ROLLCALL - Bisbee, AZ

AGENDA

AGENDA OF THE REGULAR SESSION OF THE MAYOR AND COUNCIL OF THE CITY OF BISBEE, COUNTY OF COCHISE, AND STATE OF ARIZONA, TO BE HELD ON TUESDAY, JULY 21,2015, AT 7:00PM IN THE BISBEE MUNICIPAL BUILDrNG, 118 ARIZONA STREET, BISBEE, ARIZONA.

THE MEETING WAS CALLED TO ORDER BY-------AT ___ _

ROLLCALL

COUNCIL Councilmember Eugene Conners, Ward I Councilmember Joan Hansen, Ward n Councilmember Shirley Doughty, Ward III Mayor Ronald Oertle Councilmember Anna Cline, Ward III, Mayor Pro Tempore Councilmember Douglas Dunn, Ward n Councilmember Serena Sullivan, Ward I

STAFF Jestin Johnson, City Manager Asblee Coronado, City Clerk Sharon Buono, Finance Director Cindy Moss, Personnel Director Albert Echave, Police Chief Jack Earnest, Fire Chief Thomas J. Klimek, Public Works Director/City Engineer Peg White, Library Director Robert Coronado, Sergeant at Arms

CITY ATTORNEY Britt Hanson

INVOCATION: A Moment of Silence

PLEDGE OF ALLEGIANCE

MAYOR'S PROCLAMATIONS AND ANNOUNCEMENTS:

CALL TO THE PUBLIC

"During tbe proper time on tbe agenda, taxpayers or residents of tbe city, or their authorized representatives, may address the council on any matter concerning the City's business or any matter over which tbe council has control (oral presentations shall not be repetitious and shall M confined to 3 minutes maximum duration.)" Ordinance 0-91-29.

THE FOLLOWING ITEMS WlLL BE DISCUSSED, CONSIDERED AND/OR DECIDED UPON AT TillS MEETING:

GENERAL BUSINESS:

1. ACCOUNTS PAY ABLE: Subject to availability of funds.

AGENDA OF THE REGULAR SESSION OF MAYOR AND COUNCIL JULY21,2015

2. Approval of the Consent Agenda

A. Approval of the Minutes ofthe Regular Session of Mayor and Council held on June 16, 2015 at 7:00PM.

Ashlee Coronado, City Clerk

B. Approval of the Appointment of Jill Darnielle to the Bisbee Arts Commission. Ashlee Coronado, City Clerk

C. Approval of the Appointment of Todd Bogatay to the Community Sustainability Commission.


D. Approval ofthe Appointment of Michael McPartlin to the Planning and Zoning Commission.


E. Approval of the Special Event Liquor License Application Submitted by the Olde World Church for an Event to be held at Club Kilimanjaro, 33 Subway Street, Bisbee, AZ on Friday, August 7, 2015 and Saturday, August 8, 2015 from 8:00PM-9:30PM; Carrie Mitten-Girsch, Applicant.


OLD BUSINESS

NEW BUSINESS

3. Discussion and Possible Approval for Entering into a Contract to Provide Transit Service for the Bisbee Bus Transit Program.

Jestin Johnson, City Manager

4. Discussion and Possible Approval to Engage PB&J Design to Redesign WWW.discoverbisbee.com website and branding material.


5. Discussion and Possible Approval to Purchase a Pump from James, Cooke & Hobson, Inc. (JCH) for the Mule Gulch Lift Station for a Total Cost of$25,688.00 + Tax.

Thomas Klimek, Public Works Director

6. Discussion and Possible Approval of Change Order No.5 for Westland Resources, Inc. (WRI), to Extend Construction Administration Services for the Tin town Sewer Project from October 3 1, 20 13 to June 28, 2016 (971 days) in the Amount of$11 , 174.82.

Thomas Klimek, Public Works Director

7. Discussion and Possible Approval of Notice of Intent to Adopt Ordinance 0-15-04, Amending City Code Articles 2.6.3 and 2.6.9 to Streamline Transfers of City Real Property and Eliminating the Public Action Requirement for Certain Parcels.

Britt Hanson, City Attorney

8. City Manager's Report: • Other current events

2

AGENDA OF THE REGULAR SESSION OF MAYOR AND COUNCIL JULY 21,2015

COUNCIL COMMENTS OR FUTURE AGENDA ITEM SUGGESTIONS: (Council members may suggest topics for future meeting agendas, but Council will not here discuss, deliberate or take any action on these topics.):

• Councilmember Hansen would like to comment on the Homeless Task Force

ADJOURNMENT

Individuals with hearing disabilities can contact the City Clerk's Office (520) 432-6012 to request an Assisted Listening Device, at least 24 hours before the meeting.

Anyone needing special accommodation to attend this meeting should contact Ashlee Coronado at (520) 432-6012 at least twenty-four hours before the meeting.

Public documents referred to herein may be viewed during regular business hours at the City Clerk's Office at 118 Ari.zona St., Bisbee.

Pursuant to A.R.S. § 38-431.03(A) (3), the Council may vote to enter executive session at any point during this meeting for discussion or consultation for legal advice with its attorney(s), who may appear telephonically.

3

#1-CITY OF BISBEE Payment Approval Report- By GL COB Page: 1

FINANCE DEPARTMENT Report dates: 7/3/2015-7/16/2015 Jul 16, 2015 09:52AM

Fund Vendor Name Invoice Number Description Invoice Date Net

Invoice Amount

715

GENERAL FUND

10-2020801 PUBLIC SAFETY RETIRE PAYABLE

GENERAL FUND PUBLIC SAFETY PERSONNEL PR0704151 Retirement Police Pay Period: 7/4/2015 07/08/2015 3,604.81

GENERAL FUND PUBLIC SAFETY PERSONNEL PR0704151 Retirement Police Pay Period: 7/4/2015 07/08/2015 29,132.45

GENERAL FUND PUBLIC SAFETY PERSONNEL PR0704151 Retirement Fire Pay Period: 7/4/2015 07/08/2015 36,366.42

GENERAL FUND PUBLIC SAFETY PERSONNEL PR0704151 Retirement Fire Pay Period: 7/4/2015 07/08/2015 4,833.12

Total 10-2020801 PUBLIC SAFETY RETIRE PAYABLE: 73,936.80

10-2020802 DEFERRED COMPENSATION PAYABLE

GENERAL FUND NATIONWIDE RETIREMENT SO PR0704151 Deferred Comp Buy Up Pay Period: 7/4/2015 07/08/2015 1,345.23

GENERAL FUND NATIONWIDE RETIREMENT SO PR0704151 Deferred Comp Core Pay Period: 7/4/2015 07/08/2015 578.00

GENERAL FUND NATIONWIDE RETIREMENT SO PR0704151 Deferred Comp Buy Up Pay Period: 7/4/2015 07/08/2015 1,104.50

GENERAL FUND NATIONWIDE RETIREMENT SO PR0704151 Deferred Comp Core Pay Period: 7/4/2015 07/08/2015 2,163.84

Total10-2020802 DEFERRED COMPENSATION PAYABLE: 5,191.57

10-2020804 P.S.R.P.S.- ALT CONTR PAYABLE

GENERAL FUND PUBLIC SAFETY PERSONNEL PR0704151 PSPRS-Aiternate Contribution Pay Period: 7/4/2015 07/08/2015 205.38

Total10-2020804 P.S.R.P.S.- ALT CONTR PAYABLE: 205.38

10-2020818 UNION DUES PAYABLE

GENERAL FUND AZ. COPS PR0704151 Union Dues Pol/Fire Pay Period: 7/4/2015 07/08/2015 180.00

GENERAL FUND BISBEE FIREFIGHTERS LOCAL PR0704151 Union Dues-Fire Pay Period: 7/4/2015 07/08/2015 382.50

Total10-2020818 UNION DUES PAYABLE: 562.50

10-2021006 PREPAID LEGAL SVCS PAYABLE

GENERAL FUND LEGAL SHIELD 15-0708 Pre-Paid Legal Services PPE07/08/15 07/08/2015 340.75

Total10-2021006 PREPAID LEGAL SVCS PAYABLE: 340.75

10-2023000 CREDIT UNION PAYABLE

GENERAL FUND AMERICAN SOUTHWEST CRED PR0704151 American SW Credit Union Pay Period: 7/4/2015 07/08/2015 25.00

Total10-2023000 CREDIT UNION PAYABLE: 25.00

10-2024000 PAYROLL GARNISHMENTS PAYABLE

GENERAL FUND Marshall Recovery, LLC. 15-0708 WAGE GARNISHEMENT 07/08/2015 226.81

GENERAL FUND SUPPORT PAYMENT CLEARIN PR0704151 Support Clearing-Child Support Pay Period: 7/4/2015 07/08/2015 1,378.94

Total10-2024000 PAYROLL GARNISHMENTS PAYABLE: 1,605.75

MAYOR & COUNCIL

10-50-13500 SUBSCRIPTIONS & DUES

GENERAL FUND LEAGUE OF ARIZONA 15-0701 ANNUAL DUES 07/01/2015 6,393.00

Total10-50-13500 SUBSCRIPTIONS & DUES: 6,393.00

CITY CLERK


GENERAL FUND AZ. MUNICIPAL CLERK'S ASSOC 15-0707 AMCA MEMBERSHIP APPIWILLIAMS 07/07/2015 50.00

GENERAL FUND AZ. MUNICIPAL CLERK'S ASSOC 15-0707 AMCA MEMBERSHIP APP/CORONADO 07/07/2015 75.00

GENERAL FUND INTERNATIONAL INSTITUTE OF 15-0707 IIMC MEMBERSHIP APP/CORONADO 07/07/2015 155.00

CITY OF BISBEE Payment Approval Report - By Gl COB Page: 2

FINANCE DEPARTMENT Report dates· 71312015-711612015 Jul 16, 2015 09 52AM


Invoice Amount

GENERAL FUND INTERNATIONAL INSTITUTE OF 15-0713 IIMC MEMBERSHIP APPIWILLIAMS 07113/2015 95.00

Total10-53-13500 SUBSCRIPTIONS& DUES: 375.00

COMMUNITY DEVELOPMENT

10-54-34000 CONTRACT SERVICES

GENERAL FUND FLOOD, KATHLEEN BELLE 26 ANIMAL SHELTER ADMINSTRA TOR 0710612015 250.00

Total10-54-34000 CONTRACT SERVICES· 250.00

ADMINISTRATION & GENERAL GOV'T

10-55-41500 OFFICE SUPPLIES

GENERAL FUND OFFICE DEPOT 778792341001 OFFICE SUPPLIES 07/0212015 41 .35

GENERAL FUND OFFICE SMART 1738341 SUPPLIES 07/09/2015 16.55

Totall0-55-41500 OFFICE SUPPLIES· 57.90

10-55-46000 OPERATIONAL EXPENSES

GENERAL FUND ACE HARDWARE 15472 OUTLET BOX 0710212015 7.65

Total10-55-46000 OPERATIONAL EXPENSES: 7.65

INFORMATION SYSTEMS

10-59-24000 TELEPHONE & FAX

GENERAL FUND CENTURY LINK QCC 1343810134 LONG DISTANCE All OEPTS 07/06/2015 121.37

Total10-59-24000 TELEPHONE & FAX: 121.37

10-59-31000 PROFESSIONAL FEES

GENERAL FUND TRACHTMAN, SEAN 15-0708 DOWNLOAD SOFTWARE/ COW/ CLEAN MAL WARE 0710812015 1,075.00

GENERAL FUND TRACHTMAN, SEAN 15-0713 COMPUTER SVC/AGG 07/1312015 800.00

Total10-59-31000 PROFESSIONAL FEES : 1,875.00

10·59-55200 NON CAP EQUIP PURCHASES

GENERAL FUND COW GOVERNMENT, INC. WM61882 MS GSA SOL SRV SGL 07/0212015 1,714.41

Total 10-59-55200 NON CAP EQUIP PURCHASES: 1,714.41

POLICE DEPARTMENT

10-'2·12300 UNIFORMS & CLOTHING

GENERAL FUND ECHAVE, ALBERT 15-0709 REIMBURSE UNIFORM 07/1612015 157.82

GENERAL FUND JERI'S OLD TOWN UNIFORMS 3032 UNIFORM-SILVA 07/01/2015 338.67

Total10-62-12300 UNIFORMS & CLOTHING : 496.49

10-'2·23000 GAS

GENERAL FUND SOUTHWEST GAS CORPORA Tl 472015946302 GAS-W. HWY 92-POLICE 07/06/2015 31 .08

Total 10-62-23000 GAS: 31.08

10-'2-36000 MAINTENANCE &SUPPORT AGREEMNTS

GENERAL FUND TRACHTMAN, SEAN 15-0713 IT SUPPORT 07/1312015 350.00

Total10-62-36000 MAINTENANCE &SUPPORT AGREEMNTS: 350.00

CITY OF BISBEE Payment Approval Report - By GL COB Page: 3

FINANCE DEPARTMENT Report dates: 71312015-711612015 Jul16, 2015 09:52AM


Invoice Amount

10-62-50100 BLDG REPAIR & MAINT

GENERAL FUND COCHISE LOCK & SAFE INC 107617 RE-KEY STATION 0710912015 200.30

Total10-62-50100 BLDG REPAIR & MAl NT: 200.30

10-62-61000 VEHICLE PARTS & LABOR

GENERAL FUND WILLCOX AUTO PARTS INC. 82918 AUTO PARTS 0710112015 8.53

GENERAL FUND WILLCOX AUTO PARTS INC. 83269 AUTO PARTS 07106/2015 34.21


Total10-62-61000 VEHICLE PARTS & LABOR: 50.87

FIRE DEPARTMENT

10-64-11400 A.P.S.P.R.S.

GENERAL FUND PUBLIC SAFETY PERSONNEL 15-0708 Fire Ins Premium Tax Cr 0710812015 488.79-

Total10-64-11400 A.P.S.P.R.S.: 488.79-

10-64-11402 PSPRS-AL T CONTRIBUTION

GENERAL FUND PUBLIC SAFETY PERSONNEL 15-0708-1 AL T Contributions Fire Chief I PPE5129 & 615 07/08/2015 269.52

GENERAL FUND PUBLIC SAFETY PERSONNEL 15-0708-1 AL T Contributions Fire Chief I PPE6112 & 6119 07108/2015 269.52

Total10-64-11402 PSPRS-AL T CONTRIBUTION: 539.04

10-64-21000 ELECTRIC

GENERAL FUND AZ PUBLIC SERVICE (2 of 3) 580862281-07- ELEC-FIRE STATION 0710612015 588.51

Total10-64-21000 ELECTRIC: 588.51

10-64-22000 WATER

GENERAL FUND AZ WATER COMPANY 03112054101- WATERI192 HWY 92 FIRE 07/0612015 84.27

Total10-64-22000 WATER: 84.27

10-64-23000 GAS

GENERAL FUND SOUTHWEST GAS CORPORATI 472017056702 GAS-HWY 92 FIRE 07106/2015 87.09

Total10-84-23000 GAS: 87.09


GENERAL FUND RICOH USA, INC 5036574252 BASE CHARGES & COPIES 06119/2015 619.11

Total10-64-34000 CONTRACT SERVICES: 619.11

10-64-45100 DISPOSABLE EQUIP & TOOLS

GENERAL FUND B&D LUMBER & HARDWARE 138108 SUPPLIES 0710912015 28.99

Total10-64-45100 DISPOSABLE EQUIP & TOOLS: 28.99


GENERAL FUND ACE HARDWARE 15519 COFFEE MAKER 07/09/2015 54.79

Total 10-64-46000 OPERATIONAL EXPENSES: 54.79

10-64-46641 MEDICAL SUPPLIES

GENERAL FUND BOUND TREE MEDICAL, LLC 81836773 MEDICAL SUPPLIES/BFD 07/0212015 578.66

CITY OF BISBEE Payment Approval Report· By GL COB Page: 4

FINANCE DEPARTMENT Report dates 71312015-7/16/2015 Jul 16, 2015 09:52AM


Invoice Amount

Total10-64-46641 MEDICAL SUPPLIES· 578.66

10-64-47000 PERMITS & LICENSES

GENERAL FUND AZ DEPT OF HEALTH SERVICE 15-0707 AMB REGISTRATION/M-81 1 07/07/2015 250.00

GENERAL FUND AZ DEPT OF HEALTH SERVICE 15-0707 AMB REGISTRA TION/M-1911 07/07/2015 250.00

Total 10-64-47000 PERMITS & LICENSES. 500.00


GENERAL FUND ACE HARDWARE 15480 SUPPLIES 07/03/2015 5.47

GENERAL FUND ACE HARDWARE 15526 SUPPLIES 07/13/2015 8.74

Total10-64-50100 BLDG REPAIR & MAINT: 14.21

CITY MAGISTRATE

10-68-31000 PROFESSIONAL FEES

GENERAL FUND AMBROSE, ADAM 15 CONTRACT SERVICES 07/1512015 500.00

Total10-68-31000 PROFESSIONAL FEES: 500.00

BUILDING & MAINTENANCE


GENERAL FUND CENTRAL ALARM INC. 795838 BURGLAR & FIRE MONITORING 7/1 • 9130/15 07/0112015 147.00



GENERAL FUND B&D LUMBER & HARDWARE 137978 CAULK 07/0212015 7.14

GENERAL FUND B&D LUMBER & HARDWARE 138034 ROLLER FRAME, ROLLER COVER 07/0612015 20.34

GENERAL FUND B&D LUMBER & HARDWARE 138053 PAINT 07/0712015 318.52

GENERAL FUND DAN VETTER 15-0706 PAINTINGIMULHEIM HOUSE 07/0612015 550.00

Total10-74-50100 BLDG REPAIR & MAINT: 896.00

PUBLIC WORKS ADMINISTRATION

10-75-42000 ADMIN SPECIAL SUPPLIES

GENERAL FUND PROEM 221154-2 EVENT RENTAL 07/08/2015 1,214.98

GENERAL FUND PROEM 221294-2 EVENT RENTAL 07/1312015 178.84

Total10-75-42000 ADMIN SPECIAL SUPPLIES. 1,393.82

GARAGE

10·77-23000 GAS

GENERAL FUND SOUTHWEST GAS CORPORA Tl 472100101800 GAS-GARAGE 07/0612015 39.35

Total 10-77-23000 GAS· 39.35

10·77-34000 CONTRACT SERVICES

GENERAL FUND PRUDENTIAL OVERALL SUPPL 210714316 UNIFORMS/GARAGE 07/09/2015 24.10

Total 10-77-34000 CONTRACT SERVICES: 24.10

PARKS


GENERAL FUND PRUDENTIAL OVERALL SUPPL 210711073 UNIFORMS/PARKS 07/0212015 29.19

GENERAL FUND PRUDENTIAL OVERALL SUPPL 210714314 UNIFORMS/PARKS 07/09/2015 27.03

CITY OF BISBEE

FINANCE DEPARTMENT

Fund Vendor Name

Total10-80-34000 CONTRACT SERVICES:

10-80-46802 LANDSCAPING MATERIALS

GENERAL FUND ACE HARDWARE

GENERAL FUND

GENERAL FUND

GENERAL FUND

ACE HARDWARE

B&D LUMBER & HARDWARE


Total10-80-46802 LANDSCAPING MATERIALS:


GENERAL FUND

GENERAL FUND



Total10-80-50100 BLDG REPAIR & MAl NT:

10-80-50110 BLDG REPAIR & MAINT-VANDALISM

GENERAL FUND B&D LUMBER & HARDWARE

Total 10-80-50110 BLDG REPAIR & MAINT-VANDALISM:

TRANSIENT ROOM TAX

FUND EXPENDITURES


Payment Approval Report - By GL COB

Report dates 713/2015-7/1612015

Invoice Number

15478

15489

138013

138047

138012

138050

138026

Description

FLOWERS & PLANTS

FLOWERS & PLANTS

AMMONIUM SULFATE

TUBING DRIP, BARB COUP

PAINT

PAINT

HARD CLOTH, MORTAR

TRANSIENT ROOM TAX NEWPORT 653 GRAPHIC DESI 3761 AD RESIZED

Total 20-40-34000 CONTRACT SERVICES:

20...0-42040 ADVERTISING

TRANSIENT ROOM TAX

TRANSIENT ROOM TAX

TRANSIENT ROOM TAX

CERTIFIED FOLDER DISPLAY

CERTIFIED FOLDER DISPLAY

MADDEN MEDIA

Total 20-40-42040 ADVERTISING:

STREETS

FUND EXPENDITURES

21...0-13400 EDUCATION & TRAINING

STREETS SKILLPATH SEMINARS

Total21-40-13400 EDUCATION & TRAINING:


STREETS AZ PUBLIC SERVICE (2 of 3)

Total 21-40-21000 ELECTRIC:

15-0091762

15-0091764

48088

10976758

COB RACK DISTRIBUTION

COB RACK DISTRIBUTION

TUCSON GUIDE/COB

SEMINAR/2 DAY

564251281-06- Electric Service-AZ STREET LIGHTS

21-40-23000 GAS

STREETS SOUTHWEST GAS CORPORATI 472100101800 GAS-STREETS

Total 21-40-23000 GAS:

21-40-3.$000 CONTRACT SERVICES

STREETS PRUDENTIAL OVERALL SUPPL 210714319 UNIFORMS STREETS

Page 5

Jul16, 2015 09.52AM

Invoice Date

07/03/2015

07/07/2015

07/0612015

07/0712015

07/06/2015

07/07/2015

0710612015

07/08/2015

04/1712015

04/1712015

06/2912015

0711312015

07/06/2015

07/06/2015

07/0912015

Net

Invoice Amount

56.22

357.20

295.10

19.31

14.88

686.49

618.54

618.54-

.00

15 25

15 25

50.00

50.00

2,345.68

4,052.79

3,780.00

10,178.47

269.00

269.00

4,972.66

4,972.66

19.67

19 67

18.49

CITY OF BISBEE

FINANCE DEPARTMENT

Fund Vendor Name

Total21-40-34000 CONTRACT SERVICES:


STREETS

STREETS

STREETS

STREETS





Total 21-40-46000 OPERATIONAL EXPENSES:

AIRPORT FUND

50·1020000 PREPAID EXPENSES (ASSET)

AIRPORT FUND SOUTHWEST RISK SERVICE

TotaiS0-1020000 PREPAID EXPENSES (ASSET):

Payment Approval Report - By GL COB

Reportdates 71312015-7/1612015

Invoice Number

137958

137965

137991

138051

TAPE

SILICONE SPRAY

OUTDOOR CORD

GLOVES, WIRE

Description

39443 AIRPORT LIABILITY 7/1/15-6/30/16

FUND EXPENDITURES

50-40·23000 GAS

AIRPORT FUND SOUTHWEST GAS CORPORATI 472016093602 GAS-AIRPORT RD

Total50-40-23000 GAS:


AIRPORT FUND AIRNAV

TotaiS0-40-46000 OPERATIONAL EXPENSES:

SEWER FUND

FUND EXPENDITURES


SEWER FUND AZ PUBLIC SERVICE (2 of 3)

Total 54-40-21000 ELECTRIC:

54-40-22000 WATER

SEWER FUND AZ WATER COMPANY

Total 54-40-22000 WATER:


1951709 AIRPORT LISTING UNTIL 26 JUL 2016

914128284-07· ELEC-302 TERAN ST.

03117016701 · WATER/320 TERAN

SEWER FUND PRUDENTIAL OVERALL SUPPL 210711074 UNIFORMSIWW

UNIFORMSIWW SEWER FUND PRUDENTIAL OVERALL SUPPL 210714315

Total 54-40-34000 CONTRACT SERVICES:


SEWER FUND ACE HARDWARE

SEWER FUND

SEWER FUND

SEWER FUND




Total54-40-46000 OPERATIONAL EXPENSES:

54-40-55000 EQUIPMENT REPAIR & MAINT

SEWER FUND FLORES, ROBERTO V.

15461

137938

138040

138041

771062

GROUNDING PLUG

NUT DRIVER

MINERAL OIL

MINERAL OIL

BACK FLOW SERVICE

Page. 6

Jul 16, 2015 09 52AM

Invoice Date

07/0112015

07/0112015

07/0212015

07/0712015

07/0112015

07/0612015

06/2612015

07/06/2015

07/0612015

07/0212015

07/0912015

07/0112015

07/0112015

07/0712015

07/0712015

07/13/2015

Net

Invoice Amount

18.49

17.57

8.30

49.40

31.87

107.14

3,320.00

3,320.00

57.45

57.45

52.00

52.00

53.38

53.38

20.13

20.13

102.95

114.85

217.80

12.05

3.86

3.66

43.92

63.49

380.67


FINANCE DEPARTMENT Report dates: 7/3/2015-7/16/2015 Jul16, 2015 09:52AM


Invoice Amount

Total 54-40-55000 EQUIPMENT REPAIR & MAl NT: 380.67

SANITATION FUND

FUND EXPENDITURES

56-40-23000 GAS

SANITATION FUND SOUTHWEST GAS CORPORATI 472100101800 GAS-SANITATION 07/06/2015 19.67

Total 56-40-23000 GAS: 19.67


SANITATION FUND PRUDENTIAL OVERALL SUPPL 210714320 UNIFORMS/SANITATION 07/09/2015 85.92


56-40-46562 RECYCLING PROGRAM

SANITATION FUND TURQUOISE VALLEY INCORPO 700686 PROPANE 07/07/2015 89.12

Total 56-40-46562 RECYCLING PROGRAM: 89.12

QUEEN MINE FUND

FUND EXPENDITURES

59-40-36000 MAINTENANCE &SUPPORT AGREEMNTS

QUEEN MINE FUND TRACHTMAN, SEAN 15-0713 QM POS ISSUES 07/13/2015 275.00

Total 59-40-36000 MAINTENANCE &SUPPORT AGREEMNTS: 275.00

59-40-42020 PRINTING & REPRODUCTION

QUEEN MINE FUND CERTIFIED FOLDER DISPLAY 15-0091762 QMT RACK CARDS 04/17/2015 2,345.68

QUEEN MINE FUND CERTIFIED FOLDER DISPLAY 15-0091764 QMT RACK CARDS 04/17/2015 4,052.80

Total 59-40-42020 PRINTING & REPRODUCTION: 6,398.48

59-40-42040 ADVERTISING

QUEEN MINE FUND ARTURO ESCALANTE 156 FULL PAGE COLOR AD 06/26/2015 4,200.00

QUEEN MINE FUND MADDEN MEDIA 48089 TUCSON GUIDE QM AD 06/29/2015 3,780.00

Total 59-40-42040 ADVERTISING: 7,980.00


QUEEN MINE FUND ACE HARDWARE 15492 SUPPLIES 07/07/2015 7.65

QUEEN MINE FUND ACE HARDWARE 15493 SUPPLIES 07/07/2015 51.49

Total 59-40-55000 EQUIPMENT REPAIR & MAINT: 59.14

615

GENERAL FUND

10-2021500 ST COMPENSATION FUND PAYABLE

GENERAL FUND AMRRP- WORKER'S COMP FUN 15-0714 WORKERS COMP 04/01/15-06/30/15 07/14/2015 37,558.65

Total10-2021500 ST COMPENSATION FUND PAYABLE: 37,558.65

10-32-10600 OCCUPATIONAULIQUOR LICENSES

GENERAL FUND KEVIN DUNLAP 15-0713 BUSINESS LICENSE FEE 07/13/2015 42.90-

CITY OF BISBEE Payment Approval Repof't • By GL COB Page· 8

FINANCE DEPARTMENT Repof't dates 7/312015-7/1612015 Jul16, 2015 09 52AM


Invoice Amount

Total10-32-10600 OCCUPATIONAULIQUOR LICENSES: 42.90·

FINANCE DEPARTMENT

10-52-36000 MAINTENANCE &SUPPORT AGREEMNTS

GENERAL FUND LEXISNEXIS 1622061 ·2015 JUNE CHARGES 07/07/2015 5000

Total10-52-36000 MAINTENANCE &SUPPORT AGREEMNTS: 50.00


GENERAL FUND BISBEE OBSERVER 17386 PUBLIC NOTICE/TRUTH TAXATION 06/17/2015 273.24

Total10·52·42040 ADVERTISING: 273.24

COMMUNITY DEVELOPMENT

10·54-11700 WORKERS COMPENSATION

GENERAL FUND AMRRP· WORKER'S COMP FUN 15-0714 WORKERS COMP AS VLNTR 07/14/2015 106.71

Total10-54-11700 WORKERS COMPENSATION: 106.71

ADMINISTRATION & GENERAL GOV'T

10·55·34000 CONTRACT SERVICES

GENERAL FUND XEROX CORPORATION 80225261 JUNE COPY CHARGES 07/01/2015 1,131.78

Total10·55·34000 CONTRACT SERVICES: 1,131.76

LEGAL SERVICES


GENERAL FUND LEXIS NEXIS 1506187297 MONTHLY FEE ONLINE LEGAU SVC 0613012015 n .oo

Total10-57-13500 SUBSCRIPTIONS & DUES: 77.00

POLICE DEPARTMENT

10.S2-11700 WORKERS COMPENSATION

GENERAL FUND AMRRP· WORKER'S COMP FUN 15-0714 WORKERS COMP POLICE VLNTR 07/14/2015 823.21

Total 10-62-11700 WORKERS COMPENSATION: 823.21

10.S2·12300 UNIFORMS & CLOTHING

GENERAL FUND ASR • PIMA UNIFORMS IVC9063785 UNIFORMS 0612312015 299.96

GENERAL FUND ASR • PIMA UNIFORMS IVC9065254 UNIFORMS 06127/2015 546.14

GENERAL FUND GARDNER, STEVEN 15-0630 RMBRSMNT · UNIFORM 06130/2015 58.30

Totai 10.S2·12300 UNIFORMS & CLOTHING : 904.40

10.S2·34000 CONTRACT SERVICES

GENERAL FUND OLANDER PEST CONTROL SER CP-61715 PEST CNTRL SRVCS/BPD 06/23/2015 40.00

Totai10.S2·34000 CONTRACT SERVICES: 40.00

10.S2-34100 DOC WORKERS

GENERAL FUND AZ. STATE PRISON CMPLX-DOU 15-0626BPD DOC LABOR CREW/BPD 06126/2015 32.00

GENERAL FUND AZ. STATE PRISON CMPLX-DOU 15.0707BPD DOC LABOR CREW/BPD 07/07/2015 24.00

Totai10.S2-34100 DOC WORKERS: 58.00

CITY OF BISBEE Payment Approval Report • By GL COB Page: 9 FINANCE DEPARTMENT Report dates: 7/3/20 15-7/16/2015 Jul 16, 2015 09.52AM


