FOR LOCAL REGULATION OF RESIDENTIAL AND
COMMERCIAL BUILDING DEMOLITIONS,AND DECLARING AN EMERGENCY
Schaub introduced Council Bill No. 3176. City Recorder Pierson read the bill twice by title only
since there were no objections from the Council. Building Official Gitt provided a staff report. On
roll call vote for final passage, the bill passed unanimously. Council President Carney declared
Council Bill No. 3176 duly passed.
COUNCIL BILL NO. 3177 — AN ORDINANCE AMENDING ORDINANCE 2433
(MASTER FEE SCHEDULE) TO MODIFY THE BUILDING DIVISION FEE FOR
DEMOLITION PERMITS
Schaub introduced Council Bill No. 3177. City Recorder Pierson read the bill twice by title only
since there were no objections from the Council. Building Official Gitt provided a staff report. On
roll call vote for final passage, the bill passed unanimously. Council President Carney declared
Council Bill No. 3177 duly passed.
COUNCIL BILL NO. 3178 — AN ORDINANCE AMENDING ORDINANCE 2578 TO
COMPLY WITH THE REQUIREMENTS OF OREGON STATE LAW AND
DECLARING AN EMERGENCY
Schaub introduced Council Bill No. 3178. City Recorder Pierson read the bill twice by title only
Page 2 - Council Meeting Minutes, March 28, 2022
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COUNCIL MEETING MINUTES
MARCH 28, 2022
since there were no objections from the Council. City Attorney Shields and Police Chief Pilcher
provided a staff report. On roll call vote for final passage, the bill passed unanimously. Council
President Carney declared Council Bill No. 3178 duly passed.
DISPOSAL/TRANSFER OF WCAT EQUIPMENT
Assistant City Administrator Row provided a staff report. Schaub/Swanson... authorize the
transfer of WCAT Equipment to Clackamas Community College and authorize the City
Administrator to sign. The motion passed unanimously.
AWARD OF CONSTRUCTION CONTRACT FOR THE WATER TOWER REPAINTING
PROJECT TO T. BAILY INC.
Public Works Director Stultz provided a staff report. Schaub/Cornwell... award the construction
contract for the Water Tower Repainting Project Improvements to the lowest responsible and
responsive bidder, T. Baily Inc. in the amount of$886,500.00. The motion passed unanimously.
COMMUNITY CENTER PROJECT TIMELINE & UPDATE
Assistant City Administrator Row provided a staff report. Councilor Cornwell stated that it sounds
great but has concerns with school bonds also coming before the voters at the same time. Councilor
Schaub concurred with Councilor Cornwell. Councilor Swanson stated that she does not agree
with waiting it out and would like to see the time line pushed up, and added that she has concerns
with the cost of construction going up even more. Councilor Carney stated that he is in favor of
the proposed timeline.
CITY ADMINISTRATOR'S REPORT
City Administrator Derickson reported the following:
• Groundbreaking for the Legion Park Improvement Project will take place Friday, April
8, 2022, with the program starting at 8:00 a.m. The groundbreaking is being hosted in
partnership with the Woodburn Chamber of Commerce Greeters.
• The City no longer has any ownership interest in the Metropolis building.
• Working on completing the Draft budget this week.
• The City is asking for a retraction on an article regarding the Amazon project.
• Family Resource Center is going to be repainted.
MAYOR AND COUNCIL REPORTS
Councilor Cornwell asked for an update on the Senior Estates dog park. Community Services
Director Cuomo provided an update and stated that it is well received. Councilor Cornwell asked
about the naming of parks in Smith Creek and Director Cuomo stated that they are hoping to build
a committee this summer to go through the naming process. Councilor Cornwell stated that she
would like to be a part of that committee.
Councilor Swanson stated that she appreciates the City clearing up the articles that are untrue
regarding the Amazon project.
