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Agenda - 01/22/1996PLEASE NOTE: THE COUNCIL WORKSHOP CONCERNING LIQUOR LICENSE ISSUES WILL BE HELD PRIOR TO THE REGULAR MEETING AT 5:30 P.M. IN COUNCIL CHAMBERS. (Meal provided) ~J A. Council minutes of January 8, 1996 regular and executive meetings. APPOINTMENTS: 3A ANNOUNCEMENTS: A. Council workshop: unpaved city streets; January 29, 1996 7:00 p.m. at City Hall Council Chambers. PROCLAMATIONS B. Catholic Schools Week - January 29 - February 2, 1996. A. Chamber of Commerce report and presentation. B. Other Committees A. Letter concerning contributions of the Wastawater Advisory Committee, 6A {This allows public t~--introduce Items for Council consideration not already scheduled on the agenda.) A. Community Development Block Grant for city-wide housing rehabilitation program. 8A Page I - Council Agenda, January 22, 1996 A. Council Bill No. 1687 - A resolution authorizing city to purchase federal surplus property. Council Bill No. 1688 - A resolution authorizing city to use state purchasing services. C. Contract Award: Used Transit bus. D. Contract Award: Construction of manhole on Harrison Street. E. Solicitation request from American Heart Association. 12. 15. A. Start of contract negotiation for new treatment facilites design. 19. Ae To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. ORS 192.660(1)(h) B To conduct deliberations with persons designated by the governing body to negotiate real property transactions. ORS 192.660(1)(e) 10A 10B 10C 10D 10E 15A Page 2 - Council Agenda, January 22, 1996 3A COUNCIL MEETING MINUTES January 8, 1996 TAPE READING 000~ D~TB, COUNCIL CH~MBER~, CITY H;~LL, CITY OF WOODBURN, COUNTY OF M~RION, STATE OF ORE~ON, J~%~IARY 8, 1996. 0003 ~ The Council met in regular session at 7:00 p.m. with Mayor Kirksey presiding. oo13 ~ Mayor Kirksey Present Councilor Chadwick Present Councilor Figley Present -Councilor Hagenauer Present Councilor Jennings Present Councilor Pugh. Present Councilor Sifuentez Present staff Present: City Adminietrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Finance Director Gillespie, Police Chief Wright, Park & Recreation Director Holly, Library Director Sprauer, Public Works Manager Rohman, City Recorder Tennant 0023 JENNINGS/FIGLEY... approve the Council meeting minutes (regular and executive session) of December 11, 1995. motionpassedunani~ously. The 0034 ~OUNCEMENTS. A Council workshop regardingunpaved streets will be held on Monday, January 29, 1996, 7:00 p.m., in the City Hall Council Chambers. 0045 pR~ATZ_~N__ - C__~.TZFZ~TE OF ]%PPRECZ~TZONFROM ORE~ON ~W~TION~L G~FA~D. Councilor Jennings presented Administrator Childs with a Certificate of Appreciation from the Oregon National Guard thanking the City for 100 years of support. Woodburn's National Guard Unit, E Troop 82nd Cavalry, was first formed on November 20, 1895, and it is the oldest unit in the State of Oregon. He provided background service history on the local Unit and stated that the City owes the Unit a debt of gratitude for their assistance to the community and Country over the years. The Certificate will be displayed in the City Hall corridor for members of the community to view. Page I - Council Meeting Minutes, January 8, 1996 3A COUNCIL M~TZNG MINUTES January 8, 1996 TAPE READING ~w~_~_ OF ~ww~R~_B RN~ORT. Jane Kanz, Chamber Executive Director, reminded the public that the Chamber's annual banquet will be held on January 9, 1996, 6:00 p.m-, at the United Methodist Church. At this meeting, Patrick Vance will take over as the new Chamber President and various awards will ~e given to individuals and businesses. The banquet had originally been scheduled for December 12, 1995, however, the function had to be rescheduled due to the windstorm. I)210 Alex Galzynski, owner of Brightwood Apts located at 1398 E. Cleveland Street, expressed his concern regarding the increased ,sewer charges. He statod that the sewer bill for the complex increased by 70%. Prior to the rate change, the average bill was approximately $25 and now the average bill is approximately $45 per unit which puts an extreme hardship on many of the residents within the complex. He also questioned the process used to determine how ~uch Mobile Home Perks that are not connected to City water since their rates seem to be lower than the average apartment complex rate. Councilor Jennings advised Mr. Galzynski that he had setup a meeting between him (Mr. Galzynski) and Dire=tor Tiwari for tomorrow morning, 10:00 a.m., at City Hall. It was noted that utility accounts that do not have City water service will be charged a monthly sewer rate based on the monthly average of 700 cubic ft. of water usage. Q3O6 ~C)~PL'?Ii~G'A~ZON OF P~lIT-T~ll~XRYliG -_T~NSPORT~TION ~yor K~ey ~ntinu~ ~e p~lic h~g at 7=12 p.m.. Co~ity~velo~t D~e~or~e~itz res~mitted~e follow~g ~ibits ~to ~e record: 1) ~ibit I - Task Force wor~ok; .. 2) ~ibit II - ~oJeot wor~ok a Te~ioal M~orand~; 3) ~ibit III - W~~~s~tion Draft Plan; and 4) ~ibit ~ - Id~tifies ~e Notifi~tion and T~e P~i~s/ State and cowry Res~nses to ~e ~s~ation Plan. Director ~~itz state4 ~at, following ~e initial p~lic hearing in Au~st, ~e City had s~itt~ a ~aft PI~ to ~e State Gro~~ag~t Pr~ represen~tive (~de up of ~DC ~40~ repres~tatives) to review~e Plan, however, we did not receive final co~ts from ~is ag~~til DecOr 28, 1995. ~e res~nse from~ans~ation Gro~M~agement pr~representative consisted of 7 pages and s~ll will need additional time to res~nd to ~e issues ad~essed in ~e letter. In s~a~, ~e State wants additional lan~age and 'material in ~e doc~t ~fore it is adopted by ~e City. The Plan was developed to ad, ess-i) c~rdination between differ~t j~isdictions and o~er agencies, 2) alternative m~es of ~s~ation, 3) develop a Plan ~at would acco~ate a population estimate by ~e year 2015, and 4) Page 2 - Council Meeting Minutes, January 8, 1996 3A COUNCIL MRBTING MINUTES January 8, 1996 TAPE addresses other ordinances to complement the objectives of the Transportation Plan. He reviewed the alternatives included in the Plan that would help to relieve the congestion in the I-5 interchange area. Those alternatives are 1) Split diamond interchange, 2) an interchange at Parr Rd., and 3) improving the existing interchange area with an overpass south of the current interchange. It was noted that the Oregon Dept. of Transportation (ODOT) wants the City's Plan to list alternatives and the City can. designate which alternative they prefer. Director Goeckritz requested that the Council hold the public hearing open until April 8, 1996 in order to give staff sufficient time to incorporate additional language into the document to meet the concerns of the State. 0650 Public Works Manager Rohman briefly reviewed the Transportation Plan which categories addressed by the Plan. Areas addressed by the Plan were: · 1) Roadway Plan - a) functional classification of city streets b) roadway plan and street standards o) required street upgrades d) access management 2) Public Transportation 3) Pedestrian Traffic 4) Bicycle Plan 5) Golf Cart Plan 6) Rail/Air/Water/Pipeline It was noted that the Plan does includes estimated costs for those improvements listed in the Plan. Additionally, Land Use ordinance modifications will be necessary after the adoption of the Plan in order to bring ordinances into compliance with the Plan. 0850 Council0r Jennings, Transportation Task Force Chairman, shared his frustrations with the Council regarding the delay in adoption process. In s-mmary, the State is requiring the City to provide more narrative within the Plan in order to justify the requirements of the Transportation Growth Management Program. The City is being held to comply with standards imposed on very large cities rather than on the criteria established for cities under 25,000 population. He stated that the Plan does not include a median strip on Highway 214 near the interchange area. He reiterated the staff's request to continue the hearing until April 8, 1996 since it will take that long to prepare the narrative in order to comply with the State's requirements. Keith Woolen, 259 W. Clackamas Circle, stated that he was in favor of Option 2 within the Plan which is an interchange at Page 3 - Council Meeting Minutes, January 8, 1996 3A COUNOIL MEETING MINUTES January 8, 1996 TAPE the Parr Rd./Butteville Rd. overpass. Mr. Woolen stated that he had been working on traffic solutions involving the I-5 interchange area and southwest portion of the City over the last four years at the request of Senior Estates. He feels that the split diamond interchange is a flawed concept and the best solution is an east/west arterial on the southern city limits utilizing the existing Parr Rd. interchange area. He stated that there is a need to relieve the traffic flow on West Hayes Street and that Parr Rd. should be extended to Brown Street making the railroad crossing a 90° angle. He also suggested that between 5 and 10 acres be purchased now near the freeway to be used in the future as a secured parking area so that motorists can park their cars at the site, board a shuttle to the airport, and return after the return of their trip to the secured area to pick-up their car and go home. He also stated that the law does allow for exceptions in those cases where improvements involve areas outside of the Urban Growth Boundary. Mr. Woolen used maps that he had prepared to illustrate his proposals. 