Invoice Amount


GENERAL FUND COPPER QUEEN PUBLISHING 18427 LETIER HEAD 06/17/2015 102.28 GENERAL FUND COPPER QUEEN PUBLISHING 18428 BUSINESS CARDS 06/17/2015 28.75

GENERAL FUND COPPER QUEEN PUBLISHING 18455 IMPOUND FORMS 06/29/2015 105.12

GENERAL FUND GIBSON'S OFFICE SUPPLY 15047-001 OFFICE SUPPLY 06/29/2015 413.59 GENERAL FUND GIBSON'S OFFICE SUPPLY 15068-001 OFFICE SUPPLY 06130/2015 64 91

Total 10-62-41500 OFFICE SUPPLIES: 714.65

10·62-46623 CITY AUCTION EXPENSES

GENERAL FUND BISBEE OBSERVER 17402 PUBLIC NOTICE! CITY AUCTION 06/18/2015 51.23

GENERAL FUND KDAP 24 CITY AUCTION RADIO AD/BPD 07/01/2015 113.40

GENERAL FUND WILLIAM BAGBY 15-0708 REIMBERSMENT TITLE FEES/BPD 07/08/2015 29.00

Total10-62-46623 CITY AUCTION EXPENSES: 193.63

10-62 .... 6624 MOVING, TOWING, STORAGE EXP

GENERAL FUND KEVIN DUNLAP 5177 VEHICLE TOW/BPD 03124/2015 107.00




GENERAL FUND KEVIN DUNLAP 5181 VEHICLE TOW/BPD 03/24/2015 99.00







GENERAL FUND KEVIN DUNLAP 5188 VEHICLE TOW/BPD 03124/2015 123 00

GENERAL FUND KEVIN DUNLAP 5189 VEHICLE TOW/BPD 03124/2015 107 00




























CITY OF BISBEE Payment Approval Report- By GL COB Page: 10 FINANCE DEPARTMENT Report dates· 7/312015-7/16/2015 Jul16, 2015 09:52AM


Invoice Amount

GENERAL FUND KEVIN DUNLAP 5325 VEHICLE TOW/BPD 0612212015 119.00 GENERAL FUND KEVIN DUNLAP 5326 VEHICLE TOW/BPD 06122/2015 107.00

Total10-a2-46624 MOVING, TOWING, STORAGE EXP: 4,904.00

10-62-46626 ANIMAL CONTROL EXPENSE

GENERAL FUND BISBEE OFFICE SUPPLY 67206 SHIPPING 0311012015 13.06

Total10-62-46626 ANIMAL CONTROL EXPENSE: 13.08


GENERAL FUND DURHAM COMMUNICATIONS, I 45614 RADIO REPAIR 06129/2015 85.00 GENERAL FUND DURHAM COMMUNICATIONS, I 45634 RADIO REPAIR 06/0212015 1,286.92

Total10-62-55000 EQUIPMENT REPAIR & MAINT: 1,371.92



GENERAL FUND WILLCOX AUTO PARTS INC. 80149 AUTO PARTS 06/0212015 5.71 GENERAL FUND WILLCOX AUTO PARTS INC. 80686 AUTO PARTS 06/08/2015 172.26

GENERAL FUND WILLCOX AUTO PARTS INC. 81479 AUTO PARTS 06/1612015 11.37 GENERAL FUND WILLCOX AUTO PARTS INC. 81539 AUTO PARTS 06/1612015 113.34


GENERAL FUND WILLCOX AUTO PARTS INC. 82040 AUTO PARTS 06/2212015 431 .28-



GENERAL FUND WILLCOX AUTO PARTS INC 82784 AUTO PARTS 06/30/2015 42.35


FIRE DEPARTMENT


GENERAL FUND ENTECH PM1113 HEART MONITOR MAINT AGRMNT/BFD 05/2712015 1,170.00

Total10-64-34000 CONTRACT SERVICES: 1,170.00

10-64-34010 AMBULANCE BILLING SERVICES

GENERAL FUND FRY FIRE DISTRICT 15-0515 AMBULANCE BILLING/ MAY 15 05/1512015 1,300.00

GENERAL FUND FRY FIRE DISTRICT 15-0625 BILLING SUPPLIES 0612512015 254.82

Total10-64-34010 AMBULANCE BILLING SERVICES: 1,554.82


GENERAL FUND BISBEE OFFICE SUPPLY 65576 UPS SHIPPING 01/1512015 19.61

GENERAL FUND BISBEE OFFICE SUPPLY 75972 INK COMBO 01/1612015 44.15

GENERAL FUND BISBEE OFFICE SUPPLY 76079 UPS SHIPPING 0112112015 9.47

GENERAL FUND BISBEE OFFICE SUPPLY 76349 INK 0112912015 47.76

GENERAL FUND BISBEE OFFICE SUPPLY 76458 OFFICE SUPPLIES 0210312015 49.08

GENERAL FUND BISBEE OFFICE SUPPLY 76693 INK 0211112015 78.00

GENERAL FUND BISBEE OFFICE SUPPLY 79711 UPS SHIPPING 0512012015 31 .33

GENERAL FUND BISBEE OFFICE SUPPLY 80226 UPS SHIPPING 0610812015 21 .46

GENERAL FUND BISBEE OFFICE SUPPLY 80460 OFFICE SUPPLIES 0611612015 85.63

Total10-64-41500 OFFICE SUPPLIES: 384.49


GENERAL FUND L. N. CURTIS & SONS 5039051-00 BUNKER BOOTS 06/25/2015 207.09

CITY OF BISBEE Payment Approval Report- By GL COB Page: 11

FINANCE DEPARTMENT Report dates: 7/312015-7/16/2015 Jul16, 2015 09:52AM

Fund Vendor Name Invoice Number DescriptiOn Invoice Date Net

Invoice Amount

GENERAL FUND L N. CURTIS & SONS 5039051-01 BUNKER BOOTS 06123/2015 210 78

Total10-64-45100 DISPOSABLE EQUIP & TOOLS: 417.87


GENERAL FUND SAFEWAY INC. 2034963 SUPPLIES 06/1312015 21 .67

GENERAL FUND SAFEWAY INC. 2034964 SUPPLIES 06/16/2015 11 .82

GENERAL FUND SAFEWAY INC. 2034965 SUPPLIES 0612412015 24.72

Total10-64-46000 OPERATIONAL EXPENSES: 58.21

10-64-46641 MEDICAL SUPPLIES

GENERAL FUND BARNETT'S TOWING & OXYGE 1511 OXYGEN & TANK RENTAL 06/15/2015 32.99

GENERAL FUND BOUND TREE MEDICAL, LLC 81823727 MEDICAL SUPPLIES/BFD 06/19/2015 129.17

GENERAL FUND BOUND TREE MEDICAL, LLC 81830789 MEDICAL SUPPLIES/BFD 06/26/2015 307.89

GENERAL FUND BOUND TREE MEDICAL, LLC 81833595 MEDICAL SUPPLIESJBFD 06/30/2015 29.33

Total10-64-46641 MEDICAL SUPPLIES· 499.38


GENERAL FUND ACE HARDWARE 15427 COOLER MOTOR 0612612015 197.27-

GENERAL FUND ACE HARDWARE 15428 SUPPLIES 0612612015 26.28

Total10-64-50100 BLDG REPAIR & MAINT. 170.99-

10-6-4-61000 VEHICLE PARTS & LABOR

GENERAL FUND BARNETT'S TOWING & OXYGE 14932 TOWING SVC/BFD 06/1712015 350.00

GENERAL FUND DANKO EMERGENCY EQUIPME 68089 FUEL CAP 06/3012015 26.91





GENERAL FUND WILLCOX AUTO PARTS INC. 81896 AUTO PARTS 06/1 912015 11.37

GENERAL FUND WILLCOX AUTO PARTS INC. 82061 AUTO PARTS 06/22/2015 8.09



GENERAL FUND WILLCOX AUTO PARTS INC. 82370 AUTO PARTS 06/25/2015 15.30-

Total10·64-61000 VEHICLE PARTS & LABOR: 613.97

BUILDING & MAINTENANCE


GENERAL FUND CULLIGAN OF TUCSON 112X26n1303 DRINKING WATERIBM 06/30/2015 671 .31

GENERAL FUND CULLIGAN OF TUCSON 112X26791905 DRINKING WATER/PO 0613012015 17.87


10-74-34100 DOC WORKERS

GENERAL FUND AZ. STATE PRISON CMPLX-DOU 15-0707BM DOC LABOR CREW/BM 07/0712015 54.00

GENERAL FUND AZ. STATE PRISON CMPLX-DOU 15-0707PW DOC LABOR CREW/PW 07/0712015 191.25

Total10-74-34100 DOC WORKERS: 24525

PUBLIC WORKS ADMINISTRATION

10-75-11700 WORKERS COMPENSATION

GENERAL FUND AMRRP· WORKER'S COMP FUN 15-0714 WORKERS COMP PW ADMIN VLNTR 07/14/201 5 30.49




Invoice Amount



GENERAL FUND XEROX CORPORATION 80334431 BASE CHARGEIPW 07/0212015 590.22


GARAGE


GENERAL FUND BARNETT'S TOWING & OXYGE 1512 TANK RENT AU GARAGE 00/30/2015 37.70



GENERAL FUND AZ STATE PRISON CMPLX-DOU 15-0707GAR DOC LABOR CREW/GAR 07/07/2015 24.00

Total10-77-34100 DOC WORKERS: 24.00


GENERAL FUND W R RYAN- FIRESTONE T02715 WASTE TIRE 06/1012015 185.o7


GENERAL FUND WILLCOX AUTO PARTS INC. 81103 SUPER DUTY GREASE 06/1112015 4.68

GENERAL FUND WILLCOX AUTO PARTS INC. 81474 BATTERY 06/1612015 84.73


PARKS


GENERAL FUND AZ STATE PRISON CMPLX-DOU 15-0707PKS1 DOC LABOR CREW/PKS 07/07/2015 103.50

GENERAL FUND AZ STATE PRISON CMPLX-DOU 15-0707PKS2 DOC LABOR CREW/PKS 07/07/2015 132.00


10-80-61000 REPAIRS & MAINT · VEHICLES

GENERAL FUND WILLCOX AUTO PARTS INC. 82261 FITTING, INSERT 06/24/201 5 3.62

Total10-80-81000 REPAIRS & MAINT ·VEHICLES: 3.62

LIBRARY


GENERAL FUND AMRRP· WORKER'S COMP FUN 15-0714 WORKERS COMP LIBRARY VLNTR 07/14/2015 86.39


SENIOR CITIZENS CENTER


GENERAL FUND AZ STATE PRISON CMPLX-DOU 15-0707SC DOC LABOR CREW/SC 07/0712015 48.00

Totall0-85-34100 DOC WORKERS: 48.00

TRANSIENT ROOM TAX

FUND EXPENDITURES


TRANSIENT ROOM TAX AMRRP· WORKER'S COMP FUN 15-0714 WORKERS COMP VS VLNTR 07/14/2015 50.82


FINANCE DEPARTMENT Report dates: 7/3/2015-7/16/2015 Jul 16, 2015 09:5~


Invoice Amount

Total 20-40-11700 WORKERS COMPENSATION. 50.82


TRANSIENT ROOM TAX MADDEN MEDIA 201503572 VALLEY GUIDE SUMMER ISSUE 06/29/2015 1,652.99


STREETS

FUND EXPENDITURES


STREETS AZ. PUBLIC SERVICE (3 of 3) AR0480004555 STREET LIGHTS/STREETS 06/30/2015 1,769.44

Total21-40-21000 ELECTRIC: 1,769.44

21 .... 0-34100 DOC WORKERS

STREETS A1. STATE PRISON CMPLX-DOU 15-0707STR DOC LABOR CREW/STR 07/07/2015 54.00



STREETS ALPHAGRAPHICS 69350 TRANS PLAN AND BOOKLET 06123/2015 867.05

Total21-40-46000 OPERATIONAL EXPENSES. 867.05

21-40-46211 STREET REPAIR MATERIAL

STREETS GRANITE CONSTRUCTION CO 651473 COLD MIX /STREETS 06/05/2014 589.87

STREETS KE & G DEVELOPMENT 84 ASPHALT 07/15/2015 4,064.21

STREETS KE & G DEVELOPMENT 86 ASPHALT 07/15/2015 3,061.92

Total 21-40-46211 STREET REPAIR MATERIAL: 7,716.00

21 .... 0-61000 VEHICLE PARTS & LABOR

STREETS WILLCOX AUTO PARTS INC. 80520 OIL FILTER, FREON 06/05/2015 99.54

STREETS WILLCOX AUTO PARTS INC. 80578 CREDIT 06/05/2015 11.38-

STREETS WILLCOX AUTO PARTS INC. 80807 LMP BULB 06/09/2015 9.54

STREETS WILLCOX AUTO PARTS INC. 80810 AUTO PARTS 06/0912015 15.88

STREETS WILLCOX AUTO PARTS INC. 80931 BRAKELEEN 0611012015 12.47

STREETS WILLCOX AUTO PARTS INC. 80949 HOSE, HOSE END 0611012015 198.60

STREETS WILLCOX AUTO PARTS INC. 81052 GAUGE 0611112015 20.11

STREETS WILLCOX AUTO PARTS INC. 81550 BATTERY 06116/2015 146.70

STREETS WILLCOX AUTO PARTS INC. 82137 CARBURATOR KIT 06/23/2015 23.54

STREETS WILLCOX AUTO PARTS INC. 82297 LUCAS RED 06/24/2015 843.37

Total21-40.01000 VEHICLE PARTS & LABOR: 1,358.37

21-40.02002 TIRES

STREETS W R RYAN- FIRESTONE T02880 TIRES-ALIGNMENTS/STREETS 0612612015 79.95

Total21-40-62002 TIRES: 79.95

21-40-62003 GASOLINE

STREETS SENERGY PETROLEUM 167407 STREETS FUEL/UNLEADED 06129/2015 4,412.45

Total21-40.02003 GASOLINE: 4,412.45



Fund Vendor Name Invoice Number DescoptJon Invoice Date Net

Invoice Amount

21-40-62004 DIESEL

STREETS SENERGY PETROLEUM 167407 STREETS FUEUDIESEL 0612912015 2,893.45

Total21-40~2004 DIESEL· 2,893.45

AIRPORT FUND

FUND EXPENDITURES


AIRPORT FUND ALPHAGRAPHICS 69350 MASTER PLAN 0612312015 667.55

TotaiS0-40-46000 OPERATIONAL EXPENSES: 667.55

SEWER FUND

54-1019900 CLEARING ACCT--SEWER/TRASH AIR

SEWER FUND CRIDER, PENNY 15-0603 S & G OVERPAYMENT 06/03/2015 123.10

Total 54-1019900 CLEARING ACCT--SEWERITRASH AIR: 123.10

FUND EXPENDITURES


SEWER FUND CULLIGAN OF TUCSON 112X26n1402 DRINKING WATERNJW 06/3012015 87.45


54-40-41500 OFFICE SUPPL.IES

SEWER FUND BISBEE OFFICE SUPPLY 67250 TAPE, DIVIDER, FILE EXEC 0311212015 12.37

SEWER FUND BISBEE OFFICE SUPPLY 67310 OFFICE SUPPLIES 03113/2015 9.20

SEWER FUND BISBEE OFFICE SUPPLY 67338 OFFICE SUPPLIES 0311412015 14.50

SEWER FUND BISBEE OFFICE SUPPLY 75607 UPS SHIPPING 0110612015 94.98

SEWER FUND BISBEE OFFICE SUPPLY 79212 OFFICE SUPPLIES 0510112015 79.56

SEWER FUND BISBEE OFFICE SUPPLY 80407 OFFICE SUPPLIES 06115/2015 8.93

Total54-40-41500 OFFICE SUPPLIES: 219.54

54-40-42020 PRINTING & REPRODUCTION

SEWER FUND ALPHAGRAPHICS 69329 FLOOD STUDY MAPS & CDS 0611812015 32.36

Total54-40-42020 PRINTING & REPRODUCTION: 32.38


SEWER FUND ACE HARDWARE 15251 PADLOCKS 06/04/2015 67.86

Total54-40-45100 DISPOSABLE EQUIP & TOOLS. 67.86


SEWER FUND B&D LUMBER & HARDWARE 137918 BLOCK CAP 0613012015 18.70

SEWER FUND B&D LUMBER & HARDWARE 137935 KEYS 06/3012015 9.06

Total 54-40-46000 OPERATIONAL EXPENSES: 27.76

54-40-46542 LAB SUPPLIES & TESTING

SEWER FUND USA BLUEBOOK 409760 THERMOMETER 0713012014 66.48-

SEWER FUND USA BLUEBOOK 672520 THERMOMETER 0611612015 93.28

Total 54-40-46542 LAB SUPPLIES & TESTING: 26.80


FINANCE DEPARTMENT Report dates 71312015-7/16/2015 Jul16, 2015 09:52AM


Invoice Amount

54-40-46543 MANHOLE, PIPE & FITIINGS

SEWER FUND DANA KEPNER CO, INC 8135934-00 LOCKING WELL CAP 0612412015 62.39

Total54-40-46543 MANHOLE, PIPE & FITIINGS: 62.39

54-40-47000 PERMITS & LICENSES

SEWER FUND AZ. DEPT OF HEALTH SERVICE 18475 LAB LICENSE 06/10/2015 2,150.00

Total 54-40-47000 PERMITS & LICENSES· 2,150.00

SANITATION FUND

FUND EXPENDITURES


SANITATION FUND AZ. STATE PRISON CMPLX-DOU 15-0707SAN1 DOC LABOR CREW/SAN 07/07/2015 81.00

SANITATION FUND AZ. STATE PRISON CMPLX-DOU 15-0707SAN2 DOC LABOR CREW/SAN 07/0712015 67.50

TotaiSS-40-34100 DOC WORKERS: 148.50

56-40-46561 COUNTY TIPPING FEE

SANITATION FUND COCHISE COUNTY TREASURE 21390 HOUSEHOLD, YARD WASTE 07/01/2015 16,869.55

Total 56-40-46561 COUNTY TIPPING FEE: 16,869.55

56~-61000 VEHICLE PARTS & LABOR

SANITATION FUND VANGUARD TRUCK CENTER 142544T STEP PART 04/2912015 113.50

SANITATION FUND WILLCOX AUTO PARTS INC. 66198 AUTO PARTS 12130/2014 117.16

SANITATION FUND WILLCOX AUTO PARTS INC. 80435 BATIERY 06/04/2015 104.82

SANITATION FUND WILLCOX AUTO PARTS INC. 61093 OIL, AIR FILTER 06/1112015 14.42

SANITATION FUND WILLCOX AUTO PARTS INC. 81165 OIL, AIR FILTER, OCTANE BOOST 06/12/2015 21 .55

SANITATION FUND WILLCOX AUTO PARTS INC. 82180 BEARING SET 06/23/2015 24.30

SANITATION FUND WILLCOX AUTO PARTS INC. 82250 FITIING HOSE, O·RING, FREON 0612412015 57.72

Total 56-40-61000 VEHICLE PARTS & LABOR: 453.47

QUEEN MINE FUND

FUND EXPENDITURES

59-40·11700 WORKERS COMPENSATION

QUEEN MINE FUND AMRRP- WORKER'S COMP FUN 15-0714 WORKERS COMP OM VLNTR 07/14/2015 45.73



QUEEN MINE FUND AZ. STATE PRISON CMPLX-DOU 15-0707QM DOC LABOR CREW/QM 07/07/2015 48.00



QUEEN MINE FUND GO TRAVEL SITES 12699 WEBSITE-ADVERTISING 06109/2015 3,895.00


BISBEE BUS FUND

FUND EXPENDITURES

96-40-41606 CCS OPERATING EXPENSES

BISBEE BUS FUND CATHOLIC COMMUNITY SERVI 15-0709 MONTHLY BILLING 07/0912015 16,846.23

CITY OF BISBEE

FINANCE DEPARTMENT

Fund Vendor Name

Total96-40-41606 CCS OPERATING EXPENSES

Grand Totals:

Payment Approval Report· By GL COB

Report dates· 71312015-7/1612015

Invoice Number

Dated: ----------------- ---

Mayor: ---------------------

City Council: ---------------------

City Recorder. --------------------

Descriplion

Page: 16

Jul16, 2015 09:52AM

Invoice Date Net

Invoice Amount

16,846.23

252,785.78

AGENDA ITEM NUMBER~

REQUEST FORMA YOR & COUNCIL ACTION Session of: July 21, 2015

~Regular 0 Special

DATE ACTION SUBMITTED: _J_u_.ly'--1_5_,__, _20_1_5 ______ _

REGULAR D CONSENT l:8]

TYPE OF ACTION: RESOLUTION 0 ORDINANCE D FORMAL ACTION l:8] OTHER D

SUBJECT: APPROVAL OF THE MINUTES OF THE REGULAR SESSION OF MAYOR AND COUNCIL HELD ON JUNE 16, 2015 AT 7:00PM

FROM: Nina Williams, Deputy City Clerk

RECOMMENDATION: Approve Minutes

PROPOSED MOTION: I move to approve the Minutes of the Regular Session of Mayor and Council held on June 16, 2015 at 7:00PM

DISCUSSION:

FISCAL IMPACT: No Impact.

DEPARTMENT LINE ITEM ACCOUNT: NA

BALANCE IN LINE ITEM IF APPROVED: A

Prepared by: (~ WLQQi~ Nina illiams, DeputyCityCierk Ronald Oertle, Mayor

MINUTES

AGENDA OF THE REGULAR SESSION OF THE MAYOR AND COUNCIL OF THE CITY OF BISBEE, COUNTY OF COCHISE, AND STATE OF ARIZONA, HELD ON TUESDAY, JUNE 16, 2015, AT 7:00PM IN THE BISBEE MUNICIPAL BUILDING, 118 ARIZONA STREET, BISBEE, ARIZONA.

THE MEETING WAS CALLED TO ORDER BY MAYOR OERTLE AT 7:01PM.

ROLLCALL

COUNCIL Councilmember Eugene Conners, Ward I Councilmember Joan Hansen, Ward II Councilmember Shirley Doughty, Ward IIJ Mayor Ronald Oertle Councilmember Anna Cline, Ward III, Mayor Pro Tempore Councilmember Douglas Dunn, Ward II Excused Councilmember Serena Sullivan, Ward I

STAFF Jestin Johnson, City Manager Nina Williams, Deputy City Clerk Sharon Buono, Finance Director Cindy Moss, Personnel Director Albert Echave, Interim Police Chief Jack Earnest, Fire Chief Thomas J. Klimek, Public Works Director/City Engineer

CITY ATTORNEY Britt Hanson

INVOCATION: Mayor Oertle asked for a moment of silence for the innocent people of Yemen who are suffering so much.

PLEDGE OF ALLEGIANCE

MAYOR' S PROCLAMATIONS AND ANNOUNCEMENTS:

CALL TO THE PUBLIC • Ryan Bruce, Executive Director of KBRP explained that a new computer and system were

installed in chambers to make it easier for anyone to operate and it elevates the delay in viewing. He thanked the City Clerk's office and Mr. Johnson for helping them move this project forward.

• Patricia Worth, representing the Bisbee Rotary Club gave information regarding the 4th of July Parade and the flag program.

THE FOLLOWING ITEMS WERE DISCUSSED, CONSIDERED AND/OR DECIDED UPON AT THIS MEETING:

MINUTES OF THE REGULAR SESSION OF MAYOR AND COUNCIL J UNE 16,2015

GENERAL BUSINESS:

l. ACCOUNTS PAYABLE: Subject to availabi lity offunds.

MOTION: Councilmember Cline moved to approve accounts payable in the amount of$179,283.57 SECOND: Councilmember Doughty MOTION PASSED: UNANIMOUSLY.

2. Approval of the Consent Agenda

A. Approval of the Minutes ofthe Regular Session of Mayor and Council held on March 3, 2015 at 7:00PM.


B. Approval ofthe Minutes of the Special Session of Mayor and Council held on May 12, 20 15 at 5:30PM.


C. Approval ofthe Minutes of the Work Session of Mayor and Council held on May 5, 2015 at 5:30PM.


D. Approval of the Appointment of Donna Pulling to the Community Sustainability Commission with a Waiver of Number of Commissions served.


E. Approval of a Park, Facility and Right-of-Way Use Permit for the Bisbee Rotary Club for the Use of Cole Avenue, Bisbee Road, and Arizona Street for the 41

h of July Parade on Saturday, July 4, 2015 from 7:30am to 1:30pm.


F. Approval of a Park, Facility and Right-of-Way Use Permit for the Use ofBrewery Gulch for the 4tb of July Mucking and Drilling Contests on Saturday, July 41

\ 2015 from 7:00am to 7:00pm.


G. Approval of a Liquor License Application for Safeway located at I 0 I Naco Highway, Bisbee, Arizona; Andrea Lewkowitz, Appl icant.


H. Approval of a Liquor License Application for Contessa's Cantina located at 202 Tombstone Canyon, Bisbee, Arizona; Gustavo Alonso, Applicant.


MOTION: Councilmember Cline moved to approve the Consent Agenda Items 2A-2H SECOND: Councilmember Hansen

ROLL CALL VOTE A YES: Councilmember Conners, Hansen, Doughty, Cline, Sullivan and Mayor Oertle. NAYS: 0 MOTION PASSED: A YES-6: NA YS-0

OLD BUSINESS

2

MINUTES OF THE REGULAR SESSION OF MAYOR AND COUNCIL JUNE 16, 2015

NEW BUSINESS

3. Presentation to Mayor and Council by Bisbee Vogue, Inc., regarding painting a Mural along the Wall of the steps to City Park, Judy Perry, Artist.

Ronald Oertle, Mayor

Ms. Shar Porier from the Bisbee Vogue Board of Directors gave a few examples of the new trend of painting grey concrete steps with different scenes and designs. She stated that in Bisbee there were 351 sets of stairs and the ones most often used are the ones at City Park. The steps affected would be from the Brewery Avenue base level and up into City Park.

Ms. Judy Perry, Artist explained how the stairs would look in detail. Her goal was to make it look like a stream bed was coming down kind of like when it was raining. She stated that the paint will soak into the concrete and that she would not be using primer on the steps.

Councilmember Doughty asked if it was in the Historical District and if we would we get in trouble for painting in the Historical District. Ms. Porier and Ms. Perry responded "No" that they have painted on the private walls along sets of stairs. Ms. Conroy explained what had been done five years ago for the 20th annual Bisbee 1000.

