HomeMy WebLinkAbout2016-10-25E CITY COUNCIL REGULAR
MEETING AGENDA
City Council Chambers
33 East Broadway Avenue
Meridian, Idaho
Tuesday, October 25, 2016 at 6:00 PM 6:03PM
1. Roll -Call Attendance
X Anne Little Roberts O Joe Borton Arrived at 6:17pm
O Ty Palmer X Keith Bird
X Genesis Milam _X Luke Cavener
X Mayor Tammy de Weerd
2. Pledge of Allegiance
3. Community Invocation by Michael Davey Pearson — Meridian Seventh Day
Adventist Church
4. Adoption of the Agenda Adopted
5. Consent Agenda Approved as noted
A. Approve Minutes of October 11, 2016 City Council Regula -r Workshop
Meeting
B. Approve Minutes of October 18, 2016 City Council Special Pre -Council
Meeting
C. Approved Minutes of October 18, 2016 City Council Regular Meeting
D. Final Plat Approval for Paisley Meadows (H-2016-0117) Located at 2180 E
Amity Road by Hayden Homes, LLC
E. Approval of Award of Bid and Agreement to SUNSHINE LANDSCAPE for
the "TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING" project
for a Not -To -Exceed amount of $70,562.00.
F. Approval of Contract Amendment No. 1 to extend the contract for "Sodium
Hypochlorite" to Oxarc, Inc. in the Not -To -Exceed amount of $90,000.00.
G. Approval of Contract Amendment to extend the contract for "Bulk Ferric
Chloride" to BHS Specialty Chemical Products, Inc. in the Not -To -Exceed
amount of $100,000.00.
Meridian City Council Meeting Agenda Tuesday, October 25, 2016 — Page 1 of 3
All materials presented at public meetings shall become property of the City of Meridian.
Anyone desiring accommodation for disabilities related to documents and/or hearing,
please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting.
H. Approval of Agreement to Mercer Health for "Benefits Brokerage and
Consulting Services" for a Not -to -Exceed amount of $50,000
Service Agreement with St. Luke's Regional Medical Center, Ltd. for
Wellness Services
J. Services Agreement with Idaho Chapter of the American Foundation for
Suicide Prevention
K. First Amendment to Commercial Real Estate PSA for Well #9 Lot Expansion
L. Approval of Task Order 10625.a to Hydrologic Inc., for the "Well 15
Reconstruction Design" for a Not -To -Exceed Amount of $51,000.00
M. Approval of Award of Request for Proposal and Agreement to Valcom Salt
Lake City, LC for the "City of Meridian City Council Chambers Technology
Replacement" Project for a Not -To -Exceed Amount of $299,632.93
Moved to Item 6M
6. Items Moved From the Consent Agenda
M. Approval of Award of Request for Proposal and Agreement to Valcom Salt
Lake City, LC for the "City of Meridian City Council Chambers Technology
Replacement" Project for a Not -To -Exceed Amount of $299,632.93
Approved
7. Action Items
Land Use Public Hearing Process: After the Public Hearing is opened the staff report will be
presented by the assigned City planner. Following Staff's report the applicant has up to 15
minutes to present their application. Each member of the public may provide testimony up to 3
minutes or if they are representing a larger group, such as a Homeowners Association, they are .
allowed 10 minutes. The applicant is then allowed 10 additional minutes to respond to the
public's comments. No additional public testimony is taken once the public hearing is closed.
The City Council may move to continue the item for additional information or vote to approve or
deny the item with or without changes as presented. The Mayor is not a member of the City
Council and pursuant to Idaho Code does not vote on public hearing items, unless to break a tie
vote.
A. Public Hearing for SECOND READING: Ordinance No. 16-1709: AN
ORDINANCE AMENDING TITLE 4, CHAPTER 1, SECTION 8.13 (1), MERIDIAN
CITY CODE, COLLECTION OF SOLID WASTE AND RECYCLABLE
MATERIALS TO CHANGE THE COLLECTION AT COMMERCIAL PREMISES
TO COMMENCE AT FOUR O'CLOCK (4:00) A.M.; AND PROVIDING AN
EFFECTIVE DATE.
Third reading scheduled for November 1, 2016
Meridian City Council Meeting Agenda Tuesday, October 25, 2016 — Page 2 of 3
All materials presented at public meetings shall become property of the City of Meridian.
Anyone desiring accommodation for disabilities related to documents and/or hearing,
please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting.
B. Public Hearing Continued from August 23, 2016 for Browning Plaza (H-
2016-0008) by SLN / Boise -Waltman, LLC Located 505, 521, 615 and 675
Waltman Lane Approved
1. Request: Two (2) Year Time Extension on the Preliminary Plat to Obtain
the City Engineer's Signature on a Final Plat
C. Public Hearing Continued from june 28, 2 August 23, 2016 for Waltman
Property (aka Browning Plaza) (H-2016-0038) by SLN Planning/Boise-
Waltman, LLC Located 505, 521, 615, and 675 Waltman Lane
Application withdrawn
Request: Modification to the Development Agreement to Remove the
Requirement (#5.1.8) for Corporate Drive to be Extended North of the Site
from the Ten Mile Creek South to Waltman Lane
D. Public Hearing for TM Crossing (H-2016-0116) by Brighton Investments,
LLC, et al., Located Northeast Corner of S. Ten Mile Road and 1-84
Approved
1. Request: Two (2) Year Time Extension on the Preliminary Plat in Order to
Obtain the City Engineers Signature on the Final Plat for Phase I
8. Department Reports
A. Public Works: Update on Meridian's Petition to the Idaho Department of
Water Resources to establish an Area of Drilling Concern for Source Water
Protection
B. Approval of Collective Labor Agreement between the City of Meridian and
Meridian Firefighters I.A.F.F. Local 4627
Approved
9. Future Meeting Topics
Adjourned at 7:05pm
Meridian City Council Meeting Agenda Tuesday, October 25, 2016 — Page 3 of 3
All materials presented at public meetings shall become property of the City of Meridian.
Anyone desiring accommodation for disabilities related to documents and/or hearing,
please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting.
Changes to Agenda: None
Item #7B: Browning Plaza (H-2016-0008)
Application(s):
Preliminary Plat Time Extension
Size of property, existing zoning, and location: This site consists of 38 acres of land, zoned C-G, located west of Meridian Road on
the south side of Waltman Lane at 505, 521, 615, and 675 W. Waltman Ln.
History: A preliminary plat was approved in 2008 that consisted of 40 building lots and 2 common lots for Browning Plaza. Three (3)
previous time extensions have been approved for this plat. A final plat has not been submitted for this property.
Summary of Request: The applicant requests a 2-year time extension on the preliminary plat in order to obtain the City Engineer’s
signature on a final plat. With all extensions, the Council may require the preliminary plat to comply with current provisions of the UDC.
As a provision of the subject time extension, staff recommends future development is required to comply with the design standards in
effect at the time of development.
Written Testimony: Shawn Nickel, Applicant’s Representative – In agreement w/staff report (he is unable to be here tonight and
requested that if Council needs testimony from him, that the project be continued to the November 22nd meeting.
Staff Recommendation: Approval w/conditions
Notes:
Possible Motions:
Approval
After considering all staff, applicant and public testimony, I move to approve File Number H-2016-0008, as presented in the staff
report for the hearing date of October 25, 2016: (Add any proposed modifications to conditions)
Denial
After considering all staff, applicant and public testimony, I move to deny File Number H-2016-0008, as presented during the
hearing on October 25, 2016, for the following reasons: (You should state specific reasons for denial)
Continuance
I move to continue File Number H-2016-0008 to the hearing date of October 25, 2016 for the following reason(s): (You should
state specific reason(s) for continuance.)
Item #7C: Waltman Property (H-2016-0038)
Application(s):
Development Agreement Modification
The applicant’s Representative, Shawn Nickel, requests withdrawal of this application per his email to staff on October 21st, 2016.
Item #7D: TM Crossing (H-2016-0116)
Application(s):
Preliminary Plat Time Extension
Size of property, existing zoning, and location: This site consists of 75+ acres of land, zoned C-G, located at the NEC of I-84 and
S. Ten Mile Road.
History: A preliminary plat was approved by Council in 2012 and consisted of 50 commercial building lots & 4 common lots. One
previous 2-year time extension was approved by the Director for the plat.
Summary of Request: The applicant requests approval of a 2-year time extension to continue obtaining signatures on the obtain the
City Engineer’s signature on the final plat. A final plat was recently approved by Council for the first phase of development & the
applicant is currently in the process of obtaining signatures on the plat.
With all extensions, the Council may require the preliminary plat to comply with current provisions of the UDC. As a provision of the
subject time extension, staff recommends future development is required to comply with the design standards in effect at the time of
development.
Written Testimony since: Mike Wardle, Applicant’s Representative (in agreement w/staff report)
Staff Recommendation: Approval w/conditions
Notes:
Possible Motions:
Approval
After considering all staff, applicant and public testimony, I move to approve File Number H-2016-0116, as presented in the staff
report for the hearing date of October 25, 2016: (Add any proposed modifications to conditions)
Denial
After considering all staff, applicant and public testimony, I move to deny File Number H-2016-0116, as presented during the
hearing on October 25, 2016, for the following reasons: (You should state specific reasons for denial)
Continuance
I move to continue File Number H-2016-0116 to the hearing date of October 25, 2016 for the following reason(s): (You should
state specific reason(s) for continuance.)
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5A
PROJECT NUMBER:
ITEM TITLE:
Approve Minutes of October 11, 2016 City Council Regutew-Meeting
MEETING NOTES
9 APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Workshop
October 11, 2016
Page 57 of 57
MOTION CARRIED: FIVE AYES. ONE ABSENT.
MEETING ADJOURNED AT 6:08 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
l?
MAYOR(T Y DE WEERD
ATTEST:
ES, CITY CLERK
10 / )-5 / ;016
DATE APPROVED
QORATE0 AVc
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,- SEAL �/
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5B
PROJECT NUMBER:
ITEM TITLE:
Approve Minutes of October 18, 2016 City Council Special Pre -Council Meeting
MEETING NOTES
9 APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Special Meeting
October 18, 2016
Page 2 of 2
Roll Call Vote: Little Roberts, aye; Palmer, aye; Cavener, absent; Bird, aye; Milam,
absent; Borton, aye;.
De Weerd: All ayes. We are in executive session.
MOTION CARRIED: ALL AYES.
(Executive session at 4:31 to 6:01 P.m.)
Bird: Move to come out of executive session.
Borton: Second.
DeWeerd: Motion and a second to come out of executive session. All in favor?
MOTION CARRIED: ALL AYES.
Bird: Move to adjourn.
Borton: Second.
DeWeerd: Motion and a second to adjourn. All in favor?
MOTION CARRIED: ALL AYES.
MEETING ADJOURNED AT 6:01 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
MAYOR TAMMY De WEER—a---- DATE APPROVED
ATTEST: dO'V�kpTED AVGU�
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C.JAY CO S, CITY CLERK E MIAN
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�� SEAL �/
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5C
PROJECT NUMBER:
ITEM TITLE:
Approved Minutes of October 18, 2016 City Council Regular Meeting
MEETING NOTES
9 APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council
October 18, 2016
Page 35 of 35
old prescriptions in as well. So, do it all in one big swoop. Economic Excellence
Breakfast hosted by the Chamber on Tuesday, the 25th, from 7:30 to 9:00 at the
West Ada School District room and you need to register in advance. And the
town hall meeting on Wednesday, the 26th, at 6:34 at the Compass Charter
School on Ten Mile and Cherry. It's on Cherry Lane near Ten Mile. Council, I
did also give you a packet of information about the United Way Drive
presentations that are next week and we have a series of events that we will be
trying to raise funds for the city -- it's Care For Others Campaign and we will be
having traveling root beer floats, cakewalk, a pancake breakfast. We would love
to have you come and join us in preparing breakfast for staff members and those
standing in line at early voting, they will have an opportunity to buy breakfast to
go to a good cause. We have all kinds of -- there is raffle prizes and a silent
auction. If you'd like to donate an item for the silent auction also to benefit United
Way, we would love to have you join us and contribute. So with that said -- if
there are any questions I would be happy to answer them. Otherwise, I would
entertain a motion to close -- I mean to adjourn.
Bird: So moved.
Milam: Second.
De Weerd: I have a motion to close -- to adjourn. All those in favor say aye. All
ayes.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
MEETING ADJOURNED AT 7:36 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
10/,�y/ -2Q Z&
DATE APPROVED
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5D
PROJECT NUMBER: H-2016-0117
ITEM TITLE: Paisley Meadows
Final Plat Approval for Paisley Meadows (H-2016-0117) Located at 2180 E Amity Road
by Hayden Homes, LLC
MEETING NOTES
9 UPROIED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5E
PROJECT NUMBER:
ITEM TITLE: Award of Bid and Agreement
Approval of Award of Bid and Agreement to SUNSHINE LANDSCAPE for the "TEN MILE
INTERCHANGE MEDIAN SOUTH - LANDSCAPING" project for a Not -To -Exceed amount of
$70,562.00.
MEETING NOTES
u✓ APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Page 1
Memo
To: C. Jay Coles, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Mike Barton
Date: 10/13/2016
Re: October 18 th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 18 th City Council Consent Agenda for Council’s consideration.
Approval of Award of Bid and Agreement to SUNSHINE LANDSCAPE for the “TEN
MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING” project for a Not-To-
Exceed amount of $70,562.00.
Recommended Council Action: Award of Bid and Approval of Agreement to
Sunshine Landscaping for the Not-To-Exceed amount of $70,562.00.
Thank you for your consideration.
City of Meridian
Purchasing Dept.
CONTRACT CHECKLIST
Date: REQUESTING DEPARTMENT
Project Name:
Project Manager: Contract Amount:
Contractor/Consultant/Design Engineer:
Is this a change order? Yes No Change Order No.
Fund: Budget Available ( Purchasing attach report ):
Department Yes No Construction
GL Account FY Budget: Task Order
Project Number: Enhancement: Yes No Professional Service
Equipment
Will the project cross fiscal years? Yes No Grant
Grant #: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded)
Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.sam.gov Print and attach
Master Agreement Category
(Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved:
Typical Award Yes No
If no please state circumstances and conclusion:
Date Award Posted: 7 day protest period ends:
PW License Expiration Date: Corporation Status
Insurance Certificates Received (Date): Expiration Date: Rating: A+
Payment and Performance Bonds Received (Date): Rating: A
Builders Risk Ins. Req'd: Yes No
(Only applicabale for projects above $1,000,000)
Reason Consultant Selected 1 Performance on past projects
Check all that apply Quality of work On Budget
On Time Accuracy of Construction Est
2 Qualified Personnel
3 Availability of personnel
4 Local of personnel
Description of negotiation process and fee evaluation:
Date Submitted to Clerk for Agenda: By:
Purchase Order No.: Date Issued: WH5 submitted
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.5.24.2016.Final
NA
Goodstanding PWC-C-15128-B-Y 2/28/2017
I. PROJECT INFORMATION
9/30/2016 3/1/2017
2016
8/16/2016 Parks
Ten Mile Interchange Median South - Landscaping
V. BASIS OF AWARD
9/16/2016 September 23, 2016
IV. GRANT INFORMATION - to be completed only on Grant funded projects
VI. CONTRACTOR / CONSULTANT REQUIRED INFORMATION
October 13, 2016 October 18, 2016 Council
VIII. AWARD INFORMATION
Approval Date
Enter Supervisor Name Date Approved
VII. TASK ORDER SELECTION (Project Manager to Complete)
10/13/2016
Award based on Low Bid Highest Ranked Vendor Selected
$75,000 Mike Barton
If yes, has policy been purchased?
Sunshine Landscape / Jensen Belts, Bruce Taylor
III. Contract Type II. BUDGET INFORMATION (Project Manager to Complete)
1
5200
93406
10706.a
TASK ORDER RFP / RFQ BID
CONTRACT FOR PUBLIC WORKS CONSTRUCTION'
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING
PROJECT # 1.0706.a
THIS CONTRACT FOR PUBLIC WORKS CONSTRUCTION is made this
day of October, 2016, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
"CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, SUNSHINE LANDSCAPE,
INC. hereinafter referred to as "CONTRACTOR", whose business address is PO Box 724
Meridian ID 83680 -and whose Public Works Contractor License # is C=15128 -B-4.