1692 Marion County Commissioner Gary Herr, 2340 Miller Farm Rd, expressed his appreciation to the City for allowing the County to be involved in the planning process. The County Commissioners have reviewed, and concur, with the draft plan. In regards to the interchange alternatives, the'County prefers the a separate interchange at Parr Road and Butteville Road along with a south by-pass to Highway 99E. Their second alternative is a separate interchange further to the south with the third alternative being the split diamond interchange. Even though they had no objection to the wording withinthe Financing Plan, they discouragedthe city from making the Plan reliant on County funds to make transportation improvements inside the urban area. He stated that the County is willing to continue working with the City on this issue and to be a partner 1765 Jane Kanz, Chamber Executive Director, stated that the Chamber supports the Transportation Plan for the following reasons: 1) road system needs to be updated and brought up to a higher standard~ 2) provided that a median strip is not considered as one of the improvements to Highway 214~ and 3) support an east/west bypass that can be placed as far south as possible. They also feel that it is a good plan since it incorporates a by-pass, additional local transit service, and consideration of Park'n'Rides. ~839 No one in the audience spoke in opposition to the Transportation Plan. JENNINGS/FIGLEY .... continue the public hearing to April 8, 1996 at 7:00 p.m.. The motion passed unanimously. Page 4 ~"Council Meeting Minutes, January 8, 1996 3A COUNCIL MEETING MINUTES January 8, 1996 TAPE READING ~ pUBLIC R~Au!NG.- CO_#MUNITY DEV~nOPW~NT. BLOCK GRANT ~LIGIBILITY. Mayor Kirksey declared the public hearing open at 8:00 p.m.. Director Goeckritz stated that two public hearings are required before the City tries to secure funds under the Block Grant program. The first hearing provides the public an opportunity to give input on community development needs while the second hearing allows the public to give input on a specific project to be submitted for funding. Grant applications for funding within the categories of Community Facilities, HandicappedAccessibility, Housing Rehabilitation, and Technical Assistance will be accepted between Januarys29, 1996 and Pebruary 2, 1996. It was noted that applications for Public Works projects will be accepted year-round even though funding may occur the followin~ year if established eligibility criteria is met. Barbara Lucas, 214 E. Clackamas Cl, stated that the City needs to get some financial assistance in order to hire a consultant to finish the Transportation Plan and tomake the necessary revisions to the Land Use Plan. Director Goeckritz stated that funds for that type of program would fall under the Technical Assistance category. He also stated that he has applied for LCDC grant funds to accomplish this project and those funds are different than the Community Development Block grant funds. Mayor Kirksey declered the public hearing closed at 8:08 p.m.. 2187 CO.T~_CIL BIT.T- 1686 -- ~m~OL~TI-f/~-- ~I~C)LZHI~TWG ~ FEE Cl~L~GED FOR %q~ ~pT.a~m~T OF l~__Tw~_. ~ S~w~a BILLS. Council Bill 1686 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only. since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1686 duly passed. 23~6 CtaTWR FOR TWm NO__NT~OF DE~EMBER 1995. SIFUENTEZ/PUGH .... approve voucher checks ~29839 - ~30168 for the month of December 1995. The motion passed unanimously. Gl1 Flaugher, 1352 Astor Way, congratulated the City on the audio system being tested at this meeting. He stated it is the first time in years that he has been able to clearly hear the Councilors, staff, and various speakers. SITE pLANt--VIEW #95-20 -- FIVE-pL~PARTMENT BUILDING ON NOBTHFROET STREET. Councilor Jennings expressed his concern on the Planning Commission's ~pproval of a variance that would allowthe construction, of a 2 bedroom 5-plex building. The site would Page 5 - Council Meeting Minutes, January 8, 1996 COUNCIL MEETING MINUTES January 8, 1996 TAPE READING accommodate a 4-plex but is 1,600 square feet short of allowing a 5-plex without a variance. Councilor Jennings stated that he understood why the Planning Commission took the action that they did, however, the decision to grant the variance was not unanimous. Councilor Hagenauer also expressed his concern over the action taken by the Commission. He stated that the building was recently torn down to make way for the new complex. Director Goeckritz stated that the building was torn down after the December 12th Planning Commission meeting. He stated that the Commission looks at these variances on a case- by-case basis and they are concerned about setting precedents. Attorney Shields stated that there was no appeal filed by the involved parties, however, the Council does have an opportunity to direct the staff to set it for a public hearing before the Council. PUGH/HAGENAUER .... direct staff to set this matter for a .public hearing. On roll call vote, the motion passed 4-2 with Councilors Figley and Chadwick voting nay. STAFF REPORTB. 1) Building Activity for the month of DeCember 1995. 2736 ~ITY~M_TNI_BTR~TOR'HRBPORT. The sound systesbatng demonstrated at this meeting was provided by Larry Carroll, sound engineer'from Cascade Sound. He encouraged the Mayor, Councilors, individuals in attendance at the meeting, and the viewilig audience to give staff some feedback as to the quality of sound. He also stated that the City has received applications for new liquor licenses and staffwould like to meet.withthe Council in a workshop session to discuss, in general, license criteria to assure consistency in approvals/denials of license applications. It was the consensus of the Council to meet in a workshop session on Monday, January 22, 1996, 5:30 p.m., council Chambers, just prior to the regular meeting. ~944 MAYOR ~ COUNCXLREPORTH. Councilor Pugh expressed concern over the sewer rates being paid by customers with larger £amilies. He suggested that the rates be re-evaluated to determine if the rate structure is fair to residential customers. Tape 2 (It should be noted that the Council reports presented by Councilors Figley, Jennings, & Hagenauer did not get recorded due to a problem with the tape). Page 6 - Council Meeting Minutes, January 8, 19961 TAPE READING OO01 0330 COUNCIL M~ETZNGMIN~TES January 8, 1996 3A Councilor Figley stated that she had received a complaint regarding the aquatic center in that there is a missing link of pavement walkway area between the picnic area to the aquatic center. Councilor Jennings stated that he continues to use the aquatic center on a regular basis for classes and encouraged other men to participate in the clas~es. Councilor Jennings also stated that residents ere paying attention to their water usage. He stated that Public Works will adjust utility bills if a water leak is found. He also reminded the Council that the Wastewater Committee spent many hours over the last year to informthe customers of the pending rate change and to educate them on water conservation. Councilor Hagenauer commended the Police Department for setting up the radar unit on E. Hardoastle which did help to slow down the vehicular traffic. Councilor Sifuentez statedthat she had also received several complaints on the new sewer rates. She reminded the public that each household needs to conserve water during the winter months in order to have a lower sewer rate. Public Works Director Tiwari spoke on the philosophy behind the change in the rate structure from a flat rate to a fair share concept. Each utility customer has an opportunity during the months of November, December, January and February' to conserve water in order to keep the flat rate cost over the next 12-month period at a lower level. The average sewer bill for 3 people (assumes average water usage of 700 cua ft.) is $26.38 while the estimated average cost for 4 people is around $30.00. He reiterated that adjustments ere available in the event of a water leak or meter error an~he encourage water conservation over the next few months. The City will continue to send flyers with the utility bills to provide tips on water' conservation. Councilor Pugh stated that he still felt that this issue should be discussed further at a later date. RX~C~TIVE ~RBgION. JENNINGS/FIGLEY .... adJourn to executive session under the authority of ORS 192.660(1)(h) to consult with legal counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. The motion passed unanimously. The meeting adjourned to executive session at 8:50 p.m. and reconvened at 10:05 p.m.. Page 7 - Council Meeting Minutes, January 8, 1996 TAPE READING 0360 3A COUNCIL MEETXNGMI~UTES January 8, 1996 Following the executive session, no action was taken by the Council. .aDJOURNMENT. JENNINGS/FIGLEY .... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 10:05 p.m.. APPROVED. NANCY A. KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, January 8, 1996 Executive Session COUNCIL MEETING MINUTES January 8, 1996 3A DATE.. CONFERENCE ROOM, CITY HALL, CiTY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 8, 1996. CONVENED. The Council met in executive session at 8:55 p.m. with Mayor Kirksey presiding. Mayor Kirksey Present Councilor Chadwick Present Councilor Figley Present · Councilor Hagenauer Present Councilor Jennings Present Councilor Pugh. Present Councilor Sifuentez Present Staff Present: City Administrator Childs, City Attorney Shields, Community Development Director Goeckritz, Public Works Director Tiwari, City Recorder Tennant Press: Shelby Case, Woodburn Independent The executive session was held under the authority of ORS 192.660(1 )(h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. Mayor Kirksey reminded the Councilors, staff, and press that information discussed in executive session is not to be discussed with the public. Attorney Shields provided the Council with updates on the pending litigation case of Mar-Dene Corp. v. City of Woodburn. ADJOURNMENT. The ,executive session adjourned at 10:02 p.m.. APPROVED NANCY A. KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Executive Session, Council Meeting Minutes, January 8, 1996 CITY 'OF WOODB. URN 270 Montgomc-ry Street · Woodburn, Oregon 97071 (503) 982-5222 TDD (503) 982-7433 · FAX (503) 982-5~244 PROCLAMATION CATHOLIC SCHOOLS WEEK January 29 - February 2, 1996 WHEREAS, every year the Catholic schools throughout the United States celebrate their important contributions to the educational endeavors of our nation during a week of special activities; and WHEREAS, everyone has a stake in education and every citizen is responsible for the future of this country and that future will be determined by how well we educate our children; and WHEREAS, the administrators and teachers at St Luke School are dedicated to the children and can take great pride in the fact that the school has served the Woodburn community since 1903 and has provided a 'School You Can Believe In." NOW, THEREFORE, I, Nancy A. Kirksey, Mayor of the City of Woodburn do hereby proclaim the week of January 29 - February 2, 1996 to be CATHOLIC SCHOOLS WEEK in the City of Woodburn and ask our citizens to recognize and appreciate the many contributions the Catholic schools make in our community. IN WITNESS WHEREOF, I have hereunto set may hand and caused the seal of the City of Woodburn to be affixed this 18th day of January, 1996. Nancy A. Kirksey, Mayor City of Woodburn 6A January 11, 1996 To the Mayor and Council: This letter is to point out and emphasize the admirable efforts of two Woodburn residents who have made a tremendous impact on the City's major wastewater treatment project. Preston Tack and Gil Flaugher served on the Woodb.um Wastewater Advisory Committee as very active members. They spent the time and effort to be aware of all aspects of this very complicated process and procedure of defining Woodburn's future direction in waste water. Their concern and persistence in pointing out needs and possibilities for treatment options was pivotal in the decision-making process the committee went through. Since the conclusion of the Waste Water Advisory Committee's activities, Preston and C-il have maintained a presence at most of the Waste Water Consultant Selection Task Force's meetings and have contributed valid points during that task force's progress towards a decision. They are not afraid to take a minority position, and they are adamant that Woodbum's needs be met in the best possible way. Their admirable efforts are applauded by us. Woodburn has been well served by these concerned citizem. The solutions for Woodbum's waste water treatment have been arrived at by an open, public process involving citizens of the community. As far as the consultant selection task force and its open process, Woodbum has led the way for citizen participation and has set an excellent example for other communities. If other communities have participation comparable to' Preston's and Gil's at Woodbum, they will all be able to move forward positively. Woodbum Wastewater Consultant Selection Task Force 970 Mont. somcr~/Street Woodbum, Oretjon 97071 (503) 98{2-5{2~ TDD (503) 98~-7433° FP0((503) 98~-5~44 January 17, 1996 6A Woodburn Wastewater Consultant Selection Task Force Mary Shelby, Chair Frank Sinclair Scott Burlingham Dean Morrison Steve Starner Gentlemen: This is to acknowledge your letter of January 11, 1996 concerning the role of Preston Tack and Gil Flaugher as members of the Wastewater Advisory Committee. Your letter has been shared with each City Council member. The contributions mede by Messrs. Tack and Flaugher, as well as those of the entire WAC membership, have been sincerely appreciated. As you know, a special open house to recognize the committee, including presentation of plaques during the regular Council meeting, was held on November 27, 1995. On a related note, we want to commend you, the five members of the Consultant Selection Task Force, for the considerable time, effort and thought devoted to the selection of a consulting firm to design the new waste water treatment plant. Representing probably the single most costly consulting contract in the city's history, the extensive research, analysis and comparison afforded by Your collective expertise is invaluable to the city in making the right choices as we begin this important project. Sincerely, Nancy A. Kirksey, / Mayor of Woodburn CC: Councilors City Administrator Public Works Director 8A MEMO TO: FROM: SUBJECT: DATE: Mayor & City Council through City Administrator Community Development Director S Lc= Community Development Block Grant January 18, 1996 The Housing Rehabilitation Task Force recommends the Woodburn City Council approve the request to submit a proposal for a Community Development Block Grant application in the amount of $300,000 for a city-wide Housing Rehabilitation program. In addition the City will utilize $30,000 paid back to the city from prior Housing Rehabilitation programs as the city's share of the grant proposal. Under this proposal, no city tax dollars will be used to either administer or rehabilitate homes. If the grant is approved, Iow interest loans would be made available to qualified homeowners which are paid back to the city at the time of sale or transfer of title. It is anticipated the program will provide for the rehabilitation of approximately 30 homes. The positive results of the program include energy efficiency, extended life of the dwelling and a positive contribution towards community beautification. Presently the city is in the process of finalizing an existing Housing Rehabilitation program whereby 40 homes are to be rehabilitated. It is anticipated all those funds will be committed by July, 1996, an admirable accomplishment since this task was completed in one year rather than two years as allowed by the state. This reflects a strong positive light on the administrator of this program Mr. Steve Martinenko. O~N COMMUNITY DEVELOPMENT Oregon Economic Development Department 775 Summer St. N.E. Salem, Oregon 97310 Ph: (503) 986-0122 1996 0RECK)N COMMUNITY DEVELOPMIkNT BLOCK (~RANT APPLICATION PI. RASE SUBMIT AN ORIGINAL AND 2 COPIES SECTION 1: APPLICANT Applicant: Address: Telephone: FAX No: Contact Person: Address: Telephone: FAX No: City of Woodbum 270 Montgomery St Woodbum, Oregon 97071 503/982-5246 503/982-5244 Steve Goeckritz Same as above 503/982-5246 503/982-5244 PROJECT TITLE: (6 words or less) CITY OF WOODBURN, Project Type~: (Check One) Community Facilities Handicapped Accessibility X Housing Rehabilitation HOUSING I~-iHABHATATION PROGRAM SECTION 2: FUNDS RF_~UESTI~ AND PROJECT COSTS CDBG Funds requested $ 300.000 Applicant $ 30.000 Other funds $ -0- Total Cost of Project $ 330.000 SECTION 3: PROJECT SUMMARY BRIEF DESCRIPTION OF NEED: (Use only the space provided for a brief description of the problem to be solved and its effects on your community.) The Woodburn Housing Rehabilitation Program is designed to meet the CDBG national objective of providin4 benefit to low and moderate income families which comprise 62.9% of the city's population. Of the total number of approximately 2,400 living in sub-standard housing, approximately 125 persons will be served. See program narrative. 