Council member Hansen asked if we had to get permission from the Historical Society. Ms. Conroy stated ''No". She stated that the Council gives permission. Councilmember Hansen expressed that if it was Historical she thought you would need to go through a few more hoops than that. Even though it had been done in the past doesn' t mean it was done correctly. Ms. Conroy stated that they could look into that question.

Mayor Oertle expressed that he certainly appreciates the energy and vitality in making the town more enjoyable, but that it wouldn 't hurt to run it past the Design Review Board just to make sure everything was done correctly.

Councilmember Conners loves the idea and also felt that it should be put forth to the Design Review Board.

Councilmember Hansen also stated that she likes the idea just wants to make sure that once we have done it they can't come and say that we shouldn' t have.

Mr. Johnson wanted to point out that there was an application process for the Bisbee Arts Commission (BAC) to review and give their recommendations. Ms. Conroy stated that the biggest problem was getting those commissions to meet. She said that Judy Perry would be gone for about two (2) months and they wanted to start painting this when it was approved in about two (2) weeks for the 25th annual Bisbee 1000 in which Congresswoman Martha MeSally would be singing the National Anthem and running in the Bisbee 1000, they also would be having the Fort Huachuca brass band. Mr. Johnson stated that they could hold a special meeting to review this.

Councilmember Conners expressed his thought on having this done in a timely manner. He didn' t feel like this should have to be done so fast. Ms. Porier stated that they had received the drawings last Thursday. She went on to say that they thought this would be a photographer's paradise for selfie's and that this would get Bisbee's name out there. These weren't just our stairs

3


for us we want to do this to promote our town, promote our monsoon season. Also she felt this was just a small step in a marketing tool to get the word out about Bisbee.

4. Public Hearing on Truth in Taxation and Public Hearing and Discussion on FY 2015-16 Proposed Budget for the City of Bisbee.


Mr. Johnson stated that as required by Arizona Revised Statues 42-17107 requirement for a public hearing as it relates to the Truth in Taxation.

Mayor Oertle opened the Public Hearing. • Mayor Oertle asked ifthere was a member in the public that would like to speak in support of the

items. There were no members in the public that spoke in support of this item. • Mayor Oertle asked if there was a member in the public that would like to speak in opposition of

these items. There were no members in the public that spoke in opposition of this item. • Mayor Oertle asked the City Clerk's Office if there had been any written communications filed

with the Clerk's Office. Ms. Williams indicated that there were not.

Mayor Oertle closed the Public Hearing

MOTION: Councilmember Cline moved to close the Public Hearing SECOND: Councilmember Hansen MOTION PASSED: UNANIMOUSLY.

MOTION: Mayor Oertle moved to consider increasing the levy in the primary property tax rate from $2.4068 to $2.4845 per one hundred dollars ($1 00) of assessed value for fiscal year 2015-2016. SECOND: Councilmember Hansen

ROLL CALL VOTE A YES: Councilmember Conners, Hansen, Doughty, Cline, Sullivan and Mayor Oertle. NAYS: 0 MOTION PASSED: A YES-6: NAYS-0

5. Discussion and Possible Approval of Resolution R-15-08; Adopting the Final Budget FY 15-16 for the City of Bisbee; Adopting the Alternative Expenditure Limitation for FY 15-16.


MOTION: Councilmember Cline moved to approve Resolution R-15-08 adopting the final budget and the alternative expenditure limit for fiscal year 2015-2016. SECOND: Councilmember Doughty

ROLL CALL VOTE A YES: Councilmember Conners, Hansen, Doughty, Cline, Sullivan and Mayor Oertle. NAYS: 0 MOTION PASSED: AYES-6: NAYS-0

6. Discussion and Possible Approval of an Intergovernmental Agreement between Palominas Fire District and the City of Bisbee regarding EMS Equipment and EMS Personnel.


Mr. Johnson explained that at the most recent work shop they discussed the Intergovernmental Agreement with Palominas Fire District associated with EMS Personnel and Equipment with a lengthy discussion about what this opportunity means for us.

4


Mayor Oertle stated that he supported this agreement. He asked questions regarding the vagueness of the tennination ofthis agreement. Mr. Hanson stated that it was a one (I) year agreement that can be automatically renewed, but it also goes on to say that either party may terminate the agreement without cause upon a sixty (60) day notice to the other party which gives you an out at any time during the life of the agreement.

Mayor Oertle thanked Mr. Hanson for the clarification and stated that down the line the City of Bisbee might need one (1) more ambulance and asked if we had efficient staffing for this agreement with Palominas. Chief Earnest stated that they have two (2) personnel that are in the medic program right now who will graduate in September. They will then be percepted by the medics we have now. He also stated that it takes sixteen ( 16) months of school before you are released as a paramedic. We are hoping to bridge the gap so we can get more people trained.

Councilmember Cline asked why we were doing this agreement if we already have an auto aid agreement with Palominas. Mr. Johnson stated that the automatic aid agreement has more to do with responding to an incident. The automatic aid agreement didn't allow us the opportunity to enter into an IGA or call on Palominas Fire District to serve as backup support as it related to inter-facility transfers. We are at a place realistically where it was about survivability for our department. He also stated that he wouldn't bring anything before council that wasn't mutually beneficial.

Councilmember Cline questioned why there was a variation in the tennination of the agreement because in the auto aid agreement it was thirty (30) days and this agreement it was sixty (60) days. Mr. Hanson explained that he had looked at the auto aid agreement and thought that sixty (60) days made a little more sense for this agreement. Mr. Johnson stated that realistically the sixty (60) day time frame came down to an equity issue in the event that either party chose not to renew this agreement.

Councilmember Cline stated that in the duration part of this agreement it stated that negotiation and discussions would be between the Palominas Fire Chief and the Bisbee City Manager. She pointed out that it doesn't mention our Fire Chief and felt that he should be involved. Mr. Johnson stated that the reason why it was that way was because the Palominas Fire Chief was the Chief Administrative Officer/ Chief Executive Offic.er for that particular department. He stated as with most agreement it can be the designee also and that the Fire Chief could and would be involved.

Councilmember Cline questioned the Bisbee Obligation in regards to the city of Bisbee being responsible for the registering, insuring and billing. She asked if Palominas would be kicking in for any of those costs. Mr. Johnson expressed that Palominas had kicked in a pretty significant portion as it relates to the acquisition of equipment, the maintenance on that equipment. They have really taken steps to ensure that the investment was there the level of commitment had been demonstrated.

Councilmember Cline also questioned the Joint Staffing; in regards to only being transfers out of town. Chief Earnest stated that as it was stated in the agreement that Bisbee and Palominas shall use their best efforts to staff the Rescue Unit with one (1) Bisbee employee and one (1) Palominas employee. The idea behind this was to utilize one ( l) of ours and one ( l) of theirs that was how we got the 50% on the transfers.

Councilmember Cline went on to question the Reimbursement, it stated that the payment will not be later than the 1 Otb of the month. She asked what happens in the event that we have delayed payments. Mr. Johnson stated that was just giving us a guide line as to when the payments are disbursed. Mr. Hanson explained that it would be based on the actually receipt of the revenue rather than the amount billed.

Councilmember Cline clarified that the Scope ofRelationship was in no way a partnership of any sort as far as departments merging. Mr. Johnson stated that was correct.

5


Councilmember Cline asked if the Workers' Compensation goes for both departments. Mr. Johnson explained that in that same section it states that the primary employer shall be solely liable for any workers' compensation benefits. Councilmember Cline stated that it also says that an employee of either party shall be deemed to be an "Employee" of both public agencies. Mr. Hanson explained that it was required by state law, but to answer your question was that if it was a City of Bisbee employee the City was the primary employer and if it was the Palominas Fire District employee they would be the primary employer.

Councilmember Cline asked about the Attorney's Fees and Costs; since we do have more medical calls than Palominas in the event of a lawsuit who would cover that if it was not one of our employees. Mr. Hanson explained that this provision doesn't deal with that situation in fact nothing n this agreement addresses that issue. It was only if the City and Palominas have a dispute over this contract and it can't be resolved. Mr. Hanson stated that number fifteen (15) in the agreement; Indemnification clause would be if Bisbee was at fault Bisbee pays ifPalominas was at fault then they pay.

Councilmember Cline stated that she wasn' t opposed to this agreement she just thought somethings needed to be brought up and that maybe later we could talk about having a work session regarding our Fire Department.

Councilmember Sullivan asked about their being one (I) EMT from Bisbee and Palominas how would that work, do they meet up somewhere and go together. Chief Earnest explained that if it was a transfer that would happen, but it would depend on the scene of the incident. Councilmember Sullivan also asked why we would prefer to have Palominas come to the rescue rather than using Arizona Ambulance. Chief Earnest explained that it wasn' t always quicker with Arizona Ambulance a lot of the time they are unavailable. He stated that the Arizona Ambulance was not specifically for Bisbee it was utilized in Bisbee, Douglas and Sierra Vista where ever they are needed because the work on volume. Councilmember Sullivan asked if any kind of partnership had been explored with Arizona Ambulance. ChiefEarnest stated that they do have a backup CON with the City of Bisbee already. Councilmember Conners said that in the last year or so they have been invited to have a conversation they j ust haven' t responded to getting together and talk.

MOTION: Councilmember Hansen moved to approve the Intergovernmenta l Agreement between Palominas Fire District and the City of Bisbee regarding EMS Equipment and EMS Personnel. SECOND: Councilmember Conners

ROLL CALL VOTE A YES: Councilmember Conners, Hansen, Doughty, Cline, Sullivan and Mayor Oertle. NAYS: 0 MOTION PASSED: A YES-6: NA YS-0

7. Discussion and Possible Approval of Notice of Intent to Adopt Ordinance 0-1 5-04, Amending the city Code Articles 2.6.3 and 2.6.9 to Streamline Transfers of City Real Property and Eliminating the Public Auction Requirement for Certain Parcels.


Mr. Hanson explained that there were a lot of different bodies vetting transfers of City properties starting with the City Staff, the Planning and Zoning Commission then the bidding process and an auction then a notice of intent to adopt an Ordinance and then the adoption of the Ordinance. It seemed like an awful lot ofstafftime and paperwork at council time to do a transfer of property. He thought that this might be a way to streamline the process. Whether or not it went to auction would be determined by council.

6


Mayor Oertle stated that the problem with the council making the decision on whether it went out to bid or auction it could possible give the appearance of favoritism. He knew the process was a little cumbersome and a little long but City property belongs to the people of the community. He would like to keep it the way it was.

Councilmember Cline agreed with the Mayor. She stated that we are constantly talking about being transparent as possible and thought the extra steps we take do that.

Councilmember Hansen explained that she felt there were situations that are really not fair and we are locked into it and thought that having the process streamlined would address that.

Mayor Oertle believed that every piece of property that the City owns should go out to auction.

Councilmember Conners spoke regarding the processes he went through with the Arizona Highway Department and stated that what the City Attorney and Manager was asking was to have the opportunity to eliminate a public auction for certain parcels. Mr. Hanson stated that was correct and that it doesn't apply to every potential transfer of property and ultimately it would be done by the council upon the recommendation from the Planning and Zoning Commission. He explained the process in detail and made clear there were two parts to this one (I) was streamlining in some cases not having an auction two (2) was streamlining it by eliminating the having to have the notice of intent to adopt an Ordinance it was not an either or proposition. Mr. Hanson went on to explain why the auction process was instituted.

Mayor Oertle wanted clarification on the size of the parcel that it would be. Mr. Hanson stated that there was no size limit. Mayor Oertle felt that we should leave the old system in place.

Councilmember Sullivan stated that we could always amend it to include a size to eliminate the problem. Mayor Oertle felt that we never had the dilemma that we had a few months back and it was a rare occurrence.

Councilmember Cline also reiterated that what happened in prior months was a rare occurrence and that we followed what we had in place and we did not have to vote to do what was done and if something comes up again we still have that right to say no and choose not to sell it and then work out what we need to legally.

Councilmember Conners stated that all Mr. Hanson was asking for was the possibility from time to time to streamline this process.

Mr. Johnson asked if a provision would be helpful with determination of size. Mayor Oertle stated that anything that belongs to the public should be handled very openly.

Councilmember Doughty asked if this could be tabled and sent back for a clearer explanation. Mr. Hanson stated that yes that could be done but there was no real direction from council. Mayor Oertle stated that be would like for council to make a decision on this tonight.

Councilmember Conners would like to table thjs item until Councilmember Dunn comes back. MOTION: Councilmember Conners moved to table this item. SECOND: Councilmember Hansen

ROLL CALL VOTE A YES: Councilmember Conners, Hansen, Doughty and Sullivan. NAYS: Councilmember Cline and Mayor Oertle MOTION PASSED: A YES-4: NAYS-2

7


8. Discussion and Possible Action on the petition from Linda Weiland for the Mayor and Council to establish a temporary task force to study and make recommendations concerning services to the Chronically Homeless Population.


Linda Weiland, Bisbee resident gave background information on homeless in the state of Arizona with a breakdown of statics of each category they fa ll into. She said that the reason she brought this petition to the City Council was because of the recent shooting incident at the Safeway. As part of the Don Luis neighborhood watch they have been complaining to the police department about the homeless encampments in the area ofSafeway and basically nothing had been done. She was asking the Council to establish a limited time committee or task force to look at options to develop a policy on how to deal with the homeless and gave examples of resources she found on the internet.

Donna Pulling, Bisbee resident felt that a task force made up of professionals in the social services community, the police department, City staff and Council that could look up the resources that are already available. She spoke about the University of Albany Center for Problem Oriented Policing being an excellent resource.

Bennie Scott, Bisbee resident said that he patrols once a week. He understood that some of these people do have a mental problem and there are crisis centers the problem was you can get them to the hospital but you can't make them stay there. He also spoke regarding the Homeless Shelter doing better.

Mayor Oertle stated that he was with Mr. Scott yesterday and he only saw one place and it was on private property it was fairly cleaned up he saw no tents and the other places he saw were abandoned. He doesn' t want the City to get a reputation that we are going to roust out homeless people. As far as having a task force or a City Board, Committee or Commission he can' t ask the staff and the Clerk's office to oversee another one they are doing twenty-one (21) right now. However, he thought the block watches are a good avenue to go down and if there was a problem you need to report it to the police department.

Councilrnember Conners stated that he knew for a fact that people don 't chose to be homeless when they are suffering from a disease. He stated that he would be more than wi lling to work with Ms. Weiland on something unofficial.

Councilmember Hansen appreciated all the comments so far, but thought this was something that we do need to address. She did have one question for Chief Echave, she asked if there was there any type of policy for homeless as in how you approach them. Chief Echave stated there was no written policy on how we deal with homeless individuals.

Councilmember Hansen thought that the idea of a task force was a good idea because she felt it brought the appropriate people together to take a look at the problem. She appreciated Ms. Weiland for bringing this to the council's attention. Councilmember Hansen stated that she would be more than happy to help with this.

Mayor Oertle wanted to define what a task force was. Councilmember Hansen said that it could be anything we wanted it to be.

Mayor Oertle stated that there were two sides to this situation and there has to be a balance.

Councilmember Conners felt that those people deserve the amount of attention that we are giving them and more and thought it was brilliant that it didn't have to be a City sanctioned task force.

8


Councilmember Sullivan appreciated Ms. Weiland for bringing this up for our consideration and felt that as a City we do have some responsibilities to be a major part in finding solutions.

Mayor Oertle thanked the City Attorney for giving the information that was included in the packet.

Mayor Oertle stated that for action on this item we will file this for further reference.

Councilmember Hansen asked if we could authorize a citizen task force. Mayor Oertle stated that if we authorize something then it becomes part of the City government. Mr. Hansen stated that was correct and then we will own it and be responsible for making sure that it meets and falls in line with the open meeting laws. So either you authorize it or go with the more informal approach.

Mayor Oertle suggested that thru the block watch if it was possible to invite one of the homeless people to be a part of that process.

Councilmember Hansen doesn't think that block watch was the place to go this was a community problem. She will be more than happy to help put together something on an unofficial basis. We need to come up with a policy (operating procedure). The resources are out there we just don't get them to the right people. We as a community can say that we are trying to help the situation and she certainly hoped that we can get someone from the Police Department to be on that. Chief Echave stated they will support however they can and stated that resources are utilized. There are some people that choose not to get help.

Councilmember Hansen expressed that it was good to hear that there was some informal process and that outreach was being done by the police, but thinks if we could take a look at it and get more eyes on it maybe we could come up with something. We owe it to the community to do that.

Mayor Oertle stated that at this time we will file this for reference.

9. City Manager's Report: • Other current events • Mr. Johnson asked if there were any thoughts regarding adjusting the schedule

for City Hall during the summer months beginning next week going to a Monday through Thursday schedule extending the hours that the public will have access to City Hall.

• Mr. Johnson stated that Opengov was live on the City's website on the left hand side under the transparency section and gave information regarding the page.

• Mr. Johnson spoke about the Public Auction this past weekend and that it netted over $6,000.00.

• Mr. Johnson spoke to Ms. Weiland about getting together with her to sit down and set a date to get started on the Task Force.

• Mr. Johnson introduced Albert Echave as the new Police Chief for the City of Bisbee. ChiefEchave thanked everyone for this opportunity. He said we are going to keep working/ moving forward to making things a little bit better every day. We have done good things and look forward to continue to do more good things.

COUNCIL COMMENTS OR FUTURE AGENDA ITEM SUGGESTIONS: (Council members may suggest topics for future meeting agendas, but Council will not here discuss, deliberate or take any action on these topics.): • Councilmember Hansen commented on the ULI Meeting that was held on June 81

h & 91h.

9


• Councilmember Cline would like a work session in about two (2) weeks to inform I educate on what the operations really are for the Fire Department and wished everyone a safe and happy 41

h of July.

MOTION: Councilmember Hansen moved to adjourn the meeting. SECOND: Councilmember Doughty MOTION PASSED: UNANIMOUSLY

ADJOURNMENT: 9:27PM


10

AGENDA ITEM NUMBER ~b

REQUEST FOR MAYOR & COUNCIL ACTION Session of: July 21, 2015

[:8]Regular 0Special

DATE ACTION SUBMITTED: .....;J;...;.u:..:.ly~l;;_:6_!,.., __ 20;...;:1;.,;:,.5 ______ _

REGULAR D CONSENT (8J

TYPE OF ACTION: RESOLUTION D ORDINANCE D FORMAL ACTION (8J OTHER D SUBJECT: APPROVAL OF THE APPOINTMENT OF JILL DARNIELLE TO THE BISBEE

ARTS COMMISSION

FROM: Ashlee Coronado, City Clerk

RECOMMENDATION:

PROPOSED MOTION:

DISCUSSION:

Approve

I move to approve the Appointment of Jill Darnielle to the Bisbee Arts Commission.

Ms. Darnielle has submitted her application to serve on the Bisbee Arts Commission.

If approved, Ms. Darnielle will serve on the committee until January 2018.

FISCAL IMPACT: NA

DEPARTMENT LINE ITEM ACCOUNT: NA

BALANCE IN LINE ITEM IF APPROVED: NA

Prepared by: (' l1klt ~{.[)~ Reviewed by: +---c~----'loo'--'=----~--"E'~"-4.L--+-r~hlee Coronado, City Clerk

BO/\f~D I COMM ISS ION ME MBF RSH IP APPl ICJ\110N

"' Boaru Jn t ArcstCi.. t.o St:rv~.

_ Airport Advisory Committee _ Board of Appeals _ Committee on Disability Issues _ Employee Council

Judicial Selection Committee Parks and Recreation Committee

_ Public Safety Retirement Board Youth Council

xsisbee Arts Commission Charter Review Committee

_ Community Sustainability Commission _ Evergreen Cemetery Committee _ Library Advisory Board _ Planning and Zoning Commission

Streets and Infrastructure Committee

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l clephon<' Numbo, (,). 5~0 • ~ S? . f s S> 5 l m, •I /\o·Jrc~;' - - - - ·---- - --- - -

R ECEI·VED

tUL 0 9 2015

CITY CLERK'S OFFICE C ITY OF BISBEE

_ Board of Adjustment Civil Service Commission

_ Design Review Board iBisbee Committee

_ Municipal Property Corporation _ Police and Fire Advisory Committee _ Transit Advisory Committee

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AGENDA ITEM NUMBER Je.


(g!Regular 0Special

DATE ACTION SUBMITTED: July 16, 2015

REGULAR D CONSENT rgJ

TYPE OF ACTION: RESOLUTION D ORDINANCE D FORMAL ACTION rgJ OTHER

SUBJECT: APPROVAL OF THE APPOINTMENT OF TODD BOCA T A Y TO THE COMMUNITY SUST AINABILITY COMMISSION


RECOMMENDATION:

PROPOSED MOTION:

DISCUSSION:

Approve

I move to approve the Appointment of Todd Bogatay to the Community Sustainability Commission.

D

Mr. Bogatay has submitted his application to serve on the Community Sustainability Commission.

If approved, Mr. Bogatay will serve on the committee until January 2018.

FISCAL IMPACT: NA

DEPARTMENT LINE ITEM ACCOUNT:

BALANCE IN Llili'EM IF APPROVED:

Prepared by: klu ~~(})(Jtt£e;/.<a Ashlee Coronado, City Clerk

BOARD I COMMISSION MEMBERSHIP APPLICATION

PLEASE PRINT CLEARLY IN INK OR TYPE

Date of Application: -----------

* Board interested to serve:

_Airport Advisory Committee _Board of Appeals _Committee on Disability Issues _Employee Council


_Public Safety Retirement Board Youth Council

Bisbee Arts Commission Charter Review Committee

X:, Community Sustainability Commission _Evergreen Cemetery Committee _Library Advisory Board _Planning and Zoning Commission


RECEiVED

JUL 1 5 2015

CITY CLERK'S OFFICE CITY OF BISBEE

_Board of Adjustment Civil Service Commission

_Design Review Board iBisbee Committee

_Municipal Property Corporation _Police and Fire Advisory Committee _Transit Advisory Committee

* CQmplete One (1) Application for each Board I Commission you wish to serve.

- tDDD Last Name First Name Middle Initial

F.b ( ooX Z{za3az.A~ f?l--?F?ree- A_-z,- ~.S6o3 State Zip Code

Residential Street Address: 1615 N , c?r0'1J I PE-tv E L-A=r S F;J:z

Telephone Number(s): b -'"20 "2-4-C( Z~ 5 c:; Email Address: I C> dd- (, 0 fJ a±s '1 e I\ r'1161 : I' ~ * I have been a resident of Bisbee for ;3.;-:f years * Are you currently on any Boards? __._N....:...._tJ ___ _ *(Less than one-year residency or serve on more than one City of Bisbee Board or Commission, please complete Waiver Portion of this Form)

Please provide a brief summary of Education and Employment Experience (Employer, Job Titles, Dates

Employed): rf-~ @1tWPuey'f?1z 2r~:z-1S:0 I '1>=<27 --4--~ ~~.1 t:j?\1~ ~~Jo-r:~~J f<j6z_

ftls'~ ~E I 1~j_ ~ dl:t 4 t JN'IV~ff~?tfrot . /15?

Please provide a brief summary of Civic/Volunteer Experience:

Rev 03/2013

Other Background Information Relevant to Serving in this Position:

~~ ;;=h~ £~/N

Have you ever been convicted of a felony or misdemeanor by any court or do you have any pending criminal charges against you? o Y~o Ifyes, please Explain:---------------

WAIVER REQUEST Of Applicable):

I am requesting that the following rule(s) be waived in order to serve on the Commission:

Residency Requirement (Bisbee Resident for less than 1 year) Length of Service (I have served terms) Number of Commission Memberships currently served. I also serve on the:

I am requesting this/these waivers for the foJlowing reasons for consideration:

I hereby certify and affirm that all the information contained in this application is true, complete and correct. I understand that false or misleading statements or the omission of important information made on this application or any time during the process may disqualify me from volunteer worDith the City of Bisbee. I understand that the Mayor and Members of the Council must approveanywaiverrequest. \ \ ~

Signature: \ o ,.J ,C j 11 \& 1111 ,-.... Date: r5 e;:f0-<( 2.£> 15 t --- \" vvy

When complete, please return to: City Clerk Office 118 Arizona Street Bisbee, Arizona 85603 Fax 520.432.6069 E-mail: [email protected]

[email protected]

Rev 03/2013

AGENDA ITEM NUMBER d_d_,


~Regular 0 Special

DATE ACTION SUBMITTED: _J_u ........ Iy'-1_6...:..., _20_1_5 ____ _ _ _

REGULAR D CONSENT [gj

TYPE OF ACTION: RESOLUTION 0 ORDINANCE D FORMAL ACTION [gj OTHER D SUBJECT: APPROVAL OF THE APPOINTMENT OF MICHAEL MCPARTLIN TO THE

PLANNING AND ZONGING COMMISSION


RECOMMENDATION:

PROPOSED MOTION:

DISCUSSION:

Approve

I move to approve the Appointment of Michael McPartlin to the Planning and Zoning Commission.

Mr. McPartlin has submitted his application to serve on the Bisbee Arts Commission.

If approved, Mr. McPartlin will serve on the committee until January 2018.

FISCAL IMPACT: NA


BALANCE IN LINE ITEM IF APPROVED:

Prepared by: Qgw.._ C.cD()YIU_k, Ashlee Coronado, City Clerk

[30AF~D/ COMMISS ION Mt-M8[- RSI ~I P /\PP l IC/\liON

; 8oa r <Jinloro5Lod to SE:rve.

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~_6__k lo~b M. •lang A :Jd ress N um tJcr

Bisbee Arts Commission Charter Review Committee

_Community Sustainability Commission _Evergreen Cemetery Committee

Library Advisory Board .j Planning and Zoning Commission


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RECEiVED

~.'U 0 9 /JI5

CiTY CLERK'S OFFICi; C ITY OF BISBEE

_Board of Adjustment Civil Service Commission

_Design Review Board iBisbee Committee

_ Municipal Property Corporation _Police and Fire Advisory Committee _Transit Advisory Committee

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f.JI"!o o .. ,.-,,,,c4tt,.. :J s, • -,t_o,.... O"'t"' or t h-o omt;;;,.51Cr. of 1t"""'port3rt n r c.,. rr at10r" m_. Je on tt'1l\ appi!Cat:•O., or er.y t..,... c au r •r.; t. no pro,o;•••

rr •':1 d ,q\.1~1 ty ,.,.. ... ' ' 11" volun·oor v~ork v~•:,.., t .... ~ C•ty o._ B ;;t-oo lli,..OOrsr:a~ d t,at the M;l-yo~ .ttro ~ember~ c # t.r.~ ( .. PL.nC. ,..-.,"'~ ""

::~a:~.-~Y?[, 1~ 4 ;?/)tb± ., . r; \//'"" ·" c:~,......C"Io~e ploa ~ f'fH.w r t

(, ly C•on Ott c llEA ol • a ::,:·co: B ~bo> /-\ oro.,o 5:Jf3.'Jj

R , 1/!CU

r •

7/q/;s

5?0 43? u0:;9 E " • [email protected] nwilliams@cityofbisbee .corr.

AGENDA ITEM NUMBER~


[8]Regular 0 Special

DATE ACTION SUBMITTED: July 13, 2015

REGULAR D CONSENT [g)

TYPE OF ACTION: RESOLUTION D ORDINANCE D FORMAL ACTION [g) OTHER 0

SUBJECT: APPROVAL OF A SPECIAL EVENT LIQUOR LICENSE APPLICATION SUBMITTED BY THE OLDE WORLD CHURCH FOR AN EVENT TO BE HELD AT CLUB KILIMANJARO, 33 SUBWAY STREET BISBEE, AZ ON FRIDAY, AUGUST 7, 2015 AND SATURDAY, AUGUST 8, 2015 FROM 8:00PM- 9:30PM; CARRIE MITTEN-GIRSCH, APPLICANT


RECOMMENDATION:

PROPOSED MOTION:

DISCUSSION:

Approve the Special Event Liquor License Application

I move to approve the Special Event Liquor License Application Submitted by the Olde World Church for an Event to be held at Club Kilimanjaro, 33 Subway Street Bisbee, AZ on Friday, August 7, 2015 and Saturday, August 8, 2015 from 8:00pm- 9:30pm; Carrie MittenGirsch, Applicant

Ms. Mitten-Girsch has requested approval of a Special Event Liquor License Application to hold an Event at Club Kilimangaro, 33 Subway Street, Bisbee AZ. The Event will be held on Friday, August 7, 2015 and Saturday, August 8, 2015, from 8:00PM-9:30PM.

Ms. Mitten-Girsch has indicated that there will be two (2) Security Personnel at this event; One (1) at the back door and One (1) at the front door.