INTRODUCTION
Whereas, the City has a need for services involving TEN MILE
INTERCHANGE MEDIAN SOUTH - LANDSCAPING; and
WHEREAS, the Contractor is specially trained, experienced and competent
to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:i
TERMS AND CONDITIONS
1. Scope of Work:
1.1 CONTRACTOR shall perform and furnish to the City upon execution of this
Contract and receipt of the City's written notice to proceed, all services and work,
and comply in all respects, as specified in the document titled "Scope of Work" a
copy of which is attached hereto as Exhibit "A" and incorporated herein by this
reference, together with any amendments that may be agreed to in writing by the
parties.
1.2 All documents, drawings and written work product preparedor produced by
the Contractor under this Agreement, including without limitationielectronic data
files, are the property of the Contractor; provided, however, the City shall have the
right to reproduce, publish and use all such work, or any part'thereof, in any
manner and for any purposes whatsoever and to authorize othersto do so. If any
such work is copyrightable, the Contractor may copyright the same', except that, as
to any work which is copyrighted by the Contractor, the City reserves a royalty -free,
non-exclusive, and irrevocable license to reproduce, publish and use such work, or
any part thereof, and to authorize others to do so.
1.3 The Contractor shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable federal,
state and city laws, ordinances, regulations and resolutions. The Contractor
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 1 of 13
Project 10706.a
represents and warrants that it will perform its work in accordance with generally
accepted industry standards and practices for the profession or professions that
are used in performance of this Agreement and that are in effect at the time of
performance of this Agreement. Except for that representation and any
representations made or contained in any proposal submitted by the Contractor
and any reports or opinions prepared or issued as part of the work performed by
the Contractor under this Agreement, Contractor makes no other warranties, either
express or implied, as part of this Agreement.
1.4 Services and work provided by the Contractor at the City's request under this
Agreement will be performed in a timely manner in accordance with a Schedule of
Work, which the parties hereto shall agree to. The Schedule of Work may be
revised from time to time upon mutual written consent of the parties.
2. Consideration
2.1 The Contractor shall be compensated on a Not -To -Exceed basis as provided
in Exhibit B "Payment Schedule" attached hereto and by reference made a part
hereof for the Not -To -Exceed amount of $70,562.00
2.2 The Contractor shall provide the City with a monthly statement and
supporting invoices, as the work warrants, of fees earned and costs incurred for
services provided during the billing period, which the City will pay within 30 days of
receipt of a correct invoice and approval by the City. The City will not withhold any
Federal or State income taxes or Social Security Tax from any payment made by
City to Contractor under the terms and conditions of this Agreement. Payment of
all taxes and other assessments on such sums is the sole responsibility of
Contractor.
2.3 Except as expressly provided in this Agreement, Contractor shall not be
entitled to receive from the City any additional consideration, compensation, salary,
wages, or other type of remuneration for services rendered under this Agreement
including, but not limited to, meals, lodging, transportation, drawings, renderings or
mockups. Specifically, Contractor shall not be entitled by virtue of this Agreement
to consideration in the form of overtime, health insurance benefits, retirement
benefits, paid holidays or other paid leaves of absence of any type or kind
whatsoever.
3. Term:
3.1 This agreement shall become effective upon execution by both parties, and
shall expire upon (a) completion of the agreed upon work, (b) or unless sooner
terminated as provided in Sections 3.2, 3.3, and Section 4 below or unless some
other method or time of termination is listed in Exhibit A.
3.2 Should Contractor default in the performance of this Agreement or materially
breach any of its provisions, City, at City's option, may terminate this Agreement by
giving written notification to Contractor.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 2 of 13
Project 10706.a
3.3 Should City fail to pay Contractor all or any part of the compensation set forth
in Exhibit B of this Agreement on the date due, Contractor, at the Contractor's
option, may terminate this Agreement if the failure is not remedied by the City
within thirty (30) days from the date payment is due.
4. Liquidated Damages:
Substantial Completion shall be accomplished within 75 (seventy-five) calendar
days from Notice to Proceed. This project shall be considered Substantially
Complete when the Owner has full and unrestricted use and benefit of the facilities,
both from an operational and safety standpoint, and only minor incidental work,
corrections or repairs remain for the physical completion of the total contract.
Contractor shall be liable to the City for any delay beyond this time period in the
amount of $150.00 (one hundred fifty dollars) per calendar day. Such payment
shall be construed to be liquidated damages by the Contractor in lieu of any claim
or damage because of such delay and not be construed as a penalty.
Upon receipt of a Notice to Proceed, the Contractor shall have 80 (eighty) calendar
days to complete the work as described herein. Contractor shall be liable to the
City for any delay beyond this time period in the amount of $150.00 (one hundred
and fifty dollars) per calendar day. Such payment shall be construed to be
liquidated damages by the Contractor in lieu of any claim or damage because of
such delay and not be construed as a penalty. See Milestones listed in the
Payment Schedule for Substantial Completion.
5. Termination:
5.1 If, through any cause, CONTRACTOR, its officers, employees, or agents fails
to fulfill in a timely and proper manner its obligations under this Agreement, violates
any of the covenants, agreements, or stipulations of this Agreement, falsifies any
record or document required to be prepared under this agreement, engages in
fraud, dishonesty, or any other act of misconduct in the performance of this
contract, or if the City Council determines that termination of this Agreement is in
the best interest of CITY, the CITY shall thereupon have the right to terminate this
Agreement by giving written notice to CONTRACTOR of such termination and
specifying the effective date thereof at least fifteen (15) days before the effective
date of such termination. CONTRACTOR may terminate this agreement at any
time by giving at least sixty (60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONTRACTOR under this Agreement
shall, at the option of the CITY, become its property, and CONTRACTOR shall be
entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
5.2 Notwithstanding the above, CONTRACTOR shall not be relieved of liability to
the CITY for damages sustained by the CITY by virtue of any breach of this
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 3 of 13
Project 10706.a
Agreement by CONTRACTOR, and the CITY may withhold any payments to
CONTRACTOR for the purposes of set-off until such time as the exact amount of
damages due the CITY from CONTRACTOR is determined. This provision shall
survive the termination of this agreement and shall not relieve CONTRACTOR of
its liability to the CITY for damages.
6. Independent Contractor:
6.1 In all matters pertaining to this agreement, CONTRACTOR shall be acting as
an independent contractor, and neither CONTRACTOR nor any officer, employee
or agent of CONTRACTOR will be deemed an employee of CITY. Except as
expressly provided in Exhibit A, Contractor has no authority or responsibility to
exercise any rights or power vested in the City and therefore has no authority to
bind or incur any obligation on behalf of the City. The selection and designation of
the personnel of the CITY in the performance of this agreement shall be made by
the CITY.
6.2 Contractor, its agents, officers, and employees are and at all times during the
term of this Agreement shall represent and conduct themselves as independent
contractors and not as employees of the City.
6.3 Contractor shall determine the method, details and means of performing the
work and services to be provided by Contractor under this Agreement. Contractor
shall be responsible to City only for the requirements and results specified in this
Agreement and, except as expressly provided in this Agreement, shall not be
subjected to City's control with respect to the physical action or activities of
Contractor in fulfillment of this Agreement. If in the performance of this Agreement
any third persons are employed by Contractor, such persons shall be entirely and
exclusively under the direction and supervision and control of the Contractor.
7. Sub -Contractors:
Contractor shall require that all of its sub -contractors be licensed per State of Idaho
Statute # 54-19011
8. Removal of Unsatisfactory Employees:
The Contractor shall only furnish employees who are competent and skilled for work
under this contract. If, in the opinion of the City, an employee of the Contractor is
incompetent or disorderly, refuses to perform in accordance with the terms and
conditions of the contract, threatens or uses abusive language while on City
property, or is otherwise unsatisfactory, that employee shall be removed from all
work under this contract.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 4 of 13
Project 10706.a
9. Indemnification and Insurance:
9.1 CONTRACTOR shall indemnify and save and hold harmless CITY and it's
elected officials, officers, employees, agents, and volunteers from and for any and
all losses, claims, actions, judgments for damages, or injury to persons or property
and losses and expenses and other costs including litigation costs and attorney's
fees, arising out of, resulting from, or in connection with the performance of this
Agreement by the CONTRACTOR, its servants, agents, officers, employees,
guests, and business invitees, and not caused by or arising out of the tortious
conduct of CITY or its employees. CONTRACTOR shall maintain, and specifically
a reel that it will maintain throu host the term of this Agreement, liability
insurance in which the CITY shall be named an additional insured in the minimum
amounts as follow: General Liability One Million Dollars ($1,000,000) per incident
or occurrence, Automobile Liability Insurance One Million Dollars ($1,000,000) per
incident or occurrence and Workers' Compensation Insurance, in the statutory
limits as required by law.. The limits of insurance shall not be deemed a limitation
of the covenants to indemnify and save and Fold harmless CITY; and if CITY
becomes liable for an amount in excess of the insurance limits, herein provided,
CONTRACTOR covenants and agrees to indemnify and save and hold harmless
CITY from and for all such losses, claims, actions, or judgments for damages or
injury to persons or property and other costs, including litigation costs and
attorneys' fees, arising out of, resulting from , or in connection with the
performance of this Agreement by the Contractor or Contractor's officers, employs,
agents, representatives or subcontractors and resulting in or attributable to
personal injury, death, or damage or destruction to tangible or intangible property,
including use of. CONTRACTOR shall provide CITY with a Certificate of
Insurance, or other proof of insurance evidencing CONTRACTOR'S compliance
with the requirements of this paragraph and file such proof of insurance with the
CITY at least ten (10) days prior to the date Contractor begins performance of it's
obligations under this Agreement. In the event the insurance minimums are
changed, CONTRACTOR shall immediately submit proof of compliance with the
changed limits. Evidence of all insurance shall be submitted to the City Purchasing
Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue,
Meridian, Idaho 83642.
9.2 Insurance is to be placed with an Idaho admitted insurer with a Best's rating
of no less than A-.
9.3 Any deductibles, self-insured retention, or named insureds must be declared
in writing and approved by the City. At the option of the City, either: the insurer
shall reduce or eliminate such deductibles, self-insured retentions or named
insureds; or the Contractor shall provide a bond, cash or letter of credit
guaranteeing payment of losses and related investigations, claim administration
and defense expenses,
9.4 To the extent of the indemnity in this contract, Contractor's Insurance
coverage shall be primary insurance regarding the City's elected officers, officials,
employees and volunteers, Any insurance or self-insurance maintained by the City
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 5 of 13
Project 10706.a
or the City's elected officers, officials, employees and volunteers shall be excess of
the Contractor's insurance and shall not contribute with Contractor's insurance
except as to the extent of City's negligence.
9.5 The Contractor's insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of the
insurer's liability.
9.6 All insurance coverages for subcontractors shall be subject to all of the
insurance and indemnity requirements stated herein,
9.7 The limits of insurance described herein shall not limit the liability of the
Contractor and Contractor's agents, representatives, employees or subcontractors.
10. Time is of the Essence:
The parties hereto acknowledge and agree that time is strictly of the essence with
respect to each and every term, condition and provision hereof, and that the failure
to timely perform any of the obligations hereunder shall constitute a breach of, and
a default under, this Agreement by the party so failing to perform.
11. Bonds:
Payment and Performance Bonds are required on all Public Works Improvement
Projects per the ISPWC and the City of Meridian Supplemental Specifications &
Drawings to the ISPWC, which by this reference are made a part hereof.
Contractor is required to furnish faithful performance and payment bonds in the
amount of 1010% of the contract price issued by surety licensed to do business in
the State of Idaho. In the event that the contract is subsequently terminated for
failure to perform, the contractor and/or surety will be liable and assessed for any
and all costs for the re -procurement of the contract services.
12. Warranty:
All construction and equipment provided under this agreement shall be warranted
for 2 years from the date of the City of Meridian acceptance per the ISPWC and the
Meridian Supplemental Specifications & Drawings to the ISPWC and any
modifications, which by this reference are made a part hereof.
All items found to be defective during a warranty inspection and subsequently
corrected will require an additional two (2) year warranty from the date of City's
acceptance of the corrected work.
13. Changes:
The CITY may, from time to time, request changes in the Scope of Work to be
performed hereunder. Such changes, including any increase or decrease in the
amount of CONTRACTOR'S compensation, which are mutually agreed upon by and
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 6 of 13
Project 10706.a
between the CITY and CONTRACTOR, shall be incorporated in written
amendments which shall be executed with the same formalities as this Agreement.
14. Taxes:
The City of Meridian is exempt from Federal and State taxes and will execute the
required exemption certificates for items purchased and used by the City. Items
purchased by the City and used by a contractor are subject to Use Tax. All other
taxes are the responsibility of the Contractor and are to be included in the
Contractor's Bid pricing.
15. Meridian Stormwater Specifications:
All construction projects require either a Storm Water Pollution Prevention Plan
(SWPPP) or an erosion sediment control plan (ESCP) as specified in the City of
Meridian Construction Stormwater Management Program (CSWMP) manual. The
CSWMP manual containing the procedures and guidelines can be found at this
address: http://www.meridiancity.org/environmental.aspx?id=13618.
Contractor shall retain all stormwater and erosion control documentation generated
on site during construction including the SWPPP manual, field inspections and
amendments. Prior to final acceptance of the job by the City the contractor shall
return the field SWPPP manual and field inspection documents to the City for
review. A completed Contractor Request to File Project N.O.T. with the EPA form
shall be provided to the City with the documents. These documents shall be
retained, reviewed and approved by the City prior to final acceptance of the project.
16. ACHD:
Contractor shall be responsible for coordinating with the City to obtain appropriate
ACHD permit(s) and will reimburse the City for fees, fines, or penalties City incurs
due to Contractor's violation of any ACHD policy. City shall certify to ACHD that
Contractor is authorized to obtain a Temporary Highway and Right -of -Way Use
Permit from ACHD on City's behalf. The parties acknowledge and agree that the
scope of the agency granted by such certification is limited to, and conterminous
with, the term and scope of this Agreement.
17. Reports and information:
17.1 At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
17.2 Contractor shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum of
four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and every
other means of recording upon any tangible thing, any form of communication or
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 7 of 13
Project 10706.a
representation including letters, words, pictures, sounds or symbols or any
combination thereof.
18. Audits and Inspections:
At any time during normal business hours and as often as the CITY may deem
necessary, there shall be made available to the CITY for examination all of
CONTRACTOR'S records with respect to all matters covered by this Agreement.
CONTRACTOR shall permit the CITY to audit, examine, and make excerpts or
transcripts from such records, and to make audits of all contracts, invoices,
materials, payrolls, records of personnel, conditions of employment and other data
relating to all matters covered by this Agreement.
19. Publication, Reproduction and Use of Material
No material produced in whole or in part under this Agreement shall be subject to
copyright in the United States or in any other country. The CITY shall have
unrestricted authority to publish, disclose and otherwise use, in whole or in part, any
reports, data or other materials prepared under this Agreement.
20. Equal Employment Opportunity:
In performing the work herein, Contractor agrees to comply with the provisions of
Title VI and Vil of the Civil Rights Act, Revenue Sharing Act Title 31, U.S. Code
Section 2176. Specifically, the Contractor agrees not to discriminate against any
employee or applicant for employment because of race, color, religion, sex, national
origin, age, political affiliation, marital status, or handicap. Contractor will take
affirmative action during employment or training to insure that employees are
treated without regard to race, color, religion, sex, national origin, age, political
affiliation, marital status, or handicap. In performing the Work required herein,
CONTRACTOR shall not unlawfully discriminate in violation of any federal, state or
local law, rule or regulation against any person on the basis of race, color, religion,
sex, national origin or ancestry, age or disability.
21. Employment of Bona Fide Idaho Residents:
Contractor must comply with Idaho State Statute 44-1002 which states that the
Contractor employ ninety-five percent (95%) bona fide Idaho residents.