1996 OCDBG Application Page 1 of 11 BRIEF DF_~CRIFFION OF SOLUTION: (Use only the space provided for a brief description of the project activities and how they will address the problem described above.) Each eligible structure will receive repairs to alleviate 1) health and safety conditions; 2) critical structural defects, 3) code related items. 8A PROJECT BENEFICIARIES (Do not include ranges, e.g., 50-75) Total number of persons benefitl~d: Number of low and moderate income persons benefitted: Number of housing units to be assisted: 125 125 30 SECTION 4: ATFA~ TO APPLICATION All of the items listed below must be submitted with every application. Check to indicate that each is enclosed. Map of project service area National Objective Documentation per Appendix D- Citizen Participation Documentation Evidence of contact with one or more groups which represent low/moderate income persons Notices for two Public Hearings Minutes of two Public Hearings Supplemental Budget page which details the cost of activities shown with an (*) on the budget form* HUD Disclosure form (from Appendix E) Other attadunmts are required for some projects. Carefully review the application questions to identify those that require additional attached information. SECTION 5: CEMTIFICATION I certify that, to the best of my knowledge: 1) all information contained in this application is valid and accurate; 2) the submission of this application has been authorized by the governing ~body of the city/county; and 3) if funding is received, we will comply with all federal and state requirements that apply to the use of Community Development Block Grant funds. Signature* Name* Title Date (type or print) *Signature and name of highest elected official or othe~ individual officially authorized to sign on behalf of the applicant. 1996 OCDBG Application Page 2 of 11 SECTION 6: GENERAL INFORMATION Ao Ocneral Map. Attach a map of the project service area. the beneficiaries of the project reside. The project area is the area where Is the project in your jurisdiction? (X) Yes ( ) No If no, explain below. National Objective. Attach a description of how the project meets a CDBG national objective per Appendix D of the 1995 Applicant's Handbook. ~. Answer each of the following questions. Attach a brief explanation for all "Yes" answers. Project will involve property that is in the 100 year floodplain, the five hundred year floodplain, or an area that could be considered a wetland. Yes (X) No Project will involve building on bare land or altering an existing building. ( ) Yes (X) No If yes, also answer a. - d. below. () a. Is the project site previously undisturbed ground? ( ) Yes ( ) No b. Is the project site in an established or proposed historic or conservation district? ( ) Yes ( ) No c. Is the project site/building listed in a local cultural resource inventory? () Yes () No d. Does the project involve a structure that is 50 years old or more? () Yes () No Is the pwposed project a community fadlity and is there, within the line of sight of the property, a tank that could or does contain an explosive or flammable substance? () Yes (x) No Is the proposed project located within normal hearing distance of a highway, freeway, railroad or airfield? () ¥es ix) No 1996 OCDBG Application Page 3 of 11 Prouerty Acn_uisition. Will the project involve the acquisition of real property or permanent easements (with CDBG or any other source of funds)? ()Yes (X)No If yes, have activities related to the acquisition to-date been ca~ed out in compliance with the federal Uniform Relocation Assistance and Real Property Acquisition Policies Act? () Yes () No Will any property or permanent easements be donated for the project? ()Yes (X)No Attach a copy of any sales agreement or option that has been negotiated for property that will be used in the proposed project. Antidts_nlacement and Relocation. Will the project involve the demolition or conversion to another use of a residential structure (e.g., turn a home into a homeless shelter)? ()Yes (X)No If yes, answer the following: 1. Is the structure currently occupied? ( ) Yes ( ) No Has the applicant discussed the federal requirements for one-for-one replacement of low/moderate income housing units and relocation benefits with OCD staff/ () Yes ()No Have actions been taken to document compliance with the federal rules governing One-for-one replacement and relocation such as documenting current tenants, rents, and utility costs; providing written notice to tenants about the pro~sed project;' and estimating the cost of benefits? () Yes ()No If yes, attach a description of these actions. Facility Ownership - Who owns the facility to be acquired or improved as a result of this project? Will the facility be transferred to another entity upon completion of the project? ( ) Yes ( ) No If yes, attach a description of the entity and the expected conditions of the transfer or sale. 8A 1996 OCDBG Application Page 4 of 11 Admini~ration Plan - Identify who the applicant expects to administer the project and how the service will be procured. S. L. Martinenko - contract 8A Bo Community Dvvelopment Plan Long Range Community_ Development Plan The state will accept the local comprehensive plan that is acknowledged by the Land Conservation and Development Commission as the long-range community development plan. Is the project consistent with the local comprehensive plan? (X) Yes ( ) No If no, explain. The explanation must include any plan amendments or zone changes which still must take place before the project can proceed, and the timing expected for those decisions. Short Range Commu~ni_tv Development Plan List at least 3 projects or activities which your jurisdiction intends to undertake, as funds are available, to address community development needs, including the needs of low and moderate income persons. Percent low and moderate income ~ _z~'$ons pro_iect would benefit 1. Wn~e Treatment Facility 2. Core area infraneructure 3. Retired Senior Volunteer Proc, ram 4. 1996 OCDBG Application Page S of 11 ¢. 8A Citizen Partici_mtion Plan Please respond to each of the following required Citizen Participation Plan elements. Appendix C contains additional guidance for your response and the necessary documentation. Low and mofl~ra_te income citizen participation 1. Name of one or more organizations in your community that represent or act as advocates for low and moderate income persons: 1) Retired Senior Volunteer Program 3) Woodburn I&R 2) Salud de La Familia Clinic 4) Headstart Attach evidence to show that you contacted these groups to inform them about the CDBG program and encourage their participation in the discussion of community development projects prior to making the decision to submit this application. (See att//5) Were you asked by any groups representing low and moderate income persons to give them technical assistance in developing CDBG project proposals? ( ) Yes (X) No If Yes, briefly describe the request and the kind of assistance you provided. ppblic Hearings/Access to information 1. Dates the required public hearings by the governing body were held: lan 8. 1996 1st Hearing ~an 22. 1996 2nd Hearing Attach copies of the notices of public hearings and minutes of the meetings. Minutes must show that the required topics were discussed; see Appendix C for more information. Name of the location where citizens can review information about the applicant's community development program, such as minutes of meetings. Community Development Dept, Woodbum City Hall, 270 Montgomery St, Woodburn, OR 97071 Accommo~____tion of Non-En_~lish S_oeaking Residents Are there a signifi~t number of non-English spewing residents in your community? (X) Yes ( ) No If yes, describe how they were informed about this grant application. In order to accommodate non-English speaking persons, the city had an interpreter at the public hearing to convey information and/or questions about the CDBG Program and the proposed grant application. 