FISCAL IMPACT:


BALANCE IN LIN~~M IF APPROVED:

Prepared by: ~k.._Lu_ C.())()< ~ Ashlee Coronado, City Clerk

Arizona Department of Liquor Licenses and Control 800 W Washington 5th Floor

Phoenix, AZ 85007-2934 www.azllquor.gov

(602) 542-5141

APPLICATION FOR SPECIAL EVENT LICENSE Fee= $25.00 per day for 1-10 days (consecutive)

FOR DLLC USE ONLY

Event Date(s):

Event time start/end:

CSR:

A service fee of $25.00 will be charged for all dishonored checks (A.R.S. § 44-6852)

IMPORTANT INFORMATION: This document must be fully completed or It wm be returned. The Department of Liquor Licenses and Control must receive this appHcation ten (10) business days prior to the event. If the special event will be held at a location without a permanent Hquor license or If the event wRI be on any portion of a location that Is not covered by the existing liquor Ucense, this application must be approved by the local government before submission to the Department of liquor Licenses and Control (see Section 15}. . ) d SECTION 1 Name of Organization: Q \ tle \A.2 DY' _ _ Qdh DY'C .... h SECTION 2 Non-Profit/IRS Tax Exempt Number: 4 5 - 3lo5 8 lj_ d_ 5

~CTION 3 The organization is a: (check one box only) .Charitable D Fraternal (must have regular membership and have been in existence for over five (5) years)

0 Religious O Civic (Rotary. College Scholarship) D Political Party, Ballot Measure or Campaign Committee

S~ON 4 Will this event be held on a currently licensed premise and within the a~eady approved premises? DYe~No Name of Business license Number Phone (Include Area Code)

SECTION 5 How is this special event going to conduct all dispensing, serving, and selling of spirituous liquors? Please read R-19-318 for explanation (look in special event planning guide) and check one of the following boxes.

O Piace license in non-use D Dispense and serve a ll spirituous liquors under retailer's license "!Dispense and serve all spirituous liquors under special event

0 Split premise between special event and retail location

(If n2t using retal Rcense, submit a letter of agreement from the agent/ owner of the Ucensed premise to suspend the license during the event. If the special event Is only using a portion of premise, agent/ ownerwHI need to suspend that portion of the premise.)

SECTION 6 What is the purpose of this event'~On-site ::onsumption , D off-site (auction) 0 Both

SECTION 7 Location of the Event: ~\ ~ lJ14V'I~,9J\) ~ V: 2 £\) ~ S'~ Address of Locat1on: 3 _ --~ b----~ _ 3 _,_ b eQ... __ _

Street City County/State

SECTION 8 Will this be stacked with a wine festival/craft distiller festival? D Yes ~o SECTION 9 Applicant must be a member of the qualifying organization and authorized by an Officer. Director or Chairperson of the Organization named in Section 1. (Authorizing signature is required in Section 13.)

1. Applicant: t'\ ~ ±i- t:h - G ·, rsc.h C.a f' t i e_ G)) eh Last First Middle

2. Applicant's mailing address{d'):8 Hov I tlbd ~+r ecl Street CHy

3. Applicant's home/cell phonefk,l[) (Jad. -~} 5": Applicant's business phone:(_) 41 ,)'b £.. <=

4. Applicant's email address: C.tn l \t 9h_5 e 3 '(t\Q•) l · CQ )Y)

6/16/2015 Page 1 of4 lnrlivlrlo o...,l( rPr~ooirinn A l"lA .-,rrnmmnrlntinm rnll 11.()?\S.d?-9()?7

SECllON 10

1. Has the opp~co t been convicted of o felony, or hod o liquor license revoked within the lost five (5) years? D Yes No (If yes. ottoch explonotlon.)

2. How many s eciol event licenses hove been issued to this location this year? -----(The number cannot exceed 12 events per year; exceptions under A.R.S. §4-203.02(0).)

3. Is the organization using the services of o promoter or other person to manage the event? D Yes D No (If yes, attach a copy of the agreement.)

4. List all people and organizations who will receive the proceeds. Account for 100% of the proceeds. The organization applying must receive 25% of the gross revenues of the special event liquor soles. Attach on additional page if necessary.

Nome OJJGJ DD( icl C .. b I] rc{) Percentage 3() 9Q Address Q-0. Be~ 4d2>\ ~\Sbee AL.. ~5'603

~ ·t · £ ~r ·~ NameW~~ ~~ ~~~ -1= PercenlagA ]Ql Address \ ct l~ 8 ) ee z_ SDJS5

Street Cly e Zip

5. Please read A.R.S. § 4-203.02 Soecjol event license: rules and R19-1-205 Requirements for a Special Event License. Note: ALL ALCOHOLIC BEVERAGE SALES MUST BE FOR CONSUMPTION AT THE EVENT SITE ONLY.

"NO ALCOHOLIC BEVERAGES SHALL LEAVE SPECIAL EVENT UNLESS THEY ARE IN AUCTION SEALED CONTAINERS OR THE SPECIAL EVENT LICENSE IS STACKED WITH WINE /CRAFT DISTILLERY FESTIVAL LICENSE"

6. What type of security and control measures will you toke to prevent violations of liquor lows at this event? (List type and number of pollcetsecurtty personnel and type of fencing or control barriers, If appUcable.)

~ Number of Police @.. Number of Security Personnel D Fencing D Borriers

Explanation: t ~~~\\ at i%~ 2~ SECTION 11 Dote(s) and Hours of Event. May not exceed 10 consecutive days.

6/16/2015

See A.R.S. § 4-244(15) and (17) for legal hours of service.

Date

DAY3:

DAY 4:

DAY 5:

DAY 6:

DAY 7:

DAYS:

DAY9:

DAY 10:

Day of Week

Page 2of 4

Event Start nmeAM/PM

_,_--~,,:.-;.,..,AnA nrrnmmMntinn( rnii/M?l'i..il?-90?7

Ucense End nmeAM/ PM

q3D ~ W) qJo ·f YvL

SECTION 12 license premises diagram. The licensed premises for your special event is the area in which you are authorized to sell. dispense or serve alcoholic beverages under the provisions of your license. The following space is to be used to prepare a diagram of your special event licensed premises. Please show dimensions. serving areas, fencing. barricades, or other control measures and security position.

Nf \ . \

\ DJ

xX

Wh

I

r \ ~fo..la

I 1

fr oJ c:Joo(

6/16/2015 Poge3ol4 lnrlivlrlo ool( rPt'1ooiino AnA orrnmml"lrlolnm roll lAO? I '\4?-90?7

SECJION 13 To be completed only by an Officer, Director or Chairperson of the organization named in Section 1.

t\\Q be.rt ~Qu.) 1'1 ~ declare that I am an OFFICER, DIRECTOR, or CHAIRPERSON (Print Ful Name)

appointing t'le applicant listed in Se tion 9, to apply on behalf of the foregoing organization for a Special Event Liq or Lie se.

Pasfa:/Pre. :s·. Tllfe/ Poslllon

The foregoing instrument was acknowledged before me this

State Ac~, 2 on Ct.. County of -..lo...-.:.Jo..::lb-¥~~=----.,.,~

My Commission Expires on: _ID} 3JeaG'5

0'1-Ooy

/ - l ~ ( ~ Date

SECTION 14 This section is to be completed only by the applicant named in Section 9.

Phone I

t%\.5 Year

I, ('.a ('f ieE.l)en t'\ ·,Hen Gt cscq declare that I am the APPLICANT filing this application as (Print Ful Name)

listed in Sedion 9. I have read the app ication and the contents and all statements are true, correct and c plete. \ ( )./; )

Sec.rehrr:v 1 \ Q l 17' ,-: U3J-- -sa-l 1 Tllfe/ Poslllon j Dote Phone # (Signature)

The foregoing instrument was acknowledged before me this _ _.t'2~:±-'-_____ {)=-_t:f-.!...._ ___ ___..1/)0L:.:li£...L\~5~-Day Month Yeot

Please contact the local governing board for additio al ap ation requiremen 1 tonal licensing fees may also be required before approval may be granted. For more information, please contact your local jurisdiction: http://www.azliquor.gov/assets/documents/homepage docs/spec event links.pdf.

SECTION 15 Local Governing Body Approval Section

I,----------- -------recommend 0 APPROVAL 0 DISAPPROVAL (Government Olllc:lal) (Tille)

on behalf of ___ ________ ---------- - ____ _ (Ciy, Town. County) Signature Date Phone

FOR DEPARTMENT OF LIQUOR LICENSES AND CONTROL USE ONLY

0 APPROVAL 0 DISAPPROVAL BY:------- ---DATE: ------------

A.R.S. § 41-1030. !nyg!ldttv of rules not mgde according to this chaoter; oroh!b!ted ggency gctlon: orobJblted gets by state employees: enforcement notice

B. An agency shall not base a licensing decision in whole or in part on a licensing requirement or condition that is not specifically authorized by statute. rule or state tribal gaming compact. A general grant of authority in statute does not constitute a basis for imposing a licensing requirement or condition unless a rule is made pursuant to that general grant of authority that specifically authorizes the requirement or condition.

D. THIS SECTION MAY BE ENFORCED IN A PRIVATE CIVIL ACTION AND RELIEF MAY BE AWARDED AGAINST THE STATE. THE COURT MAY AWARD REASONABLE A DORNEY FEES, DAMAGES AND ALL FEES ASSOCIATED WITH THE LICENSE APPLICATION TO A PARTY THAT PREVAILS IN AN ACTION AGAINST THE STATE FOR A VIOLATION OF THIS SECTION.

E. A STATE EMPLOYEE MAY NOT INTENTIONALLY OR KNOWINGLY VIOLATE THIS SECTION. A VIOLATION OF THIS SECTION IS CAUSE FOR DISCIPLINARY ACTION OR DISMISSAL PURSUANT TO THE AGENCY'S ADOPTED PERSONNEL POLICY.

F. THIS SECTION DOES NOT ABROGATE THE IMMUNITY PROVIDED BY SECTION 12-820.01 OR 12-820.02.

6/16/2015 Page 4 of 4 lnrlivirlt tnl~ rPnttirinn AnA nrrr~mmnrlntinm rnll IUI?\.<;.d?-9()?7

STATE OF ARIZONA

Officeofthe CORPORATION COMMISSION

CERTIFICATE OF GOOD STANDING

To all to whom these presents shall come, greeting:

I, Jodi A. Jerich, Executive Director of the Arizona Corporation Commission, do hereby certify that

***OLDE WORLD CHURCH, INC.***

a domestic nonprofit corporation organized under the laws of the State of Arizona, did Incorporate on October 26 2011.

I further certify that according to the records of the Arizona Corporation Commission, as of the date set forth hereunder, the said corporation is not administratively dissolved for failure to comply with the provisions of the Arizona Nonprofit Corporation Act; and that Its most recent Annual Report, subject to the provisions of A.R.S. sections 10-3122, 10-3123, 10-3125, & 10-11622, has been delivered to the Arizona Corporation Commission for filing; and that the said corporation has not filed Articles of Dissolution as of the date of this certificate.

This certificate relates only to the legal existence of the above named entity as of the date Issued. This certificate Is not to be construed as an endorsement, recommendation, or notice of approval of the entity's condition or business activities and practices.

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the Arizona Corporation Commission. Done at Phoenix, the Capital, this 7th day of July, 2015, A. D.

Director

By: 1260155

ACORD3

CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDDNYYY)

~ 07/07/2015

THIS CERTIFICATE IS ISSUED AS A MATIER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may requ ire an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER CONTACT JOHN EVERHART NAME: EVERHART INSURANCEL TO LLC r~gNJQ Ex!)· 520-432-6704 I r~~ Nol: 520-432-6783

402 BISBEE RD !~DA~~ss: angelshands 1 @hotmail.com

BISBEE,AZ. 85603 INSURER(S) AFFORDING COVERAGE NAICII

INSURER A : UNITED STATES LIABILITY COMPANY

INSURED INSURERS : CARRIE GIRSCH INSURERC : 608 HOVLAND AVE. INSURERD : BISBEE,AZ. 85603 INSURER E:

INSURER F:

COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR TYPE OF INSURANCE ~~~~~ ~~~ LTR POLICY NUMBER ~~~)5%~1 l l:gJ6~l LIMITS

~ COMMERCIA~ GENERAL ~lABILITY EACH OCCURRENCE s 1,000,000

- tJ C~IMS.MAOE [X] OCCUR ~~E'C:S~s YE~~~~;'encel s 100,000

- MEO EXP (Any one person) $ 1,000

CL 1709405 08/07/2015 08/10/2015 PERSON~ & AOV INJURY s 1,000,000 ,-

2,000,000 R-~ AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE s O PRO- 0 POLICY JECT LOC PRODUCTS · COMP/OP AGG s

OTHER: s AUTOMOBILE LIABILITY ~~~~~~~~INGLE LIMIT $

:=.1 ANY AUTO BOOIL Y INJURY (Per person) s ~LOWNEO r-- SCHEDULED BOOIL Y INJURY (Per accident) $