22. Advice of Attorney:
Each party warrants and represents that in executing this Agreement. It has
received independent legal advice from its attorney's or the opportunity to seek such
advice.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 8 of 13
Project 10706.a
23. Attorney Fees:
Should any litigation be commenced between the parties hereto concerning this
Agreement, the prevailing party shall be entitled, in addition to any other relief as
may be granted, to court costs and reasonable attorneys' fees as determined by a
Court of competent jurisdiction. This provision shall be deemed to be a separate
contract between the parties and shall survive any default, termination or forfeiture
of this Agreement.
24. Construction and Severability:
If any part of this Agreement is held to be invalid or unenforceable, such holding will
not affect the validity or enforceability of any other part of this Agreement so long as
the remainder of the Agreement is reasonably capable of completion.
25. Waiver of Default:
Waiver of default by either party to this Agreement shall not be deemed to be waiver
of any subsequent default. Waiver or breach of any provision of this Agreement
shall not be deemed to be a waiver of any other or subsequent breach, and shall
not be construed to be a modification of the terms of this Agreement unless this
Agreement is modified as provided above.
26. Entire Agreement:
This Agreement contains the entire agreement of the parties and supersedes any
and all other agreements or understandings, oral of written, whether previous to the
execution hereof or contemporaneous herewith.
27. Assignment:
It is expressly agreed and understood by the parties hereto, that CONTRACTOR
shall not have the right to assign, transfer, hypothecate or sell any of its rights under
this Agreement except upon the prior express written consent of CITY.
28. Payment Request:
Payment requests shall be submitted to City of Meridian through the City's project
management software. The Project Manager will compare the invoice against the
Payment Schedule in the Agreement for compliance. Upon approval that the work
has been done and is in compliance with the Agreement, the Project Manager will
approve the pay request for processing. City of Meridian payment terms are Net 30
from the date City receives a correct invoice. Final payment will not be released
until the City has received a tax release from the Tax Commission.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 9 of 13
Project 10706.a
29. Cleanup:
Contractor shall keep the worksite clean and free from debris. At completion of
work and prior to requesting final inspection, the Contractor shall remove all traces
of waste materials and debris resulting from the work. Final payment will not be
made if cleanup has not been performed..
30. Order of Precedence:
The order or precedence shall be the contract agreement, the Invitation for Bid
document, then the winning bidders submitted bid document.
31. Compliance with Laws:
In performing the scope of work required hereunder, CONTRACTOR shall comply
with all applicable laws, ordinances, and codes of Federal, State, and local
governments.
32. Applicable Law:
This Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Idaho, and the ordinances of the City of Meridian.
33. Notices:
Any and all notices required to be given by either of the parties hereto, unless
otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY CONTRACTOR
City of Meridian Sunshine Landscape, Inc.
Purchasing Manager Attn: Levi Duckett
33 E Broadway Ave PO Box 724
Meridian, ID 83642 Meridian, ID 83680
208-489-0417 Phone: 208-884-8036
Email: levi@sunshinelandscape.net
Idaho Public Works License #PWC -C -15128-B-4
Either party may change their address for the purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
34. Approval Required:
This Agreement shall not become effective or binding until approved by the City of
Meridian.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 10 of 13
Project 10706.a
CITY OF MERIDIAN
BY:
TAI
Dab
SUNSHINE CAPE, INC.
BY:77777
b1i
Approved by Council: GID t / // )0 ��PORATEOq&'G
•t'G Gs�
Attest: ' L
Illof
4
C. JAY C LES ITY CLERK m2 S�q"o
a
Purchasing Approval
BY:
KEITH TTS, Purchasing Manager
Dated: - �� ,2 6 - /�2
Project Manager
Mike Barton/Roger Norberg
Departme t A
BY:
MIKE BA N, Parks Superintendent
Dated:: (C _ �-L-
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 11 of 13
Project 10706.a
EXHIBIT
SCOPE OF WORK
REFER TO INVITATION TO BID PW -1654-10706.a
ALL ADDENDUMS, ATTACHMENTS, AND EXHIBITS included in the
Invitation to Bid Package # PW -1654-10706.a are by this reference
made a part hereof.
SPECIFICATIONS 1 SCOPE OF WORK
All construction work shall be done in accordance with the current version
of the Idaho Standards for Public Works Construction (ISPWC), the 2013
City of Meridian Supplemental Specifications to the ISPWC (and any
Addendums).
See separate attached documents:
• Plans/Drawings — Ten Mile Interchange Median South -
Landscaping by .Jensen Belts Associates dated April 2012
(3 pages)
• Technical Specifications and Special Conditions by City of
Meridian dated August 2016 (3 pages)
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 12 of 13
Project 10706.a
Exhibit B
MILESTONE 1 PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed
$70,562.00.
TEN MILE INTERCHANGE MEDIAN SOUTH - LANDSCAPING page 73 of 13
Project 10706.a
Bond No.
Sunshine Landscape, Inc.
PO Box 724
Meridian, ID 83642
City of Meridian
33 East Broadway Avenue
Meridian, ID 83642
September 28, 2016
70,562.00 Seventy Thousand Five Hundred Sixty Two Dollars and 00/100
70,562.00 Seventy Thousand Five Hundred Sixty Two Dollars and 00/100
Developers Surety and Indemnity Company
Raymond L. Wolfe
Attorney-in-Fact
Sunshine Landscape, Inc.
Levi Duckett
President
The Hartwell Corporation
PO Box 400
208-459-1678
Developers Surety and Indemnity Company
Ten Mile Interchange Median South - Landscaping.
September 28, 2016
X
Caldwell, ID 83606
,
758583
Developers Surety and Indemnity Company
PO Box 19725, Irvine, CA 92623
Irvine, CA 92623
PO Box 19725
Sunshine Landscape, Inc.
PO Box 724
Meridian, ID 83642
City of Meridian
33 East Broadway Avenue
Meridian, ID 83642
September 28, 2016
70,562.00 Seventy Thousand Five Hundred Sixty Two Dollars and 00/100
Developers Surety and Indemnity Company
Raymond L. Wolfe
Attorney-in-Fact
Sunshine Landscape, Inc.
Levi Duckett
President
The Hartwell Corporation
PO Box 400
208-459-1678
Irvine, CA 92623
Developers Surety and Indemnity Company
PO Box 19725
September 28, 2016
X
Caldwell, ID 83606 ,
70,562.00 Seventy Thousand Five Hundred Sixty Two Dollars and 00/100
Bond No. 758583
Ten Mile Interchange Median South - Landscaping.
Developers Surety and Indemnity Company
PO Box 19725, Irvine, CA 92623
,--,ACORD
COVERAGES
SUNSLAN-OI THILLESLAND
DAIE IIXIID'YYYY)
913012016
THIS CERTIFICATE IS ISSUED AS A I{ATTER OF II{FOR ANON OiILY AI{D COI{FERS I{O RIGHTS UPOI{ THE CERTIFICATE HOLDER THIS
CERTIFICATE DOES T{OT AFFIRiIATWELY OR NEGANVELY AME}ID, EXTEI{D OR ALTER THE COVERAGE AFFORDED BY ?HE POUCIES
BELOW. TH|S CERTTRCATE OF T SURANCE DOES NOT COt{SrmJTE A COi{TRACT BETWEET{ THE tSSUt}aG TNSURER(S), AUTHORTZED
REPRESEi{TATIVE OR PROOUCER, ANO THE CERTIFICATE HOLDER.
lrrPORTAt{T: ll lho canmc.b holder b an AODITIOI{AL INSUREO, tho pollcy(16.} murt be ondorsed. lf SUBROGAnO IS WAIVED, subloct to
lhe toms and condltions ol thg pollcy, c.rtaln pollcle! may roquhe an ondonBomgnt A st tom.nt on thb ce lfk lo does nol contot dght! to lhg
certlllc.te holder ln lleu o, ruch ondo6omgn(!).
PROOUCER
The Harlwell Co,poratlon
PO Box ,100
Caldwell, lO 83506
INSURED
208 459-1578 204 151-1111
rtwel
AFFOROII{G COVERAGE
r,rsuREr ^:Tho
cincinnati lns co 10677
INSURERA
INSURER C
IT.ISURERO
INSURER E
,ISt'RERF
CERTIFICATE OF LIABILITY INSURANCE
Clty ol }loridian
33 East Eroadway Avonuq
t oridian, lD E3642
SHOULD A}IY OF THE ABOVE DESCRIBED POUCES AE CAXCELLEO BEFORE
THE EIPIRAIION OAIE II{EREOF, iIOIICE fiLL BE DELTVERED II{
ACCORDAI{CE WTTH THE POLICY PROVISIO}IS.
AUTHORlzED REPRESENTATIVE
2iL1/ /1
CERTIFICATE HOLDER
CERTIFICATE NUMBER:REVISION NUMBER:
CANCELLATION
O'1988-2014 ACORD CORPORATION. All rights reserved.
The ACORD namo and logo aro registered marks ofACORD
POUCYEIP
tNso POUCYNUMBER
THIS IS TO CERTIFY TIIAT THE POLICIES OF INSURANCE LISTED BELOW I.IAVE BEEN ISSUED TO THE INSUREO MTTIED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWTHSTANDING ANY REOUIREMENT. IERM OR CONDITION OF ANY CONTRACT OR OTHER OOCUMEMT WTH RESPECT TO T^,TIICH THIS
CERTIFICATE MAY BE ISSUEO OR MAY PERTAIN, THE INSUMNCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOT/YI{ MAY }IAVE BEEN REDUCED BY PAIO CLAIMS.
IJMlls
EACH OCCURRENCE
PREMISES (tu odrenc6)
t
I
1,000,000
500,000
MED ExP (Any oi\€ p€Bon)10,000I
PERSONAL & AOV INJURY 1,000,0005
GENERAL AGGREGATF 2,000,000
PROOUCTS . COMP/oP AGG 2,000,000I
03/01/2016 o!01t2017
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COM ERCIAL GENERAL I-IABUTY
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x x EPP 01E2211
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BOOLY INJURY (Per a.ci.,€n0
r,000,000,
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ANY PROPRIETOR,PARINER/EXECUNVE
OFFICER/MEMSER EXCLUDED?
DEscRrPTtoN oF oPERATtoNS b.td
DESCR ION OF OPERATKIiaS / LOCAIOT{S
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The City ot lroridi.n is n.med .ddition.l insured in rcgad3 to General Li.bility per rorn GA233 02./07 (providod) Wriver ot Subrogrtion applies
P,oiect Ten ile lnte.ch.nge Median South. Landlc.ping
ACORD 25 (20lillo'l)
SunghlrE Landrc.pe lnc
?O Box 74
erldl.n, lD 836,42
DRLoPERiloAEIc-
03/01/2016
f ll",rl I
ttt
THIS ENDOBSEMENT CHANGES THE POLICY. PLEASE READ TT CAREFULLY.
CONTRACTORS' COMMERCIAL GENERAL LIABILITY
BROADENED ENDORSEMENT
This endorsement modifies insurance provided under the follovring
C,OMMERCIAL GENERAL UABILTTY COVERAGE PAFT
A, Endorsemenl - Table ol Conlents:
Coveaaoe:
Employee Benefit Liability Covorage ............
Unintentional Failure to Disclose Hazards -...
Damage to Premises Rented to You.,. .........
Supplementary Payrnents ........ ....
Beoins on Pace:
1.
2.
3.
4.
5,
6.
7.
8.
9.
2
7
8I
9
Waiver of Subrogation .
Automatic Additional lnsured - Specified Relaticnships: ..............-
Managers or Lessors of Premises:
Les€or of Leased Equipment;
Vendors;
State or Political Subdivisions - Permits Flelating to Premises;
Siate or Political Subdivisions - Permits, and
Contractors' Operalions
10. Broadened Conbactual Liability 'Work Within 50'ol Railroad Property .....
11. Property Damage to Bonowed Equipment-........
12. Employ€€s as lnsureds - Specified Health Care
Nurses;
Emergency Medical Technicians; and
Paramedics
13. Broadened Notic€ of Occunence........................
Medical Payments
Voluntary Proporty Damage (Cov€rage a.) and Care, Cuslody or Conlrol
Liabilily Coverage (Coverage b.)..........................
l80 Day Coverage lor Newly Formed or Acquired Organizations..........-..
Seryices:
..... 14
......14... 14
14
B. Umits ol ln3urancc:
The Commercial General Liability Limits of lnsurance apply to the insurance provided by this endorse-
ment, excepl as provided belonr:
1. Employee Benofil Liability Cov.ragc
Each Employee Limit S 1,000,000
Aggregate Limit: $ 3,000,000Deductible: $ 1,000
3. Damage lo Premises Henl€d to You
Th6 lesser of:
a. The Each Occurrencs Limit shown in he Declarations; or
b, $500,000 unless otheMise stated $
4. Supdementary Paymenls
a. Bail bonds. $ 1,000
b. Loss of earnings: $ 350
5. Medical Payments
Medical Expanse Limit: $ 10,000
lncludes copyrighted material of lnsurance
Sarvices Office, lnc., with its permission.GA 233 02 07 Page 1 ol 15
9
6. Volunlary Proporty Damage (Coverage a.) and Gare, Cuslody or Control Liabilily Coverage
(Coverage b.)
Limits ol lnsurance (Each Occunence)
Covsrage a. $1,000
Coverage b. $5,000 unless olherwise stated
Deduclibles (Each Occunence)
Coverage a. $250
Coverage b. $25O unless otherwisa stated
11. Property Damage lo Borrowed Equipmcnt
Each Occunence Limit. $ 10.@0Deductibl€: $ 25o
$_
COVERAGE PREMIUM BASIS
(a) Area
(b) Payroll(c) Gross Sales
(d) Units(e) Other
RATE
(For Limits in Excess ol
$5,000)
ADVANCE PREMIUM
(For Limits in Excess of
$5,ooo)
b. Care, Custody
or Contol $
TOTAL ANNUAL PREMIUM $
C. Coverages:
1 Employee Ben€fit Liability Coverage
a. The following is added to SECTION I
- COVERAGES: Employee Benetil
Liabilily Coverage.
(1) lnsuring Agreement
(a) We will pay hoss sums lhat
the insured becomes legally
obligat€d lo pay as dam-
ages caused by any act, eI-
ror or omission of h€ in-
sured, or of any other per-
son lor whose acts the in-
sured is legally liable, to
which this insurance ap-
plies. We will have the righl
and duty to defend the in-
sured against any 'suit'
seeking those damages.
However, we will have no
duty to defend against any
"suit' seeking damages lo
which this insurance does
not apply. We may, al our
discretion, investigate any
report of an act, error or
omission and settle any
claim or "suit" that may re-
sult. But:
1) The amount we will pay
for damages is limited
as described in SEC-
TION III . UMITS OF
INSURANCE; and
2) Our right and duty to
defend ends when we
have used up tre ap-
plicable limit of insur-
ance in the paymenl of
iudgments or settle-
m6nts.
No oher obligation or liabiF
ity b pay sums or perlorm
acts or services is covered
unless explicitly provided lor
under Supplemontary Pay-
ments.
(b) This insurance applies to
damages only if the act, er-
ror or omission, is negli-
genuy committed in the
"adminiskation' of your
"employee benefit pro-
gram'; and
1) Occurs during the pol-
icy penod; or
2) Occurred prior lo the
eflectlve date of his
endorsement provided:
a) You did not have
knowledge of a
claim or "suit" on
or b€forg he st
fective date of this
endorsement.
You will be
d6em€d lo have
knowledge ol a
claim or 'suit"when any
'authorized repre-
sentative";
lncludes copyrighted material of lnsurance
Services Oflice, lnc.. with its permission.GA 233 02 07 Page 2 ol l5
$_
i) Reports all, or
any part, ol tre
act, error or
omission to usor any olher
tnsurer:
ii) Receives a
written of ver-
bal demand or
claim for dam-
ages because
of the act, er-ror ol omis-
sion: and
b) There is no otrer
applicable insur-
anc,e.
(2) Exclu3ions
This insurance does not apply
lo:
(a) Bodily lniury, Properly
Damage or Personal and
AdYertiting lniury
"Bodily in1ury', "property
damage" or -personal and
advertising iniury'.