1996 OCDBG Application Page 6 of 11 SECTION 7: NARRATIVE (Attach additional sheets if necessary) 8,6, Pr01Ilem Statement -- Need for Project and Impact of the Problem (150 points maximum) - Describe the present situation you will be addressing if awarded grant funds. Be specific in describing the problem or need and the impact of the problem on the community. Note: See following pages for narrative. Solution Statement (150 points maximum) - Describe the proposed accomplishments you would make with grant funds addressing each of the headings. Note: See following pages for narrative. 1996 OCDBG Application Page 7 of 11 Readiness to Proceed (60 points) Note: See following pages for narrative. 8A ~ (50 points) Note: See following pages for narrative. HOUSING 1H~HABH~ITATION APPLICATIO~ ONLY l'ro~m Income Plan - What does the applicant intend to do with income generated from the use of grant funds (loan repayments). X Continue a housing rehabilitation program in the community that complies with federal requirements. __ Return program income to the state. 1996 OCDBG Application Page 8 of 11 SECTION 8: OBJECTIVE POINT CATEGORIF~S & PROPOSED ACCOMPLISHMEN'~ The information in this section must coincide with the other data provided in the application. ALL APPLICATIONS Applicant's Percentage of Low and Moderate Income Persons (60 points) 62.9 % of low/moderate income persons Source: Appendix A of Applicant's Handbook or a survey approved by OEDD. Proposed Accomplishments (Do not use ranges, e.g., 50-75) 12~ Total number of persons to benefit from project 12~ Total number of low and moderate persons to benefit from project Enter these numbers on Page 2 of the application under Project Beneficiaries. Attach an explanation about how the number of beneficiaries has been estimated. See att//6. FOR COMMUNITY FACHJTIES APPLICATIONS ONLY Cost of CDBG Dollars per Person to be Served (25 points) 1. CDBG dollars requested 2. Number of unduplicated individuals the proposed facility will serve in the first year after project completion. 3. CDBG Cost per Person (Divide 1. by 2.) Source: Attach documentation of how the number of beneficiaries has been determined. FOR HOUSING REHABILITATION APPLICATIONS ONLY Age of Housing (25 points) 14.1 % of housing units built prior to 1950 Source: If rehabilitation is to be community-wide, use 1990 Census data in Appendix A. ff project area is uller than the npplicant city or county, use comparable 1990 Census data. N_u_m_hor of units tO be rehabilitated (Do not use ranges, e.g., 50-75) 30 Units FOR ltANDICAIq~ED ACCESSIBILITY APPLICATIONS ONLY Perceatage of Persons with Mobility Limit3tions (2~ points) 5.7 % of persons age 16 and ove~ with a mobility limitation Source: Appendix A of the Applicant's Hnndbook. 8A 19~ OCDBG Application Page 9 of 11 SECTION 9 - BUDGET INSTRUCTIONS Type applicant name nnd project title at the top. Fill out the budget form to account for aH revenues to be spent during the project period (two years from date the grant contract is signed).. Do not include costs paid or incurred prior to the contract Type each source of funds in the large boxes to the right of 'CDIK~ Grant". Type in the project costs for each project activity under the appropriate source. Total all costs in both rows and columns. The following information clarifies the activities listed: Line 1: Any activity involving the purchase, sale or clearance of real property. This may include the cost of appraisals and attorney fees related to the transaction. Uae 2: Rehabilitation and construction costs for Community Facilities are entered on this line. Line 4: Do not include curbs, sidewalks, curb cuts, street lights, etc., Budget these under 85, Other Public Facilities. Une 6: Public services not directly linked to the management or administration of a Community Facilities or Housing Rehabilitation project. A maximum of 15% of the total grant request can be budgeted for labor, supplies and materials needed to provide a new service or a quantifiable increase in an existing service during the grant period. Uae 7: Temporary or permanent relocation assistance. Line 1 O: Non-administrative soft costs of housing rehabilitation programs, such as housing rehab specialists, LID formation, inspection services etc. (Sometimes called Ope'rations.) Line 11: Une 12: Construction costs for Handicapped Accessibility projects go on this line. Up to $15,000 or 10% of the grant request, whichever is lower, may be entered for costs associated with CDBG grant edministmtion of projects in the Community Facilities, Handicapped Accessibility and Housing Rehabilitation categories. The maximum that can be entered for a Technical Assistance grant is $750. Uae 13: Contractual services-for non-construction and non-administrative work related to the project such as engineering design and inspection services, architectural services, and other related professional services. Provide details in a supplemental budget. Do not show contractual services for housing rehabilitation projects or grant administration, since these are entered in lines 10 and 12. Line 14: A maximum of 10% contingency, based on estimated construction costs, can be included. Use of the contingency funds must be approved in advance by the Oregon Economic Development Department. Una 15: Identify any costs that do not appear to fit on other lines. Discuss "other" costs with a project coordinator before submitting the application. A supplemental budget must be attached that details costs for all line items shown with an *. 8A 1996 OCDBG Application Page 10 of 11 8A IOA MEMO TO: FRO M: SUBJECT: DATE: City Council through the City Adml/n~,trator Ben Gillespie, Finance Director J~~/'~/~ Authorization to Purchase Federal Surplus January 11, 1995 RECOMMENDATION: It is recommended that the City Council approve the attached resolution authorizing the City Administrator to sign an agreement allowing the City to purchase surplus Federal equipment. BACKGROUND: The Federal government allows state and local governments to pur- chase surplus equipment at favorable prices. The State of Oregon also makes its surplus available to local governments through the same program. The City of Woodburn has taken advantage of this program for several years. Every three years the City has entered an agreement defining the terms of the City's participation. The current agreement expires in February. This agreement will allow the City to purchase surplus Federal and State equipment for the next three years. COUNCIL BILL NO. / & f ~' RESOLUTION NO. A RESOLUTION AUTHORIZING RENEWAL PARTICIPATION IN THE FEDERAL PROPERTY UTIUZATION PROGRAM. WHEREAS, the federal government provides for the release of federal surplus property to local governments for public purposes; 8nd WHEREAS, the City of Woodburn can utilize said surplus property as a cost-effective supplement to operational services; and WHEREAS, the City of Woodburn has been a previous participant in the program; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The City Administrator is authorized to sign the 'Authorization of Participants' in the Federal Property Utilization Program, a copy of said authorization being attached hereto, and incorporated herein by this reference. A,,,,rov,,,,., ,o 1'"'/5'"- ?7- City Attorney Date IOA APPROVED: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST' Mary Tennant, City Recorder City of Woodburn, Oregon NANCY A. KIRKSEY, MAYOR Page I - COUNCIL BILL NO. RESOLUTION NO. RETURN POLICY 10A PRG~RTY ACQUIRED THROUGH THIS PROGRA..M IS DONATED ON AN "AS IS - WHERE IS" BASIS, WITH NO WARRANTY OR GUARANTEE OF ANY KIND. THIS POLICY APPLIES TO FEDERAL SURPLUS PROPERTY ACQUIRED FROM THE FEDERAL SURPLUS PROGRAM WAREHOUSE AND DOES NOT APPLY TO PROPERTY SCREENED BY A DONEE SCREENER. THIS POLICY DOES NOT INCLUDE REIMBURSEMENT OF ANY COST ASSOCIATED WITH RETURNING PROPERTY TO THE FEDERAL SURPLUS PROGRAM WAREHOUSE. CREDIT WILL ONLY BE EXTENDED AGAINST SERVICE CHARGES REFLECTED ON THE ORIGINAL ISSUE AND INVOICE DOCUMENT FEDERAL REGULATIONS REQUIRE THAT PROPERTY BE PUT INTO USE, FOR THE PURPOSE FOR WHICH IT WAS ORIGINALLY OBTAINED THROUGH THE DONATION PROGRAM, WITHIN ONE YEAR FROM THE DATE OF ACQUISITION (DATE ON THE ISSUE AND INVOICE DOCUMENT). WE REALIZE THERE CAN BE EXTENUATING CIRCUMSTANCES AND HAVE ESTABUSHED THE FOLLOWING RETURN POUCY: 1. IF RETURNED TO OUR AGENCY WITHIN 30 DAYS OF THE DATE ON THE ISSUE AND INVOICE DOCUMENT, FUU. CREDIT OF THE SERVICE CHARGE AMOUNT WILL BE EXTENDED. 2. IF RETURNED BETWEEN 30 AND 60 DAYS OF THE DATE ON THE ISSUE AND INVOICE DOCUMENT, 50% OF THE SERVICE CHARGE WILL BE EXTENDED. 