~ AUTOS

~ AUTOS NON-OWNED Jp~?:~~RAMAGE HIRED AUTOS AUTOS s

~ ~ s UMBRELLA UAB

H OCCUR EACH OCCURRENCE $ r--EXCESSLIAB CLAIMS-MADE AGGREGATE s OED I I RETENTION$ s

WORKERS COMPENSATION J PER J J OTH-AND EMPLOYERS' LIABILITY STATUTE ER

YI N ANYPROPRIETORIPARTNER!EXECUTIVE 0 E.L. EACH ACCIDENT s OFFICER/MEMBER EXCLUDED? NI A (Mandatory in NH) E.L. DISEASE· EA EMPLOYEE $

~~~~~~~8~ ~~~PERATIONS below E.L. DISEASE· POLICY LIMIT s

DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, AddHional Remarks Schedule, may be attached If more space Is required)

2 DAY PLAY/ENTERTAINMENT EVENT AT 33 SUBWAY ST,BISBEE,AZ. 85603 AUGUST 7TH AND 8TH. SALES OF BEER AND WINE TO RESPOSIBLE ADULTS OF LEGAL DRINKING AGE ON PREMISES ONLY.

CERTIFICATE HOLDER

CITY OF BISBEE

118 ARIZONA ST

BISBEE,AZ. 85603

ACORD 25 (2014/01) The ACORD name and logo a

CANCELLATION

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

ACOR D • CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDD/YYYY)

~ 0710712015

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER CONTACT JOHN EVERHART NAME: EVERHART INSURANCEL TO LLC r ... ~gN~ F•tl: 520-432-6704 I FAX

tAlC No): 520-432-6783

402 BISBEE RD ~~D~~ss : angelshands 1 @hotmaii.com

BISBEE.AZ. 85603 INSURER($) AFFORDING COVERAGE NAICII

INSURER A: UNITED STATES LIABILITY COMPANY

INSURED INSURERS ; CARRIE GIRSCH INSURERC : 608 HOVLAND AVE. INSURERD ; BISBEE,AZ. 85603 INSURER E:

INSURER F:

COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR TYPE OF tiSURANCE ~~~~ I= LTR POLICY NUMBER (~3Ji\~~~ l r:3:-J~~~ LIMrrS

X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000

- =:1 CLAIMS.MAOE [XI OCCUR ~~~~:;~Jj>E~~~r~nCQl $ 100,000

- MED EXP (Any one person) $ 1,000

X CL 1709405 08/07/2015 08/1012015 PERSONAL & ADV INJURY $ 1,000,000 -

2,000,000 ~'l AGGREGATE liMIT APPLIES PER: GENERAL AGGREGATE $

POLICY D ~~& D LOC PRODUCTS -COMP/OP AGG $

OTHER: $

AUTOMOBILE LIABILITY -_(C(OMBINED SINGLE liMIT

Ea accident s ANY AUTO BODilY INJURY (Per person) $

- AlL OWNED ~ ""ffi~<O AUTOS AUTOS BODilY INJURY (Per acddent) s - NON-OWNED fp~~~&:~J.":.RAMAGE HIRED AUTOS AUTOS $ -$

UMBRELLA LIAB H OCCUR EACH OCCURRENCE s

'--EXCESS LIAB ClAIMS. MADE AGGREGATE $

OED I I RETENTION$ s WORKERS COMPENSATION I ~f~TUTE I I OTH-AND EMPLOYERS' LIABILITY ER

Y/N ANYPROPRIETORIPARTNERIEXECUTIVE D N/A E.L. EACH ACCIDENT s OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L. DISEASE · EA EMPLOYEE S If yes, describe under DESCRIPTION OF OPERATIONS below E.l. DISEASE · POLICY liMIT s

DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101 , Additional Remarks Schedule, may ba attached if more space is required)

2 DAY PLAY/ENTERTAINMENT EVENT AT 33 SUBWAY ST,BISBEE,AZ. 85603 AUGUST 7TH AND 8TH. SALES OF BEER AND WINE TO RESPOSIBLE ADULTS OF LEGAL DRINKING AGE ON PREMISES ONLY.

CERTIFICATE HOLDER

ANDRE REYES

33SUBWAYST

BISBEE,AZ. 85603

ACORD 25 (2014/01)

CANCELLATION

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

To: Everhart Insurance Ltd, LLC

Attn: John Everhart

angelshands1 @hotnna1l.com

From. Lynn Latona

[email protected]/Ext 5002

Insured: CARRIE GIRSCH

MED JAMES, INC (NV) 3199 E Warm Springs Road, SUite 100

Las Vegas, NV 89120 Phone. Ext 5002

Fax: (913) 327-3767

*BINDER* 07/07/2015

Renewal Of NEW

Thank you for your order to b1nd. We appreciate your bus1ness1 We have bound the below coverage. Policy to Follow Shortly

POLICY INFORMATION COMMERC1AL ·~ABILITY POUCY Policy Number: Policy Period:

Carrier: Status:

A M. Best Rating:

COVERAGE .PART Commercial Liability

Each Ocrurrence limit

Personal & Advertising Injury limit (Any One Person/Organization)

Medical Expense Limit (Any One Person)

Damages To Premises Rented To You (Any One Premises)

Products/Completed Operations Aggregate Limit

General Aggregate Limit

Liquor Liability

Each Common Cause Llmtt

Aggregate Limit

POUCYP~~~

Location of All Covered Special Event(s) 1 - 33 Subway Street, Bisbee, AZ 85603

2 - 33 Subway Street, Bisbee, AZ 85603

APPLICABLE FORMS & ENDORSEMENTS

08/07/2015 to 08/10/2015 United States Liabil ity Insurance Company Admitted

A++ (Superior) - IX

$1,000,000

$1,000,000

$1 ,000

$100,000

See See L-535

$2,000,000

$1,000,000

$2,000,000

PREMIUM $425.00

$85.00

Please contact us with any questions regarding the terminology used or the coverages provided. Page 1 of 2

The following forms apply to multiple coverage parts CG2173 01/08 Exdusion Of Certified Acts Of Terrorism

IL0021 09108

L-206 02/11

L--535 09/02

L-608 02/11

L-610 11/04

L-656 02106

LLQ101 08.106

LLQ368 08/10

Nudear Energy Liability Exdusion Endorsement

Fully Earned Premium Endorsement

Exdusion - Products- Completed Operations Hazard

Exdusion For Fireanns. Firewor1<s And Other Pyrotechnic Devices

Expanded Definition Of Bod1ly Injury

Extension Of Coverage - Committee Members

Expanded Definition Of Employee

Separation Of Insureds Oarification Endorsement

ME Jacket 09/10 The Main Event Special Event Commercial Liability Policy Jacket

IL0017 11/98

IL0258 01/12

L-224 10/10

L-607 02/11

L-609 02/11

L-616 11/09

LLQ100 07/06

LLQ102 08.106

TRIADN 01/15

The following forms apply to the Commercial Liability coverage part CG0001 12107 Commercial General Liability Coverage Form CG0068 0&09

CG2011 04113 Additional Insured-Managers or Lessors of Premises

CG2136 03105 Exclusion- New Entities

CG2144 07/98 Limitation Of Coverage To Designated Premises Or Project

L-387 03106 Exclusion - Mechanical RJdes

L-461 12/11 Assault Or Battery Exclusion

L--536 09.109 Exclusion- Participation In Athletic Activity, Physical Activity Or Sports

L~6 10/12 Absolute Exclusion for Liquor and Other Related Liability

The following forms apply to the Liquor Liability coverage part CG0033 12107 Liquor Liability Coverage Form

L-657 01/11 Absolute Pol lution Exclusion - Liability

LQ-352 09.108 Event Vendor - Other Insurance

CG2107 0&14

CG2139 10/93

CG2 147 12107

L-423 02111

L-472 07.108

L-599 10/12

SPE 300 05/09

L--559 11/10

LQ-202 12/11

LQ-354 10.109

Please contact us with any questions regarding the terminology used or the coverages provided.

Common Policy Conditions

Arizona Changes - Cancellation And Nonrenewal

Pun1tive Or Exemplary Damages Exclusion

Exdusion For Climbing, Rebounding And Interactive Games And Devices

Animal Exclusion

Host/Special Event Coverage Form Change Endorsement

Amendatory Endorsement

Event Vendor/Exhibitor & Cootractor- ExduSion

Disclosure Notice of Terrorism Insurance Coverage

Recording And [)stribution Of Material Or Information In Violation Of Law Exclusion

Exdusion- Access Or Disclosure Of Confidential Or Personal Information And Data-Related Liablh~ - Limited Bodily Injury Exception Not Included

Contractual Liability Limitation

Employment-Related Practices Exclusion

Exclusioo For Structure Collapse

Exdusion- Injury To Performers Or Entertainers

Absolute Exclusion for Pollution, Organic Pathogen, Silica, Asbestos and Lead with a HostilE F1re Exception

Special Events Property Damage Amen<i'nent

Additional Insured - Manager Or Lessors Of Premises

Assault Or Battery Exdusion

Limitation Of Coverage To Insured Premises

Page 2 of 2

AGENDA ITEM NUMBER 3

REQUEST FOR MAYOR & COUNCIL ACTION Session of: July 21, 2015

IZ!Rcgular 0 Special

DATE ACTION SUBMITTED: --=J:.....::u:..:..ly~l=-..;4~, ::;._20:.....::1...::..5 ______ _

REGULAR (;g] CONSENT 0

TYPE OF ACTION: RESOLUTION 0 ORDINANCE 0 FORMAL ACTION (;g] OTHER 0

SUBJECT: DISCUSSION AND POSSIBLE APPROVAL FOR ENTERING INTO A CONTRACT TO PROVIDE TRANSIT SERVICE FOR THE BISBEE BUS PUBLIC TRANSIT PROGRAM

FROM: Jestin Johnson, City Manager

RECOMMENDATION:

PROPOSED MOTION:

Staff recommends to engage in services with Douglas Transit who is the most responsive bidder given the RFP requirements.

I move to approve entering into a contract with -------to provide tranist servcie for the Bisbee Bus transit program.

DISCUSSION: The Bisbee Bus Public Transit program is currently run by Catholic Community Services who desires not to extend their original three year contract beyond a one year extension. A Request for Prosposal was developed and three potential contractors, City of Douglas, San Pedro Transit LLC, and Total TransitNalue Transit submitted proposals. A panel reviewed the bids a pricing page and additional items of consideration are included with the bid packets for Council review.

FISCAL IMP ACT: To be approved

DEPARTMENT LINE ITEM ACCOUNT: 96-40-41606 or new contractor line item#

Prepared by: N/A ~~ Reviewed by-~ ~ .-/

Jesti hnson, City Manager

Corinna Carbajal

From: Sent: To: Subject:

Federal Service Desk <[email protected]> Tuesday, July 14, 2015 10:48 AM Corinna Carbajal Your incident 150714-002892 has been closed

***DO NOT REPLY TO THIS EMAIL***

This incident 150714-002892 has been closed and cannot be reopened. If you need further assistance, please go to www.fsd.gov, click on the "Submit a Question" Webform or the Webchat link to correspond with an agent. It will be necessary for you to sign-in to your FSD Account.

The 'Submit a Question' will accept submissions 24 hours 7 days a week. Federal Service Desk Agents will respond to your request during normal business hours.

Webchat is also available during normal business hours of Monday through Friday, 8:00AM to 8:00 PM ET.

Don't forget that the SAM Status Tracker is now available at www.sam.gov to monitor the on-going status of your Entity Registration. Click on "Check Status" under the section titled "Register/Update Entity and the SAM Status Tracker will be displayed. Enter the DUNs and click "Check Status" to see the search results.

Closed by: Christina S

Short description: Applying For Contracts Click here to view: 150714-002892

Comments:

2015-07-14 13:48:23 EDT- Christina S Additional comments

Ms. Carbajal called requesting assistance with confirming a municipality can apply for federal contracts.

Ms. Carbajal, There is not stipulation that exists on who can or cannot apply for any type of Contract in SAM; these will depend on the Agency listing the contract and whey stipulations they extend or what type of work they need, as well as the type of vendor that they need to fill the work. Thank you, FSD Help Desk

Ref:MSG226884 7

1

REPORT YEAR: ARIZONA DEPT: BILL/I' Oct-15 Sep-16 PROJECT NO. PROJECT ID NUMBER:

PROJECT NAME: BISBEE BUS Contract Estimated Total Total San Pedro San Pedro Douglas Current Budget Transit Transit Transit LLC Transit LLC Transit

COB FY 15-16 Est VSH Est VSH ADMINISTRATION $114,136 $78,756 $63,684 Transit Coordinator Contractor $15,878.00 $15,900 $0 $12,000 Administrative Assistance Contractor $3,530~00 $5,000 $0 $6,000 Fringe Benefits .$8;500.00 $11,742 $0 $9,000 Space Rental $3,000.00 $5,000 $9,000 $8,987 $4,300 $4,316 $1,486 Utilities $0.00 $0 $3,600 $0 Marketing I Advertising $250.00 $250 $1 ,200 $0 Printing $260.00 $400 $0 $0 Rental Equipment (video & copier IT) $625.00 $0 $14,680 $0 Office Supplies $350.00 $511 $1 ,200 $2,000 Vehicle Insurance (was in operating) $4,500.00 $5,000 $16,830 $0 Travel - Non Training $2,650.00 $1,500 $1 ,800 $0 Administrative Support Contractor $12,926.00 $10,000 $74,224 $15,852 Substance Abuse Program $500.00 $500 $600 $2,000 Liability/Works comps $0.00 $0 $0 $31,915

Total Administration Costs $52,759.00 $55,803 $123,134 $123,123 $83,067 $83,072 $65,170

OPERATING $216,596 $132,993 $145,270 Driver Salaries - 2.0 FT $55,512.00 $65,000 $58,124 $57,000 Transit Coordinator - Contractor $20,208.00 $15,900 $52,924 $30,000 Dispatcher

' $10,400.00 $11,330 $37,364 $7,000

Fringe Benefits $39,000.00 $38,467 $30,738 $15,625 Printing $250.00 $0 $0 $0 Operating Supplies (was vehicle cleaning) ~ $750.00 $800 $9,000 $800 Uniforms I $0.00 $0 $600 $900 Vehicle Radio/Cell Service/Telephone combined $2,000.00 $2,000 $11 ,040 $3,900 Drivers Training, Certificates,Physicals (combined) $3,650.00 $3,700 $1 ,200 $5,670 Contractor Operating Support $17,628.00 $9,000 $12,600 $12,090 Service ContracUCapital Expenditure $20,000 $3,000

Total Operating Costs $149,398.00 $166 197 $216,590 $216,596 $132,985 $132,993 $145,270 Total Administration Costs $52,759.00 $55,803 $123,134 $123,123 $83,067 $83,072 $65,170

Total Operating & Administration Costs $202,157.00 $222,000 $339,724 $339,719 $216,052 $216,065 $210,440 ---- ---------------

$209,271

CONTRACT FOR SERVICES CITY OF BISBEE

THIS CONTRACT is made this __ day of _____ , 20_ , by and between the City of Bisbee (hereinafter "the City") and _______________ ______ (hereinafter "the Contractor").

WHEREAS the City is in need of certain services, as more particularly specified in the Request for Proposal designated as BISBEE PUBLIC TRANSIT SERVICE and as incorporated herein by reference; and

WHEREAS the Contractor has offered to perform the proposed work in accordance with the terms of this Contract;

NOW, THEREFORE, in consideration of the promises and covenants stated herein, IT IS HEREBY AGREED THAT:

I. The Contractor promises and agrees to perform the work and to provide the services as described in the "Request for Proposal" and the "Statement of Work and Special Instructions to Bidders", and "Special Terms, Conditions, and Provisions", and the "Questionnaire" each of which is incorporated herein by reference. This work shall be provided in a good and competent manner, and to the satisfaction ofthe City, or its designees.

2. The Contractor further agrees to provide all of the services required by this Contract in a complete and acceptable form, as is customarily provided according to professional standards applicable to completion of this type of service work.

3. This Contract shall remain in effect for a period of 3 years, with an option of up to two (2) one (I) year renewals if agreed to by both parties, from the date of approval, or for such period as may be otherwise specified in the Contract Documents. It may be renewed for an additional period upon the mutual agreement of the parties.

4. The City will compensate the Contractor for its performance, and the Contractor agrees to accept as complete payment for such full performance, a sum not to exceed ----------- ----· The City shall have the right to reject all or any work or work product submitted under this Agreement which does not meet the required specifications. In the event of any such rejection, the Contractor agrees to promptly remedy any and all deficiencies. No compensation shall be due for any rejected work until such deficiencies have been corrected, and corrected at the Contractor's sole cost.

5. Payment shall be made by the City to the Contractor on the basis of invoices detailing the work included within each billing period. The Contractor's billing period shall be on a monthly basis, or as otherwise specified in the Contract documents. The Contractor shall provide periodic reports and updates on the progress being made in connection with these payment requests, sufficient for the City to determine that satisfactory progress is being made.

18

6. All notices, invoices and payment shall be made in writing and may be given by personal delivery or by mail. The names and addresses of the designated recipients for such notices, invoices and payments are as follows:

TO CONTRACTOR:

TO CITY: Corinna Carbajal, Transit Program Manager City of Bisbee, Community Development Department I 18 Arizona Street Bisbee, AZ 85603

IN WITNESS WHEREOF, the duly authorized representatives of the parties have executed this Contractor as indicated below:

APPROVED: APPROVED: CITY OF BISBEE CONTRACTOR

By ____________________ __

Mayor, Ron Oertle Name: Title: Address: ---------------------------

ATTEST:


APPROVED AS TO FORM:

Brit Hanson, City Attorney

19

PASS/ FAIL Met Proposal Deadline

Proper documentation submitted

Met Government regulations

Preclusions from Bidding (Federal, State, Local)

Total San Pedro City of

Transit Transit Douglas

KEY PERSONNEL

Key Personnel

Management & Organization

EXPERIENCE, QUALIFICATIONS, RESOURCES

Firm experience and qualifications

Personnel experience and qualifications

Financial history and stability

Firm's fi nancia l resource

Technical Specifications

Price

Notes:

Operat ions approach, organization, and management

Transition plan

Cash controls for revenues and expenditures

Maintenance approach

Training/Safety Program & Accident Prevention Program

Complaint resolution

Innovation/Advertising & Creative Marketing Plans

Disadvantage Business Enterprises (DBE)/Subcontractors

Other

Tota l contract amount

Tota l Transit has some t ransit related litigation

Tota l Transit Manager needs clarification on work requirements/history, Dispatch/overhead costly

Total Transit has an incentive plan for notifying of maintenance issues

San Pedro Transit LLC could not be verified in the Federa l Government System of Award Management

San Pedro Transit did not show a back up vehicle

San Pedro Transit has a detailed safety and accident prevention program

Total Transit & Douglas has a vehicle contingency plan

All Bids will need some clarification on Accident protocol, maintenance, damages clause None of the Bids contained information on getting a driver to testing after an accident (testing protocol)

All Bids need to be reviewed for fina l cost

al l

PRICING PAGE

Total Operating Costs

Total Administration Costs

Total Operating & Administration Costs

City of Douglas - Pricing Page

$ 146 761

$ 62 511

$ 209 271

Proposer shall provide a fixed fee proposal for the provision of services described herein. The fixed fee shall be inclusive of all costs associated with the project. Please provide pricing in the following format for the Bisbee Bus Route:

Annual Annual Annual Operating Facility Administrative GRAND estimated estimated estimated rate per rate per rate per hour TOTAL per

vehicle service riders miles hour hour hour hours

3,538 45,000 74,213 $41.06 $0.42 $18.00 $58.73

Please list any additional information including any start up costs required:

ADDED INFORMATION

Start-up costs for 3 week transition pre-takeover:

$3,300

Potential additional costs if incurred:

$10,000 For added UM/UIM limits *see Insurance Page

$ .445 cents per mile-For temporary vehicle replacement over a 3 day period *see 1.16

PRICING PAGE

Total Operating Costs

Total Administration Costs

Total Operating & Administration Costs

San Pedro Transit - Pricing Page

$ 132.984.50

$ 83 066.50

$ 216 051.00

Proposer shall provide a fixed fee proposal for the provision of services described herein. The fixed fee shall be inclusive of all costs associated with the project. Please provide pricing in the following format for the Bisbee Bus Route:

Annual Annual Annual Operating Facility Administrative GRAND estimated estimated estimated rate per rate per rate per hour TOTAL per

vehicle service riders miles hour hour hour hours

3,538 45,000 74,213 $37.59 $1.22 $22.26 $61.07

Please list any additional information including any start up costs required:

61

DATE:

AMENDMENT TO REQUEST FOR PROPOSALS

Bisbee Public Transit Serv ice

6/18/15

1) The Contractor shall assist the City in distributing and collecting an annual Ridership Survey. (Optional, the Contractor may perform a survey and report the findings to the City)

2) The City will provide Marketing. The Contractor shall assist the City in Marketing of the Transit System. No Marketing Plan is required by the Contractor in the RFP.

3) Complaints- all complaints shall be forwarded to the City. The Contractor shall not investigate complaints.

4} Revenues - Fare box revenue shall be dropped off at the City Police Department after each shift . The City will reconcile the fares and pass revenues.

5) The Contractor agrees to submit an Opera ting, Facility, and Administrative Service Ra te per Hour Cost each year to City by February I st for the next funding year (Federal Fiscal Year- October I st through September 30th}. The RFP and subsequent invoices shall be based on the Operating, Facility. and Admi nistrative (Total) Service Rate per Hour.

Annual Annual Annual Operating Facility Administrative GRAND estimated estimated estimated rate per rate per rate per TOTAL per

vehicle riders miles Service Service Service hour hour service hours Hour Hour

3,538 45,000 74,213 $ 61.22 $2.54 $32.26 S96.02

Note: Total Transit/YaluTrans is bidding on this contract in total onl y.

SAM Search Results List of records matching your search for :

Search Term : Douglas* City* Record Status: Active

lENTITY !DOUGLASVILLE, CITY OF Status:Active

DUNS: 069210581 +4: CAGE Code: 4PCR8 DoDAAC:

Expiration Date: Mar 26, 2016 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 6695 CHURCH ST City: DOUGLASVILLE State/Province: GEORGIA ZIP Code: 30134-1715 Country: UNITED STATES

I ENTITY !DOUGLAS CITY ELEMENTARY SCHOOL DISTRICT Status:Active

DUNS: 193983863 +4: CAGE Code: 5TN61 DoDAAC:

Expiration Date: Mar 19, 2016 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 100 SCHOOL HOUSE RD City: DOUGLAS CITY State/Province: CALIFORNIA ZIP Code: 96024-0000 Country: UNITED STATES

I ENtiTY.~ "] Douglas City Government Status:Active

DUNS: 615002115 +4: CAGE Code: 55871 DoDAAC:

Expiration Date: Mar 11 , 2016 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 425 E 1Oth St City: Douglas State/Province: ARIZONA ZIP Code: 85607-2008 Country: UNITED STATES

n::"Ntfrr.r: ·' · ] DOUGLAS, CITY OF Status:Active

DUNS: 148381812 +4: CAGE Code: 528N4 DoDAAC:

Expiration Date: Oct 31 , 2015 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 425 1OTH ST City: DOUGLAS State/Province: ARIZONA ZIP Code: 85607-3429 Country: UNITED STATES

June 30. 2015 12:00 PM Page 1 of2

I ENTITY !! DOUGLAS, CITY OF Status:Active

DUNS: 867646614 +4: CAGE Code: 70NT8 DoDAAC:

Expiration Date: Nov 15, 2015 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 1400 10TH ST City: DOUGLAS State/Province: ARIZONA ZIP Code: 85607-2308 Country: UNITED STATES

(ENTITY I DOUGLAS, CITY OF Status:Active

DUNS: 070326467 +4: CAGE Code: 55U21 DoDAAC:

Expiration Date: Oct 28, 2015 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 224 E BRYAN ST City: DOUGLAS State/Province: GEORGIA ZIP Code: 31533-5318 Country: UNITED STATES

June 30, 2015 12:00 PM Page 2 of 2

INo Search Results

June 30, 2015 12:07 PM


Search Term: San* Pedro* Transit* Record Status: Active

Page 1 of 1


Search Term : Total* Transit* Record Status: Active

IENI ITY ]TOTAL TRANSIT, INC. Status :Active

DUNS: 182594960 +4: CAGE Code: 34HN7 DoDAAC:

Expiration Date: Jan 27, 2016 Has Active Exclusion?: No Delinquent Federal Debt?: No

Address: 4600 W CAMELBACK RD City: GLENDALE State/Province: ARIZONA ZIP Code: 85301 Country: UNITED STATES

June 30, 2015 12:03 PM Page 1 of 1

AGENDA ITEM NUMBER_y_


~Regular 0Special

DATEACTIONSUBNOTTED: ~J~u~ly~1~5~,_20~1~5 ____________ __

REGULAR C8J CONSENT 0

TYPE OF ACTION: RESOLUTION 0 ORDINANCE 0 FORMAL ACTION C8J OTHER C8J

SUBJECT: DISCUSSION AND POSSIBLE APPROVAL TO ENGAGE PB&J TO REDESIGN WWW.DISCOVERBISBEE.COM WEBSITE AND BRANDING MATERIAL.

FROM: JESTIN JOHNSON, CITY MANAGER

RECOMMENDATION:

PROPOSED MOTION:

Proceed with Contract for Enhancing the City's Tourism Webpage and Marketing Material.

I move that we engage PB&J to redesign the City of Bisbee's Tourism website and rebrand the City's marketing material.

DISCUSSION: During last year's election, City of Bisbee (COB) voters approved a 1% sales tax increase dedicated to promoting the City of Bisbee as an overnight destination. After a formal Request for Proposal process, a committee rated (7) proposals based on criteria such as experience, understanding of Bisbee, price, approach, etc. Once all proposals were scored, PB&J was the highest rated firm based on the criteria provided. The project team includes members that are not only technically competent, highly creative, intimately fami liar with Bisbee, and an understanding of the project as a whole. In addition to the information outlined by the proposer, PB&J is also offering "A one-year commitment to support the Visitor Center staff' and" A one-year commitment to maintain and operate a social media campaign to augment the web and print marketing efforts."

FISCAL IMPACT: $15,000 (July-Nov 2015)

DEPARTMENT LINE ITEM ACCOUNT: 20-38-99010/ $12,896.80 (as of 5/2015)

BALANCEINL $

Prepared by: Reviewed by: ChbLw. _, ~()) 6'YlCdo Ashlee Coronado City Clerk

rf l f2,hod 1-- (.Jtv(

t !Digital Wire 360

Name of Firm Understanding of Culture Proposed Work Plan I Financial Total

iO f;( ,01 -

ifirX, . r,r•·rt;t,., 'V' I' ...., ' '? I )C../ - I'N Uj )Lid ">)'"II • I ~ \.,./ I _....., I "= - I o .., I ·· J- "" I I , ts GTS Web Design

fr AZ Communications Group

~--+ 1-'-P-=-B&=J'----~---:--ilab - Nd 1/P(4 -kur'h~

C11s.0i

9J"

Rating Criteria/Maximum Points

I-Iosia>J sd ~ellA or o-f\ 'l5)~ ·;

r~

Qualifications and Experience of Company

Qualifications and Relevant Experience of Project T earn

Understanding of Bisbee Culture Quality of Approach and Methodoloov Proposed Work Plan and Schedule Sub-total Financial: Fees and disbursements ltincludinq sub-consultants) Total

r t u - z~11- ( () t ·1

~o'-1· 7 S']- 1oof

10

20

10

20

20

80

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RFP for Tourism Website Redesign

Name of Firm Qualification and Experience Understanding of Culture Approach Proposed Work Plan Financial Total

Digital Wire 360 \D +Z.D 4 ~5 ·zo z.o 8"3 Hillman Design Group r:::>·+-0 ~ \S zo \~ ~ Civic Live \o-r- \C 0 \0 zn s 55"" GTS Web Design /·-r-5 5 \Q D lD ·3-, AZ Communications Group \n +-zD \() t .!5 20 7() ~~ PB&J \0-r-z.D \0 20 20 :zu 'ro ilab 8 .?i \0 \ C) r.) ·:s:z_

---------------

Rating Criteria/Maximum Points Qualifications and

10j Experience of Comoanv

Qualifications and Relevant I Experience of Project Team 20J

Understanding of Bisbee 10, Culture Quality of Approach and

20 MethodoloQy Proposed Work Plan and

20 Schedule Sub-total 80 Financial:

Fees and disbursements 20

(including sub-consultants)

Total 100 ----- '---- ---- ---- ---------

RFP for Tourism Website Redesign -<~ II I I ' " k: <.. :Ji (\, ~- , • ./

Name of Firm Qualification and Experience Understanding of Culture Approach Proposed Work Plan Financial

Digital Wire 360 (.o B ~ e 8 Hillman Design Group 8 R 6- .!r ~ Civic Live R ~ C:, to 7 GTS Web Design (0 (l'l s s c; AZ Communications Group ~ B 7 7 R PB&J ~ ~ /(} IS L ilab '$? "8 & '" /()

Rating Criteria/Maximum Points Qualifications and

10 Experience of Comoanv

Qualifications and Relevant 20 Experience of Project Team

Understanding of Bisbee 10 Culture

Quality of Approach and 20 Methodoloov

Proposed Work Plan and 20! Schedule

Sub-total 80 Financial:

Fees and disbursements 20 (including sub-consultants)

Total 100

Total

39 .3! ' I

a~ '

~I

38 Sf

3P>

CONTRACT FOR SERVICES CITY OF BISBEE

THIS CONTRACT is made this __ day of July, 2015, by and between the City of Bisbee (hereinafter "the City") and PB&J Design (hereinafter "the Contractor").

WHEREAS the City is in need of certain services, as more particularly specified in the Request for Proposal designated as Tourism Website Redesign & Marketing Material Redesign and is attached as Exhibit A; and

WHEREAS the Contractor has offered to perform the proposed work in accordance with the terms of this Contract;

NOW, THEREFORE, in consideration of the promises and covenants stated herein, IT IS HEREBY AGREED THAT:

1. The Contractor promises and agrees to perform the work and to provide the services as described in the "Response to the Request for Proposal" and the "Specifications, Scope of Work or Requirements," which is attached as Exhibit B. This work shall be provided in a good and competent manner, and to the satisfaction of the City, or its designees. This work shall also be performed in a manner that is consistent with the "Standard Terms and Conditions, City of Bisbee Contract," which are incorporated into this Contract by reference, and any special terms and conditions which may be attached to this Contract.

2. The Contractor further agrees to provide all of the services required by this Contract in a complete and acceptable form, as is customarily provided according to professional standards applicable to completion of this type of service work.

3. This Contract shall remain in effect for a period of 5 Months from the date of approval, or for such period as may be otherwise specified in the Contract Documents. It may be renewed for an additional period upon the mutual agreement of the parties.

4. The City will compensate the Contractor for its performance, and the Contractor agrees to accept as complete payment for such full performance, a sum not to exceed Fifteen Thousand Dollars ($15,000.00). The City shall have the right to reject all or any work or work product submitted under this Agreement which does not meet the required specifications. In the event of any such rejection, the Contractor agrees to promptly remedy any and all deficiencies. No compensation shall be due for any rejected work until such deficiencies have been corrected, and corrected at the Contractor's sole cost.

5. Payment shall be made by the City to the Contractor on the basis of invoices detailing the work included within each billing period. The Contractor' s billing period shall be on a monthly basis, or as otherwise specified in the Contract documents. The Contractor shall provide periodic reports and updates on the progress being made in connection with these payment requests, sufficient

1

for the City to determine that satisfactory progress is being made.

Step 1. Research Phase- $3,000 Step 2. Defme Phase- N/ A Step 3. Design Phase- $8,000 Step 4. Development Phase- $2,000 Step 5. Delivery Phase- $2,000

6. All notices, invoices and payment shall be made in writing and may be given by personal delivery or by mail. The names and addresses of the designated recipients for such notices, invoices and payments are as follows:

TO CONTRACTOR:

PB&J Design Attn: Pete Goldlust 619 Briggs A venue Bisbee, AZ 85603

TO CITY:

City of Bisbee Attn: Jestin Johnson 118 Arizona St. Bisbee, AZ 85603

IN WITNESS WHEREOF, the duly authorized representatives of the parties have executed this Contractor as indicated below:

APPROVED: APPROVED: CITY OF BISBEE CONTRACTOR

By ________________________ _

Ronald Oertle, Mayor Name:, ____________ _ Title: _____________ _

Address:-----------------ATTEST:

2




3

EXHIBIT A to Document

REQUEST FOR PROPOSAL

CITY of BISBEE TOURISM WEB SITE REDESIGN

& MARKETING MATERIAL

REDESIGN

Creation of A NewT ourism Web Presence Based on Responsive Design

For the City of BISBEE

Requested by:

BISBEE of Bisbee 118 Arizona Street

Bisbee, Arizona 85603

Issued on:

5/7/2015

Responsive Tourism Web Site May 2015

TABLE OF CONTENTS

1.0 INTRODUCTION ......................................................................................................................................... 1

2.0 INSTRUCTIONS TO PROPONENTS .................................................................... .......................................... 2

2.1 INVITATION ................................... ................................... ............. ...................................... ............ .... ............. 2 2.2 CHARGE FOR DOCUMENTS ......... ......................................................................................................................... 2 2.3 COSTS INCURRED BY PROPONENTS ........................................................................................................................ 2 2.4 ACCEPTANCE OF TERMS ...................................................................................................................................... 3 2.5 CLARIFICATION .. ............................................................. .................................................................................. 3 2.6 TERMSOFPAYMENT ..................... ... ............................... ......... ... ....................................................................... 3 2.7 PROPOSAL VALIDITY ...................... ........... ........................... .... ......... ......... ... .................................. .... ..... ........... 3

2.8 FOLLOW-ON CONTRACTS ............... ........ ... ....................... .... ..... ............. .... ........ ... .......................... .... .......... ...... 3

3.0 TERMS OF REFERENCE ............................................................................................................................... 4

3.1 BACKGROUND .......................................................................................... .......... .............. ............ .................... 4 3.2 GOALS ...... ........... .. ... .... .... ... .. . ........... .. ....................... .... .... ............................................................................ 4 3.3 SCOPE OF PROJECT ........................ .................................................................................................................... 4 3.4 CORE REQUIREMENTS ........................................................................................................................................ 4 3.5 FEATuREs REauiREo ........................................................................................... ............................................... s 3.6 SUMMARY OF KEY DATES FOR PROPOSAL . .... .... .... ................... ... .......... .... .... .......................... ... ............. .... ..... ....... S