(b)obhonesl, Fraudulenl,
Criminal or Malicinus Act
Damages arising out of anyintentonal, dishonest,
lraudulent, criminal or mali-
cious act. enor or omission,
committad by any insured,
includino the lr/illful or reck-
less vio[ation of any statute.
(c) Failure to Psrlorm a Con-
lract
Damages arising out of lail.
ure of performance of con-
tract by any insurer.
{d) lnsulficiency ol Funds
Damages arising out of an
insulficiency of funds to
meet any obligalions under
any plan included in lhe"employee benefit pro-
gram'
(e) lnadequacy ol Perform-
ance ol lnvealmenl / Ad-
vice Given With Respect
lo Participalion
Any claim based upon:
1) Failure ol any invest
ment to perform,
2) Enors in providing in-
formation on past per-
lormance of investm6nt
vehicles; or
3) Advi<- given to any
person with respect to
frat person's dacision
to participate or not to
participate in any phn
included in the "em-
ploye-e benefit pro-
gram .
(0 workers' Compensation
and Similar Lawt
Any claim arising out of
your tailure to comply witr
the mandatory provisions of
any wor*ers' compensation,
unemployrnenl compensa-
tion insurance, social secu-
rity or disability benefits hw
or any similar law.
(g) EBISA
Damages lor which any in-
sured is liable because ol
lhbillly imposed on a fiduci-
ary by the Employee Re-
tirernent lncome Security
Act ol 1974, as now or
herealter amended, or by
any similar federal, state or
local laws.
(h) Available Benefils
Any chim for benelits to the
extenl that such benefits
are available, with reason-
able affort and cooperalion
ol the insured, trom the ap-
plicable funds accrued or
other collectible insurance.
(i) Taxee, Fines or Penalties
Taxes, fines or penalties,
incbding those imposed
under the lntsmal Revenue
Code or any similar state or
locallaw.
0) Employmenl-Related
Praclices
Any liability arising oul o,
any:
(1) Retusal to employ;
(2) Termination of em-
ploym€nt;
(3) Coercion, demotion,
evaluation, reassign-
ment, discipline, defa-
mation, harassment"
humiliation, discrimina-
lion or other employ-
GA 233 02 07
lncludes copyrighted malerial ol lnsurance
Services Offrce, lnc., witr its p€rmission.Page 3 ol15
ment-related practic€s,
acts or omissions; or
(4) Consequential liability
as a result of (1), {2) or
(3) abovo.
This exdusion applies
wheher he insured may be
held liable as an amployer
or in any other capacity and
to any obligalion to share
damages with or repay
sornsone else who must
pay damages because ol
the iniury.
(3) Supplomentary Paym6nts
SECTION I - COVEBAGES,
SUPPLEMENTARY PAY.
MENTS.COVERAGESAAND
B also apply to lhis Coverage.
b. Who b an lnsured
As resp€cts Employee Benefit Liabil-
ity Cov€rage, SECTPN ll - WIP lS
AN INSURED is d€let6d in its en-
tirety and replaced by he following:
(1) ll you are dasignated in the
Declaration s as:
(a) An individual,,you and your
spouse are insureds, but
only with respect to he
conduct of a business o,
which you are the sole
owner.
(b) A partnership or joint ven-
ture, you are an insured.
Your members, your part
ners, and their spouses ars
also insureds but only with
respect to the conduct ot
your business
(c) A limited liability company,
you are an insured. Your
rnembers are also insureds,
but only wittr respect lo the
conducl of your business.
Your managers are in-
sureds, but only with re-
spect to heir duties as your
mana9ers.
(d) An organization oth€r than
a parhership, joinl venture
or limitsd liability company,
you are an insured Your
'exectttive oftbers" and di-
rectors are insureds, but
only wilh respect to th6ir
duties as your officers or di.
rectors Your stockhokjers
are also insureds, but only
with rospect to their liability
as stockholders.
c,
lncludes copyrighted material ol lnsurance
Services Otfice, lnc., with its pormission.
(o) A trust, you are an insured.
Your tuslees are also in-
sureds, but only with re-
spect b their duties as
trustees.
(2) Each ol the following is also an
insured:
{a) Each of your 'employees"
who is or vi,as authorized to
administer your "employee
benefit program'.
(b) Any persons, orgafiizationsor 'employees" having
proper temporary auhori-
zation to administer your
'employee benefit program'
if you die, but only until your
legal representativo ls ap-
pointed.
(c) Your legal representative il
you die, but only with re-
specl to duties as such.That repres€ntative will
have all your rights and du-
ti€s under this Coverage
Part.
(3) Any organization you newly ac-
quire or form, oher than a part-
nership. ioint ventuIe or limited
liability company, and over
which you maintain ownership
or majority interest, will qualify
as a Named lnsured if no other
similar insuran@ applies to that
organizafnn. However, cover-
age under this provision:
(a) ls afforded only until the
180th day atter you acquire
or form the organization or
the end ot the policy period,
whichever is earlier; and
(b) Does not apply to any act,
error or omission ttat was
committed belore you ac.
quired or formed lhe or'
gan zalion.
Limits of lneurance
As respects Employee Benefit Liabil-
ity Coverage, SECTPN lll - LllrlTS
OF INSURANCE is deleted in its en-
tirety and replac€d by the follort ing.
(1) The Limits of lnsurance shown
in Section B. Limils ot lnsur-
ance, 1. Employee Benetil Li-
abilily Coverage and lhe rules
below fix tre most we will pay
regardless of the number ol
(a) lnsureds;
GA 233 02 07 Page 4 ot 15
(b) Claims made or "suits'
brought;
(c) Persons or organizations
making claims or bringing
'suits';
(d) Acts, enors or omissions: or
(e) Benefits included in your
'employee benefit pro-
gram".
(2) The Aggregate Limit shown in
Section B. Umite of lneurance,
1. Employee Bonelil Liability
Coverage of this endorsement
ls the most we will pay lor all
damages because of acls, er-
rors or omissions negligenty
committ€d in the 'administra-
tion" of your 'employee benefit
program".
(3) Subiect to the limil described in
(2) above. the Each Employee
Limit sho$/n in S€ction B. Limitsol lnsurance, 1. Employee
Benefil Uability Goverage of
this endorsement is the most \ e
will pay for all damages sus-
tainsd by any one "employee-,
including damages sustained by
such'employee's' dspendenb
and beneficiaries, as a result of:
(a) An act, error or omission; or
(b) A series of related acts, er-
rors or omissions, regard-
l€ss of the amount of time
lhat lapses between such
acts, errors or omissions,
negligenty committsd in fle
'administration" ol your "em-
ploy€e benelit program'.
How6ver. the amount paid un-
d€r this endorsement shall not
exceed, and will be subiect to
the limits and restictions that
apply to the payment of benefits
in anv olan included in the "em-
ploye'e'benefit program'.
({) Deductible Amounl
(a) Our obligation to pay dam-
ages on behall ol lhe in-
sured applies only to the
arnount ol damages in ex-
cess o[ the deductrble
amount stated in the Decla-
rations as applicabl€ to
Each Employee. Ths limits
ol insurance shall nol bo
rsducod by lhe amount ol
ttis deductible.
(b) The deductibb amount
stated in tre Declarations
applies to all damages
suslained by any one "em-
ployee-, including such
'employs€'s" dependents
and beneficiaries, because
of all acts, enorc or omis-
sions to which this insur-
ance applies.
(c) The lsrms ol this insurance,
including those with respect
to;
1) Our right and duty to
defend ths insured
against any "suits"
seeking those dam-
ages; and
lncludes copyrilhtad material of lnsurance
Services Offic€, lnc., w'tr its permission.
Your duties, and the
duties ot any olher in-
volved insured, in the
event of an act, error or
omission, or claim,
2l
apply inespeclive of the
application ol he deductible
amount.
(d) We may pay any part or all
of the deductible amount to
effect settement of any
claim or "suit' and, upon
notification of he aclion
taken, you shall promPdy
reimburse us for such Part
ol the deduclible amount as
we have paid.
d. AddilionalConditims
As respects Employee Eenetit Li-
ability Coverage, SEC]ION lV -
COMIIERCIAL GET'IERAL UAAIL-
lTY CONDIT|ONS is amended as
lollows:
(1) ltom 2. Dutiee in lhe EYGnt ol
Occuttcncc, Ottan66, Claim or
Suil is deleted in its entirety and
replaced by the following:
2. Duties ih lhe Event ol an Act, Efto1 oI
Omission, or Claim or Suil
a. You must see to it hat we are noti-
fied as soon as practicabl€ of an act,
error or omission which may result in
a claim. To lh€ extent possible, no-
tice should include:
(1) What tha act, error or omission
was and when it occurred, and
(2) The names and addrsss€s of
anyone who may sutfer dam-
ages as a result ol the act, enor
or omlsslon
Pago 5 ol 15GA 233 02 07
b. lf a claim is made or 'suit- is broughl
againsl any insured, you must:
(1) lmm€diately record the specifics
ol the claim or "suit' and the
dale received; and
(2) Notfy us as soon as practicable.
You must see to it thal we receive
written notice of he claim or "suit' as
soon as practicable-
c. You and any oher involved insured
musl:
(1) lmmediately send us copies of
any demands, nolices, sum-
monses or legal papers re-
ceived in connection wifr the
claim or 'suit";
(2) Authorize us to obtain records
and oher information;
(3) Cooperate witr us in the investi-
galion or settlernent of the claim
or defense against the "suit';
and
(4) Assist us, upon our request, in
the €nlorcemenl ol any right
against any person or organiza-
tion which may be liable to the
insured because of an act, error
or omission to whrch this insur-
ance may also apply.
d. No insured will, except at hat in-
sured's own cost, voluntarily make a
payrnent, assume any obligation. or
incur any expense withoul our con-
sent.
(2) ltem 5, Olher lnsurance is de-
leted in its enlirety and rsplaced
by the following:
5, Olher lnsurance
lf other valid and collectible
insurance is available to tre
insured for a loss we cover
undsr this Coverag€ Part,
our obligauons are limited
as lollows:
a. Primary lnsurance
This insurance is pri-
mary except when c.
below applies. IJ this
tnsurancs ts pnnary,
our oblEations are not
affected unless any of
the other insurance is
also primary. Then, we
will share with all that
oher insurance by the
method described in b.
below.
b. Method o, Sharing
lf all of the other insur-
ance permits contibu-
tion by equal shares,we will lollow tris
method also. Under
this approach each in-
surer conhibutes equal
amounts until it has
paid ils applicable limit
of insurance or none olttre loss remains,
whichever comes first.
ll any of he other in-
surance does not per'mit contribulion by
equal shares, we will
conbibuts by timits.
Under this method,
eaoh insurer's share is
based on the ratio of its
applicable limit of in-
surance to []e total ap-
plicable limits of insur-
ance of all insurers.
c. No Coverage
This insurance shall not
cover any loss for
which he insured is
entitled to recovery un-d6r any other insur-
ance rn force previous
to the etfective date of
this Coverage Part.
e, Additionalllefinilions
As resp€cls Employee Benelil Li.
abilily Coveralre, SECTION V -
DEFINITIONS is amended as fol-
lows:
(1) The lollowing delinitions are
added:
1.'Adminisfation'means:
a. Provijing inlormation lo
'employees", including
their dependents and
beneficiaries. wih re-
spect to eligibility tor or
scope ol "employee
benefit programs',
b. lnterpretng theployee benefit
grams'';
'em-
pro-
Handling
connection
"employee
grams', or
records inwith he
benefit pro-
c
d E{fecting, continuing or
terminating any "em-
ployee's" participation
lncludes copyrighted material of lnsurance
Services Office, Inc., with its permissionGA 23s 02 07 Page 6 ot 15
in any benefit included
in the 'amployee bene-
ft program".
However, "adminisbation'
does not include:
a, Handling payroll de-
ductbns, or
b. The lailure to offect or
maintain any insurance
or adequate limits of
covorage ol insurance,
including but not limitodto unemployment in-
surance, social security
benelits, workers' com-
pensation and disability
benerits.
2. 'Caf€t€ria plans" means
plan authorEed by applica-
ble law to allow 'employ-
6es" to elect to pay for cer-
lain benefits ,rrith pre-tax
dollars.
3. 'Employee benefit pro-
grams' means a program
providing some or all of he
lollowing benelits to 'em-
ployees", whetrer provided
through a "catoteria plan" or
otherwise:
a. Group lit6 insurance;group accident or
health insurance; den-
tal, vision and hearingplans; and frexible
spending accounts;
provided that no one
other han an 'em-
ployee" may subscribeto such benelits and
such bonefits are made
generally available to
hose "employees' who
satisfy the plan's eligi-
bility requirements.
b. Profit sharing plans,employee savings
plans, omployes slook
ownership plans, pen-
sion plans and slocksubsqiption plans,
provided tnl no one
other lhan an "em-
ployee" may subscribelo such benefits and
such benerits are made
generally available toall 'employees" who
are eligible under ha
plan for such benelits,
c. Unemployrnent insur-
ance, social security
benefits, workers' com-
pensation and disability
benelits, and
d. Vacation plans, includ-
ing buy and sell pro-
grams; leave ol ab-
sence programs, in-
cluding mllitary, matBr-
nity, tamily. and civil
leave; tuition assis-
tance plans; tanspor-
lation and healh club
subsidies.
(2) The following definitions ar€
deleted in heir entireg and re-
placed by the following:
21 . 'Suit" means a civil pro-
ceeding in which money
damages because of an
act, enor or omission to
which this insurance applies
are alleged. 'Suit" includes:
a, An arbitration Pro-
ceeding in which such
damages are clalmed
and to which the in-
sured must submit or
does submit with our
consent;
b. Anv otrer alternative
dis'pute resolution pro-
ceeding in which such
damages are claimed
and to which the in-
sured submits with our
consent or
c, An appeal o{ a civil
proc€eding.
8, "Employee" means a Per-
son actively employed, ,or
merly employ€d, on leave
ol absence or disabled, orrotired "Employee" in-
cludes a "leased worker'.
'Employee" does not in-
clude a "temporary worker'.
2. Uninlentional Failure to Disclose Haz-
ards
SECNON IV - COMMERCIAL GENEHAL
UABILITY CONOITIONS, 7. Represen-
lations is hereby amended by the addi-
tion ol the following:
Based on our dep€ndence upon your
representations as to existing hazards, if
unintentionally you should tarl to disclose
all such hazards at tho inc€ption date ot
your policy, we will not reject coverage
under this Coverage Part based sol€ly on
such failure.
lncludes copyrighted materlal of lnsurance
Services Office, lnc.. wilh its permission.Page 7 oI 15GA 233 02 07
3 Damage to Premises Renled to You
a. The last Subparagraph ol Paragraph2.SECTPNI-COVERAGES,
COVERAGE A. . BODILY INJUBY
AND PROPERW DA['AGE. 2. LI.
ABILITY Exclusions is hereby de-
lsled and replaced by the tollowing:
Exclusions c. hrough q. do not applyb damag€ by fire, explosion, li;ht-
ning. smoke or soot to premises
while rented to you or temporarily
occupied by you with permission ot
he owner.
b. The insurance provided under SEC-
TION I . COVERAGES, COVERAGE
A. BODILY INJURY AND PROP.
ERTY DAMAGE UABIUTY applies
to 'prop€(y damage" arising out ol
water damage lo premises hat are
both rented to and occupied by you.
(1) As respects Waler Damage Le-gal Liabilily, as provided in
Paragraph 3.b. abovg:
The exclusions under SECTION
I . COVERAGES, COVERAGEA. BOD]LY INJURY ANO
PROPEBTY DAMAGE IIABIL.
lTY, 2. Exclusions, other than i.
War and lhe Nuclcar Enorgry
Liability Exclusion, are deleted
and the following are added:
This insurance does not apply
to:
(a) -Property damage":
1) Assumed in any con-
tractior
2) Loss caused by or re-
sulting ,rom any of he
following:
a) Wear and tear.
b) Rust, conosion,fungus, decay,
deterioration, hid-
den or Iatent de-
feci or any qualityin property that
causes it to dam-
ag€ or desboy it-
self;
c) Smog;
d) Mechanical
breakdown in-
cluding rupture or
bursting causedby centrifugal
force.
e) Settling, cracking,
shrinking or ex-
Panson; or
f) Nesting or inlssta.