Councilor Schaub stated that she has heard many rumors in Senior Estates regarding the Amazon
Page 3 - Council Meeting Minutes, March 28, 2022
3
COUNCIL MEETING MINUTES
MARCH 28, 2022
project and suggested a letter to News and Views to clear them up.
Councilor Carney stated that the Oregonian published his letter regarding the Amazon project.
ADJOURNMENT
Cornwell/Schaub...move to adjourn. The motion passed unanimously. Council President Carney
adjourned the meeting at 10:09 p.m.
APPROVED
ERIC SWENSON, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 4 - Council Meeting Minutes, March 28, 2022
4
CITY OF WOODB URN
Community Development Department
MEMORANDUM
270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246
Date: April 1, 2021
To: Chris Kerr, Community Development Director
From: Melissa Gitt, Building Official
Subject: Building Activity for March 2022
2020 2021 2022
No. Dollar Amount No. Dollar Amount No. Dollar Amount
Single-Family Residential 3 $740,714 36 $9,228,919 40 $12,677,455
Multi-Family Residential 0 $0 2 $5,682,430 3 $3,150
Assisted Living Facilities 0 $0 0 $0 0 $0
Residential Adds &Alts 4 $69,816 15 $129,975 6 $67,324
Industrial 0 $0 1 $162,580 0 $0
Commercial 6 $8,917,078 7 $6,346,110 2 $176,050
Signs and Fences 0 $0 0 $0 0 $0
Manufactured Homes 0 $0 0 $0 0 $0
TOTALS 13 $9,727,608 61 $21,550,014 51 12,923,979
Fiscal Year to Date $24,746,259 $51,429,998 $527,357,975
(July 1 —June 30)
Totals calculated from permit valuation
—Project Basie(Amazon)permit valuation is$451,339,834
K:Axx PDF Agenda Process\2022\April 11,2022\neno-2022-Warch.doc
5
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April 11, 2022
TO: Honorable Mayor and City Council through City Administrator
FROM: Jamie Johnk, Economic Development Director
McKenzie Granum, Assistant City Attorney
SUBJECT: Amazon Development- Transportation Infrastructure Grant Awards
RECOMMENDATION:
• Adopt the Resolution authorizing acceptance of a Special Public Works Fund
grant of $500,000 for the Butteville Road Realignment Project and authorize
the City Administrator to sign and execute necessary documents to that
effect.
• Adopt the Resolution authorizing acceptance of an ODOT Immediate
Opportunity Fund grant of $1 ,000,000 for the Butteville Road-HWY 219
Roundabout Construction Project and authorize the City Administrator to sign
and execute necessary documents to that effect.
BACKGROUND:
The City has been working with Business Oregon on a business development
opportunity to attract Amazon's new fulfillment center to Woodburn's 1-5 Logistics
Center. Amazon's new fulfillment center will provide more than 1,000 new year-
round, stable jobs with a full benefits package (dental, medical, vision, 401 k, etc.).
These jobs will provide workers in the region the opportunity to earn reliable
income and build the work experience necessary for future career endeavors.
Amazon's planned development is located along Butteville Road and OR-219.
This location currently has a failing intersection at Butteville and OR-219 and due
to the sheer size of this proposed development, expanding the capacity of
nearby OR-219 with a roundabout and the re-alignment of Butteville Road are
essential improvements for transportation flow and business access for this project.
In order to ensure adequate roadway capacity and safety improvements are in
place to facilitate this economic development opportunity, the City sought grant
Agenda Item Review: City Administrator_X City Attorney_X_ Finance_X_
6
Honorable Mayor and City Council
April 11, 2022
Page 2
funding from both Business Oregon and ODOT to help complete the two essential
transportation projects.
DISCUSSION:
Business Oregon SPWF Grant: Business Oregon manages a Special Public Works
Fund program that provides grants to municipally incorporated entities for
development projects, including transportation infrastructure projects, where
there is firm business commitment to create or retain traded-sector jobs (up to
$5,000 per eligible job and not to exceed 85% of the project cost or $500,000 per
project).