3. IF RETURNED AFTER 60 DAYS OF THE DATE OF THE ISSUE AND INVOICE DOCUMENT, NO CREDIT WILL BE ALLOWED. IN ALL CASES, RETURN OF FEDERAL SURPLUS PROPERTY REQUIRES PRIOR APPROVAL FROM THE FEDERAL SURPLUS PROPERTY PROGRAM MANAGER. ALL PROPERTY WILL BE INSPECTED PRIOR TO ISSUANCE OF ANY CREDIT. THERE WILL BE NO CASH RETURNS. ALL RETURNS WILL BE CREDITED TO THE ACCOUNT OF THE DONEE ORGANIZATION. IF YOU HAVE ANY QUESTIONS CONCERNING THIS POMCY THEY SHOULD BE DIRECTED TO THE FEDERAL SURPLUS PROGRAM MANAGER AT 378-4711 EXTENSION 304. I CERTIFY THAT I HAVE READ, ABOVE. ' DATE DATE Frank Tiwari, pst Public Wks ~.q SIGNATJ. JRE~ OF AUTHORIZED REPRESENTATIVE THORIZED REPRESENTATIVE - ' SIGNATURE OF AUTHORIZED REPRESENTATIVE DATE SIGNATURJ~ OF AUTHORIZED REPRESENTATIVE IF ADDITIONAL SIGNATURES-ARE NI::I::OF-~, USE THE BAC-K OF THIS PAGE A UTIIORI~,D ~RFSF,1VTA TI~'~ L LEGAL NAME & MAILING ADDRESS OF APPLICANT ORGANIZATION: CITY OF WOODBURN IOA Name of Organization 270 MONTGOMERY ST Street Address (REQUIRED) ~-Nd~-r~s ~ ;ox'~u'mber, Street, city. state ams zip co~) MARION .(503 ) 9825216 A~REEBIG TO TERMS, CONMIION~ RESERVATIONS, AND ~ API:~.YING TO PROPERTY . DELETE AUTHORIZA ~S LISTED BELOW 0 ADDITIO~ DESIGNA~ ONLY Return to: FEDERAL 8URiX~ PROPERTY Salem, OR ~TZle-2S,~l REPRESENTA'I1VE$ : PRINTED NAME GERALD LEIMBACH DATA PROCESSING DON BEN EUBANK GILLESPIE HOLLY POLICE LIEUTENANT FINANCE DIRECTOR DIRECTOR OF PARKS AND REC CHRIS CHILDS, CITY ADMINISTRATOR lOB MEMO TO: FROM: SUBJECT: DATE: City Council through the City Ad.a~?istrator Ben Gillespie, FinanceD Authorization to Use the Purchasing Services of the State January 16, 1995 RECOMMENDATION: It is recommended that the City Council approve the attached resolution authorizing the Mayor to sign an agreement allowing the City to use the purchasing services of the State. BACKGROUND: The State allows Oregon cities and political subdivisions to buy items from vendors that have been selected trough the State's bidding processes. In this way other jurisdictions in the state can take advantage of the favorable prices the State achieves through its large volume of business. The City pays for this service on a sliding scale. For purchases less than ~200 there is no charge; the fee increases up to $500 for purchases over $500,000. Also, there is an annual Administration Fee of $150. The City has participated in this program for many years. lOB eoot eir. RESOLUTION NO. RESOLUTION ~UTHORIZIN~ ~ ~REEME~T ~TH THE STATE OF ORE~ON DEP~I, RTMENT OF ~ENEI~.L SERVICES FOR PURCH~IN~o WHEREAS, the City has in the past contracted with the State of Oregon Department of General Services to enable the City to take advantage of State purchasing services, and WHEREAS, it is in the interests of the City to formalize said agreement and continue said agreement, NOW, THEREFORE, THE CITY OF NOODBURN RESOLVES AH FOLLOWS~ Section 1. That the Mayor is authorized to sign on behalf of the City the 1996 Cooperative Purchasing Agreement with the State of Oregon, General Services Division. Section 2. That said agreement is attached hereto and, by this reference incorporated herein. City Attorney a APPROVED: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder NANCY A. KIRKBEYt MAYOR ATTEST: Mary Tennant, Deputy Recorder City of Woodburn, Oregon Page ! COUNCIL BILL NO. RESOLUTION NO. ~OB STATE OF OREGON COOPERATIVE PURCHASING PROGRAM (ORCPP) CINDY MUSGROVE PROGRAM COORDINATOR · DEPARTMENT OF ADMINISTRATIVE SERVICES TRANSPORTATION, PURCHASING AND PRINT SERVICES 1225 FERRY STREET SE SALEM, OR. 97310 Ill PROGRAM QUALIFICATIONS '[ OB Thanl~ you for expressing an interest in participating in the Oregon Cooperative Purchasing Program. that your organization may participate in the program it must meet one of the following qualifications. Mark the qualification, A, B, C or D, that best describes your organization and submit the requested documentation with the signed Oregon Cooperative Purchasing Agreement. My organization ~'/~.~f 052 ~OOrjb~J,~j3 is a: A. _~ Division or unit of local government having separate autonomy such as Oregon counties, cities, municipalities or other public corporate entities having local gOverning authority. A United States governmental agency or American Indian tribe or agency. So Be Qualified nonprofit agency for disabled individuals participating in the program set forth in ORS 279.820 to 279.850. If your organization meets qualification B it must be certified as a Qualified Rehabilitation Facility with the Purchasing's Special Programs Coordinator. Information regarding certification is available by calling 373-1250. Residential program under contract with the Department of Human Resource (DHR) or a division thereof to provide services to youth in the custody of the state. If your organization meets qualification C provide us with a letter from DHR or division thereof confmning your contract with them. The letter must be on agency letter head and contain the following information: ao Scope of contract, what service is being provided. Contract number Starting and expiration dates of contract. State Contract Administrator's, name, original signature, mailing address & telephone number. Public benefit corporation "as defined in ORS 65.001 that provides p.ublic services either under contract with a state agency, as defined in ORS 171.133, or under contract with a unit of local government, as defined in ORS 190.003, that fiinds the contract, in whole or in part with state funds." To qualify under qu,liflcation D, your organization must meet the requirements listed in DI, D2, D3 and must submit to us required information in D4. D1. Is an active status Domestic, Nonprofit Corporation which is (must be one of the following): ao Formed as a public benefit corporation pursuant to OKS 65.044 to 65.067; Designed as a public benefit corporation designated by statute; Recognized as tax exempt under section 501 (c) (3) of the Internal Revenue Code of 1986 or Otherwise organized for public or charitable purpose in accordance with its articles of incorporation and bylaws; Q~jalification D continues on the back of this page. lOB D2. Is restricted so that on dissolution it must distribute its assets to (must be one of the following) D3. D4. ao An organization organized for a public or charitable purpose; A religious corporation; The United States of America; A state of the United States of America, or A person who is recognized as exempt under section 501 (c)' (3) of the Internal Revenue Code of 1986; IS NOT a "religious corporation" as defined in ORS 65.001(33). Submit a letter from the State or Ix)cal government agency confirming your contract with them. The letter must be on agency letter head and contain all the following information: a. Scope of contract, what service is being provided. b. Contract number- c. Starting and expiration dates of contract. d. Contract Administrator (State or Local Government) must verify that the contract is funded by State funds in part or in whole. e. Contract Administrator's (State or Ix>cai Government): name, original signature, mailing address & telephone number. lOB OREGON COOPERATIVE PURCHASING AND ADVERTISEMENT AGREEMENT This Oregon Cooperative Purchasing Agreement ("Agreemem") is entered imo pursuant to ORS 190.110, 190.240, 279.855 and 656.753 (2) by and between the State of Oregon, acting by and through its Department of Administrative Services (DAS), Purchasing ("State"), and (5 ~1-~ o~- ~o~o~q~ a Qualified Non-State Agency ("Qualified Agency"), as defined in ORS 190.003, 190.110 (1), 190.240, 279.855 (1) through (3) or 656.005 (24) and 656.752. Purpose: The State allows Qualified Non-State Agencies which enter into Oregon Cooperative Purchasing Agreements to participate in the Oregon Cooperative Purchasing Program CORCPP"). Qualified Agency desires to participate in the ORCPP and therefore enters into this Agreement with State. It is understood that Qualified Agency's execution of this Agreement and payment of the program administration fee allows, but does not obligate, Qualified Agency to use the ORCPP services provided by the State. Term of Agreement: This Agreement, which is effective as of the date it is signed by the State, shall remain in effect for one year from the effective date and, unless renewed, shall terminate Agreement Renewal: This Agreement may be renewed for one-year extension periods upon mutual agreemem of the State and Qualified Agency. Notice of intent to renew shall be submitted in writing to the State's ORCPP Coordinator at least 30 days prior to the termination date set forth in paragraph 2, above. Responsibilities of the State: Upon the (~_,nli6ed Agency's execution of this Agreement and payment of the program administration fee, the State shall: ~ Support Software: Provide Qualified Agency with custom telecommunications sof~ware that will allow Qualified Agency acce~ to the State's Vendor Information Program (VIP). Bo Price Agreement Purclmses: Amhod~ Qualified Agency to place orders with.contractors on State price agreements using Contract Release Order (CRO) forms. The State will provide contractors with a list of Qualified Agencies autho~ to purchase from price agreements.