[on, or dischargeor relsase ol
waste products or
secretions. by in-
sects, birds, ro-
dents or other
animals.
(b) Loss caused dir€cUy or indi"
rectly by any of lhe follow-
tng:
1) Earthquake, volcanic
eruption, landslide or
any oher eartr move-
ment:
2) Water ttrat backs up or
overffows lrom a
sewer, drain or sump;
Water under ttre
ground surlace press-
ing on. or flowing or
seeping through:
a) fuundations,
walls, floors or
paved surfaces;
b) Basements,
whether paved or
not; or
c) Doors, windows or
other openings.
(c) Loss caused by or resulting
lrom water trat leaks or
flows from plumbing, heat-
ing, arr conditioning, or fire
protection systems caused
by or resutting trom freez-
ing, unless:
1) You did your best to
maintain heat in the
building or skucture; or
2) You drained the
equipment and shut orl
the water supply il the
heat was not main-
tained.
(d) Loss to or damage to:
1) Plumbing, heating, air
mnditioning, fire pro-
tection systems, or
other equipment or ap-
piiances; or
2) The interior of any
building or structurs. or
to personal prop€rty in
the building or slructure
3)
lncludes copyrighted material of lnsurance
S€rvices Office, lnc.. with its permission.GA 253 02 07 Page I ol 15
4
caused by or resulting
from rain, snow, sleet
or ice, whether driven
by wind or nol.
c, Umil ot lnsurance
The Damage to Premises Rented to
You Limit as shown in the Declara-
tions is amended as follows:
(2) Paragraph 6. of SECTION lll -
LIMITS OF INSURANCE is
hereby deleted and replaced by
the following:
6. Subject to 5. above, lhe
Damage to Premis€s
Rented to You Limit is the
most we will pay under
COVERAGE A. BODILY
INJURY AND PROPERTY
OAITAGE UABIUTY, for
damages bacause ol"property damage" to
premis€s while tsnted to
you or tsmporarily occupied
by you with permission of
&e owner, arishg out of
any one "occurrence" to
which this insurance ap-
plies.
(3) The amounl we will pay is llm-
ited as described in Section B.
Limits ot lnswance, 3. Dam-
agc lo Premises Renled to
You of his endorsement.
Supplemontary Payments
Under SECTION I - COVERAGE, SUP-
PLEMENTARY PAYMENTS - COVER.
AGES A AND BI
a. Paragraph 2. is replaced by th€ lol-
lowing:
Up to the limit shown in Section B.
Limils of lnsurance. 4.a. Bail Bonds
of this endorsernent lor cost of bail
bonds required because ol acollents
or kaffic law violations arising out of
the use of any vehicle lo which the
Bodily lnjury Liability Coverage ap-plies. We do not have to furnish
ftese bonds.
b. Paragraph 4. is replaced by $e fol-
lolYing;
All reasonable expenses incuned by
tfre insured at our request to assist
us in he investigation or defonse ol
$e claim or "suit", including actual
loss of earnings up to the limit shown
in Section B. Limits ol lnsurance,
4.b. Loss of Eamings ol this en-
dorsement per day because ol lime
off lrom wo*
5. Medicat Payments
The Medical Expense Limit of Any One
Person as statsd in the Declarations is
amonded to the limit shown in Section B.
Limils ot lnsurance, 5. Itledical Pay-
m6nls of this endorsement.
6. Voluntary Proprly Damage and Care,
Cuslody or Conlrol Liability Coveiagc
a. Voluntary Prop€rly Damage Cov-
erage
We will pay for 'property damage" to
prop€rty o, ottrers arising out of op-
erations incidenhl to the ,nsur€d's
business when:
(1) Damage is caused by the in-
sured; or
(2) Damage occurs while in ths in-
sured's possession.
Wifr your consent, we will make
hsse paymonts regardless of fault.
b. Care, cuotody or Control Liability
Covelage
SECTION I - COVERAGES, COV.
ERAGE A" BODILY IilJURY AND
PROPERTY OAMAGE UABIUTY, 2.
Exclusions, i. DamaEG to Propc.ly,
Subparasraphs (3), (a) and (5) do
not apply to 'properly damage' to
he property ol o0rers described
herein.
Wih respect to lhe insurance provirled by
his section ol the endorsement. he tol-
lowing additional provisions apply:
a. The Limits of lnsurance shown in the
Declarations are replaced by he lim-
its designated in Siction B. Limits ot
lrlsurance, 6. Voluntary Property
Damage and Care, cuelody ot
Control Liability Coverage of this
endorsement wih respect to cover-
age provided by this endorsement.
These limits are inclusive of and not
in addilion lo the limits being re-placed. The Limils of lnsurancs
shown in Section B. Limits ol ln6ur-
ance. 6. Voluntary Property Dam-
age and Care, Cuslody or Conlrol
Liability Coverage of his endors€-
rnent tix the mosl we will pay in any
ona "oocun6nce" rsgardless ol the
number of:
(1) lnsuredsl
(2) Claims made or 'suits' brought;
or
(3) Persons or organizations rnak
ing claims or bringing 'suits'.
lncludes copyrighted malerial ol lnsurance
Servrces Otlice. hc., wih its permission.GA 233 02 07 PagE I ot 15
b Deduclible Clause
(1) Our obligation to pay damages
on your behalf applies only to
the amount ol damages for each'occunence- which are in ex-
cess of the deductible amount
stated in Section B. Limils ol
lnsutance. 6. Voluntary ProF
erly Damago and Care. Cus-
lody or Contloi Liability CoY-
erage of this endorsemenl. The
limits ol insurance will not be re-
duced by the application of such
deduclibl€ amount.
(2)Condition 2. Duties in lhe Evenl
ol Occurrence, Otfense, Claim
or Suil, applies to each claim or-suit' irrespective oI the amount.
(3) We may pay any part or all ol
he deductible amount to effecl
settlem€nt of any claim or 'suit"
and, upon notification of lhe ac-
tion taken, you shall promptly
reimburs€ us for such part of the
deductible amount as has been
paid by us
18O Day Coverage lor lGwly Formed or
Acquired Organizations
SECTION ll - WHO lS AN INSUBED is
amended as lollows
Subparagraph a. ol Paragraph 4. is
hereby deleted and replaced by he fol-
lowing:
a. lnsurance under this provision is al-
forded only until th€ 180th day after
you acquire or form ho organizationor lhe end of the policy period,
whichever is earJier;
Waiver ol Subrogalion
SECTION IV . COMMERCIAL GENERAL
LIABIUTY CONDffiONS, 9. Transler ol
Pighls ol Recovery Against Olhcrs lo
UC is hereby amended by he addition of
the following:
We waive any right of recovery we may
have because ol payments we make Ior
in.iury or damage arising out of your on-
going operations or "your work" done un-
der a written contract r€quiring such
waiver with that person or organization
and included in the "products-completed
operations hazard". However, our righls
may only be waived prior to he "occur.
rence" giving rise to lhe iniury or damage
for which we make payment under fiis
Coverage Part. The insured must do
nothing after a loss to impair our rights.
At our reqdest, the insured will bring 'suit'
ol transfer those rights to us and help us
enrorce hose rights.
9. Aulomalic Additional lnsured - Speci-
fi€d Relalion3hips
a. The following is hereby added to
SECNON II . WHO IS AN INSURED:
(1) Any psrson or organization de-
scribed in Paragraph 9.a.(2)
b€bw (hereinafter refened to as
additional insured) whom you
are required to add as an addi-
tional insured und6r this Cover-
age Part by reason of:
(a) A writlen conbact or
agreement; or
(b) An oral agre€ment or con-
tract where a c€rtificate of
insurance showing that per-
son or organization as an
additional insured has been
issued,
is an insured, provided:
(a) The written or oral conlract
or agresrnent is:
1) CunenUy in etfect orbeconps etfective
during he policy Pe-
riod; and
2) Execuled prior to an
'occunence" or oftense
to which this rnsurance
would apply; and
(b) They ar€ not specifically
named as an additional in-
sursd under any other Pro-vision ol, or endorsement
added to, this Coverage
Part.
(2) Only the following persons or
organizations are additional in-
sureds under this endorsemenl,
and insurance coverage pro-
vided to such additional in-
sureds is limited as provided
herein:
(a) The manager or lsssor o[ a
premises leased to you with
whom you have agreed per
Paragraph 9.a.(1) above to
provide insurance. but only
with respect to liabrlity aris-
ing out of tle ownership,
maintenance or use of that
part ol a premises loased to
you, subject to the follovv.ng
additional excJusions:
This insurance does not
apply to:
1) Any "oc,cunence"
which lakes place after
7
I
Includes copyrighted material of lnsurance
Servicas Otfice, hc., with its permission.GA 233 02 07 Page 10 ol 15
you cease to be a ten-
ant in that promises
2) Slructural alterations,
new constuction or
demolilion op€rations
perlormed by or on be-
hall of such addilional
insured.
(b) Any person or organization
hom which you lease
equiprn€nt wih whom you
have agreed per ParagraPh
9.a.(1) abova lo provide in-
surance. Such person(s) or
organizaton(s) are insureds
solely with resp€ct to their
liability arising out ol he
maintenance, operation or
use by you of equipmenl
leased to you by such per
son(s) or organizations(s).
How€ver, ris insurance
doss not apply to any "oc-
currence' which takes place
aller the equipment lease
exPlres.
(c) Any person or organization
(refened to b€low as ven-
doO with whom you have
agrssd par Paragraph
9,a.(1) above to provide in-
suranc€, but only wih re-
spect to "bodily injury" or
'property damage' arising
out of 'your products" which
ara diskibuted or sold in the
regular course of he ven-
dor's business, subject to
the lollowing additional ex-
clusions:
1) The insurance aftorded
the vendor does not
aPply tol
a) "Bodily injury' or
"property damage"
for which the ven-
dor is obligat€d ic
pay damages by
reason ol dre as-
sumption of liabil-
ity in a conlract or
agreenr€nt. This
exclusion does nol
apply to liability tor
damag€s hat thevendor would
have in the ab.
sence of the con-tract or agr€e-
ment;
b) Any express war-
ranty unauthorized
by you;
c) Any physical or
chemical changein the product
made intentionally
by lhe vendor;
d) R€packaging, un-less unpacked
solely lor he pur-
pose of insp€ction,
damonstration.
tssting, or lhesubstitution ofparts under ih-
structions from the
manufaciurer, andhen repackagedin the original
conhiner;
e) Any failuro to
make sucfr in -
spections, adjust-
ments, tests or
servicing as thevendor has
agreed to maka ornorma[v under-
takes ti: make in
the usual courseol business, in
connection with
the dislribution or
sale ol the prod-
ucts;
l) Demonstsaticn, rn-
stallation, servic-
ing or repair op-
erations, exceptsuch operations
performed at the
vendor's premises
in connection withthe sale o, the
product;
g) Produots which,
after distibution or
sale by you, have
been labeled or
relabeled or usedas a container.
part or ingredient
of any other thrng
or substance by or
for the vendor.
2) This insurance does
not apply lo any in"
sured person or or-
ganization:
a) From whom youhave acquired
such products, orany ingredient,
part or container,
entering into, ac-
GA 233 02 07
lncludes copyr8hted malerial ol lnsurance
Servrces Office. lnc., nrith its permission.Page 11 ol 15
(d)
(e)
companylng or
containing such
products; or
b) When liability in-
cluded within the
"products-
completed opera-
tions hazard' hasbeen €xcluded
under fiis Cover-
age Part wih re-spect to such
producls.
Any state or political subdi-
vision with which you have
agreed per Paragraph
9.a.(1) above lo provide in-
surance, subiect lo he lol-
lowing additronal provision:
This insuranc€ applies only
with respect to he following
hazards for which the state
or political subdivision has
issued a permil in connec-
tion with premises you own,
rent or control and to which
tlis insuranc€ applies:
1) The exislence, mainte-
nance, repalr, con-
struction, erectlon, or
removal of. advertising
stgns, awnrngs, cano-
pies, cellar enfances,
coal holes, driveways,
manholes, marquees,
hoist away openings,
sidewalk vaults, streel
banners, or decora-
tions and similar expo-
sures; or
2) The consbuction, erec-
tion, or removal of €ls-
valors: or
3) The ownership, main-
tenance. or use of any
elevators covered by
his insurance.
Any state or political 6ubdi-
vision wift which you have
agreed per Paragraph
9,a.(l) above to provide in-
surance, subiect to the lol-
lowing provisions:
t) This insurance applies
only with respect to op-
erations perlormed by
you or on your behall
lor which the state or
politrcal subdivision has
issued a permit.
2) This insurance does
not apply to 'bodily in.
iury', "property dam-
age" or 'personal and
advertising injury' aris-
ing out of operations
pertormsd for ha state
or political subdivision.
(0 Any porson or organization
with which you have agreedper Paragraph 9a.(1)
above to provide insurance,
but only with respect lo li-
ability arising out ol 'your
work' performed lor that
additional insured by you or
on your behalf. A person or
ofganizaton's status as an
insurad under this provision
of this endorsement contin-
ues for only tre period ol
time required by the written
contract or agreement, but
in no event beyond the ex'
piration date ol this Covet-
age Part. lf drere is no
written contact or agree.
menl or if no perbd of time
is required by 6e written
conbact or agreernent, a
p€rson or organization's
slatus as an insursd underlhis endorsement ends
when your operations for
that insured are comploted.
(3) Any insuranc€ provided to an
addilional insured designated
under Paragraph 9.a.(2):
(a) Subparagraphs (e) and (f)
does not apply to -bodily
iniury" or "property damage"
included wilhin the "prod-
ucts{ompleted operations
hazard,;
(b) Subparagraphs (a). (b), (d).
(e) and (l) does not apply to
'bodily injury", "property
damage' or "personal and
advertising irjury" arising
out of the sole negligence
or willful misconduct of th€
additronal insured or heir
agents, 'employees' or any
other representative ol the
additional insured, or
(c) Subparagraph (f) does not
apply to 'bodily injury".
'property damage" or 'per-
sonal and advertising injury"
arising out of:
'l) Delects in desQn fur-
nished by or on behalf
lncludes copyrighted material ol lnsurance
Services Office, lnc., with its permission.GA 23s 02 07 Page 12 of 15
of the additional in-
sured; or
The rendering ot, or
failure to render, any
professional architec-
tural,.engineedng.or
surveyrng servrces, m-
cluding:
a) The preparing,
approving or fail-
ing to prepare orapprove maps,shop drawhgs,
opinions, reports,
surveys, fi€ld or-
ders, change or-
ders or drawings
and specifications;
and
b) Supervisory, in-speclion, archi-
lectural or engi-
neering activilies.
'Your work' for which a
consolidated (wrap-up)
insurance program has
been proviCed by he
primecontracto rproiect
manager or owner ot
the consuuction proiect
in which you are in-
volved.
b. Only wittr regard to insuranc€ pro-
vid6d b an additional insured desig-
nated under Paragraph 9.a.(2) Sub-
paragraph (f) above, SECnON lll -
UllllS OF INSURANCE is amended
to include:
The limits applicable to he additional
insured are those specifud in the
written contract or agreement or in
tre Declaratibns of *ris Coverage
Part, whichever are less. ll no limits
are specified in the written contracl
or agrsemonl, or if there is no written
contract or agrssmont, tho limits ap-
plicable to the additional insursd are
those specified in fle Declarations of
this Coverage Part. The limits ol in-
surance are inclusive ol and not in
addilion to tre limits of insurance
shown in the Dsclaralions.
c. SECTION lV - COt IIEBCIAL GEN-
ERAL LIABILITY CONIXTIONS is
hereby am€nded as ,ollows:
(1) Condition 5. Olher lnsurance is
amended to include:
(a) Where required by a writtan
conbact or agreement, this
insurance is primary and /or noncontributory as re-
spects any olhsr insurance
policy issued to the addi-
tional insured. and such
oher insurance policy shall
be excess and / or noncon-
tributing, whichever applies,
with this insurance.