4.0 EVALUATION CRITERIA .............................................................................................................................. 5

4.1 BASISOF SELECTION .. ......... ...................... .... .... .... ...... ......... .... ..... ..... ... ..... ........ .... ... ....... .... ... ......... .... ... ...... ...... 6 4.2 SELECTION CRITERIA . ............ ... ..... ... ........ .... ..... ..... .... .... .............. .... ..... ............... ........ ... .... ... ......... ....... .. .... ...... 6 4.3 QUALIFICATIONS AND EXPERIENCE OF COMPANY ....................... ................................ .............................. .. .............. 7 4.4 QUALIFICATIONS AND RECENT RELEVANT EXPERIENCE OF PROJECT TEAM ..................................................................... 7 4.5 UNDERSTANDING OF OBJECTIVES ............ .................................... .... ....................................................... .... ........... 7

4.6 QUALITY APPROACH AND M ETHODOLOGY . ............................... .... ....................................................... ................... 7 4.7 PROPOSED W ORK PLAN AND SCHEDULE ... ................................... .... ............................................... .... ................... 7 4.8 FEES .... ... .... ....... ................................... ........ .............. ..... ......... ...... ... ............... .... ....... ... .... .... ............ ............ B 4.9 BIDDER INTERVIEWS ...................... ............................................................ ........ .... ... ....... ....... ......... ......... .... ...... 8

5.0 SPECIAL TERMS AND CONDITIONS ............................................................................................................ 8

Request for Proposal for Integrated Community Trails Strategy Page ii

Responsive Tourism Web Sffe May 2015

1.0 INTRODUCTION

BISBEE is a vibrant rural City located adjacent to the SE border of the United States. As one of the more unique overnight destinations in Cochise County, BISBEE is committed to providing a broad range of amenities and services to its residents and visitors alike.

The City recognizes that tourism, overnight visitors, and day trip visitors represent an important economic generator for the community. The City currently has tourism information located on its tourism web site www.discoverBisbee.com .

The goal of this initiative is to promote Bisbee as an overnight destination.

The City is seeking to enhance its current tourism page www.discoverBisbee.com to provide mobile capability (responsive web pages, as a first phase of a broader corporate website redevelopment). We are also looking at the potential of adding more technical features to the tourism site to include online experience-based products with potential to develop trip advisor type of interactive technology.

Another key aspect of the project is to develop a refreshed brand package for reproduction and use in various travel publications, visitor center rack cards, travel websites, and marketing packages.

1 RFP for Tourism Web Site and Rebranding Design


2.1 INSTRUCTIONS TO PROPONENTS

2.2 Invitation

The City of Bisbee is seeking proposals from qualified individuals, teams, or firms to provide professional services to enhance its current tourism web site and overnight destination tourism marketing material. This new website will be mobile capability (responsive web pages). We are also looking at the potential of adding more technical features to the tourism site to include online experience-based products with potential to develop trip advisor type of interactive technology. The project will also include identifying regional tourism interests as a means of supporting a coordinated approach to tourism investment attraction product development (branding) within Bisbee and the region through regional partners such as Arizona Office of Tourism.

The budget for this pro!ect will not exceed $15,000.

The Bidders are to provide eight (8) hard copies of their proposal and (3) digital copies in a sealed package, clearly identified as to the contents and addressed to:

The City of Bisbee Office of the City Clerk 118 Arizona Street Bisbee, AZ. 85603

Attention: Website and Rebranding Initiative

Proposals must be received at this location NO LATER THAN Friday, June 12, 2015 at 3:00 Arizona Time.

Proposals received after the above due date and time will not be considered and will be returned unopened to the Bidder. Fax or electronic submissions will D.Qlbe accepted.

2.3 Charge for Documents

All documents, including background information, will be provided at no cost.

2.4 Costs Incurred by Proponents

All expenses incurred in the preparation and submission of proposals shall be borne by the Bidder. No payment will be made for any proposals received, or for any other effort required of or made by the Bidder prior to the commencement of work defined by the proposal approved by the City.



2.5 Acceptance of Terms

All those who submit a proposal represent that they have read, completely understand, and accept the terms and conditions of this Request for Proposal (RFP) in full .

2.6 Clarification

All inquiries regarding this RFP are to be directed to the individual identified below. Inquiries must be received in writing via email no later than May 29, 2015. All inquiries received and the responses provided will be sent by the City by way of written addendum(s) on the City of Bisbee's website, no later than Wednesday, June 3, 2015, without naming the source of the inquiry.

llonda Smerekanich Visitor Center Manager Email: [email protected]

2. 7 Terms of Payment

The successful Bidder shall be reimbursed for actual work completed and time spent on the project. Invoices are to include supporting documentation for all disbursements. Disbursements will be paid at cost.

Invoices submitted by the Bidder shall include the project title, a description of the work completed and a billing summary. This summary shall include the tasks set forth in the financial submission and shall indicate the budgeted cost, percentage invoiced to date and a total of these amounts for each task.

2.8 Proposal Validity

Proposals shall remain valid and open for acceptance by the City for a period of at least sixty days (60) calendar days following the deadline for receipt of proposals.

2.9 Follow-On Contracts

The City reserves the right to award subsequent phases of the project to the successful proponent, and fees for any follow-on contracts shall be based on the same unit or per diem rates proposed under this RFP, unless negotiated and approved otherwise.

The City also reserves the right to request competitive proposals for subsequent phases of the project if deemed to be in the best interests of the City of BISBEE.



3.1 TERMS OF REFERENCE

3.2 Background

BISBEE is seeking to enhance its current tourism page www.dicoverbisbee and its economic development tourism marketing material. The website will provide mobile capability (responsive web pages, as a first phase of a broader corporate website redevelopment). We are also looking at the potential of adding more technical features to the tourism site to include online experience-based products with potential to develop trip advisor type of interactive technology.

3.3 Goals

- Develop and launch two (1) new sites by November 2015 (accommodate tourism season)

- Develop new branding material used by the Manager of Bisbee's Tourism Office. The branding material will be used in Visitor Center card racks, travel journals, tourism websites, Arizona Office of Tourism distribution channels, etc.

- Improve and enhance the user experience (content & functionality) - Build on the growing brand awareness of the City of Bisbee's tourism and

promotion of Bisbee as an overnight destination. - Identify and build on potential tourism partners (local and regional) , product,

branding and networks

3.4 Scope of Project

The City requires two (1) new websites to replace the existing site and page. The new websites should take full advantage of current technologies, while remaining affordable and easy to use. It is desired that one firm or team, be selected to work with the City to handle the design and development of the site and development of the rebranding/marketing material for several reasons:

- Same technology to be deployed on the website - Content of one site may integrate with other sites, if applicable - Efficiency of design and development approvals (less staff time) - Single training session to train for updating both sites (less staff time) - Economy of scale allows for 'bundled' pricing (reduced costs)

3.5 Core Requirements

- Responsive Web Design, to adapt to various device sizes (mobile/tableUiaptop/desktop)

- Visually pleasing, reflecting the NG brands - Easy to use/easy to navigate

RFP for Tourism Web Site and Rebranding Design 4


Open Sourced , widely-supported Content Managed System (non-proprietary) Search Engine Optimized Easily updated and expanded



- Social network linkages - Availability to train admin staff (one time, both sites) - Hosting for both sites - Maintenance/support (annual) for both sites

3.6 Website Features Required

- Things to see and do - News Section - Integrated Google mapping (showing points of interesUproperties) - Photo & Video Galleries - Electronic Newsletter - Event Calendar (tie in with existing or stand-alone to be determined) - New content creation & development (map info, text writing & editing, photo

research & selection)

3. 7 Summary of Key Dates for Proposal

Distribution of RFP

Submission of proposal

Notification to attend consultant interview (if necessary)

Consultant interview (if necessary)

Anticipated award of assignment (at the latest)

4.1 EVALUATION CRITERIA

May 7, 2015

June 10, 2015

June 19, 2015

June 26, 2015

July 1, 2016

The successful Bidder will possess the requisite technical skills to deal with the complex matters to be addressed in the scope of work and will be required to work directly with City staff, the public, agencies and stakeholders in a professional manner.

To achieve this, the City is interested in a firm, which in addition to sound technical qualifications, exhibits such skills as timeliness, diplomacy, tact, strong communication ability (both written and verbal) and an intimate understanding of the City of Bisbee's culture, history, and overall unique qualities.

The successful Bidder must demonstrate:

• Ability to meet all RFP requirements • Background of finn (experience in tourism and economic development, reliability,

responsiveness, availability, quality assurance, training, etc.)

• Previous and related experience, including portfolio of similar projects, with references



• Preference given to firms with a Registered Graphic Designer (RGD) on the team. This is not a requirement for submittal.

• Financial proposal, with detailed cost breakdown for services provided • Hosting solution quoted separately

4.2 Basis of Selection

The City intends to recommend the appointment of the Bidder on the basis of best overall value, and not necessarily the lowest bidder, based upon a review of the technical and fee proposal, and may request a telephonic consultant interview (if necessary). The Bidder appointment is subject to approval by the City Council.

4.3 Selection Criteria

A total of 100 points will be allocated to each proposal, as follows:

Category

Technical:

Available Points

Qualifications and Experience of Company 1 0

Qualifications and Relevant Experience of Project T earn 20

Understanding of Bisbee Culture 1 0

Quality of Approach and Methodology 20

Proposed Wor1< Plan and Schedule 20

Sub-total 80

Financial:

Fees and disbursements (including sub-consultants) 20

Total 100

Financial points will only be awarded to submissions that have achieved a minimum score of 60 out of 80 points on the technical evaluation criteria. Proposals that do not meet this minimum score will be deemed non-compliant and will be given no further consideration.

Technical proposals scoring 60 points or higher wi ll be evaluated financially, on the following basis:

The lowest cost submitted will be awarded 20 points, and the other cost proposals will be awarded points based upon the ratio of the cost submitted to the highest cost submitted, e.g.:


Responsive Tourism Web Site

Points = 20 X o-[Proposalcost -Lowest] Highest- Lowest

May 2015

Up to three (3) of the highest rated proposals may be invited by the City to attend an interview to present and discuss their proposal if deemed necessary through the screening process. Interview details and evaluation criteria will be provided at the time of notification of request to attend an interview.

4.4 Qualifications and Experience of Company

Provide a brief company profile and recent relevant experience. Provide three (3) similar projects completed by your finn/team, including as a minimum, one (1) project completed in the last five (5) years. Provide client references for each project.

4.5 Qualifications and Recent Relevant Experience of Project Team

Provide the qualifications, recent relevant experience and responsibility of each member of the project team (Project Manager, key team members, sub-consultants and other staff), clearly stating the employment history of the Project Manager and key team members, years with current firm and work location. Resumes should be included in an appendix.

4.6 Understanding of Objectives

Describe your understanding of the assignment, including overall scope and objectives, noting any particular issues that may require specific attention.

4. 7 Quality Approach and Methodology

Describe the approach and methodology to be followed in completing all aspects of the assignment in order to achieve the stated project objectives.

4.8 Proposed Work Plan and Schedule

Provide a work plan and schedule in the form of a Gantt chart to illustrate the breakdown of the major tasks and the level of effort of the individual team members in sufficient detail to allow a complete understanding as to how and by whom the work is to be carried out.

The Bidder shall outline the measures that it has in place to ensure the project delivery and cost control to meet the needs of the City.



4.9 Fees

The Bidder is to provide a total price breakdown, including all design fees, subconsultants and disbursements to complete this assignment in accordance with the services detailed herein in the Bidder's proposal.

The breakdown of fees shall be presented in a table format identifying the level of effort that each team member has allocated to each of the tasks in the proposed work plan, as well as disbursements for each task, if applicable.

All reasonable and proper expenses incurred by the Consultant shall be reimbursed without any allowance thereon for overhead and/or profit. The following costs shall not be reimbursed:

• Communication expenses including facsimile, local phone and cellular charges;

• Standard PC or computer aided design and drafting equipment (excludes specialized equipment or software as identified in Consultant's proposal); and

• Travel and living expenses unless identified in the proposal or approved in advance.

The Bidder shall not be reimbursed for any additional public meetings, should they be required.

4.10 Bidder Interviews

Up to three (3) of the highest rated proposals may be invited to make a brief presentation (15 minutes) to the Evaluation Team on this project to discuss their methodology and approach to this assignment.

5.0 SPECIAL TERMS AND CONDITIONS

Submission of a proposal constitutes acknowledgement the proponent has read and agrees to be bound by all the terms and conditions of the Request for Proposal.

The City will not make any payments for the preparation of the response to the Request for Proposal. All costs incurred by a proponent will be borne by the proponent.

This is not an offer. The City does not bind itself to accept the lowest price proposal or any proposal submitted.

The City has the right to cancel the Request for Proposal at any time and to reissue it for any reason whatsoever, without incurring any liability and no proponent will have any claim against the City as a result of the cancellation or re-issuing of the Request for Proposal.



If a contract is to be awarded as a result of the Request for Proposal, it will be awarded to the proponent whose proposal, in the City's opinion, provided the best potential value to the City and is capable in all respects to fully perform the contract requirements and the integrity to assure performance of the contract obligations based on the objective assessment outlined above.

If the City decides to award a contract based on a submission received in response to this Request for Proposal, the successful proponent will be notified of the intent to award in writing, and the subsequent execution of a written agreement shall constitute the making of a contract. Proponents will not acquire any legal or equitable rights or privileges whatsoever until the contract is signed by both parties.

In the event of any inconsistency between the RFP and the contract, the contract shall govern.

The City reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. Unsuccessful proponents may be provided with a verbal debriefing on the evaluation of their submission after the selection process has been completed.

Proponents may not amend or withdraw their proposals after the closing date and time.

Proposals will be evaluated as soon as practicable after the closing time.

The proposals and accompanying documentation submitted by the proponent are the property of the City and will not be returned.

Proponents are advised that all communications with the City related to this RFP during the bidding process must be directly and only with the individual nominated in section 2.5.


PB&J Based in Bisbee, PB&J Design is a local team that offers a truly unique perspective on the project of re-visualizing our city's marketing and advertising. Collectively, our three team members have lived as residents of Bisbee for over 20 years. We are three people that are capable of responding to this RFP on our own, but we decided it would be best for our community to come together and work as a team. We are deeply invested in our community. We know the local professional and creative landscape. We love Bisbee's charms, and we're aware of its challenges.

Together, we are able to draw upon our collective and indMdual histories, having worked with the entire community. We arrive at this project having already established close professional relationships in virtually all relevant comers of civic life in Bisbee: business, government, non-profrt, culture, hospitality, and tourism. Understanding the unique local character of our town will be critical to the success of Bisbee's upcoming marketing and advertising efforts.

Uke other full service design firms, PB&J's projects include numerous identity campaigns. We are a full-service agency. providing online and print marketing. Our campaigns include websites, social media, corporate 10, print ads, stationery. brochures, rack cards, postcards, invitations, signage, forms, labels, hang tags, t-shirt designs, flyers. posters, and more.

However, unlike any other potential candidates, PB&J is fully empowered to integrate iBisbee's initial design concepts, which were done by our team member Pete Goldlust, into the final campaign as needed. We have already been deeply involved in the preceding stages of the marketing re-conception process that began with the city's economic development committee in 2014.

And perhaps most importantly ... On a practical level, we're easy to work with. By selecting an experienced, in-town design team like PB&J, the City will see benefits that an out-of-town firm simply cannot provide. We offer a hands-on approach. Face-to-face meetings can happen on short notice- as often as necessary, throughout the design process and beyond. We're available for consultation on an ongoing basis, both during the design phase and afterwards, during concept implementation. This is especially critical, given the wide scope and compact timeline expected for the project.

P·B&J

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Operating as Ivy Inc., Bridget provides web and print design and marketing services, campaign management, and promotional graphics for individuals, events, businesses. She has served local and international clients as a designer, illustrator and project manager since 2006. Local clients include: Bisbee International Film Fest ival, Bisbee Pride, Bisbee After 5, The Bisbee Foundation, Edible Baja Arizona Magazine - Ads & Illustrations, M. Greene Planning and Resource Development, Paint Your Town! , Cochise College Pit Fire Festival, Finders Keepers, SEAGO Regional Mobility, Copper Queen Community Hospital, Zoya Greene Photography, Vintage Bisbee Wine Tasting, Canyon Rose Suites, Bisbee Mining & Historical Museum, Alamos International Film Festival and Bisbee Animal Shelter .

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Since 2001, Jen has owned and operated Maude Viola Design, a full service graphic studio specializing in print design and online marketing. Local clients include: The City of Bisbee, SamPoe Gallery, Bisbee Chamber of Commerce, Bisbee Royale, Cafe Roka, Black Sheep Imports, Justice Financial Advising, Judy Perry, Community Montessori School of Bisbee, The Shady Dell, Mule Mountain Relay for Life, and Babycakes Cupcake Shoppe.

As the former owner/operator of The Shady Dell Vintage Trailer Court, and a currently active member of the Bisbee Chamber of Commerce, Jen brings a unique, insider's perspective to the job of defining and representing Bisbee for the tourist market.

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Pete Goldlust As a member of the City's iBisbee (economic development) committee, Pete is principally responsible for creating the initial sample design concepts that have been circulated throughout Bisbee over the past several months. Pete currently serves as Executive Director of Central School Project center for the arts. He has served clients as a freelance graphic designer and illustrator since 1991. As a local artist, designer, non-profit administrator, and parent, Pete is well-positioned to draw on a variety of Bisbee experiences.

Team roles: Project management; branding/print design; content development/copy writing/editing.

PB&J • We will make sure the information architecture is well organized and makes sense. • We will integrate interactive "Trip Advisor" like technology that will allow us to gain valuable feedback. • We will test what we have developed by gathering feedback and seeing what speaks best to our audience

and where their comfort zones are. • We will make sure that there is something for everyone on our site but that it won't be overloaded with too

much information.

• When defining Bisbee we will develop new content and messages that will educate, attract and raise awareness of what Bisbee has to offer.

• We will highlight Bisbee's many unique overnight accommodations. • We will encourage visitors to see Bisbee as a central jumping-off point, from which to explore other areas of

Cochise County- The Chiricahuas and Huachuca Mountains, the San Pedro Riparian area, Tombstone, etc. • We will emphasize what Bisbee has to offer, not only Old Bisbee but our community as a whole including all

the unique neighborhoods that make up the City of Bisbee.

• We understand that the advertising of Bisbee will be key in communicating and educating our audience about what we have to offer.

• We will plan for the future by analyzing where the City has been advertising in the past. • We will explore web-based advertising avenues including: social media, e-mail newsletters, search engine

optimization, linking up with other sites, social news sites, pay-per-click advertising and blogging. • We will identify unique networks and partnership opportunities in the Phoenix-Tucson corridor. We understand

that both residents and visitors within this region represent our most concentrated potential for drawing overnight visitors to Bisbee.

• We will examine the use of branded products. This could include a visitor's guide and more.

PB&J • Our team is ready to jump into this project right away and follow a schedule that will include important

steps that will ensure we will be launching the best possible website by November. • We will include all the website features that the RFP outlines and requires including but not limited to:

Things to see and do, News Section, Integrated Google mapping, Photo & Video Galleries, Electronic Newsletter. and Event Calendar. We will also develop and create new content.

• The site will be created using Wix, a non-proprietary, open-sourced, widely-supported Content Managed System. This system is very intuitive and will make it easy for staff to update and expand it.

• We w ill go through a process of research and discovery. • We will narrow the focus on how we will present Bisbee. We will answer the following questions to help us

define why people should come and stay the night here: What does Bisbee have that the people we are hoping to attract can't get or do closer to home? What makes Bisbee worth a special trip? What sets Bisbee apart from everyone else?

• We will survey key stakeholders. gather samples, and gain a deeper understanding so that we can better define Bisbee for the marketplace.

• We believe that the new material must appeal to a wide variety of demographics but be clear in it's message. • Visually pleasing colors. logo. slogans and other design elements will be aligned to help connect the image

of Bisbee to the interests of our target audience.

• The website will be simplified and responsive to ensure ease of use across all platforms; including mobile, tablets and desktops. This will result in a website that is mobile-friendly which is now more important than ever.

• Content will be gathered, analyzed, expanded upon and rewritten to better speak to the end user.

'PB&J quality approach and methodology

Step 1: ·Research/Disc0ver Listen. Observe. Create an open dialog between designers, client and other stakeholders. Keep a wide perspective, allowing for a broad range of ideas and influences. Gather sample materials (photos, videos, texts, related websites) to gain a sense of the scope of the project. Analyse the material. Develop empathy and understanding of the end-user's goals, behaviors and perspective. Gain insight into the position of end-users, particularly patterns of behaviors, with regard to the product, service or environment.

Generate initial ideas. Brainstorm. State the problem clearly and concisely. Choose a sample of the audience. Survey and/or collect statistical data. Generate visualizations/sketches of initial ideas. Conduct secondary research to learn about the market, customers, competitors and the underlying political, social and economic circumstances in which the final product will be utilized. Usage of and satisfaction with the currently existing model is measured for post-project comparison.

Step 2: Define Narrow down. Assess insights and establish the project's main challenges. Communicate with stakeholders and end-users to get a broad overview of reactions to ideas about the topic. Select the most promising ideas to develop. Sort and prioritize data collected. Identify and refine roles and determine where to concentrate resources for most effect. Conduct end-user journey mapping: Create a visual representation of a user's journey through a service, showing all the different interactions they have. Identify the key elements of service. Assess effectiveness and determine what parts might need improving. Identify problems in service and areas where new features can be added. Agree on assessment criteria.

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Step 3: Develop Create end-user character profiles. Identify the key characteristics: aspirations, behaviors, lifestyles and any challenging peculiarities. Create initial design concepts. Test what works and discard what doesn't.

Develop usage scenarios. Assess situations in which end-users will interact with the product, service or environment over a period of time. Gain an understanding of the context in which users may be interacting with the product, service or environment in order to refine it. Role-play to determine what happens when users interact with products, services or environments.

Create a service blueprint and models: Generate a detailed representation of the total service over time- map the user's journey, all the different touchpoints and channels, as well as the behind the scenes parts of the service that make it work. Develop the customer-oriented elements of a service ('front stage'). Identify and map touchpoints and processes that need to happen behind the scenes for the front stage part to work ('back stage'). Build an initial prototype to refine details of form and function.

Step 4: Deliver Finalize, produce and launch the project. Gather feedback about it. A beta test period is standard practice. Whenever feasible, a phased launch is ideal. This approach manages risk before launching on a large scale. Assessment and evaluation at this stage ensure success. During the extended post-launch service period, end-user satisfaction is evaluated, and final adjustments are implemented. Usage change is tracked. Feedback channels are established to guarantee continued communication between end-users and client. Continual improvements remain possible within the extended service period.

RESEARCH STEP 1

DEFINE STEP 2

DESIGN STEP 3

DEVELOP STEP.

DELIVER STEPS

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PB&J ... Based on our understanding of the needs of the city of Bisbee, certain additional services are implied. but not detailed in the RFP. Our budget proposal of $15,000 will certainly not be the cheapest that the City receives, in terms of up-front dollar amount. However, we believe that our proposal includes tangible added value beyond that which is explicitly requested in the RFP.

Based on our understanding of these needs, we have taken the initiative to include a number of services which were not specifically requested or detailed in the RFP, but which we believe are critical to the successful marketing of the city. We have included these items at this time, in order to streamline the marketing process and ensure that all necessary related marketing elements are accounted for, up front.

We request that in ranking our fee breakdown, the review committee consider not only the total proposed cost, but the added services and value provided for in our proposal, beyond that which is explicitly requested.

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These additional added-value items include

• In-person meetings and consultations provided as needed, on an ongoing basis.

• Design and implemention of an integrated social media campaign consistent with the look and feel of the other marketing materials.

• Production of a set of complete, press-ready print ads, sized to the necessary specifications for required ad space in publications of the City's choice.

• Guidance in identifying additional or alternate advertising venues.

• Photography: Selection of local photographers to produce images for use in marketing materials; art direction and commission of 1 0 photographs for use in current and future marketing materials. Existing local relationships allow PB&J to effectively negotiate optimal terms for photograph usage.

• A one-year commitment to support the Visitor Center staff as necessary in using and modifying web and social media materials as needed.

• A one-year commitment to maintain and operate a social media campaign to augment the web and print marketing efforts.

PB&J Bridget has been managing Bisbee Pride's website and marketing material now for 3 years. Materials include: Website, logos, posters, ads, program and map, ticket, banners, and more.

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PB'& Bridget was chosen by the city of Bisbee to be the designer for the Bisbee Film Festival. The package included: logo, website, posters, ads, banners and a festival guide.

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PBBtl Jennifer has managed and shaped the Shady Dell's brand by designing brochures, business cards, event flyers, merchandise, advertising, social media and website content.

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133 black knob view bisbee az 85603 + tel. 305 731 3273 + [email protected]

EDGC \ .... '"-The Art Institute of Pittsburgh (2003 to 2005) Associates of Science in Graphic Design

-=.-.,._.: Wix, Adobe Creative Suite: Photoshop, Illustrator, lnDesign, Dreamweaver, lmageReady, AfterEffects, Premiere Pro, Microsoft Office, Powerpoint, Adobe Acrobat, iMovie