- Procedure: Assign CRO forms and purchase requ forms to Qualified Agency. Additional forms are available from the State upon request. Purchase Request Purchases: Issue solicitation doomaents (Invitations to Bid or Request for Proposals) upon receipt of a Purchase Request. (Issuing solicitation documents consists primaffiy of the State preparing an Invitation to Bid or Request for Proposal that complies with Oregon's public purchasing statutes and rules, placing the document on the State's VIP system, and administering the procurement process.) The Purchase Request must have an estimated value of more than $25,000 and must specify in detail the goods or trade services desired. The State will issue solicitation documents ORCPP, page 1 lOB Fo upon receipt of a Purchase Request only if doing so will not result in duplication of existing State price agreements fi-om which the Qualified Agency is authorized to purchase. Upon request of the Qualified Agency, the State will assist in other aspects of the procurement process, such as bid or proposal evaluation and bid or proposal preparation for Qualified Agency award recommendation (Reference Fee Schedule B). Contracts shall be awarded to the lowest responsive, responsible bidder, or the best proposer, as appropriate, in accordance with the provisions of(i) the Oregon Revised Statutes ("ORS"), particularly chapter 279, and (ii) the Oregon Administrative Rules ("OAR"), particularly chapters 125 and 137. Following comract award, Qualified Agency shah be responsible for all matters of commct administration, such as but not limited to: inspection of goods, supervision of trade services contractors, and compliance with or enforcement of manufacturer or contractor warranties. User and Vendor Infomation: Information that (i) will allow Qualified Agency to transfer (upload) its ITBs and RFPs to the State's VIP system4 (ii) on how to promote the use of the VIP system to the vendor community. Automated Billing - Solicitation (Bid) Advertisment: Provide detailed documentation supporting each State invoice, identifying the actual solicitations (ITBs and RFPs) tmmqf~ed to, and advertised on the VIP system. This information will accompany each monthly invoice. Responsibilities of the Qualified Agency: During the term of this Agreement, Qualified Agency shall: Price Agreement Purchases: Complete and send to State, by the 10th day of each month, a monthly CRO Register, together with all blue copies of CRO's reporting purchases made from State price agreements during the preceding month. Negotiation: Pursuant to OAR 137-30-090(5) and 137-30-105, relating to State procurement and contracting Qualified Agency agrees not to use prices on State price agreements and purchase request procurements, or either of them, in an attempt to negotiate more'favorable prices from contractors. Contractor prices on State contracts sb~ll not be used for negotiation or any purpose other than purchases made/n accordance with thi~ Agreement. Solicitation Advertisement: Transfer (upload) solicitations (ITBs and RFPs) information in a form and according to the process identified by the State. Responsibility for Content and Substance: Take full and complete responsibility for the eoment and substance, as well ns the grammnfi~ and textual quality, of the solicitation information trnn~ed to the VIP system. ORCPP, page 2 lOB Consideration: There is a cost for services provided by the Oregon Cooperative Purchasing Program. The Qualified Agency shall pay to the State an annual, non-refundable, program administration fee in the amoum of $150 upon execution of this Agreement and on each yearly anniversary thereafter while this Agreement remains in effect. There are additional "Service Charges" based on actual service usage. Service charges for (i) individual purchases from price agreements and (ii) solicitation document developmem and procurement administration (iii) advertisement of Qualified Agency ITBs and RFPs will be invoiced at the end of each month according to Fee Schedules A, B and C. Service charges are due and payable within 30 days of the date of the invoice. Past due accounts may result in assessment of late payment charges at the rate of eight percent (8%) per annum. Note: The State reserves the right to change the Fee Schedule at any time, subject to the requiremem to provide Qualified Agency with at least 30 days prior written notice. Fee Schedule A - Individual Usage of State's Price Agreements value of Contract Release Order $ 0.00 to 199.99 $ No Charge $ 200.00 to $999.99 $ 20.00 $1,000.00 to $ 4,999.99 $ 50.00 $ 5,000.00 to $ 9,999.99 $ 75.00 $10,000.00 to $ 49,999.99 $ 100.00 $ 50,000.00 to $ 99,999.99 $ 150.00 $100,000.00 to $499,999.99 $ 300.00 $500,000 and over $ 500.00 Fee Schedule B - Solicitation Document Development Invitations to Bid/Preparation for award recommendation - $300.00 * Invitations to Bid/Cxnnbining State and Qualified Agency purchase requests - up to $300.00 * Requests for Proposal- $300.00 to $500.00 * Proposal Evaluation/Preparation for award recommendation - $25.00 per hour. * Each request will be evaluated for its complexity and estimated time involvement. Fee Schedule C - ITB/RFP Advertisement (i) Qualified Agency shall pay $45.00 for each ITB and RFP transferred (uploaded) to the VIP system if the estimated contract price is equal to or greater than $25,000; (ii) Qualified Agency shall pay $25.00 for each ITB and RFP transferred to the VIP system if the estimated contract price is less than $25,000. ORCPP, page 3 1OB 10. 11. 12. 13. Termination: This Agreement may be terminated by either State or Qualified Agency upon 30 days' written notice. No such termination shall prejudice any rights or obligations of either party already accrued prior to the effective date of termination. Hold Harmless, Indemnity: Qualified Agency shall defend, hold harmless and indemnify State, its divisions, officers, employees, agents and members from all claims, suits, or actions of whatsoever nature resulting from or arising out of the acts or omissions of Qualified Agency, or its officers, employees, agents or subcontractors, under this Agreement. Successors in Interest, Assignment: The provisions of this Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. Neither party shall assign or transfer its imerest in this Agreement without the prior written consent of the other. Public Use: Qualified Agency represents and warrants that all purchases made through the ORCPP shall be for public use and benefit only. No goods or services may be devoted to, or resold for, personal use or profit. Limitation of Linbility: Qualified Agency understands and agrees that the State makes no representation or warranty regarding the suitability, durability, merchantability or fitness for a particular purpose of any goods or services available through this Agreement. Qualified Agency agrees that the State shall not be subject to any claims, actions, or liability arising out of or in any way related to any defect, malfunction, or damage of any nature arising from or related to goods or services obtained from contractors through this Agreement. Further, the State shall not be liable for any direct, indirect, incidental or consequential damages sustained by Q~_mlified Agency and arising out of or in any way related to goods or services obtained from contractors through this Agreement. Authorized Agents: (~mlified Agency agrees to (i) provide State a list of all persons authorized to sign Purchase Requests on behalf of the Qualified Agency, including samples of such persons' signatures, and ('fi) immediately inform State of any change in atttho~ hgents. Applicable Law, Venue: This Agxeemem shall be governed by and construed in accordance with the laws of the State of Oregon. Qualified Agency agrees to comply with all laws, rules and ordinances applicable to this Agreement, including but not limited to, ORS 279.312, 279.314, 279.316 and 279.320. In the event of any litigation between the State and Quali~ed Agency arising out of or related to this Agreement, such litigation shall only be commenced and maintained in the Circuit Court of Marion County in Salem, Oregon. ORCPP. oa~e 4 lOB 14. 