(b) Any insurance provided by
this andorserrrent shall be
primary to other insurance
available to the additional
insured except:
1) As otheMise providedin SEGTION lV
COMMERCIAL GEil.ERAL LIABILITY
CONDITIONS, 5. Olhcr
Insurance, b. Excess
lnsurance; or
2) For any other valid and
collectible insurance
available to the addi-
tional insured as an
additional insured by
attachmenl of an en-
dorsement to another
insurance policy that is
written on an excess
basis. ln such case,
the covgrage provided
under this endorse-
menl shall also be ex-
c€ss.
Condition 11. Cofllormance lo
Specili,c Yvritlen Contract or
Agroement is heroby added:
11. Contormance lo SpeciricWritlen Contact ol
AEreement
Wth respect to additional
insureds described in Para-
graph 9.a.(2)(l) above only;
11 a written contract or
agreement between you
and the additional insured
specifies that coverage lor
the additional insured:
a. Be provided by ttre ln-
surance Services Of-
fice additional insured
form number CG 20 10
or CG 20 37 (whore
edition specified); or
b. lnclude coverage for
completed operations;
ol
c. lnclude coverage for
'your work';
and where the limits or cov-
erage provided to the addi-
2)
3)
(2)
GA 2q, 02 07
lncludes copyrighted material ol lnsurance
Services Otfice. lnc.. with its permission.Page 13 ol 15
tional insured is more re-
strictive than was specifi-
cally requir€d in that written
contracl or agreoment, lheterms of Paragraphs
9.a.(3)(a). 9.a.(3xb) or 9.b.
above, or any combination
thereof, shall be interpreted
as providing the limils or
ooverags requirad by the
terms ol the writt€n contract
or agrooment, but only to
the extent hal such limits or
covsrage is hcluded within
the terms of the Coverage
Part to which tris endorse-
ment is attached. lf , hovt-
€ver, the wriften contract or
agroement specilies ihe ln-
suranc€ Services Offrce
addilional insured form
number CG 20 10 but does
not specify which edition, or
specifies an editlon that
does not exist, Paragraphs
9.a.(3xa) and 9.a.(3xb) ol
this endorsement shall not
apply and Paragraph 9.b. of
his endorsement shall ap-
plv.
10. B.oadened Conlractual Uability - \{ork
Within 50' ot Raihoad Property
It is hereby agreed that Paragraph t.(l) ol
Definition 12. 'lnsured contract' (SEC-
TION V - DEFNmONS) is d6leted.
11. Property DamaEe to Eorrowed Equip.
menl
a. The following is hereby added to Ex-
clusion i. Damage lo Prop6rly of
Paragraph 2.. Exclusione of SEC-
TION I - COVEBAGES, COVERAGE
A. BODILY INJURY AltlD PRoP-
ERTY DAMAGE LIABILITY:
Paragraphs (3) and (a) of this exclu-
sion do not apply to tools or equip-
mant loaned lo you, provided they
are not being used to perlorm opera-
tions at the time of loss.
b. Wth respect to th€ insurance pro-
vided by this section of the 6n-
dorsem€nt, the lollowing additional
provisions apply:
(1) Tle Limits of insurance shown
in the Declaratjons are replaced
by the limits designated in Sec-
tion B. Limits of lneurance, '11.
of this endorsement with respecrto coverage provided by this
endorsement. These limits are
inclusive ol and not in addition tohe limits being replaced. The
Limits of lnsufance shown in
Section B. Limila of lnsulance,
11. of this endorsemenl fix the
most ws will pay in any one "oc-
c{.rnence' regardless of the
number ol:
(a) lnsureds;
(b) Claims made or "suits"
brought; or
(c) Persons or organizations
making claims or bnng'suils"
(2) Deductible Clause
(a) Our obligation to pay dam-
ages on your behalf applies
only to lhe amounl of dam-
ages for each 'occ{rence-
which are in excess ot the
Deductible amount stated in
Section B. Limits ol lnsur-
ance, 11. of his endorse-
ment. The limits ol insur-
ance will not b6 reduced by
he appltcation of such De-
ductible amount.
(b) Condition 2. Duties in the
Evenl ol Occurrence, Ol-
lense, Glaim or Suil, ap-
plies lo each claim or 'suit"
inespective of the amount
(c) We rnay pay any part or all
of he deductible amount to
effect settemenl ol any
claim or "suit" and, upon
notification ol the action
taken, you shall prompUy
reimburse us for such part
of the deductible amount as
has been paid by us.
12. Employees as lnsurods Specitied
Health Cere Services
It is hereby agrssd that Paragraph
2.a.(1xd) o, SECTION ll - WHO lS AN
INSURED, does nol apply to your 'em-
ployees" who provide prolessional health
care sorvices on your behalf as duly li-
censed:
a. Nurses;
b. Emergency Medical Technicians; or
c. Paramedics,
in the jurisdicton wh6r6 an 'b@unence"
or offense to which 0ris insurance applies
takes place.
13. Broadened Nolico ol Occurronce
Paragraph a. of Condition 2. Dulios inthe Evenl ot Occurrence, Ottense,
Claim or Suit (SECTION lV - COIIMER-
CIAL GENERAL LIABILITY CONDI.
GA 233 02 07
lncludes copyrighted material of lnsurance
Services Orfice, lnc., with its permission.Page 14 ol 15
TIONS) is hereby deleted and replacad
by the following:
a. You must se€ to it that we are noti-
fisd as soon as practicable ol an
"occunence' or an oflense which
may result in a claim. To lhe extent
possible, notics should include:
(1) How, when and where lhe "oc-
cunence" or offense took place;
(2) The names and addresses of
any injured persons and wit-
nesses; and
(3) The natur€ and location of any
injury or damag€ arising oul ol
the 'occurrence' or offense.
This requirernent applies only when
the "occunence' or of{ense is known
lo an "authorized re pre sentative ".
lncludes copyrighted material of lnsurance
Services Office, lnc.. with ils permission.GA 233 02 07 Page 15 ot 15
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City Of ueridie!
Det.ailed Statement of Reveflues and ExperrdiEures - Rev and Exp Report - Keith
Repott
5200-Palha-AdEia
01 - c.n6.rl Purd
Ftotm LO/L/2Ot6't}]to]ug}. 9 /30 /z1t'l
unposted Transactions Included In
Budget with Current Year Budget
Remaining
Percent of
Budget
Remaining
Capitaf OLrElay
streetscape irrigation
landgcaping
Carryforward
Tolaf Capitsal Outfay
146,748.49 0.00 146. 74A.4A 100 .00*
146 748 .4A 0.00 r00 .00t
TOTAI, EXPENDITURES r00.00t
Dare | 10/13/16 12:.3,r9 P!.t
93405
Carr. . .
146,749 .49
L45,748.48 0.00 t46, 748.48
PublicWorks Search
{ print
Page I of I
ffi ffi* #" # * ffi* ffi ffi ffi*' #* ffi ''* ffi*Parcnt
License
02195,
o223t)
42232
02260
02410
02900,
02910,
02935
2I2ADO11Ba36A!
1208)
8€4-
4036
PO BOI72! MERIDIAN IO15124
https://web.dbs.idaho.gov/eTRAKiT3/Custom,{daho publicWorksprint.aspx 9/16t2016
Meridian City Council Meeting
DATE: October 25, 2016
ITEM TITLE: Sodium Hypochlorite
ITEM NUMBER:
PROJECT NUMBER:
Approval of Contract Amendment No. 1 to extend the contract for "Sodium
Hypochlorite" to Oxarc, Inc. in the Not -To -Exceed amount of $90,000.00.
MEETING NOTES
F1 APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
F
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Memo
To: C.Jay Coles, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Laurelei McVey
Date: 10-10-2016
Re: October 18th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 18th City Council Consent Agenda for Council's consideration.
Approval of Contract Amendment No. 1 to extend the contract for "Sodium
Hypochlorite" to Oxarc, Inc. in the Not -To -Exceed amount of $90,000.00.
Recommended Council Action: Approval of Contract Amendment No. 1 to
Oxarc, Inc. for the Not -To -Exceed amount of $90,000.00.
Thank you for your consideration.
0 Page 1
IDIAN�-
:Unt:o
CITY OF MERIDIAN
CONTRACT AMENDMENT No. 1
OXARC, INC.
For
SODIUM HYPOCHLORITE
CONTRACTOR NAME:
DEPARTMENT NAME:
OXARC, INC.
Public Works —Waste Water
ADDRESS:
ADDRESS:
2076 Century Way
33 E. Broadway
Boise, ID 83709
Meridian, ID 83642
CURRENT CONTRACT INFORMATION:
Contract Name: SODIUM HYPOCHLORITE Prolocl No. 10619
Previous Amendment Dalo: N/A Previous Amendments: 0
Current Contract Dates: START: 1/5/2016 COMPLETION: 9/30/2016
Current Contract Amount (Inclusive of Previous Amendments to Date): $90.719.10
AMENDMENT TO EXERCISE OPTION TO RENEW
t0heck all that AAoly)
i_ Amendment to Contract Performance
X Amendment to Contract Dates
X Amendment to Contract Amount
Other. (Explain)
DESCRIPTION OF REASON FOR AMENDMENT: (Attach all relevant documentation detailing amendment):
[loth parties agree to extend the agreement for one year per the terns and conditions of the agreement. All other terms and
conditions remain the same.
NEW CONTRACT INFORMATION:
Amendment Dato: 9/30/2916
Now Contract Dates: START: 10/1/2016 COMPLETION: 0/30/2017
Amount of Amendment Change $ 90.000.00
Current Contract Amount (Inclusive of Previous Amendments to Date): $.180.719.10.
ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUS
AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT.
CITY OF
BY:
TAMMY de YOR
Dated:
Attest: �.`
IO W
C.JA(ACOLE ITY CLERK m S
"�2 EAL /
OXARC�I N C
BY: j' u"t te )""
Dated: /t3 `7 `/6
Approved b City as to C nt nt
BY:
KEIT ATTS, PURCHASING MANAGER
z
Meridian City Council Meeting
DATE: October 25, 2016
ITEM TITLE: Bulk Ferric Chloride
ITEM NUMBER:
PROJECT NUMBER:
5G
Approval of Contract Amendment to extend the contract for "Bulk Ferric Chloride" to
BHS Specialty Chemical Products, Inc. in the Not -To -Exceed amount of $100,000.00.
MEETING NOTES
U✓ APPROIED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Memo
To: C.Jay Coles, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Laurelei McVey
Date: 10-10-2016
Re: October 18`h City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 18`h City Council Consent Agenda for Council's consideration.
Approval of Contract Amendment to extend the contract for "Bulk Ferric Chloride" to
BHS Specialty Chemical Products, Inc. in the Not -To -Exceed amount of $100,000.00.
Recommended Council Action: Approval of Contract Amendment to BHS
Specialty Chemical Products, Inc. for the Not -To -Exceed amount of
$100,000.00.
Thank you for your consideration.
• Page 1
CITY OF MERIDIAN
CONTRACT AMENDMENT No _5_
BHS Specialty Chemical Products
I For
BULK FERRIC CHLORIDE
CONTRACTOR NAME:
BHS Specialty Chemical Products
ADDRESS:
1717 E. Fargo, Nampa ID 83687
CURRENT(
Contract Name: Bulk Ferric Chloride - WW -13-10427
DEPARTMENT N
Wastewater
ADDRESS:
3401 N Ten Mile Rd
Meridian, ID 83642
ProleCt No. 10427
Previous Amendment Date: January 12 2015 Previous Amendments: 4
Current Contract Dates: START: 10/1/2015 COMPLETION: 09/34/16
Current Contract Amount (inclusive of Previous Amendments to Date): S 274,000.40
AMENDMENT TO EXERCISE OPTION TO RENEW
LQhock Q11 that Apply)
Amendment to Contract Performance
X Amendment to Contract Dates
x Amendment to Contract Amount
Other, (Explain)
DESCRIPTION OF REASON FOR AMENDMENT: (Attach all relevant documentation detailing amendment):
The City of Meridian is opting to extend this contract for one (1) additional year. This is the last year of three (3) one year
extensions. BHS Specialty Chemicals will guarantee product pricing at $0.15Ab for an additional 12 months. Pricing Includes
service if needed,
Amendment Date: _ 10/01/2016
New Contract Dates: START: 1010112016 COMPLETION: 09/ 012017
Amount of Amendment Change $ 100.000.00
Current Contract Amount (Inclusive of Previous Amendments to Date)., $ 254.00D.00
ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUS
AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT.
CITY OF M
BY:
TAMMYW�D, MAYOR
Dated:
Attest:49
m
C.JA OLE ITY CLERK
pRATEOgVCLs�
�Q r;,
✓j�� y_ �
Or o
W
D'Ao
S,PA
TR
BHS Spe Che"ical Pbhucts
BY: _ '( v
Philip John
Dated.
z
Approved {by,Clty as to c Int nt
BY:
KEITf j- ATTS, PURCHASING MANAGER
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5H
PROJECT NUMBER:
ITEM TITLE:
Approval of Agreement to Mercer Health for "Benefits Brokerage and Consulting
Services" for a Not -to -Exceed amount of $50,000
MEETING NOTES
i� APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
MERCER
MAKE TOMORROW, TODAY
Christena Barney
City of Meridian
33 E. Broadway Avenue
Meridian, ID 83642
August 30, 2016
Statement of Work ("Sow")
Shelli Stayner
Principal
800 west Main Street, Suite 1250
Boise, ID 83702
+1 208 338 6477
shellf.r.slayner@mercer,com
www.marcer.com
The objective of this Statement of Work ("SOW") is to confirm the scope of our work and the
compensation for this engagement. This SOW is subject to the terms and conditions contained in
our existing engagement letter dated December 10, 2010. All capitalized terms not defined in this
SOW shall have the meanings ascribed to them in our existing engagement letter.
Service Details
-- Service name: 2017 Scope of Service
- Description of Mercer responsibilities: See attached Service Schedule
Description of client responsibilities: Mercer's ability to provide the services herein this letter is
dependent on Mercier being provided with and continue to receive accurate, up to date and
timely documentation and information from you and any insurance carrier providing benefits.
-- Period of time over which work will be performed: January 1, 2017 through December 31,
2017
- Compensation/fees: We will be compensated for the services described herein in
consideration of your payment of our professional fees of $50,000 annual.
We will bill you monthly with such invoices due within thirty (30) days of your receipt of an
undisputed invoice. If any invoice remains unpaid after longer than ninety (90) days from the date
of the invoice, we may either suspend the provision of the services until payment is received, or
terminate this SOW with immediate effect.
MARSH & MCLENNAN
COMPANIES
0" MERCER
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Page 2
Subcontractors
We may need to utilize various subcontractors ("Subcontractors") in the course of our provision of
the Services to assist us in such tasks as printing and mailing, development of interactive tools,
graphic design, etc. You consent to our use of the Subcontractors and further acknowledge and
agree that we may provide such Subcontractors with your Confidential Information, including
Work, on a confidential and a need to know basis for the purposes contemplated by this SOW.
Additional Terms
We do not act on behalf of any insurer or other service provider, are not bound to utilize any
particular insurer or service provider, and do not have the authority to make binding
commitments on behalf of any insurer or service provider. In addition, we do not guarantee or
make any representation or warranty that coverage or service can be placed on terms
acceptable to you. We are not responsible for the solvency or ability to pay claims of any
insurance carrier or for the solvency or ability of any service provider to provide service.
Insurance carriers or service providers with which your other risk or insurance coverage or
other business is placed will be deemed acceptable to you, in the absence of contrary
instructions from you.
- You understand that the failure to provide, or cause to provide, complete, accurate, up-to-date,
and timely documentation and information to us, an insurer, or other service provider, whether
intentional or by error, could result in impairment or voiding of coverage or service. You agree
to review all policies, endorsements and program agreements delivered to you by us and will
advise us of anything which you believe is not in accordance with the negotiated coverage and
terms within thirty (30) days following receipt.