The City of Woodburn applied for and was awarded a Special Public Works Fund
Grant and now desires to accept the funding award of $500,000, which will be
directed toward the Butteville Road Realignment Project.
ODOT Immediate 01212ortunity Fund Grant: The Oregon Department of
Transportation (ODOT) manages an Immediate Opportunity Fund (IOF) to support
primary economic development in Oregon through the construction and
improvement of streets and roads.
The City of Woodburn applied for and was awarded an ODOT Immediate
Opportunity Fund Grant and now desires to accept the funding award of
$1 ,000,000, which will be directed toward the Butteville-219 Roundabout Project.
Amazon estimates the costs of the complete infrastructure improvements will total
$7,937,050. With the $500,000 SPWF funds to Butteville Road and $1,000,000 ODOT
IOF funds to the OR-219 roundabout, Amazon will invest the remaining balance
of $6,437,050 to the infrastructure improvements.
City Grant Administration: Following acceptance of the grant award funding
from Business Oregon and ODOT, the City will oversee the management of grant
funds and coordinate administrative distributions toward the infrastructure
projects identified in compliance with the terms and conditions of each grant
award. Amazon and its developer/contractor will continue to manage and be
responsible for completing both transportation improvement projects—the
Butteville Road realignment and Roundabout.
It is expected that these two projects, along with the overall site development will
be completed by early 2023.
7
Honorable Mayor and City Council
April 11, 2022
Page 3
FINANCIAL IMPACT:
The total fiscal impact of the Special Public Works Funds grant to the City of
Woodburn is $500,000.
The total fiscal impact of the Immediate Opportunity Fund grant to the City of
Woodburn is $1 ,000,000.
The City's costs associated with the grant applications and award are staff time.
8
6 k
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March 28, 2022
Scott Derickson, City Administrator
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
RE: Award for Special Public Works Fund, Butteville Road Realignment, Project Number
L22011, 3/25/22
Dear Mr. Derickson:
Congratulations on your successful application for the above-referenced project. Enclosed
please find a summary showing the funding amount and special terms and conditions of
the award. The financing contract will contain the full terms and conditions of your award
and will be sent to you for proper signatures. Please note that the legal obligations for
funding and for reimbursement of project expenses are subject to execution of the contract.
The project must comply with all applicable state laws, regulations, and procurement
requirements. As a reminder, you must provide copies of all solicitations at least 10 days
before advertising, and all draft contracts at least 10 days before signing.
We encourage you to offer appropriate media opportunities to help build public awareness
of your project's purposes and benefits. Please notify us of any event celebrating your
project. As always, we are available to answer questions that may arise during the
implementation of your project. If you need assistance, please contact me at 503-856-2483
or by email at Michelle.Bilberry@biz.ore gon.gov.
Sincerely,
�.�
Michelle Bilberry, Regional Project Manager
Business Oregon
c: Jamie Johnk,Economic Development Director
Arthur Chaput,Regional Development Officer
Representative Teresa Alonso-Leon
Senator Peter Courtney
9
SUMMARY OF AWARD
Project Number: L22011 Date of Award: 3/25/22
Recipient: City of Woodburn
Project Name: Butteville Road Realignment
Source of Funding Award Amount
SPWF -Grant,Public,Tax Exempt $500,000
Match $7,437,050
Total $7,937,050
Approved Project Description
Recipient will ensure construction of the following improvements to address traffic impediments at
the Woodburn I-5 Logistics Center industrial site in preparation of the new Amazon Fulfillment
Center:reconstruct and widen the southern segment of Butteville Road to include a shoulder on the
west side,a six-foot wide sidewalk on the east side,six-foot bike lanes on both sides and landscape
strip.