"""= Website Design, Layout Des1gn, Typography, Logo Design, Package Design, Corporate Identity, Digital Design, Traditional Illustration, Digital Illustration, Advertising Design, Color Theory, Concept Development, Video Editing & Production, PC & Mac Proficient

PROFESSIONAL 'EXPERIENCE c

Freelance Graphic and Web Design April 2003 to present Web and print design for smaller scale projects including marketing campaigns, websites, and promotional graphics for a wide range of entities.

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Creative Services Manager October 2012 to April 2013 Creative direction for a wholesale consumer electronics good company and a high end appliance store. Tasks included website management, email marketing, catalog layout, and print advertising.

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Designer/Paginator for Editorial Department March 2012 to October 2012 Design/layout for a daily newspaper.

Freelance Graphic and Web Design March 2010 to March 2012 Design/layout for a wide variety of clients. Cultivated client relationships. Applied des1gn skills to print, web, and environmental graphic pro1ects.

Project Manager - Graphic Des1gner March 2006 to April 2009 Worked with International multidisciplinary project teams, applying print, enVIronmental. web. and v1deo to a wide range of projects, and environments.

ReTPrences

Melanie Greene M. Greene Planning & Resource Development 420.255.3274

John Sheedy Alamos International Film Festival 505.429.6425

Kathy Sowden Bisbee Pride, Bisbee After 5, Finders Keepers 520.227.9657

po box 1148 bisbee az 85603 + tel. 520 732 9359 + [email protected] + maudeviola.com

.: tJ ,_1 """ The Art Institute of Phoenix (2002 to 2003) BA, emphasis in Graphic Design

The Art Institute of Seattle (1999 to 2001) AAA. emphasis in Graphic Design

Spokane Falls Community College (1996 to 1998) AA. emphasis in General Studies

\ --Adobe Creative Cloud. Illustrator CS6, Photoshop CS6. lnDesign CS6, Acrobat CS6. Microsoft Office, Social Media Platforms, Constant Contact. Mail Chimp, Squarespace

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I ... play well with others, smile a lot, keep a mean color coded detailed calendar, am a design nerd, don't mind taking direction. enjoy learning new things. wanted to be a zoologist. look a challenge in the eye. create full steam ahead, belly dance, craftand bowl.

Owner I Operator (2001 to present) Currently running a full seNice graphic design studio specializing in print design, website content management. social media management as well as email marketing.

'·1,, - ,, 1r u ~" identity. business cards. stationary. brochures, rack cards, postcards, invitations, signage. forms, labels. hang tags. tshirt design, flyers and posters.

.,,~ " • • ,, l , "· City of Bisbee. SamPoe Gallery, Bisbee Chamber of Commerce, Bisbee Royale. Cafe Roka, Black Sheep Imports, Justice Financial Advising, Culture Pirate. Judy Perry. Community Montessori School of Bisbee. The Shady Dell. Mule Mountain Relay for Life, Hale's Marine SeNice. and Babycakes Cupcake Shoppe.

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Owner I Operator (2.2008 to 5.2014) Responsible for running all daily operations for a 1 0 room motel. Duties include managing office administration. guest seNices. housekeeping, advertising + marketing. inhousP design and all social media management.

-· Senior Graphic Designer (6.2005 to 2.2008) Responsible for the layout and design of 3 separate 175 ~ pagP monthly magazines for both print and web on a design team of 5 with tight deadlines.

Adolfo Castillo Production Manager 480.231.4890

Tanya Morrison Business Associate 360.306.7089

Sloane Bouchever Client 520.664.5970

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Pete Goldlust 619 briggs ave., b1sbee, az 85603 +tel 520 432 5932 + www.petegoldlust.com + [email protected]

EDUCATION 2001 The School of the Art Institute of Chicago Master of Fine Arts • John Quincy Adams Fellowship recipient 1991 Syracuse University College of Visual and Performing Arts • Bachelor of Fine Arts (Cum Laude) in Painting

WORK EXPERIENCE Central School Project 2008-present Executive Director (2014-present) I Assistant Director (2013-14) I Board Member (2008-present) Responsibilities include grant-writing, facility management, oversight of all aspects of the governance, finance, historic preservation activities, and renewal of a nonprofit arts and service organization with a 20+ year history, dedicated to fostering the arts in an underserved border community. Initiated the CSP Visiting Artist Program, bnnging nationally established artists to create and exhibit new work, and offer workshop opportunities to area children in the rural community of Bisbee, Arizona. Co-founded and assisted in the administration of the annual MAKE Youth Arts Festival and associated Youth Arts Programming.

LEAP Experiential Learning Programs 2012-present Advisory Board Member Serves in a consulting role, advising on issues including programs, promotion and fundraising.

iBisbee (Economic Development) Committee I City of Bisbee (AZ) 2014-present Member - Currently working to produce recommendations on tourism, employment, and other economic development issues to present to the City.

Community Montessori School of Bisbee (CMS) 2010-2013 President, Board of Directors Served a small nonprofit organization in opening the first licensed Montessori preschool in Coch1se County, Arizona. Primary responsibilities included a leadership role in fundraising $60,000+ to provide for needed building improvements.

Freelance graphic design and illustration 1991 -present Various regional and national clients Advertising, promot1ons and packagmg. Recent work has focused on promotional materials for individuals and organizations within the visual and performing arts. Clients include The Boston Camerata; Boston Secession; Blue Heron ensemble; The Chicago Classical Recording Foundation/Cedille Records; and The Roger Brown Study Collection of the School of the Art Institute of Chicago.

SELECTED BIBLIOGRAPHY

American Craft (October 28, 2011) Article by Monica Moses, Pete Goldlust's Sculptural Crayons

Watch Me! News (Japan) (May 9, 2007) Web TV segment dir. by Takaharu Makiura, Carved Crayons by Pete Goldlust

Los Angeles Times (August 26, 2005) Reality Shakes Hands with Fiction, Article by David Pagel

Art in America (April 2001) Art Fa1rs Hit New York, Article by David Ebony

AGENDA ITEM NUMBER 5

REQUEST FORMA YOR & COUNCIL ACTION Session of: 7/21/15

~Regular 0Special

DATE ACTION SUBMITTED: 7/14/15 ------------------------REGULAR ~ CONSENT D

TYPE OF ACTION: RESOLUTION D ORDINANCE D FORMAL ACTION ~ OTHER D

SUBJECT: DISCUSSION AND POSSIBLE APPROVAL TO PURCHASE A PUMP FROM JAMES, COOKE & HOBSON, INC. (JCH) FOR THE MULE GULCH LIFT STATION FOR A TOTAL COST OF $25,688.00 + TAX.

FROM: Thomas J. Klimek, P.E.,R.L.S./City Engineer/Public Works Director

RECOMMENDATION:

PROPOSED MOTION:

Recommend Approval.

I motion approval to purchase a pump from James, Cooke, & Hobson, Inc. (JCH) for the Mule Gulch Lift Station for a total cost of $25,688.00 +tax.

DISCUSSION: Public Works recommends the purchase of a pump from James, Cooke, & Hobson, Inc. (JCH) for the Mule Gulch Lift Station. This pump will no longer be made. A new series at a much higher cost will be available in the future. JCH sells this particular pump for $50,000.00 (regular price), however, they will sell it to us for $25,688.00. This pump will be placed on the shelf as a replacement pump in the event we loose the pump at the Mule Gulch Lift Station.

FISCAL IMPACT: $25688 .. 00 + tax

DEPARTMENT LINE ITEM ACCOUNT: 54-38-51000


Prepared by:

Jam es, Cooke&

_ H o b son, Inc.

Sales Engineers I Process Equipment

3501 E. Broadway Road Phoenix, AZ 85040-2833 Phone: (602) 243-0585 Fax: (602) 276-5402 www.jchinc.com

QUOTATION# 052715-18JWF Page 1 of 1

May 27, 2015

To: CITY OF BISBEE WWTP

Job Name: REPLACEMENT FLYGT PUMP MODEL: 3171.180 S/N:0510099

Attn: GASTON RENTERIA Quotation By: Jim Feickert

Unless otherwise stated: Prices are firm for 30 days from bid date, payment terms are NET 30 DAYS from shipment. Prices do not include any sales and/or use taxes. Applicable taxes will be added to the invoice at the rate in effect at the time of shipment. Interest shall accrue on past due amounts at 1.5% per month. Freight terms are F.O.B. factory, full freight allowed.

Qty Description Each Total

1 FLYGT MODEL 3171.185 SUBMERSIBLE WASTEWATER PUMP, $25,688.00 $25,688.00 WITH 35 HP, 3/60/460 MOTOR AND 50 FT POWER CABLE. IMPELLER CODE N-275 (HC), SB2, 4 INCH PUMP DISCHARGE. WITH FLS.

TO DUPLICATE PUMP S/N: 0510099

NOTE 1: The above model is the current production model to replace the existing pump. The electrical requirements and the hydraulic performance remain the same.

NOTE 2: The above pump has the Hi-Chrome impeller and removable insert ring (which are now the FL YGT standard manufacture)

STD SHIPPING: 10-12 WEEKS A.R.O. F.O.B. FACTORY, FULL FREIGHT ALLOWED (SURFACE TRUCK FREIGHT PAID TO BISBEE) PLUS APPLICABLE TAXES

AGENDA ITEM NUMBER_k_

REQUEST FORMA YOR & COUNCIL ACTION Session of: 05/20/14

r8]Regular 0Special

DATE ACTION SUBMITTED: 05/14114 ~----------------------

REGULAR IZI CONSENT D

TYPE OF ACTION: RESOLUTION D ORDINANCE D FORMAL ACTION IZJ OTHER D

SUBJECT: DISCUSSION AND POSSIBLE APPROVAL OF CHANGE ORDER NO. 5 FOR WESTLAND RESOURCES, INC. (WRI), TO EXTEND CONSTRUCTION ADMINISTRATION SERVICES FOR THE TINTOWN SEWER PROJECT FROM OCTOBER 31, 2013 TO JUNE 28, 2016 (971) IN THE AMOUNT OF $11,174.82.

FROM: Thomas J. Klimek, P.E.,R.L.S./City Engineer/Public Works Director

RECOMMENDATION:

PROPOSED MOTION:

Recommend Approval.

I move to approve Change Order No.5 for Westland Resources, Inc., to extend the Construction Administration Services for the Tintown Sewer Project from October 31, 2013 to June 28, 2016 (971 days) in the amount of $11,174.82.

DISCUSSION: Public Works recommends approval of Change Order No.5 for Westland Resources, Inc. (WRI), to extend the Construction Administration Services for the Tintown Sewer Project from October 31,2013 to June 28,2016 (971) in the amout of$11,174.82. This work is recommended by USDA-RD and assures continued oversight of operations for the first year. Please note that all costs for this Change order are funded 100% by USDA-RD.

FISCAL IMPACT: $11,174.82

DEPARTMENT LINE ITEM ACCOUNT: 57-40-22508

N/A

Prepared by: Reviewed by

This is EXHIBIT K, consisting of l pages, referred to in and part of the Agreement between Owner and Engineer for Professional Services dated October 31, 2013.

AMENDMENT TO OWNER-ENGINEER AGREEMENT Amendment No. 5

I. Background Data:

a. Effective Date of Owner-Engineer Agreement: .....:..O_c-=to....:.b-=e_r .:....3-=1 ''--2-=0-=1-=-3 ______ _

b. Owner: _C.=..:...::it"-y-=o-=-f -=B..:..is:....:b....:.e..:..e ____________________ _

c. Engineer: Kara D, Festa, P.E., WestLand Resources, Inc.

d. Project: Construction Administration Wastewater Collection System Expansion for Tintown Area Sewers in the City of Bisbee

2. Description of Modifications:

a. Engineer shall perform or furnish the following Additional Services:

Task I - Project Management (Additional Services), as described in the attached Change Order No. 5 Request dated June 30, 2015, pages 1 through 2.

Task 4 - Construction Administration Services, as described in the attached Change Order Request No. 5 dated June 30, 2015, pages I through 2.

b. For the Additional Services or the modifications to services set forth above, Owner shall pay Engineer the following additional or modified compensation:

The additional sum of $25,000.00, as indicated on the attached Change Order Request No. 5 attached to be invoiced on time-and-materials not to exceed basis.

c. Tasks 8 and l 0 carried an unused balance totaling $13,825. 18 after Amendment No. 4. The balance on these tasks will remain unused; therefore, thi s amount will be applied to Change order No. 5 resulting in a new change request of $1 J, 174.82.

Page I (Exhibit K- (Amendment to Owner-Engineer Agreement) - Attachment I)

EJCDC E-500 Agreement Between Owner and Engineer for Professional Sen•ices.

Copyright © 2008 National Society of Professional Engineers for E.JCDC. All rights reserved.

5. Agreement Summary (Reference only) a. Original Agreement amount: b. Net change for prior amendments: c. This amendment amount: d. Adjusted Agreement amount:

$_ 149,759.00 $ 157,826.00 $ l Ll74.82 $ 318.759.82

The foregoing Agreement Summary is for reference only and does not alter the terms of the Agreement, including those set forth in Exhibit C.

Owner and Engineer hereby agree to modify the above-referenced Agreement as set forth in this Amendment. All provisions of the Agreement not modified by this or previous Amendments remain in effect. The Effective Date ofthis Amendment is _____ _:.

OWNER: City of Bisbee ENGINEER: WestLand Resources, Inc.

By: Ron Oertle

Title: Mayor

Date Signed:

~ By: Kara D. Festa, P.E.

Title: Vice President

Date Signed: 7113/15

Page I (Exhibit K - (Amendment to Owner· Engineer Agreement) - Attachment I)

EJCDC E-500 Agreement Between Owner a nd Engineer fo r Professional Services. Copyright © 2008 Na tional Society of Professional Engineers for EJ CDC. All rights resen•ed.

Westland Resources, Inc. Engineering and Environmenta l Consultants

July 13, 2015

Thomas J. Klimek. P.E., R.L.S. CITY OF BISBEE 404 Bisbee Street Bisbee, Arizona 85603

Re: REQUEST FOR CHANGE ORDER NO. 5 COMPLETION OF CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES FOR THE WASTEWATER COLLECTION SYSTEMS EXPANSION FOR TINTOWN AREA SEWERS - REVISED WESTLAND PROJECT NO. 1719.02

Dear Mr. Klimek:

Per our conversations, WestLand Resources, Inc. (WestLand) is submitting a request for a final Change Order (No. 5), for an increase in budget to cover the completion of Project Management and Construction Administration Services for the Tintown Wastewater Collection System Project.

Change Order No.4 was previously issued to increase the budget of the Project Administration Task and Construction Administration Services task to address several extensions to the project timeline that were known at that time. The construction timeframe was extended twice more following the preparation of that change order documentation, and on-s ite inspection requirements were also extended. With the final Contractor Change Order #3 just issued for the Contractor, the final completion date for chip seal was extended once more to June 29, 20 15, extending the overall time period for this project to 20 months and actual construction to just under 12 months.

As you know, the overall project timeframe has extended significantly due to items outside of WestLand's control, and there has been a significant level of complexity associated with project coordination, continuing into this last phase and close-out of the project. The additional timeframe, and associated inspection and project management effort is associated with the following items:

• Daily on-site inspection services extended to accommodate the proj ect construction timeframe extensions.

• Coordination with Cochise County and septic tank abandonment coordination with Contractor for final pay application quantities.

• Coordination with Contractor regarding final quantities for additional HCS work. • Electrical, APS, solar, and autodialer meetings and coordination, due to changes required to the

design by APS and due to cellular provider limitations. • Coordination regarding contractor requests for change orders and updating and coordination

regarding funding analysis and remaining funds. • Coordination, research, and discussions regarding floodp lain considerations, effect of chip seal on

flooding issues, and floodplain permit. Q Jobsll700sll71 9 021£NG'Change OrdersiWes!Land Change OrdersiCO No S\Requesl fo r Change Order NoS Revoscd 07JJ IS docx

4001 E. Paradise Falls Drive • Tucson, AZ 85712 • 520•206•9585 Fax 520• 206•9518 2020 N. Central Avenue • Suite 695 • Phoenix, AZ 85004 • 602•888•7000 Fax 866•457•2838

1750 S. Woodlands Village Blvd. • Suite 150 • Flagstaff, AZ 86001 • 928 •225•2218 Fax 866• 457• 2838

Mr. Thomas J. Klimek July 13,2015 Page 2

• Scheduling and coordination due to chip seal changes and delay associated with floodplain discussions, and preparation of chip seal exhibit.

• Additional site visit/inspection for confirmation of final electrical punch list item completion.

The majority of the extra services associated with the project have already been provided, as documented in the attached invoice documentation, although there are still close-out processes and reports being completed, including final Agency reports, close-out documentation, and O&M manual review. Due to the time extension for the chip seal, final reports will be delayed due to the timing of the final pay application and Final Inspection. WestLand anticipates a Final Inspection site visit with the funding agencies on July sm, 2015.

WestLand respectfully requests this Change Order #5 to address the services previously provided and required to finalize the project. The estimated amount provided in the table below would cover all of WestLand's costs anticipated through the end of the project. A summary of the original budget, issued change orders and current budget increase request is as fo llows:

a e . T bl 1 S ummary

Original Previous Current Budget Current

Total Task Task

Budget Change Increase Budget

Budget Orders Request Decrease

Task I. Project $24,344.00 $25,000.00 $ 18,000.00 - $67,344.00

Management Task 2. Review of

$2,566.00 $2,566.00 Contract Documents

- - -Task 3. Bidding

$7,093.00 - - - $7,093.00 Assistance Task 4. Construction

$100,779.00 $59,000.00 $7,000.00 $ 166,779.00 Administration

-Task 5. Project Close-out $5,781.00 - - - $5,781.00 Task 6. Supplemental

$4,465.00 - - - $4,465.00 Services Task 7. 12-month

$4,73 1.00 $4,73 1.00 Warranty period - - -Task 8. Additional

$0 $50,000.00 ($8,994.28) $4 1,005.72 Engineering Services -Task 9. Survey and

$0 $ 10,200.00 - - $ 10,200.00 Redesign Services Task I 0. ADOT Third

$0 $ 13,626.00 ($4,830.90) $8,795. 10 Party Inspections -

Totals $149,759.00 $157,826.00 $25,000.00 ($13,825.18) $318,759.82

As mentioned in Change Order No. 4, the remaining budgets in Tasks 8 and 10 will never be used. The total for these two tasks is $13,825.18. These previously approved unused amounts will be applied to Change Order No.5 reducing the overall contract amount after Change Order No. 5.

Q \Jobs\ I 700s'· 1719 02\ENG Change Orders' WestLand Change Ord-ers\CQ No 5\Rcqucst fo r Change: Order No 5 Rev1scd 0713 15 docx

Mr. Thomas J. Klimek July 13,2015 Page 3

WestLand has very much enjoyed our working relationship with the City of Bisbee and funding agencies on the Tintown project and look forward to the successful completion of this project. If you have any questions, please contact me.

Respectfully, WestLand Resources, Inc.

Kara D. Festa, P.E. Vice President

KDF:dm

Attachment: Draft invoice through 6/30/15

Q \Jobs\1700s 1719 02\ENGC'hange Orders'We$1land Change Ordcrsi(Q No 5\Reque$1 for Change Order No 5 Revtsed 071315 doc"

~ Westland Resources, Inc. Engineering and Environmental Consultants

4001 E. Paradise Falls Drive Tucson, Arizona 85712

Phone: 520-206-9585 Fax: 520-206-9518

Invoice To:

Thomas Klimek City of Bisbee 118 Arizona Street Bisbee, AZ 85603

INVOICE Project Name: WW Collection Sys-Community of Tintown

Invoice No: Project No: Contract Number:

<Draft> 1719.02

Invoice Date: July 08, 2015 Period Ending: June 30, 2015 Payment Terms: Due Upon Receipt

!Invoice Amount: $139.97

Project 1719.02 WW Collection Sys-Community of Tintown

Phase 01

01 Project Management

Subtotal

Project Management

Plus Reimbursable Expenses: Plus In-house Expenses: Totals

Bill Group Maximum Previous Billing Current Billing Balance

Previous Billings

46,739.25

46,739.25 1,279.53 1,323.92

49,342.70

Phase 02 Review of Contract Documents - CLOSED

02 Review of Contract Documents

Subtotal


Previous Billings

2,565.50

2,565.50

49,344.00 49,342.70 11 ,043.00

-11 ,041 .70

Current Billing

1.30

1.30 0.00 0.00 1.30

2,566.00 2,566.00

0.00 0.00

Current Billing

0.00

0.00

INVOICE Project Name: I/INII Collection Sys-Community of Invoice Date: July 08, 2015 Tintown Invoice Number: <Draft> Project Number: 1719.02 Period Ending: June 30, 2015 Contract Number: ,.......;;.;,;,;,:;,::;,;.;,::,;,;...~___;~,;;..,;;,~~;;__------,

I Invoice Amount: $139.97 Page 2 of 4

Plus In-house Expenses: Totals

Phase 03

03 Bidding Assistance

Subtotal Totals

Phase 04

04 Construction Admin Svcs

Subtotal Plus Subconsultants:

Bidding Assistance - CLOSED

Construction Admin Svcs

Plus Reimbursable Expenses: Plus In-house Expenses: Totals

Phase 05

05 Project Close Out

Subtotal Plus Subconsultants: Totals

Project Close Out

.50 2,566.00


Previous Billings

7,089.00

7,089.00 7,089.00


Previous Billings

133,683.00

133,683.00 6,468.75 8,548.75

11 ,067.33 159,767.83


Previous Billings

3,302.00

3,302.00 2,156.25 5,458.25

0.00 0.00

7,093.00 7,089.00

0.00 4.00

Current Billing

0.00

0.00 0.00

159,779.00 159,767.83

5,047.38 -5,036.21

Current Billing

10.75

10.75 0.00

.05

.37 11 .17

5,781 .00 5,458.25

127.50 195.25

Current Billing

127.50

127.50 0.00

127.50

Page 2

INVOICE Project Name: WN Collection Sys-Community of Invoice Date: July 08, 2015 Tintown Invoice Number: <Draft> Project Number: 1719.02 Period Ending: June 30, 2015 Contract Number: ,.;.....:;.:..:.:...::....;;;.;.;.:::.;.;..~___;;;..::.;.;.;;....;;.=.:;.;;....;..~--...,

! Invoice Amount: $139.97 Page 3 of 4

Phase 06

06 Supplemental Services

Subtotal Plus In-house Expenses: Totals

Phase 07

Phase 08

Supplemental Services

12-Month Warranty Period

Additional Engineering Services

08.1 Additional Engineering Services -CLOSED

08.11 Future Additional Services


Phase 09 Survey and Redesign Services


Previous Billings

4,102.25

4,102.25 362.25

4,464.50


Previous Billings


Previous Billings

33,693.25

6,873.50

40,566.75 438.97

41,005.72

4,465.00 4,464.50

0.00 .50

Current Billing

0.00

0.00 0.00 0.00

4,731 .00 0.00 0.00

4,731 .00

Current Billing

41 ,005.72 41 ,005.72

0.00 0.00

Current Billing

0.00

0.00

0.00 0.00 0.00

Page 3

INVOICE Project Name: WN Collection Sys-Community of Invoice Date July 08, 2015 Tintown Invoice Number: <Draft>

Page 4 of 4 Project Number: 1719.02 Period Ending: June 30 2015 Contract Number: ·

09.1 Survey and Redesign Services


Phase 10 ADOT Third Party Inspections

10 ADOT Third Party Inspections

Subtotal Plus Subconsultants: Totals

I Invoice Amount: $139.97


Previous Billings

9,995.50

9,995.50 204.00

10,199.50


Previous Billings

1,074.00

1,074.00 7,721 .10 8,795.10

Total this Invoice

10,200.00 10,199.50

0.00 .50

Current Billing

0.00

0.00 0.00 0.00

8,795.10 8,795.10

0.00 0.00

Current Billing

$139.971

0.00

0.00 0.00 0.00

Page 4

Project Unbilled Detail Report Wednesday, July 08, 2015 5:08:57 PM

Westland Resources, Inc. As of 6/30/2015

Billing Labor Code Labor Hours/ Units

Bill Bill Status Date /Account Category Description Rate Amount

PROJECT: 1719.02 WW Collection Sys-Community of Tintown PHASE: 01 Project Management

TASK: 01 Project Management

Principal: Kara Festa Total Compensation: 49,344.00 Rev Type: E_NO JTD Btlled: 49,342 70

Project Manager: Dina Miller-Roat Client Name: City of Bisbee

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

Billings Rate Schedule: 2013

Labor: 6/18/15 10101 Civil Designer-G11 Belcher, Troy .75 106.00

Review Tintown Lift Station O&M. Discuss with Dina. 6/19/15 10101 Civil Designer-G11 Belcher, Troy .25 106.00

Discuss Tintown O&M with Dina. Total for BEL001 1.00

3/1/15 10101 Principal Consultant Festa, Kara .25 172.00

Lot 35 water line coordination. 312115 10101 Principal Consultant Festa, Kara .25 172.00

Construction and project coordination. 3/3115 10101 Principal Consultant Festa, Kara 4.00 172.00

Review monthly meeting notes. Coordination regarding sewer testing status. Coordination regarding KE&G C0#2 and other items. 3/4115 10101 Principal Consultant Festa, Kara .50 172.00

Coordination on sewer testing and vibration monitoring post survey. 319115 10101 Principal Consultant Festa, Kara .25 172.00

Electrical change coordination . 3/10115 10101 Principal Consultant Festa, Kara .25 172.00

Project electrical coordination. 3111/15 10101 Principal Consultant Festa, Kara .50 172.00

Coordination regarding electrical and startup. Coordination on pay applications. Discussion on autodialer. 3117/15 10101 Principal Consultant Festa, Kara 1.00 172.00

Coordination with NADB on pay applications and funding availability. Review and stamp as-builts and test results. Coordination regarding ADEQ submittal. 3119/15 10101 Principal Consultant Festa, Kara 1.50 172.00

Monthly meeting and discussion regarding pay applications with KE&G. ADEQ approval coordination. 3120115 10101 Principal Consultant Festa, Kara .50 172.00

Discussion with Mike Luecher regarding KE&G C0#2 and pay applications. Coordination with KE&G. 3124115 10101 Principal Consultant Festa, Kara 2.00 172.00

Review KE&G pay request for ADOT traffic control line item and send required ed its. Review and update funding spreadsheets and coordination with NADB. 411/15 10101 Principal Consultant Festa, Kara .50 172.00

Finalization items coordination. Discussion on electrical items outstanding, and punchlist. 4/2/15 10101 Principal Consultant Festa, Kara 1.00 172.00

Coordination on APS, electrical items outstanding, possible change order items. 4/3/15 10101 Principal Consultant Festa, Kara .50 172.00

Project coordination on electrical items. 4/7/15 10101 Principal Consultant Festa, Kara .50 172.00

Discussions with Mark 0. , Ken Haner and Tom Klimek regarding outstanding items. 4/8/15 10101 Principal Consultant Festa, Kara 1.50 172.00

Prepare for and attend weekly meeting conference call to discussion status and APS/solar issues, extra work on septic tie-overs, substantial completion, other items. Coordination regarding electrical items. 4/9/15 10101 Principal Consultant Festa, Kara .50 172.00

Electrical item coordination. 4/10/15 10101 Principal Consultant Festa, Kara .50 172.00

Discussion and coordination regarding outstanding electrical items and punchlist items.

v7.3.711 (JBENAVIDES) - (*) indicates that the transaction has been billed in future period.

79.50

26.50

106.00 43.00

43.00

688.00

86.00

43.00

43.00

86.00

172.00

258.00

86.00

344.00

86.00

172.00

86.00

86.00

258.00

86.00

86.00

Page 1 of 7

Project Unbilled Detail Report As of 613012015 Wednesday, July 08, 2015 5:08:57 PM Billing labor Code labor Hours/ Bill Bill Status Date /Account Category Description Units Rate Amount

PROJECT: 1719.02 WW Collection Sys-Communlty of Tin town PHASE: 01 Project Management

Billings Rate Schedule: 2013 B 4/13/15 10101 Principal Consultant Festa, Kara

Coordination with Martin at NADB regarding status and close-out. .50 172.00

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

4114/15 10101 Principal Consultant Festa, Kara 1.00 172.00

Discussion with Sean, IT from City of Bisbee on cell service. Discussion with Mark 0. and Rick Canney regarding electrical and controls change order requests. 4/15/15 10101 Principal Consultant Festa, Kara 2.00 172.00

Prepare for and attend weekly meeting and coordination regarding outstanding electrical items. 4/16115 10101 Principal Consultant Festa, Kara .50 172.00

Punchlist coordination . 4/21115 10101 Principal Consultant Festa, Kara .50 172.00

Discussion with Mike Luecher on final inspection, reports, other items. 4/23/15 10101 Principal Consultant Festa, Kara 2.00 172.00

Month ly call. Coordination regarding pay application. Discussions regarding final inspections and punchlist. Call Mountain Power regarding punchlist. 4124115 10101 Principal Consultant Festa, Kara .50 172.00

Coordination with Tom Klimek, KE&G. 4/27/15 10101 Principal Consultant Festa, Kara .50 172.00

Coordination with Katherine Kent, Rick Canney, Ke&G regarding APS and solar meter connection. 4129/15 10101 Principal Consultant Festa, Kara 1.25 172.00

Review monthly meeting notes. Coordination regarding Tintown closeout. Edit budget spreadsheet. Coordination regarding APS drawings and solar meter. 514115 10101 Principal Consultant Festa, Kara .25 172.00

Electrical coordination with Rick and Katherine Kent. Coordination regarding completion of punchlist items. 515115 10101 Principal Consultant Festa, Kara 1.00 172.00

Dicussion with Ken regarding pay application and pay items for septic tanks. Discuss with Mark 0. and Ken and email response to KE&G. 5113/15 10101 Principal Consultant Festa, Kara .25 172.00

Pay application and electrical coordination. 5/14/15 10101 Principal Consultant Festa, Kara 1.00 172.00

Discussion with Martin Rodriguez regarding status. Coordination with Tom Klimek regarding drainage and chip seal. 5/18/15 10101 Principal Consultant Festa, Kara .25 172.00

Coordination with Dina on chip seal cancellation, pay application, final paperwork for agencies . 5/19/15 10101 Principal Consultant Festa, Kara .50 172.00

Discussion with Jestin Johnson regarding chip seal and drainage issues. Coordination regarding number of septic tanks, amount of CA pipe removed. 5/20/15 10101 Principal Consultant Festa, Kara .50 172.00

Coordination regarding drainage issues and project status. 5/21/15 10101 Principal Consultant Festa, Kara .50 172.00

Discussion with Martin regarding chip seal, project close-out, schedule, and other status. 5/22/15 10101 Principal Consultant Festa, Kara .75 172.00

Review information from JE Fuller on floodplain issues and letter. Discussion with Mike Luecker. Coordination on project status and close out package. 5/26/15 10101 Principal Consultant Festa, Kara .75 172.00

Conference call with Bisbee on chip seal. Review and edit spreadsheet. 5/28/15 10101 Principal Consultant Festa, Kara 1.00 172.00

Discussion and coordination regarding Tintown drainage and chip seal. Coordination regarding exhibit. 5/29115 10101 Principal Consultant Festa, Kara .50 172.00

Chip seal, pay app, and project final inspection coordination. 6/1/15 10101 Principal Consultant Festa, Kara .25 172.00

Floodplain use permit and schedule coordination.

v7.3.711 (JBENAVIDES)- (*)indicates that the transaction has been billed in future period.

86.00

172.00

344.00

86.00

86.00

344.00

86.00

86.00

215 00

43.00

172.00

43.00

172.00

43.00

86.00

86.00

86.00

129.00

129.00

172.00

86.00

43.00

Page 2 of 7

Project Unbilled Detail Report As of 6/30/2015 Wednesday, July OB, 2015 5:0B:57 PM

Billing Labor Code Labor Hours/ Bill Bill Status Date /Account Category Description Units Rate Amount

PROJECT: 1719.02 WW Collection Sys-Community of Tintown PHASE: 01 Project Management

Billings Rate Schedule: 2013 B 6/2/15 10101 Principal Consultant Festa. Kara .25 172.00

Chip seal schedule and final inspection coordination. B 6/3/15 10101 Principal Consultant Festa. Kara .50 172.00

Coordination regarding shut off valves, final CO for KE&G. B 6/9/15 10101 Principal Consultant Festa, Kara .25 172.00

Coordination with Tom Klimek regarding shut-off valves. B 6/11/15 10101 Principal Consultant Festa, Kara 2.50 172.00

Review and edits to funding analysis spreadsheets for pay app and change order. Coordination regarding time extension and change orders.

B 6/12/15 10101 Principal Consultant Festa. Kara 1.50 172.00

Review and calculations. Coordination with Dina on project close out change orders. B 6/15/15 10101 Principal Consultant Festa. Kara .50 172.00

Review and coordination regarding KE&G C0#3, funding analysis tabulation, and pay application. B 6/16/15 10101 Principal Consultant Festa. Kara .50 172.00

Close out documentation. B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

B

6/23/15 10101 Principal Consultant Festa. Kara .25 172.00

Coordination with Tom Klimek. 6/26/15 10101 Principal Consultant Festa, Kara .50 172.00

Coordination with Dina on end of project info for Tom Klimek and coordination with agencies. 6/29/15 10101 Principal Consultant Festa. Kara 1.00 172.00

Funding agency and project coordination. 6/30/15 10101 Principal Consultant Festa, Kara 2.50 172.00

Discussion with RD, NADB, and City of Nogales regarding project close out. Review and edit spreadsheets for project funding analysis and close out of project. Scheduleing Final Inspection.

Total for FES001 42.50 4/20/15 10101 Admin. Assistant-G04 Garcia, Lori 1.00 52.00

bisbee photo pages from last two weeks 5/27/15 10101 Admin. Assistant-G05 Garcia, Lori .25 57.00

CD label for Dina Total for GAR002 1.25

3/9/15 10101 Engineering Tech-GOB Miller-Roat, Dina 1.00 7B.OO

work on minutes from Friday conference call 4/2/15 10101 Engineering Tech-GOB Miller-Roat, Dina .25 7B.OO

email invite for Bisbee APS etc. 4/6/15 10101 Engineering Tech-GOB Miller-Roat, Dina 1.00 7B.OO

complete 3/27 weekly report, email to Team, reproduce 4/6/15 10101 Engineering Tech-GOB Miller-Roat, Dina 1.00 7B.OO

complete 4/3 report, email team, reproduce 4/B/15 10101 Engineering Tech-GOB Miller-Roat, Dina .50 7B.OO