- Mercer and its Affiliates serve a wide array of clients, including clients who compete with or
whose interests may be adverse to one another. In addition, Mercer interacts with insurance
carriers and other service providers through numerous business and contractual relationships,
including serving as a broker for its clients and receiving commissions from carriers, providing
consulting or administration services to carriers, and auditing carriers' claims data. Mercer is
committed to serving each of its clients in an objective manner and maintaining the
confidentiality of each of its client's information. Notwithstanding anything to the contrary in the
engagement letter, when providing Services to Client pursuant to this SOW, Mercer may use
its Affiliates, from time to time, to assist in the performance of such Services.
® You expressly acknowledge that, with respect to the provision of the Services, we are not, nor
are any of our Affiliates or subcontractors, an "administrator" within the meaning under
applicable law, including the Employee Retirement Income Security Act of 1974, as amended
("ERISA"), nor, with respect to the provision of the Services, are we or any of our Affiliates or
subcontractors a "fiduciary" within the meaning under applicable law or ERISA, unless
provided otherwise herein or required by applicable law.
MARSH & MCLENNAN
COMPANIES
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Page 3
- Title V of the Gramm -Leach -Bliley Act and related state laws and regulations establish limitations on
the use and distribution of non-public information collected by financial institutions from their customers
and consumers. Our insurance -related work qualifies us as a financial institution under this Act. Our
Privacy Policy Notice and additional information regarding other compliance policies at Mercer,
including our conflicts of interest policy is available at the following web address
http://www.mercer.com/insights/poinV2014/transparency.html. At this web address you will also find
information regarding Marsh & McLennan Companies, Inc. and its subsidiaries' equity interests in
certain insurers and contractual arrangements with certain insurers and wholesale brokers.
Without limiting the generality of Section 2 of our engagement letter, you will inform us at the
commencement of our work under each SOW (and thereafter in the event of any change) as
to whether or not you or any of your Affiliates are subject to any restrictions or obligations
directly relevant to the Services as a result of or in connection with having received any federal
financial assistance in connection with any federal law or program, including, but not limited to,
the American Recovery and Reinvestment Act of 2009 and the Emergency Economic
Stabilization Act of 2008, including the Troubled Assets Relief Program. In the event that you
or your Affiliates are subject to such restrictions or obligations, you will also promptly describe
such restrictions and obligations to us in writing in reasonable detail and make an expert
(including internal or external counsel) available to us for additional clarification that we
reasonably request regarding the analysis or interpretation of any such restrictions or
obligations. You agree that we will be entitled to rely on, and have no liability for, the accuracy
and completeness of the information, analysis or interpretation that is provided to us in
connection with the foregoing.
- Mercer is unable to provide insurance broking, risk consulting, claims or other services or
provide any benefit to the extent that the provision of such services or benefit would violate
applicable law or expose Mercer or its Affiliates to any sanction, prohibition or restriction under
UN Security Council Resolutions or under other trade or economic sanctions, laws or
regulations.
MARSH&MCLENNAN
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We appreciate your business and look forward to working with you on this engagement. Please
acknowledge your agreement to the terms contained herein by signing below.
Mercer He I & Benefits LLC
By:
Name:�<<
(Please Print) �}
Title: aANA Q-Od
ACCEPTED AND AGREED
City of Me ' is
By: - -p
Name:
(Please Print)
Title: /'76`/Dr
Date: K) {3`t�a
Date: 01 1? 7 X
MARSH & MCLENNAN
COMPANIES
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 51
PROJECT NUMBER:
ITEM TITLE: St. Luke's Regional Medical Center
Service Agreement with St. Luke's Regional Medical Center, Ltd. for Wellness Services
MEETING NOTES
I��t�clh A t�lt i
�l'rl
00i�1�
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
St. Luke's Regional Medical Center, Ltd.,
Service Agreement
This Agreement is made as of October 1, 2016 (the "Effective Date") by and between St. Luke's Regional
Medical I Center, Ltd., an Idaho nonprofit corporation ("SLRMC") and The City of Meridian ("Client").
WHEREAS, SLRMC is a healthcare delivery system dedicated to improving the health of the population it
serves. SLRMC's programs and services include Hospital and Physician Services, Occupational Health and
Wellness Services, and,
WHEREAS, Client, is a municipal corporation organized under the laws of the State of Idaho; and,
WHEREAS, SLRMC and Client desire to work together to create a long term plan to improve the health
and well-being of Client's employees through workplace assessment, wellness screenings, health
promotion services and occupational health services, including Injury assessment, treatment and case
management;
NOW THEREFORE, in consideration of the recitals and mutual covenants, agreements, and inducements
contained herein, the parties hereby agree as follows:
I. Duties of SLRMC:
a. SLRMC will provide the services outlined in "Exhibit A" (the "Services") attached hereto
and incorporated by reference herein.
b. SLRMC will designate a key contact in Occupational Health and Wellness to serve as
liaison for the Services.
C. SLRMC will invoice Client on the 1st day of each month for services rendered during the
prior month.
II. Duties of Client:
Client agrees to engage managerial support of the Services.
Client will designate a key contact in Occupational Health and a contact in Wellness to
serve as liaison for such Services.
C. Client will pay each invoice within 30 days of receipt.
d. Client agrees to designate St. Luke's Occupational Health, a division of SLRMC, as a
preferred provider of occupational health services to Client's employees.
Ill. Fees/Compensation:
a. Client agrees to pay for Services performed under this Agreement at rates identified in
"Exhibit A", which is attached hereto and incorporated by reference herein. Fees for
Services not itemized in "Exhibit A" will be charged at SLRMC's standard rate in effect at
the time services are performed. Said fees shall be those charged by SLR MC to other
customers under similar circumstances.
IV. Requirement of liability and other insurance and ability of either party to request certificates
ofinsurance:
SLRMC agrees to maintain in force during the term of this Agreement contractual
general liability insurance sufficient to cover the obligations assumed under this
Agreement; minimum limits of one million dollars ($1,000,000) per occurrence and
three million dollars ($3,000,000) in the aggregate. This duty shall survive the
termination of this Agreement. Such insurance shall be provided by insurance company
(ies) acceptable to both parties and licensed to conduct business in the State of Idaho.
b. A certificate of insurance verifying such coverage shall be made available to both parties
at their request. Each party shall notify the other at least thirty (30) days in writing prior
to cancellation, reduction or material change in coverage. in the event of insufficient
coverage as defined in this paragraph or lapse of coverage by one party, the other party
reserves the right to terminate this Agreement.
C. Client agrees to maintain in force during the term of this Agreement contractual general
liability insurance sufficient to cover the obligations assumed under this Agreement;
minimum limits of five hundred thousand dollars ($500,000.00) per occurrence as
required by law. This duty shall survive the termination of this Agreement. Such
insurance shall be provided by insurance company(ies) acceptable to both parties and
licensed to conduct business in the State of Idaho.
V. Term of Contract:
This Agreement shall become effective upon execution by both parties, with the term of
contract beginning on the Effective Date and expiring on September 30, 2019. This Agreement
shall renew annually on October 1St for a 12 month period or unless sooner terminated by either
party in accordance with the terms set forth in this Agreement.
VI. Cancellation/Termination/Renewal Process:
This Agreement may be terminated and cancelled with or without cause, without penalty, at any
time, by the following methods.
Termination by Agreement: In the event SLRMC and Client shall mutually agree in
writing, this Agreement may be terminated on the terms and date stipulated therein.
b. Termination for Specific Breaches: In the event either party shall breach any provision of
this Agreement, this Agreement may be terminated at the discretion of either party
upon 60 days' prior written notice.
C. Optional Termination: In the event either party to this Agreement shall, with or without
cause, at any time, give to the other at least ninety (90) days' advance written notice,
this Agreement shall terminate on the future date specified in such notice.
d. Failure to Appropriate Funds: In conformity with the provisions of Article VIII, Section 3
of the Idaho Constitution, in the event that the Client fails to make an annual
appropriation of funds for the costs associated with this Agreement, Client may
terminate this Agreement upon 30 days' prior written notice.
Upon such termination of this Agreement, neither party shall have any future obligation
hereunder except for: (a) obligations accruing prior to the date of termination, and (b)
obligations, promises, or covenants contained herein which are expressly made to extend
beyond the term(s) of this Agreement. There shall be no other penalty for cancellation on either
party.
VII. Notice Provisions:
Any notice required or permitted to be given by this Agreement shall be given postage paid, first
class, registered or certified mail, or by courier, properly addressed to the other Party at the
respective address as show below:
If to: St. Luke's Regional Medical Center
190 E. Bannock Street
Boise, ID 83712
Attn: Employer Relations Department
with a copy of any notice of default to:
St. Luke's Regional Medical Center
190 E. Bannock Street
Boise, ID 83712
Attn: General Counsel
If to City of Meridian: City of Meridian
33 East Broadway Avenue
Meridian, Idaho 83642
Attn: City Clerk
VII I, Access to Records:
To the extent Section 952 of the Omnibus Reconciliation Act of 1980 (Public Law 96-499) is
found applicable to this Agreement, until the expiration of four years after the furnishing of
service pursuant to this Agreement, both parties agree to make available upon written request
to the Secretary of Health and Human Services, or upon request to the Comptroller General, or
to any of their duly authorized representatives, this Agreement and books, documents and
records that are necessary to certify the nature and extent of any costs of the services arising
from this Agreement. Further, if SLRMC carries out any of its duties arising from this Agreement
through a subcontractor with a value or cost of Ten Thousand Dollars ($10,000) or more over a
12 -month period, with a related organization, such subcontract shall contain a clause to the
effect that until the expiration of four years after the furnishing of such services pursuant to
such subcontract, the related organization shall make available, upon written request to the
Secretary of Health and Human Services, or upon request to the Comptroller General, or any of
their duly authorized representatives, the subcontract and books, documents and records of
such organization that are necessary to certify the nature and extent of such costs.
IX. Indemnification: intentionally omitted
X. Non-discrimination:
Neither party will discriminate in employment or provision of services with respect to age, race,
color, religion, military status, sexual orientation and diagnosis, national origin, disability, source
of payment or ability to pay.
XI. Assignment provisions:
This Agreement shall not be assigned or transferred without the express written consent of
either party to the other.
XII. No Partnership or Agency:
Nothing herein shall create, not be deemed to create, a partnership or an agency relationship
between the parties and neither party is authorized to act on behalf of the other unless the
other has agreed in advance in writing. In all matters pertaining to this Agreement, SLRMC shall
be acting as an independent contractor, and neither SLRMC nor any officer, employee or agent
of SLRMC will be deemed an employee of Client. The selection and designation of the personnel
of in the performance of this Agreement shall be made by Client.
XIII. Confidentiality:
During the course of this Agreement, Client and SLRMC may communicate certain information
to each other, and/or the parties may come into contact with confidential proprietary
information of each other, its affiliates, members, subsidiaries, or of other agencies in the
context of the relationship described herein. This information shall include, but not be limited
to, individually identifiable medical information. Client and SLRMC shall:
a. Treat all such information as proprietary and confidential whether or not identified as
proprietary and confidential;
Not disclose any such information or make available any reports, recommendations
and/or work products which SLRMC produces for Client to any person, firm, or
corporation, or use it In any manner whatsoever without the prior written consent of
both parties.
C. Hold each other harmless, to the extent allowed by law, against any claims arising out of
either parties disclosure of proprietary and confidential information to an unauthorized
third party; and
d. Promptly return any such information in its possession upon termination of this
Agreement, or at written request of one to another.
Both SLRMC and Client agree that in the event either party breaches or threatens to breach the
provisions of this section, such breach or threatened breach would cause irreparable harm to
the non -breaching party, and the non -breaching party would be entitled to injunctive and other
equitable relief to prevent such breach or to remedy an actual breach. Such action may be good
cause to terminate this Agreement without the necessary notice and waiting period. The
obligations set forth in this paragraph shall survive the termination of this Agreement.
Business Associate Requirements.
Client will make disclosures of Protected Health Information (PHI) only as necessary to perform
its obligations under the Agreement.
Obligations of Business Associate ("Client"):
a. Client agrees to use and/or disclose PHI only as permitted or required by the Agreement
or required by law.
b. Client agrees to use appropriate safeguards to prevent use or disclosure of PHI other
than as permitted or required by the Agreement.
Client agrees to report to any use or disclosure of PHI that is not permitted or required
by the Agreement of which it becomes aware.
Client agrees to require all its subcontractors and agents that create, receive, use,
disclose or have access to PHI to agree, in writing, to the same restrictions and
conditions on the use and/or disclosure of PHI that apply to Client.
e. Client agrees to make available its internal practices, books, and records relating to the
use and disclosure of PHI to the Secretary of the Department of Health and Human
Services ("HHS") for purposes of determining compliance with the HIPAA Medical
Privacy Regulation.
f. Client agrees to make available, in less than 60 days of receiving a written request from,
information necessary for to make an accounting of disclosures of PHI about an
individual.
Client agrees to make available, in less than 30 days of receiving a written request from,
PHI necessary to respond to individuals' requests for access to PHI about them.
Client agrees to incorporate, in less than 60 days of receiving a written request from,
any amendments or corrections to the PHI in accordance with the HIPAA Medical
Privacy Regulation.
If feasible to do so, Client agrees to return to or destroy, within a specified number of
days of the termination or expiration of the Agreement, and retain no copies of, the PHI,
including such information in possession of the Client's subcontractors.
j. SLRMC may terminate this Agreement if makes the reasonable determination that Client
has breached a material term of the Agreement.
XIV. Compliance with Laws and Regulatory Agencies:
In performing the duties required under this Agreement, Client and shall comply with all
applicable laws, ordinances, and codes of federal, state, and local governments, as well as Joint
Commission on Accreditation of Healthcare Organization Standards.
XV. Governing Law/Venue/Choice of Law Provisions:
This Agreement shall be governed by and shall be construed in accordance with the laws of the
State of Idaho, regardless of its choice of law provisions. Any dispute, controversy or other claim
arising out of this Agreement shall be resolved in the State of Idaho in the Fourth Judicial District
Court of Ada County. The parties each agree that they are subject to the personal jurisdiction of
the state and federal courts within the State of Idaho, and each waives the right to challenge the
personal jurisdiction of those courts over it.
XVI. Validity:
If one or more of the provisions contained in this Agreement is held invalid, illegal or
unenforceable in any respect by any court of competent jurisdiction, such holding will not impair
the validity, legality, or enforceability of the remaining provisions.
XVII, Excluded Provider Warranty:
Each party hereby represents and warrants that they are not and at no time have been excluded
from participation in any federally funded health care program, including Medicare and
Medicaid. The parties hereby agree to immediately notify each other, in writing, of any
XVIII.
Merger Clause:
This Agreement, including any incorporated exhibits, addendums, and attachments constitute
the entire understanding of the parties with respect to its subject matter. This Agreement
supersedes and terminates all prior or contemporaneous representations, warranties, and
agreements, written or oral, regarding the subject matter of this Agreement. Any modification
to this Agreement must be in writing signed by both parties.
XIX. Signature of Authorized Representatives:
IN WITNESS WHEREOF the authorized representatives ofSLRMC and Client, having full authority
to do so, agree to the terms and conditions of this Agreement and have executed this
Agreement as of the Effective Date. Execution by the City of Meridian is acknowledgment that
all necessary City Council approvals have been obtained.
Effective Date:
St. Luke's Regional Medical Center, Ltd.
By: 5 i
Name:
Title, 5 V/0 (5 C y
Date: ° i° 14
ATTEST:
C.Jay Coles, Ci Cleric
Date: ID/ ?� )96 -
City of Mend n
183 Y:
Name: Ta my de Weerd
Title: Mayor
Date: /0/ a %/ ?016
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Exhibit A
Service
Description
Investment
> Provision of timely and appropriate
responsiveness to Client's employee needs and offer
Subject to State of
appropriate treatment in an occupational medicine
Idaho's Worker's
Injury Treatment
clinic headed by a physician who specializes in
Compensation Fee
occupational medicine.
Schedule at the time of
> 24 hour access to services through locations
linkages to ensure continuous communication and
service.
support for after hour emergency treatment.
> Provision of an occupational health case
coordinator to serve as point of contact for Client,
employee and surety/administrator.