Note:The full terms and conditions will be contained in the contract;in addition to the
standard contract terms and conditions,the following special or additional conditions have
been placed on the award:
A. Job Creation and loan conversion to grant. Grant repayment required if 1,000 (FTE)jobs
are not created at a rate of $500 per job shortfall. The awardee will have the option to
repay through a loan with a term not to exceed seven years and an interest rate
determined at the time of any required repayment.
a. Recipient is bound by the condition that Amazon's new Fulfillment Center at
Woodburn's I-5 Logistics Center at its facility located in Woodburn, Oregon
("Facility'), creates at least 1000 full-time equivalent jobs ('FTEs') and maintains
those same FTEs for eight consecutive calendar quarters beginning no sooner than
'Project Completion Date", and ending no later than four years after Project
Completion Date (the'Maintenance Period').For purposes of this section,Recipient
may designate any single set of eight consecutive calendar quarters occurring
between these dates as the Maintenance Period.
B. First Source Hiring Agreement will be required.
C. SPWF Funds are restricted to municipally owned infrastructure.
business,,
or
,�r
Summary of Award Page 1 of 1
10
DATE: February 25, 2022
TO: Kris Strickler, Director
FROM: Jeff Flowers, Statewide Investments Management Section
SUBJECT: Approval
Requested Action:
Approve new Immediate Opportunity Fund (IOF) project, Project Basie, to the City of
Woodburn.
Approval Signature:
2/28/2022
jame: Kristopher Strickler
Title: Director
11
COUNCIL BILL NO. 3179
RESOLUTION NO. 2186
A RESOLUTION AUTHORIZING ACCEPTANCE OF A SPECIAL PUBLIC WORKS FUND
GRANT FOR THE BUTTEVILLE ROAD REALIGNMENT PROJECT; AND AUTHORIZING THE
CITY ADMINISTRATOR TO SIGN AND EXECUTE ALL NECESSARY DOCUMENTS TO THAT
EFFECT
WHEREAS, in 2021 , the City approved the consolidated land use application
for an Amazon e-commerce distribution center (DR 21-07, EXCP 21-03, PAR 21-01 ,
PLA 21-01 , RCWOD 21-03, & VAR 21-02), to be located in Woodburn along
Butteville Road NE, South of OR Hwy 219; and
WHEREAS, an important component of the Amazon development proposal
includes the realignment of a segment of Butteville Road adjacent to the facility
("Butteville Road Realignment Project"); and
WHEREAS, Business Oregon manages a Special Public Works Fund program
that provides grants to municipally incorporated entities for development
projects, including transportation infrastructure projects, where there is firm
business commitment to create or retain traded-sector jobs (up to$5,000 per
eligible job and not to exceed 85% of the project cost or $500,000 per project);
and
WHEREAS, the City of Woodburn applied for and was awarded a Special
Public Works Fund Grant and now desires to accept the funding award of
$500,000, which will be directed toward the Butteville Road Realignment Project;
NOW THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City authorizes the acceptance of the Special Public
Works Fund Grant award, in the amount of $500,000 to be used for the Butteville
Road Realignment Project (Project No. L2201 1 ).
Section 2. The City Administrator is authorized to execute any and all
documents and agreements related to the Grant necessary to effectuate the
award and future grant administration.