agenda and sign in, reschedule monthly meeting 4/9/15 10101 Engineering Tech-GOB Miller-Roat, Dina .50 7B.OO

emails to RCE and Matt, coordination with KDF, coordination with Lorena 4/10/15 10101 Engineering Tech-GOB Miller-Roat, Dina 1.25 7B.OO

Prepare monthly report, email team, reproduce 4/13/15 10101 Engineering Tech-GOB Miller-Roat, Dina 1.25 7B.OO

draft meeting minutes, coordination with Ken on final punch list items 4/13/15 10101 Engineering Tech-GOB Miller-Roat, Dina .25 7B.OO

emails to NADB Bank 4/16/15 10101 Engineering Tech-GOB Miller-Roat, Dina .50 7B.OO

scan cert, email Larry, email to City, email team


43.00

B6.00

43.00

430.00

25B.OO

B6.00

B6.00

43.00

B6.00

172.00

430.00

7,310.00 52.00

14.25

66.25 7B.OO

19.50

7B.OO

7B.OO

39.00

39.00

97.50

97.50

19.50

39.00

Page 3 of7

Project Unbilled Detail Report As of 6/30/2015 Wednesday, July oa, 2015 5:0a:57 PM


PROJECT: 1719.02 WW Collection Sys-Community of Tintown

PHASE: 01 Project Management Billings Rate Schedule: 2013

B 4/17/15 10101 Engineering Tech-GOa Miller-Roat, Dina 1.00 7a.oo

complete application, enter City information, review testing docs with Ken and redo with City as supervisor, verify lengths with what was determined Thursday from as-builts

B 4/17/15 10101 Engineering Tech-GOa Miller-Real, Dina 1.00 7a.oo

prepare weekly report, email agencies, reproduction B 4/22/15 10101 Engineering Tech-GOa Miller-Real, Dina

emails and info for Bisbee on Davit Crane B 4/22/15 10101 Engineering Tech-GOa Miller-Real, Dina

weekly report B 4/23/15 10101 Engineering Tech-GOa Miller-Rca!, Dina

review pay app items, go over pay app items in error with KDF before, attend conference call B 4/27/15 10101 Engineering Tech-GOa Miller-Roat, Dina

draft meeting notes B 4/27/15 10101 Engineering Tech-GOa Miller-Roat, Dina

review pay app changes with Ken and punch list, email KE&G B 4/29/15 10101 Engineering Tech-GOa Miller-Roat, Dina

final mm notes, pdf and email B 4/29/15 10101 Engineering Tech-GOa Miller-Roat, Dina

mark up final revisions on pay app and email KE&G B 4/29/15 10101 Engineering Tech-GOa Miller-Roat, Dina

participate in conference call B 5/1/15 10101 Engineering Tech-GOa Miller-Roat, Dina

download video from Wester Tech, emails from Matt, Larry repay app B 5/7115 10101 Engineering Tech-G09 Miller-Roat, Dina

Coordination on DA, Tammy re O&M B 5/a/15 10101 Engineering Tech-G09 Miller-Roat, Dina

final monthly report, email B 5/11/15 10101 Engineering Tech-G09 Miller-Roat, Dina

Emails, coordination on septics and Cochise county B 5/12/15 10101 Engineering Tech-G09 Miller-Roat, Dina

emails to Tom and Mike luecker B 5/13/15 10101 Engineering Tech-G09 Miller-Roat, Dina

review billings provide status update draft B 5/13/15 10101 Engineering Tech-G09 Miller-Rca!, Dina

Coordination with Tammy regarding billing/septics B 5/14/15 10101 Engineering Tech-G09 Miller-Real, Dina

Coordination on chip seal and project update to NADB B 5/1a/15 10101 Engineering Tech-G09 Miller-Roat, Dina

coordination with KE&G on pay app/chip seal B 5/20/15 10101 Engineering Tech-G09 Miller-Roat, Dina

start closeout of files for CD for agencies B 5/21/15 10101 Engineering Tech-G09 Miller-Roat, Dina

coordination with NADB on chip seal and final report, emails to KE&G B 5/27/15 10101 Engineering Tech-G09 Miller-Real, Dina

coordination with Tammy and MOO on O&M, emails and calls to Bisbee reAPS B 5/27/15 10101 Engineering Tech-G09 Miller-Roat, Dina

final budget status, pdf, email Jodi B 5/27/15 10101 Engineering Tech-G09 Miller-Real, Dina

prepare cd, label and transmittal for materials submittals to send to Bisbee


.50 7a.oo

1.00 7aoo

1.50 7a.oo

.25 7aoo

.50 7a.oo

.50 7a.oo

.75 7a.oo

1.00 7a.oo

1.00 7a.oo

1 00 a5.00

1.25 a5.00

1.00 a5.00

.25 a5.00

.75 a5.00

.25 a5.00

.25 a5.00

.25 a5.00

1.00 as.oo

.75 as.oo

.50 as.oo

.25 as.oo

.50 as.oo

7a.oo

7a.oo

39.00

7a.oo

117.00

19.50

39.00

39.00

5a.so

7aoo

7a.oo

as.oo

106.25

as.oo

21 .25

63.75

21 .25

21.25

21 .25

as.oo

63.75

42.50

21.25

42.50

Page 4 of7

Project Unbilled Detail Report As of 613012015 Wednesday, July 08, 2015 5:08:57 PM

Billing Labor Code Labor Hours! Bill Bill Status Date !Account Category Description Units Rate Amount


PHASE: 01 Project Management Billings Rate Schedule: 2013

B 5128115 10101 Engineering Tech-G09 Miiler-Roat, Dina .50 85.00 42.50

Coordination with Bisbee & KDF on chip seal areas, coordination with MOO on final inspection, emails to KE&G regarding results and lack of keys for breaker box

B 5129115 10101 Engineering Tech-G09 Miiler-Roat, Dina .75

draft Floodplain permit, coordination with GGF and KDF, email Bisbee B 611115 10101 Engineering Tech-G09 Miiler-Roat, Dina .25

emails to City, agencies and contractor B 613115 10101 Engineering Tech-G09 Miller-Roat, Dina .75

update verification and coordinaiton re Bisbee time table B 618115 10101 Engineering Tech-G09 Miiler-Roat, Dina .75

coordination with Tammy, review Payment app, return for changes B 6110115 10101 Engineering Tech-G09 Miller-Roat, Dina .75

review billings, draft update B 6110/15 10101 Engineering Tech-G09 Miller-Roat, Dina .50

verify revised pay app #8 and return for changes B 6111115 10101 Engineering Tech-G09 Miller-Roat, Dina 2.00

coordination with Bisbee, KE&G and KDF on final costs and on extension B 6111115 10101 Engineering Tech-G09 Miller-Roat, Dina 2.00

Work on remaining budget and reports. B 6112115 10101 Engineering Tech-G09 Miller-Roat, Dina 1.00

research funding analysis, correct equations B 6115/15 10101 Engineering Tech-G09 Miller-Roat, Dina 1.00

change order No. 3, format spreadsheet B 6115115 10101 Engineering Tech-G09 Miller-Roat, Dina 1.00

final pay app#8, build pdf, edits, coordination with contractor for signature of RD forms, reproduction for KDF

B 6116115 10101 Engineering Tech-G09 Miller-Roat, Dina .50

final CO #5, pdf and email team B 6116/15 10101 Engineering Tech-G09 Miller-Roat, Dina 1.50

work on O&M review/checklist B 6122/15 10101 Engineering Tech-G09 Miller-Roat, Dina 1.75

finish review of O&M, prepare comment letter B 6126/15 10101 Engineering Tech-G09 Miller-Roat, Dina .25

emails to Bisbee B 6/30/15 10101 Engineering Tech-G09 Miller-Roat, Dina 2.50

coordinaiton with Lorena and Tom, Prepare bid/actual comparison B 6130115 10101 Engineering Tech-G09 Miller-Roat, Dina 1.00

emails, revise draft C0#5 language and email it to KDF, prepare anticipated final payment application, emaiiTK

PHASE: 04 Construction Admin Svcs TASK: 04 Construction Admin Svcs

Principal· Kara Festa

Project Manager: Dina Miller-Roat

Billings Rate Schedule: 2013 Labor:

Total Compensation:

Client Name:

Total for MIL002 43.25 Total Billable Labor 88.00

Total Labor 88.00 Total for 01 88.00 Total for 01 88.00

159,779 00 Rev Type. E_NO JTD Billed·

City of Bisbee

85.00 63.75

85.00 21 .25

85.00 63.75

85.00 63.75

85.00 63.75

85.00 42.50

85.00 170.00

85.00 170.00

85.00 85.00

85.00 85.00

85.00 85.00

85.00 42.50

85.00 127.50

85.00 148.75

85.00 21.25

85.00 21250

85.00 85.00

3,560.75 11,043.00 11,043.00 11,043.00 11,043.00

159,767.83

B 515115 10101 Civil Designer-G13 Fafard, Garrick 1.00 126.00 126.00

Coordination with ADEQ on submittal, revised testing data sheet and sent to ADEQ for approval.

v7.3.711 (JBENAVIDES)- (*)indicates that the transaction has been billed in future period. Page 5 of7

Project Unbilled Detail Report As of 6/30/2015 Wednesday, July 08, 2015 5:08:57 PM



PHASE: 04 Construction Admin Svcs


8 5/28/15 10101 Civil Designer-G13 Fafard, Garrick 1.25 126.00 157.50

Tintown -prepared chip seal exhibit Total for FAF002 2.25 283.50

8 4/14/15 10101 Const. lnspector-G09 Haner, Kenneth 8.00 85.00 680.00

inspections 8 4/15/15 10101 Const. lnspector-G09 Haner, Kenneth 8.00 85.00 680.00

inspections B 4/16/15 10101 Cons!. lnspector-G09 Haner, Kenneth 6.00 85.00 510.00

inspections B 4/23/15 10101 Cons!. lnspector-G09 Haner, Kenneth 3.00 8500 255.00

paperwork for tintown 8 4/27/15 10101 Cons!. lnspector-G09 Haner, Kenneth 8.50 85.00 722.50

inspections B 4/29/15 10101 Cons!. lnspector-G09 Haner, Kenneth 1.00 85.00 85.00

phone meeting B 5/1/15 10101 Cons!. lnspector-G09 Haner, Kenneth 1.00 85.00 85.00

paperwork Total for HAN004 35.50 3,017.50

B 5/5/15 10101 Engineering Tech-GOB Mette, Patrick .50 78.00 39.00

Delivering transmittal to ADEQ Total for MET001 .50 39.00

B 5/6/15 10101 Engineering Tech-G09 Miller-Roat. Dina .75 85.00 63.75

prepare transmittal for new inspection log, coordinate delivery, emails to Larry and coordination with Ken on septics

Total for MIL002 .75 63.75

8 4/6/15 10101 Const. lnspector-G15 Ostermann, Mark 1 00 153.00 153.00

check on manhole inverts B 4/8/15 10101 Cons!. lnspector-G15 Ostermann, Mark 1.00 153.00 153.00

project review 8 4/14/15 10101 Const. lnspector-G15 Ostermann, Mark 1.00 153.00 153.00

coordination with Ken 8 5/27/15 10101 Cons!. lnspector-G15 Ostermann, Mark 1.00 153.00 153.00

Tintown finals 8 5/28/15 10101 Cons!. lnspector-G15 Ostermann, Mark 5.50 153.00 841.50

final punch list - site visit Total for OST002 9.50 1,453.50

Total Billable Labor 48.50 4,857.25 Total Labor 48.50 4,857.25

Expenses:

B 4/28/15 65270 Federal Express Overnight Courier Service 4/20 21.38

Total for 21.38

Total Billable Expenses 21.38

Total Expenses 21.38

Units:

B 5/8/15 MILE V#9711 0 F150 8 :.0 Miles@ 0. 75 25.00 .75 18.75

B 5/29/15 MILE V#63868 FLEET F150 8:00.0 Miles@ 0.75 200.00 .75 150.00

Total for 225.00 168.75

Total Billable Units 225.00 168.75

Total Units 225.00 168.75

Total for 04 273.50 5,047.38

Total for 04 273.50 5,047.38

v7.3.711 (JBENAVIDES)- (*)indicates that the transaction has been billed in future period. Page 6 of 7

Project Unbilled Detail Report As of 6/30/2015

Billing Labor Code Labor Status Date /Account Category Description


PHASE: 05 Project Close Out TASK: 05 Project Close Out

Wednesday. July 08, 2015 5:08:57 PM

Hours/ Bill Bill Units Rate Amount

Principal· Kara Festa Total Compensation: 5,781 00 Rev Type. E_NO JTD Billed: 5,458 25

Project Manager: Dina Miller-Roat Client Name: City of Bisbee


Labor: B 6/10/15 10101 Engineering Tech-G09 Miller-Real, Dina 1.50 85.00 127.50

Work on draft of final report. Total for MIL002 1.50 127.50

Total Billable Labor 1.50 127.50 Total Labor 1.50 127.50

Total for 1719.02 363.00 16,217.88

v7.3.711 (JBENAVIDES)- (*)indicates that the transaction has been billed in future period. Page 7 of 7

RECAP OF TINTOWN COSTS

Total Available Funding for Construction, CM and Contingencies: $1,684,978.00 Costs: Final Cost of Construction $ 1,334,115.48 WestLand's previous contract with CO's 1,2,3 & 4 $307,585.00 WestLand Change Order No.5 $ 11,174.82

Subtotal of Costs $ 1,652,875.30

Balance of remaining funding unallocated $32,102.70

Substantial Completion: April 8, 201 5 Warranty period excluding chip seal and punch list Items: April 7, 201 6 (11 month inspection to take place approximately March 8, 201 6)

Punch List Items: Inspection May 28,2015 Warranty period ends for punch list items: May 27, 2015

Chip Seal Completion: June 29, 2015 Warranty period for chip seal: June 28, 20 16

Warranty period funds not used at this time in CM contract and is included in costs above: $4,731.00

Lorena Valdez

From:

Sent: Kara Festa <[email protected]> Monday, July 13, 2015 4:49 PM

To: Dina Miller; Tom Klimek

Cc: Subject:

Lorena Valdez; Martin Rodriguez; Mike Luecker USDA; John Hooper RE: 1719.02 Revised CO #5

And, to reiterate Dina's earlier request, now that we've worked through all the detai ls, Tom is asking as to whether the

agencies are in support of the City processing C0#5 for approval, as he prepares to take this to Mayor and Council.

Take care, Kara

Kara D. Festa, P.E. I Vice President Westland Resources, Inc. 4001 E Paradise Falls Drive 1 Tucson, AZ 85712 Office (520) 206-9585 1 Mobile (520) 419-4821

From: Dina Mi ller Sent: Monday, July 13, 2015 4:47 PM To: Tom Klimek {[email protected]) Cc: Lorena Va ldez ([email protected]); Kara Festa; Martin Rodriguez; Mike Luecker USDA; John Hooper

Subject: 1719.02 Revised CO #5

Tom:

Please find attached the revised change order to reflect the amounts for Task 8 and 10 that were removed. We also expanded the table in the letter to reflect every task.

I attached your cheat sheet that you requested, let me know if you need anything else.

Dina

Dina Miller I Executive Administrative Assistant -Construction Westland Resources, Inc. 4001 E Paradise Falls Drive 1 Tucson, AZ 85712 Office: (520) 206-9585

1

Lorena Valdez

From: Sent:

Luecker, Mike - RD, Phoenix, AZ < [email protected]> Monday, July 13, 2015 4:51 PM

To: Kara Festa; Dina M iller; Tom Klimek

Cc: Subject:

Lorena Valdez; Martin Rodriguez; John Hooper; Hooper, Jeff - RD, Willcox, AZ RE: 1719.02 Revised CO #5

Looks good.

Mike

From: Kara Festa [mailto:[email protected]] Sent: Monday, July 13, 2015 4:49PM To: Dina Miller; Tom Klimek ([email protected]) Cc: Lorena Valdez ([email protected]); Martin Rodriguez; Luecker, Mike- RD, Phoenix, AZ; John Hooper Subject: RE: 1719.02 Revised CO #5

And, to reiterate Dina's earlier request, now that we've worked through all the details, Tom is asking as to whether the agencies are in support of the City processing C0#5 for approval, as he prepares to take this to Mayor and Council.

Take care, Kara

Kara D. Festa, P.E. I Vice President Westland Resources, Inc. 4001 E Paradise Falls Drive I Tucson, AZ 85712 Office (520) 206-9585 I Mobile (520) 419-4821

From: Dina Miller Se nt: Monday, July 13, 2015 4:47 PM To: Tom Klimek ([email protected]) Cc: Lorena Valdez (LVa [email protected]); Ka ra Festa; Martin Rodriguez; Mike Luecker USDA; John Hooper

Subject: 1719.02 Revised CO #5

Tom:



Dina

Dina Miller 1 Executive Administrative Assistant - Construction Westland Resources, Inc. 4001 E Paradise Falls Drive I Tucson, AZ 85712 Office: (520) 206-9585

1

Tom Klimek

From: Sent: To: Cc:

Kara Festa < [email protected]> Tuesday, July 14, 2015 10:10 AM Tom Klimek

Subject: Dina Miller; Lorena Valdez Re: 1719.02 Revised CO #5

Tom: Yes to both. NADB will pay out their funds on the next invoices and then close out their project. RD will have the remaining funds and will keep the project open for the remaining CM work.

Take care, Kara

Kara D. Festa, P.E. I Vice President Westland Resources, Inc. 4001 E Paradise Falls Drive I Tucson, AZ 85712 Office: (520) 206-9585 I Mobi le: (520) 419-4821

On Jul 14, 2015, at 10:06 AM, Tom Klimek <[email protected]> wrote:

Kara/Dina: The above items as written are excellent. I know Mike Luecker said all looks good. From my perspective, after seeing the flurry of e-mails yesterday, two questions still remain. Is the CO #5 for $11,174.82 being pa id completely by USDA-RD with NADBank being out of this process from now on? And secondly is the remaining balance of dollars of $32, 102.70 USDA-RD money? If yes is the answer to both questions we have a go. Please share your thoughts! Thank You! Tom

From: Dina Miller [mailto:[email protected]] Sent: Monday, July 13, 2015 4:47 PM To: Tom Klimek Cc: Lorena Valdez; Kara Festa; Martin Rodriguez; Mike Luecker USDA; John Hooper Subject: 1719.02 Revised CO #5

Tom:



Dina

Dina Miller 1 Executive Administrative Assistant - Construction Westland Resources, Inc. 4001 E Paradise Falls Drive 1 Tucson, AZ 85712 Office: (520) 206-9585

<Recap of Tintown costs and Warranty info.docx>

<1719.02 C0#5 EXHIBIT K revised_071315.pdf>

1

Westland Resources, Inc. Engineering and Environmental Consultants

July 14, 2015

Thomas J. Klimek. P.E., R.L.S., CITY OF BISBEE 404 Bisbee Street Bisbee, Arizona 85603

Re: WARRANTY PERIODS THE WASTEWATER COLLECTION SYSTEMS EXPANSION FOR TINTOWN AREA SEWERS WESTLAND PROJECT N0.1719.02

Dear Mr. Klimek:

As discussed previously, WestLand Resources, Inc. (WestLand) is providing this letter to clarify completion dates and commencement of warranties for the City of Bisbee Tintown Wastewater Collection System project.

Per the attached substantial completion form and punch list, substantial completion was achieved by KE&G Construction, Inc. (KE&G) on April 8, 2015. Per the contract documents, the project warranty commences on this date, except for the items noted in the completion form which is the punch list items and chip seal.

The final inspection for the punch list items was performed on May 28, 2015. The warranty period for these items commences on this date. The chip seal was completed on June 29,20 15.

If you have any questions, please contact me.

Respectfully, WestLand Resources, Inc.

~ Kara D. Festa, P.E. Vice President

KDF:dm Enclosure: Substantial Completion Certificate and Final Punch list

Q \Jobo\ 1700s\1719 02\ENG\Final co~letton docurnems\Wamwy Let1e<_07141S doc•

4001 E. Paradise Falls Drive • Tucson, AZ. 85712 • 520•206•9585 Fax 520•206•9518 2020 N. Central Avenue • Suite 695 • Phoenix, AZ 85004 • 602•888•7000 Fax 866• 457•2838

1750 S. Woodlands Village Blvd. • Suite 150 • Flagstaff, AZ 86001 • 928•225•2218 Fax 866•457•2838

Certificate of Substantial Completion

Owner; City of Bisbee Owner's Contract No.: CONTRAJ0-04

Co.ntract: Tintown Wastewater Collection System Engjneer's Project No.; 17!9.02

This (feat.W.·ej (definitive) Certificate of Substantial Completion applies to:

CAll Work under the Contract Documents: liThe following specified portions of the Work:

All worlc .under the. contract docwnents has been substAntially completed except for the attached puoch list, removi'J of

. the AC pipe, and.chip seaL Tbe AC pipe removal is to be cornpletc:d upon npprQval from ADEQ before May JO; 2015,

aDd tbc phlp wl pric)r to J1lM 15 '>Q I S

April8, 2015

Date of SubStantial Completion

The. Work. to w11lch this Certificate applies has been inspected by authorized rep•oesentatives of Owner, CantractQr. aJlc:t Engineer. a!1d found t.6 be substantially complete. The Date of Substantial Completion of the Project or portion thereof designated above is hereby declared and is also the date of cotTl(llencementofapplicable warrant.ies required by the C~mtract Documents, except as stated below.

A [tentative J ~Wa,oe} list of items to be completed or corrected is at1ached hereto. This l,i~ may not &e ~IHncfu~!v¢; ~the Fail11r~ to inclUdQ any items on such Jist does not ~Iter the responsibiliry of the Contractor to ~mplete all Work in accordance with the Contract Documents.

Tbe responsibiUtics between Owner and Contractor for security, operation. safety, maintenance. heat, utt1ities1 4tsutance and warr~nties shall be as pr1>vid·ed in the Contract Docoments except as ~erlcJfJCI M f9JJOWS!

CAmendeg R'eswnsibi lities []Not Amended

Owner1S Amenoed Respons.ibiliti'es:

C6ntractor& Amtncled Resp6nsibilities:

'EJCl)C C.Q.'i CtrllrK'IIc ofSubstaetial Complrllun Prrputd by flit £ncJ"«N< Jt>int Colltratr llonr.m~nts ('ommitttt ud tDdorstd b) thr C'oastrunion Sptci!itadon> IJI~Iitutt.

f>agt 1 of_l

Th~ following documents are attached to and made pan of this Certificate:

1itlnch Ul!t aateq 4i 15!20 15

This Certifitate does not constiMe an aceeptance of Work not in accordance with the Contract Dotuli$lt$ nor 'is it a release of Contractor's obligation to complete the Work in accordance with the Co11trac:r Documents.

4' 115115

bate

1.~1?-!5 Date

tJt~ L 1!f' Date I

EJC'I>C C'·61S ttrlifldlt o(Substontial ("~mpluiun l'rrpucd by tbt EI~J:ineers Joiut Conltu1 Doeuwotw C~;mminre and rndo""'d 1~- ibt ( onstTUtlion Sptcitir~tlon>lnstilutt.

l'•r.• 2 ofl

PUNCH LIST

Prepared by: _Ken Haner_--'---'---"-....;.._----=---------------

Job No. 1792.02 Date: ~~~~----------------------------

4115/15

t~ · - ~WIQn No. No. Description

1. ~ht~in Power to C()flnect auto dialer on the 24111 when replacement is received.

' .

Final insp_e¢tlbn fre>m A,DQ1' (l9t received ~ W~st Bound Right Shoulder needs to be 2. reshaped to pre~permit condition (Per comm. AOOT).

3. Bollard for Qffsite sewer not In place. '"

4-. Lot 36- instaH 3-inch glue-on screw cap for sewer ___ ..._. _____ 5. lot 13- instal\3-inch and 4-inch glue-on screw for sewer

.. 6. l ot 17 • \nSfalj3-incH glue-on scrtrN cap for sewer

'l. Lot 18 • install 3-inch glue-on screw cap for sewer .

8. Duct aeaf c;:ompound needs to be Installed on the conduit to the '(.Jet well from the tWo juilcfioo boxes n~ar the wet well to prevent excessive condensation in the

·-· .. .bOXes ••. . . . ... Seal fanute electrodes fn the sewage pumps have not been Installed. Not~ that the· hazatQOUS area seals at the junctiQll boxes at the wet well have been filled with

9. sealing compound. which will r~quire removing ~nd replacing instaUed control wiring ' ;;~n£1 th,e..se~ng fitting In order to install the required seal leak monitoring wiri.ng. TN!i .~fd 1\8.-.:e bee11 ooordln.aled 5y the c;6ntractor to prevent requ1red rework to provide the.-speCmed -equipmenl

1!), The de$lcC~t modul~ for the wet well level ·transmitter has not b.een installed • .. . -

11. _ l.,~eling per specifications has not been corrected {i.e. provide heat shrink iabe!s on all WirinQ}. .

'l2. ~sh cqrd grip sllpp()rt fot pump cables in th·e wet well have not been provided I 13. Removal of·~inch AC pipe - approved to remove onee fjnal approval from ADEQ is

r~ive.d-- f!rl.ial CQmP,Jelloo by May 101 2015 ..

14. Cnlp Seal- ~pproved to Install after final completion. completion of this task before June 15, 2015. ·

.. ____ ., ____ -

i . j

AUthorized Signature: Westland Rc:sovn:cs.l"c. r,:;-.. ,..._ .. , ..... ~ .. ~r., .. ·~:

~ .... "'t ' 11'1..'

AGENDA ITEM NUMBER__:z_


1:8]Regular 0Special

DATE ACTION SUBMITTED: Ju ly 14, 2015

REGULAR IZJ CONSENT 0

TYPE OF ACTION: RESOLUTION 0 ORDINANCE [8:1 FORMAL ACTION fZI OTHER 0

SUBJECT: DISCUSSION AND POSSIBLE APPROVAL OF NOTICE OF INTENT TO ADOPT ORDINANCE 0-15-04, AMENDING CITY CODE ARTICLES 2.6.3 AND 2.6.9 TO STREAMLINE TRANSFERS OF CITY REAL PROPERTY AND ELIMINATING THE PUBLIC AUCTION REQUIREMENT FOR CERTAIN PARCELS.

FROM: Britt Hanson, City Attorney

RECOMMENDATION:

PROPOSED MOTION:

DISCUSSION:

Approve

I move that we approve the Notice of Intent to Adopt Ordinance 0-15-04 amending City Code Articles 2.6.3 and 2.6.9 to streamline transfers of City real property and eliminating the public auction requirement for certain parcels

According to City Charter Article 7.05(H), property transfers need to be accomplished via ordinance, which means fo llowing the ordinance provisions of City Code Article 2.6.3-including the Notice of Intent to Adopt an Ordinance. Thus, even to do a minor transfer of property requires i) a P and Z hearing, with all of the notices and publication that entails, ii) an auction, with a ll the notices and publication that entails, iii) Notice of Intent to adopt an ordinance transferring the property, with all of the notice and publication that entails, iv) adoption of the ordinance, with all of the notice and publication that entails.

This is a cumbersome process, with most of it not necessary to ensure the integrity of the transfers.

This draft amendment to the City Code streamlines sales of city properties by eliminating two steps in the ordinance process for property sales that would otherwise be required by the current version of the Code: i) eliminate the notice of intent to adopt an ordinance, and ii) allow the Mayor and Council to approve the ordinance immediately after the auction (or other disposition-see below), i.e., at the same meeting at which the auction is held, so that the process of selling the property doesn't drag on and on, meeting after meeting.

The second aspect of the draft amendment is to eliminate the auction/public bidding requirement when that's just not appropriate, as when a City parcel is adjacent to a private parcel, with no access to the City parcel except through the private parcel-no one else but the adjacent property

owner could possibly want the subj ect property, so that the auction process is a waste of everyone's time. This draft amendment to the Code would allow the Mayor and Council-upon the recommendation of the Planning and Zoning Commission- to decide to forego the auction/public bidding process where, "due to the particular situs of the subject property, or because it has historically been associated with, and used in connection with, a particular privately owned parcel , it is not appropriate for public auction and bidding, but rather should be sold to the owner(s) of the property with which it has been historically associated or used in connection with."

Also incorporated in this draft amendment is a revision regarding the acreage limitation which is highlighted in yellow.

FISCAL IMPACT: None



Prepared by: 8uft-~~ Britt Hanson, City Attorney

Reviewed b~£-== estm nson,

City Manager

NOTICE OF INTENT ORDINANCE 0-15-04

AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE CITY OF BISBEE, COUNTY OF COCHISE, STATE OF ARIZONA, AMENDING CITY CODE

ARTICLES 2.6.3 AND 2.6.9 TO STREAMLINE TRANSFERS OF CITY REAL PROPERTY AND ELIMINATING THE PUBLIC AUCTION REQUIREMENT

FOR CERTAIN PARCELS

WHEREAS, pursuant to City Charter Articles 1.3 and 7, the City of Bisbee possesses the power and authority to purchase, sell and exchange real property and set procedures for doing so; and

WHEREAS, the City of Bisbee, pursuant to City Charter Article 7.5, is required to transfer City property by ordinance and the City Code sets forth the process for adopting such an ordinance; and

WHEREAS, the City of Bisbee, pursuant to its City Code, is required to sell City property at public auction, even when that process is not beneficial; and

WHEREAS, these procedures often result in a very cumbersome process for disposing of City property, to the detriment of the City and prospective purchasers; and

WHEREAS, it is appropriate to enact a clear set of procedures that will streamline transfers of City property by eliminating certain steps in the ordinance process and eliminating the public auction requirement where appropriate; and

WHEREAS, it is in the best interests of the City of Bisbee and its citizens to adopt the amendment to the City Code set forth on Exhibit A hereto,

NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF BISBEE, COUNTY OF COCHISE, STATE OF ARIZONA, THAT:

Section 1. The amendment to Articles 2.6.3 and 2.6.9 of the City Code, pursuant to the City Charter, and as set forth in the attached Exhibit A, incorporated herein by reference, is hereby adopted.

Section 2. hereby repealed.

The previously adopted verston of Articles 2.6.3 and 2.6.9 are

Section 3. If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions.

PASSED, APPROVED AND ADOPTED by the Mayor and Council of the City of Bisbee on this_ day of 2015.

APPROVED:

Ron Oertle, Mayor

ATTEST:




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EXHIBIT A

ARTICLE 2.6 ORDINANCES, RESOLUTIONS AND CONTRACTS (CITY CHARTER, ARTICLE VII, 7.01 - 7.16; 0-10-07)

2.6.1 Prior Approval All ordinances, resolutions and contract documents shall, before presentation to the council, have been reviewed as to form by the attorney and shall, when there are substantive matters of administration involved, be referred to the person who is charged with the administration of the matters. Such person shall have an opportunity to present his objections, if any, prior to the passage of the ordinance, resolution or acceptance of the contract.

2.6.2 Introduction (0 -09-02) Ordinances, resolutions, and other matters or subjects requiring action by the Council shall be introduced and sponsored by a member of the Council, except that the Attorney, City Manager, staff member or the Clerk may present ordinances, resolutions and other matters or subjects to the Council, and any member of the Council may assume sponsorship thereof by moving that such ordinance, resolution, matter or subject be adopted; otherwise, they shall not be considered.

2.6.3 Notice of Intent to Adopt Proposed Ordinance No proposed ordinance, except emergency ordinances, shall be presented to the Mayor and Council for reading and adoption unless the Mayor and Council shall have first approved a Notice of Intent to adopt such ordinance at least thirteen (13) days prior to such reading and adoption; provided, however, that no such Notice of Intent shall be required for a transfer, sale, exchange, abandonment or other conveyance of surplus that has been recommended by the Planning and Zoning Commission pursuant to Section 2.6.9 of the City Code; and provided further, that the first and only reading of an ordinance to transfer, sell, exchange, abandon or otherwise convey real property may be held immediately after the public sale and auction pursuant to subsection D of Section 2.6.9 ofthe City Code or the determination to abandon and sell pursuant to subsection C of Section 2.6.9 of the City Code 7

2.6.4 Requirements for an Ordinance Each ordinance should have but one subject, the nature of which is clearly expressed in the title. Whenever possible, each ordinance shall be introduced as an amendment to this code or to an existing ordinance, and, in such case, the title of the sections to be amended shall be included in the ordinance.

2.6.5 Effective Date of Ordinances (0-09-02) No ordinance or franchise shall become operative until thirty days after its passage by the Council and approval by the Mayor, except emergency measures necessary for the immediate preservation of the peace, health or safety of the City. An emergency ordinance shall contain a declaration stating that an emergency exists, describing in clear and specific

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terms the reasons for the necessity of declaring an emergency, and must be passed by the affirmative vote not less than six Council Members upon a roll call vote.

2.6.9 Procedures for the Transfer of City Property (0-05-10) A. Prior to the sale, exchange or abandonment of any City property, the proposal to transfer the subject property shall be referred to the Planning and Zoning Commission for review and recommendation by that Commission. The Planning and Zoning Commission shall consider whether the proposed transfer is in conformity with any adopted general plan, including the City's policies for open space; whether the subject property is suitable for development under the Zoning Regulations; -aRE! whether the proposed sale and any anticipated development is compatible with the existing usage and development of the surrounding area; and whether the subject property is or is not suitable for public sale and auction pursuant to subsection C. B. Notice of the Planning and Zoning Commission meeting to recommend any such proposed transfer shall be provided by one publication in the City's newspaper of record; by posting notice on the subject property; and by first class mail notice sent to those property owners who own property within three hundred (300) feet of the subject property. This notice shall be completed not less than fifteen (15) days prior to date of the Planning and Zoning Commission meeting. C. After the Planning and Zoning Commission has made its recommendation, the Mayor and City Council shall meet to consider whether or not to pursue any such proposed transfer of City property. For any parcel less than an acre in size and which has been determined to have a minimum acceptable bid less than $5,000, +he Mayor and City Council may authorize the abandonment of unnecessary public streets and rights-of-ways or the exchange of City property for appropriate consideration, which amount shall be determined by majority vote of the Mayor and Council. Such abandonment shall not be subject to public auction and bidding requirements if the Mayor and Council, upon the recommendation of the Planning and Zoning Commission, determine that due to the particular situs of the subject property, or because it has historically been associated with, and used in connection with, a particular privately owned parcel, it is not appropriate for public auction and bidding, but rather should be sold to the owner(s) of the property with which it has been historically associated or used in connection with . The Mayor and Council may establish minimwn acceptable bids for any sale and may impose other appropriate conditions upon any such sale. D. Except as provided in 2.6.9(C), aAny sale of surplus City property shall be by public sale to the highest bidder. Not less than thirty days notice of any such sale shall be provided by one publication in the City's newspaper of record; by posting notice on the property; and by first class mail notice sent to those property owners who own property within 300 feet of the subject property. The Mayor and Council reserve the right to reject any and all bids for such property and to re-offer the property if they determine, in their sole discretion, that the bids are inadequate. E. The net proceeds of any such sale of City property shall be used for capital improvements of the City and shall be maintained in an appropriate account for this purpose. In the event of a fiscal emergency or change of circwnstances, the Mayor and Council, by a vote of not less than five members, may re-allocate any such funds as they deem to be necessary.

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ROLLCALL - Bisbee, AZ

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