15. MERGER: THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OR PROVISIONS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN TI-lc SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. Signatures: Each party, by the signature below of its authorized representative, hereby acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms and conditions. Each person signing this Agreemem represents and warrants to have the authority necessary to execute this Agreement. NON-STATE AGENCY D.A.S. PURCHASING Signature: Signature: Name: NANCY A. KIRKSEY Name: Title: MAYOR Title: Date: Date: AGENTS AUTHORIZED TO SIGN PURCHASE REQUESTS ON BEHALF OF THE Sigrmmre: ~,~,,~ Signature:- - , ~., PUBLICH~~y_WORKS ~~ Signature: ~ Name: Nev~ - ~/ Park and Recreation Director IMPORTANT - COMI'LETE THE INFORMATION FORM ON ~ NEXT PAGE ORCPP, page 5 INFORMATION FORM 1 OB AGENCY NAME: .DDRESS: TEL # CITY OF WOODBURN 270 MONTGOMERY STREET WOODBURN, OR 97071 982-5217 FAX# 982-5244 LISTALL DMSIONS OR SECTIONS INYOURAGENCYAUTHORIZEDUNDERTHIS AGREEMENT Public Works (Includes: Street, Water, Wastewater, Engineering, P±annlng, Building, Code Enforcement) Police Department Finance Department Park and Recreation Transit/Dial-A-Ride ~rsonresponsible~rConlractReleaseOrderForms FAX# 982-~44 Administration Public Library Jeannie Deen TEL.# 982-5217 Conta~~for~pa~~ Karen Halter, Accts Pay TEL.# 982-5219 FAX# 982-5244 Inten~E-MailAddress: VIP Access Is the VIP syr, em installed on your comtm~? Yes, x No ffno, please send: What type of Computer do you have? (MAC, IBM Co ~mpafible or other) IBM compatible: D/T IdT XT 286 ~ 386 Macintosh: D/T LIT What type of Operating Environment do you have.* Stand Alone: Netwoda~ V Host Atlact~: Network Type: .~O'~-I-.t' I/4 DD xx3 1/2 DD 486 PENT DOS Version: )(, No Baud Rate (1200, 2400, 9600,14400) q/aOO COMPort(l, 2,3,4) ~ Program Administrative Fee $150.00 Payment method: Chec~ Visa or ~ Card # Expiration Date Se~l to: Department of Administrative Services Oregon Cooperative Purchasing Program Purchasing 1225 Ferry Street SE Salem, OR 97310 Agency#: USER ID: New Renewed For DAS Use OMy MEMO lOC TO: FROM: SUBJECT: DATE: City Council through City Administrator Works Program Manager/~ Public Bid Award for Used Transit Bus January 18, 1996 RECOMMENDATION: Award City of Woodburn Bid Number 96-08 for a used demonstrator transit bus to Western Bus Sales for $71,650.00, subject to receipt of capital grant agreement from the State of Oregon. BACKGROUND; City of Woodburn Bid Number 96-08 for a used demonstrator transit bus was opened on January 17, 1996 at 4:00 pm. The bus requested was a 1995 or newer model with less than 12,500 miles. The results were: Western Bus Sales, Inc. 71,650.00 The bus specified was similar to the newest city transit bus. The bid amount is less than budgeted due to less funding assistance than was expected from a federal grant (the city has not yet received the grant agreement to provide $52,000 in federal funds but has been assured the agreement will be here within 10 days). Staff advertised for a used bus when the additional funds could not be obtained to supplement an existing grant to purchase a new purpose built bus of this type whose purchase price is approximately $105,000. Bus manufacturers occasionally have demonstrator buses that are used for trade shows and dealer visits which have relatively Iow mileage and are offered at significant discounts from new. · The bus from We, stem Bus Sales is a World Trans 3000 with approximately 9,500 miles. It IS equipped for transit service and IS in full compliance with Americans with Disabilities Act provisions. The existing second bus, a 1987 Champion, has nearly 180,000 miles, is in very poor condition, end is unreliable. This vehicle was not designed for transit service and is past its expected life for transit service. IOD TO: FROM: SUBJECT: City Council thru City Administrator Assistant City Engineer Recommendation to Improve Harrison Sewer Connections. and Alley Intersection DATE: January 18, 1996 RECOMMENDATIONS: Award contract to Bob's Backhoe for construction of a new manhole on Harrison Street in the amount of $8,850. (Note: The budgeted fund in sewer and rehabilitation will be used for payment.) BIDS RECEIVED: bids were received: In response to City specifications sent to contractors, these 1. Bob's Backhoe $ 8,850 2. GELCO $14,690 Bonding and in.mmnc, e costs will need to be added to the contract. Bonding company has not provided this cost to the Contractor but Contractor's estimate is $700.00 for these items. BACKGROUND: A cross connection between the sanitary sewer system and thc storm syst~nn has e, xiste~ at I-lamson and ~ for at least two dec, ados. ( See sketch ) The cen~ feature of the unwanted cross-connection is a vertical "~W'; this "TEE" provides an opening to the sanitary sewer from the storm sewer. ~ Remove the "TEE" and replace it with a manhole; also, plug the line that now exists from "TEE" to storm sewer. 000 v~O0 ~-t~ ~t~ 1OD PROPo$~ ~' K I,STIk./C_~ VERTICAL Il T'E.I=" Conn~¢-h ~:~nl IOE MEMO TO: FROM: DATE: SUBJECT: MAYOR AND COUNCIL CHRIS CHILDS, CITY ADMINISTRATOR JANUARY 18, 1996 DOOR-TO-DOOR SOLICITATION BY ASSOCIATION THE AMERICAN HEART RECOMMENDATION: Issue permission for the American Heart Association, Oregon Affiliate, Inc. to conduct a door-to-door informational and fund raising campaign in Woodburn through March 15, 1996, and as previously directed by Council, that such solicitation be confined to between the hours of 8:00 a.m. and 5:00 p.m. The attached communication from the American Heart Association outlines the purpose of the organization and their intent to conduct a door-to-door informational and fund raising campaign in Woodburn. Pursuant to Woodburn Ordinance 1187, non-profit organizations, such as the American Heart Association, shall, in lieu of all other application and licensing provisions of the ordinance, apply to the council for permission to canvass for funds in the city of Woodburn. Such permission shall be issued without charge. The American Heart Association is an active non-profit corporation registered with the Oregon Secretary of State. Previous inquiries of the Oregon Department of Justice have disclosed no reported complaints in Oregon against this organization. Oregon Affiliate, Inc. 1425N.E. Irving, Suite 100 Portland, OR 97232-4201 Tel 503 233 0100 1 800 452 9445 American He. art and Stroke IOE January 11, 1996 Mr. Chris Childs 2 70 Montgomery Woodburn, OR 97071 Dear Mr. Childs: We're gearing up for our annual Residential Campaign in Woodburn. This year's volunteers will campaign for the ~lmerican Heart Association during the month of February, National Heart Month, through March 15, 1996. We will have local volunteers in the Woodburn area helping the American Heart Association by going door-to-door or mailing letters to neighbors to share information about how we fight heart disease and stroke within their local community as well as receive contributions their neighbors may wish to make. The American Heart Association is the nation's largest voluntary health organization devoted to the reduction of disability and death caused by heart attack, stroke and other cardiovascular diseases. The Residential Campaign is one of our traditional fund raising activities. The objectives are to distribute literature to a majority of the residential population as well as raise finds for the Oregon Affiliate. These funds allow us to continue our various statewide programs such as Schoolsite, Worksite, funding for research, as well as professional and public educational materials. Enclosed you will find a copy of this year's educational piece. If you have a~y questions, please feel free to contact me. Thank you for your assistance with our campaign for this worthy cause. I look forward to a successful campaign in your community. Sincerely, Teena Wood Residential Program Manager TW: bel ENCL MEMO TO: FROM: SUBJECT: DATE: City Council through the City Administrator Public Works Directo~~ Start of Contract Negotiation for New Treatment Facilities Design January 18, 1996 15A After a thorough review of the "Request for Proposals" and interviews with the design team, the Consultant Selection Committee has recommended that the city enter into contract negotiations with Brown and Caldwell consultants for design of the new treatment facility. The only recommended exception is for the poplar tree plantation design work. The committee worked very hard to keep the work professional, technically correct, and open to the public. A well qualified professional engineering consultant was hired to assist the committee. The final decision was between CH2M Hill Company and Brown and Caldwell Company. All members of the committee agreed that Brown and Caldwell will do a better systems design for the city. I have no doubt that the city will benefit from the efforts of the committee. I am pleased with the endeavors of the committee and very shortly staff will start the contract negotiation process. The final contract with recommendation will be brought to the council after its completion. GST:Ig i,~EG0.CC