Approved as to form:
City Attorney Date
Approved:
Page 1 - COUNCIL BILL NO. 3179
RESOLUTION NO. 2186
12
Eric Swenson, Mayor
Passed by Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 2- COUNCIL BILL NO. 3179
RESOLUTION NO. 2186
13
COUNCIL BILL NO. 3180
RESOLUTION NO. 2187
A RESOLUTION AUTHORIZING ACCEPTANCE OF AN ODOT IMMEDIATE OPPORTUNITY
FUND GRANT FOR THE BUTTEVILLE ROAD-HWY 219 ROUNDABOUT CONSTRUCTION
PROJECT; AND AUTHORIZING THE CITY ADMINISTRATOR TO SIGN AND EXECUTE ALL
NECESSARY DOCUMENTS TO THAT EFFECT
WHEREAS, in 2021 , the City approved the consolidated land use application
for an Amazon e-commerce distribution center (DR 21-07, EXCP 21-03, PAR 21-01 ,
PLA 21-01 , RCWOD 21-03, & VAR 21-02), to be located in Woodburn along
Butteville Road NE, South of OR Hwy 219; and
WHEREAS, an important component of the Amazon development proposal
includes the construction of a new roundabout interchange at the intersection of
the realigned Butteville Road NE and OR Hwy 219 ("Butteville-219 Roundabout
Project"); and
WHEREAS, the Oregon Department of Transportation (ODOT) manages an
Immediate Opportunity Fund to support primary economic development in
Oregon through the construction and improvement of streets and roads; and
WHEREAS, the City of Woodburn applied for and was awarded an ODOT
Immediate Opportunity Fund Grant and now desires to accept the funding
award of$1 ,000,000, which will be directed toward the Butteville-219 Roundabout
Project; NOW THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City authorizes the acceptance of the ODOT Immediate
Opportunity Fund Grant award, in the amount of $1 ,000,000 to be used for the
Butteville-219 Roundabout Project.
Section 2. The City Administrator is authorized to execute any and all
documents and agreements related to the Grant necessary to effectuate the
award and future grant administration.
Approved as to form:
City Attorney Date
Page 1 - COUNCIL BILL NO. 3180
RESOLUTION NO. 2187
14
Approved:
Eric Swenson, Mayor
Passed by Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 2- COUNCIL BILL NO. 3180
RESOLUTION NO. 2187
15
u -,49M& Item
8U
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April 11 , 2022
TO: Honorable Mayor and City Council (acting in its capacity as the
Local Contract Review Board) through City Administrator
FROM: Jesse Cuomo, Community Services Director
SUBJECT: Award of Construction Contract for Library Chiller Replacement to
Apex Mechanical, LLC
RECOMMENDATION:
Award the construction contract for the Library Chiller Replacement to the lowest
responsible and responsive bidder, Apex Mechanical, LLC. in the amount of
$180,000.00.
BACKGROUND:
This project is included in the approved FY 21/22 budget and includes replacing
the Woodburn Library Chiller. Bids were publicly opened February 25, 2022. Two
(2) responsible and responsive bids were received as follows:
1 . Apex Mechanical LLC: $180,000
2. DSL Builders LLC: $183,000
The Engineer's Estimate for the project is: $150,000 - $200,000.
DISCUSSION:
In March of 2021 , KFAA Engineering, sponsored by the Energy Trust of Oregon,
completed a technical analysis study of the Woodburn Library's chiller. The study
evaluated the advantages of upgrading the existing HVAC chiller system that is
nearing the end of its useful life. In addition to recommending its replacement,
the study identified ways to operate the chiller more efficiently through
operational and controller changes to the system. These controller improvements
will be completed as a separate project from the chiller replacement.
KFAA Engineering estimated the project would result in savings of 40,040 kWh and
292 therms annually, equating to approximately $3,342.00 in annual savings. In
addition, KFAA estimates non-energy cost benefits such as avoided maintenance
Agenda Item Review: City Administrator x_ City Attorney_x_ Finance_x_
16
Honorable Mayor and City Council
April 11, 2022
Page 2
10 10
at $7,182.00. This project is eligible for an incentive of an estimated $12,000.00
from the Energy Trust of Oregon upon completion of the project.
The anticipated lead-time on the chiller replacement equipment is six to nine
months and installation of the chiller will be completed within thirty days of
receiving the equipment.
The contract award is in conformance with public contracting laws of the State
of Oregon as outlined in ORS Chapter 279C and the laws, regulations of the City
of Woodburn, therefore, staff is recommending the contract be awarded.
FINANCIAL IMPACT:
The subject project is identified in the adopted fiscal year 2021/22 Budget and
funded by the Capital Improvement Fund. Due to this project extending into
fiscal year 2022/23 funds will be carried over and budgeted into fiscal year
2022/23, with an estimated incentive reimbursement from the Energy Trust of
Oregon at $12,000.00 at the completion of the project.
17