> Case coordinator shall be responsible to provide
Case Coordination
monitoring of Client employees' progress, arrange
for treatments and procedures and communicate
the necessary medical and return -to -work
information to the Client employee, Client, and
designated insurer.
Service provided at no
charge to Occupational
> Communication with Client via phone, fax, pager,
e-mail and in person to keep all updated as to
Health Clients
Communications
activity status reports, treatment plans, return -to -
work strategies and "next step" information
> Provision of referral forms that can be given to a
Client's employee prior to his/her appointment to
Referral Forms and
expedite the case process handling.
> Provision of education and written material on
Education Materials
process for injury treatment, including talking point
on designated provider, maps, etc.
> Respirator Certifications including
a Respiratory Questionnaire Review
Subject to State of
Spirometry (as needed)
Idaho's Worker's
Other Occupational
Compensation Fee
> Medical Evaluations
Health Services
Schedule at the time of
> Vaccinations including Hepatitis A, Hepatitis B
> Immunizations including Tetanus and Diphtheria
service.
Immunizations
> St. Luke's Know Your Number Screenings provide
valuable objective health measures and an increased
gilled Charges
awareness of biometric risk factors. This awareness
submitted to current
serves as a possible catalyst for early intervention
City's Health Plan (slue
and treatment of serious health conditions.
Cross Idaho) and
> St. Luke's Know Your Number Screening includes
Know Your Numbers
ement will be
reimbursement
Screenings
height, weight, waist circumference, calculated BMI,
the current
blood pressure, point of care testing (fingerstick) for
allbased le outlined in
cholesterol, glucose and lipid values. Individuals will
he Blue Cr
the Blue Cross
receive immediate test results.
Luke's and St. Luke s
> St. Luke's will not be providing a Health Coach at
Contract.
screening events, due to Blue Cross of Idaho
providing these services.
> St. Luke's will come on-site to provide a point of
care testing (fingerstick) Hemoglobin A1C which
measures the average blood glucose for the past 2-3
Point of Care Lipid,
months. It is used to evaluate and manage
Glucose and A1c
individuals with Diabetes,
> If requested by the City, to assist in alleviating
Testing
fasting concerns for shift workers, St. Luke's will
provide AIC testing to department working varied
shifts.
St. Luke's will provide flu vaccines for interested
Billed Charges
employees who are members on the City of
submitted to current
Meridian Health Plan offered through Blue Cross of
City's Health Plan (Blue
Idaho. If an employee is not a member on the City
Cross of Idaho) and
of Meridian Health Plan, they are not eligible to
reimbursement will be
Flu Vaccinations
participate.
based on the current
allowables outlined in
the Blue Cross of Idaho
and St. Luke's
Contract.
> St. Luke's will provide other mutually agreed upon
Other Well-being
services to the City of Meridian at the City's request.
To be Determined at
Services as requested
A service description and billed amount will be in
the time of Service.
writing and signed by both parties and incorporated
in to Service Agreement as a part of Exhibit A.
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5J
PROJECT NUMBER:
ITEM TITLE: Services Agreement with Idaho Chapter
Services Agreement with Idaho Chapter of the American Foundation for Suicide
Prevention
MEETING NOTES
M" WIMP
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
AGREEMENT FOR USE OF MERIDIAN FIRE DEPARTMENT SERVICES
TO SUPPORT SPECIAL EVENT
This AGREEMENT FOR USE OF MERIDIAN FIRE DEPARTMENT SERVICES TO
SUPPORT SPECIAL EVENT ( "Agreement") is made this _X day of October, 2016 ("Effective Date"),
by and between the Meridian Fire Department ("MFD"), a department of the City of Meridian, a
municipal corporation organized under the laws of the State of Idaho ("City"), and Amanda Hundt, an
individual whose address is 6211 W Butte Dr, Boise ID 83704 ("Organizer").
WHEREAS, Organizer, with the Idaho Chapter of the American Foundation for Suicide
Prevention, is hosting a special event called "Treasure Valley Out of the Darkness Walls" ("Event"), a
three-mile walk starting and ending at Julius M. Kleiner Memorial Park, located at 1900 N. Records
Avenue, in Meridian ("Location"), on October 29, 2016;
WHEREAS, the respective governing bodies of City and Organizer are mutually interested in
supporting the safety of participants in Event, and to that end seek to station MFD personnel and
equipment at Location;
WHEREAS, the Meridian City Council finds that it is fiscally responsible and in the best interest
of the community to enter into a contractual agreement establishing the terms and conditions of
Organizer's use of MFD's services;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which
is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein
contained, and in consideration of the recitals above, which are incorporated herein, City and Organizer
agree as follows:
I. SCOPE OF SERVICES: PAYMENT
A. City to provide EMS Bike Team. On Saturday, October 29, 2016, from 9:30 a.m. to 12:30 p.m., at
Event, MFD will provide one EMS bicycle team, to include two (2) EMTs. The bicycle team shall be
available as needed at Event to provide first aid and emergency medical services to Event participants.
B. Fee for services. The fee due and owing for services provided by MFD under this Agreement shall be
sixty dollars per hour ($60.00/hour). In no event shall the total amount due and owing for services
provided by MFD under this agreement be less than one hundred twenty dollars ($120.00).
C. Invoice. On or around Monday, October 31, 2016, City shall provide to Organizer an itemized
invoice for services provided under this Agreement.
D. Payment. By 5:00 p.m. on Monday, November 14, 2016, Organizer shall remit to MFD the full
amount set forth on the invoice provided by MFD.
II. GENERAL PROVISIONS.
A. Notice. Communication between Organizer and MFD regarding day-to-day matters shall occur via e-
mail or telephone. All other notices required to be given by either of the parties hereto shall be in
writing and be deemed cornrnunicated when sent via e-mail, addressed as follows:
AGREEMENT FOR USE OF MERIDIAN FIRE DEPARTMENT SERVICES FOR SPECIAL EVENT PAGE I
AGREEMENT FOR USE OF MERIDIAN FIRE DEPARTMENT SERVICES FOR SPECIAL EVENT PAGE 2
MFD: Organizer:
Judy Gerhart Amanda Hundt
Administrative Division Manager, MFD Treasure Valley Out of the Darkness Walk
jgerhart@meridiancity.org amandajhundt@gmail.com
B. Assignment. Organizer shall not assign or sublet all or any portion of Organizer’s interest in this
Agreement or any privilege or right hereunder, either voluntarily or involuntarily, without the prior
written consent of City. This Agreement and each and all of the terms and conditions hereof shall
apply to and are binding upon the respective organizations, legal representative, successors, and
assigns of the parties.
C. Indemnification. Organizer and each and all of Organizer’s and Event volunteers, employees,
agents, contractors, officials, officers, servants, guests, and/or invitees, including any and all
participants in Event or related activities, shall indemnify and save and hold harmless City and City
employees from and for any and all losses, claims, actions, judgments for damages, or injury to
persons or property and losses and expenses caused or incurred by Organizer or any Organizer
employee, agent, contractor, official, officer, servant, guest, and/or invitee, or any participant in or
observer of Event not caused by or arising out of the tortious conduct of City.
D. Compliance with laws. In performing the scope of services required hereunder, City and Organizer
shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments.
E. Attorney Fees. Should any litigation be commenced between the parties hereto concerning this
Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to
court costs and reasonable attorneys’ fees as determined by a court of competent jurisdiction. This
provision shall be deemed to be a separate contract between the parties and shall survive any default,
termination or forfeiture of this Agreement.
F. Breach. Any act or omission by either party which breaches any term of this Agreement may provide
grounds for termination. In the event of breach, the City may also decline to provide extra-duty
personnel staffing, decline to reserve City facilities, release existing reservations of City facilities, or
decline to allow the subsequent use of City facilities for Event or any iteration thereof.
G. Termination.
1. Grounds. Grounds for termination of this Agreement shall include, but shall not be limited to: an
act or omission by either party which breaches any term of this Agreement; an act of nature or
other unforeseeable event which precludes or makes impossible the performance of the terms of
this Agreement by either party; or a change in or occurrence of circumstances that renders the
performance by either party a detriment to the public health, safety, or welfare.
2. Process. Either party may terminate this Agreement by providing twenty-four (24) hours notice
of termination. Such notice shall include a description of the breach or circumstances providing
grounds for termination. Unless otherwise specified in writing, this Agreement shall
automatically terminate twenty-four (24) hours following mailing or e-mailing of notice of
termination.
H. Non-waiver. Failure of either party to promptly enforce the strict performance of any term of this
Agreement shall not constitute a waiver or relinquishment of any party’s right to thereafter enforce
such term, and any right or remedy hereunder may be asserted at any time after the governing body of
either party becomes entitled to the benefit thereof, notwithstanding delay in enforcement.
I. Construction and severability. If any part of this Agreement is held to be invalid or unenforceable,
such holding will not affect the validity or enforceability of any other part of this Agreement so long
as the remainder of the Agreement is reasonably capable of completion.
J. Entire Agreement. This Agreement contains the entire agreement of the parties and supersedes any
and all other agreements or understandings, oral or written, whether previous to the execution hereof
or contemporaneous herewith.
K. Applicable law. This Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Idaho.
L. Approval required. This Agreement shall not become effective or binding until approved by both
Organizer and by Meridian City Council.
M. Warranty of authority. Organizer expressly warrants that, to the extent set forth herein, she is duly
authorized to act as the representative and agent of the American Foundation for Suicide Prevention
and its principals. Organizer further warrants that she is authorized to bind the American Foundation
for Suicide Prevention and its principals to the obligations set forth herein, and to accept the liabilities
as established herein on behalf of the American Foundation for Suicide Prevention and its principals.
IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by their duly
authorized officers to be effective as of the day and year first above written.
ORGANIZER:
BY:
Amanda Hundt
CITY OF MERIDIAN:
Tame d, May
or
Y
S
m Y eerEAL
TRE
Attest:
0
W ..
C. ay C es, City Clerk
AGREEMENT FOR USE OF MERIDIAN FIRE DEPARTMENT SERVICES FOR SPECIAL EVENT PAGE 3
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 5K
PROJECT NUMBER:
ITEM TITLE:
First Amendment to Commercial Real Estate PSA for Well #9 Lot Expansion
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
FIRST AMENDMENT TO COMMERCIAL
REAL ESTATE PURCHASE AND SALE
AGREEMENT
This First Amendment to Commercial Real Estate Purchase and Sale Agreement ("First
Amendment") is entered into effective as of October 21, 2016, by and between The City of
Meridian, an Idaho Municipal Corporation ("Buyer"), and Susan L. Norby, a married woman
dealing with her sole and separate property and Jill M. Stevens, a married woman dealing with
her sole and separate property (collectively "Seller"). Buyer and Seller are referred to in this
FirstAmendment collectively as the "Parties".
RECITALS
A. Seller and Buyer entered into that certain Commercial Real Estate Purchase and
Sale Agreement with an Effective Date of July 26, 2016 ("Agreement"). All capitalized terms
used but not otherwise defined herein shall have the meanings ascribed to them in the Agreement.
B. Seller and Buyer desire to amend the Agreement on the terms and conditions set
forth below.
AMENDMENTS
NOW, THEREFORE, for and in consideration of the mutual covenants and agreements
contained in this First Amendment, and other good and valuable consideration, the receipt and
adequacy of which are hereby acknowledged, Seller and Buyer agree as follows:
A. Section 3.2.1 of the Agreement is hereby amended and restated to read as follows:
3.1.2 Relocation of Utility Easement(s) and Associated Infrastructure. Before Closing, Buyer
shall have successfully negotiated a new Intermountain Gas Easement and, to the extent necessary,
a new Century Link Easement. The new utility easement(s) shall be recorded at Closing and shall
be effective at Closing. The abandoned portions of the existing Intermountain Gas and Century
Link Easement areas shall tenninate when the associated underground utility infrastructure has
been relocated to the new Intermountain Gas and Century Link Easements at which time Buyer
shall record a Partial Release of Easement document executed by the appropriate utility or utilities.
Buyer shall be responsible for having the associated underground utility infrastructure relocated
on the Retained Property to locations within the new Intermountain Gas and Century Link
Easements which are generally depicted in Exhibit 1.1. All costs related to this condition shall be
borne by Buyer. Buyer shall complete the relocation of the Intermountain Gas and Century Link
underground utility infrastructure within thirty (30) days of Closing. Buyer and Seller agree to
cooperate in the granting of new utility easements, to the extent reasonably necessary. [Note:
Although this Section anticipates the granting of a new easement in favor of Century Link, the
grant of such an easement may not be necessary, and if not necessary no new easement will be
granted in favor of Century Link. Century Link has advised Buyer that it will either relocate its
First Amendment to Commercial Real Estate Purchase and Sale Agreement Page 1
First Amendment to Commercial Real Estate Purchase and Sale Agreement Page 2
utility lines to a new easement location or vacate the existing easement entirely within the thirty
(30) days of Closing.]
B. Section 3.2.4 of the Agreement is hereby amended and restated to read as follows:
3.2.4 Execution and Delivery of Documents. Seller (and others where
required) shall have executed and delivered to the Closing Agent the following:
(a) The Warranty Deed;
(b) Any easements reasonably necessary for utility relocation
pursuant to Section 3.1.2;
(c) The Access Easement Agreement; and,
(d) Any other documents necessary to effect the transfer of
title contemplated by this Agreement.
C. Section 4.2 of the Agreement is hereby amended and restated to read as follows:
4.2 Date of Closing. The Parties shall submit all required documents to Closing
Agent in advance of the planned Closing date of November 15, 2016, or at such other time,
date, and place as may be mutually agreed between Seller and Buyer. Unless otherwise
mutually agreed, if this transaction has not closed by November 15, 2016, this Agreement
shall be deemed to be canceled. If the failure to close is due singularly to either Buyer's or
Seller's inaction, the remedies set forth in Section 6 shall apply as if the non -acting Party
had committed a default. If the failure to close is due to mutual decision or joint inaction
by Buyer and Seller, the Deposit shall be returned to Buyer, any Title Commitment
termination fee and Escrow fees charged by the Title Company shall be split equally
between the Parties, and any other costs that have been incurred shall be the obligation of
the Party that incurred the same.
D. Section 5 of the Agreement is hereby amended and restated to read as follows:
5. POST-CLOSING OBLIGATIONS.
5.1 As soon as practicable after Closing, as a condition of approval of the PBA, Buyer
shall obtain new tax parcel numbers from the Ada County Assessor.
5.2 Buyer shall complete the relocation of the Intermountain Gas and Century Link
underground utility infrastructure within the timeframe set forth in Section 3.12.
E. This First Amendment may be executed in one or more counterpart copies and each of
which so executed, irrespective of the date of execution and delivery, shall be deemed to be an
original, and all such counterparts together shall constitute one and the same instrument. The
signature pages of one or more of the counterpart copies may be removed from such counterpart
copies and all attached to the same copy of this First Amendment which, with all attached signature
pages, shall be deemed to be an original agreement.
F. The Agreement and this First Amendment contain the entire integrated agreement between
Buyer and Seller with respect to the subject matter of the Agreement and this First Amendment.
There are no other representations, agreements, arrangements or understandings, oral or in writing,
between or among Buyer and Seller relating to this subject matter which are not fully expressed in
the Agreement and this First Amendment.
G. The Agreement (i) to the extent deemed terminated prior to the mutual execution of this
Amendment, is hereby reinstated and (ii) except as modified herein, remains unmodified and in
full force and effect. In the event of a conflict between the terms of this First Amendment and the
Agreement, the terms of this First Amendment shall prevail.
Buyer and Seller have executed this First Amendment as of October P 5 , 2016.
BUYER:
Dated: 0* 6'e , 2016
` evoRATEDq�
ECiq.� o
IW
S 04jyo
Q, PEA /
ATTEST:
/' � 2 Lizz
CAdy Cog, City Clerk
BUYER, CITY OF MERIDIAN
Mayor 27�1
de Weerd
First Amendment to Commercial Real Estate Purchase and Sale Agreement Page 3
SELLER:
Dated: 12016
Dated: , 2016
SELLER, Susan L. Norby
SELLER, Jill M. Stevens
First Amendment to Commercial Real Estate Purchase and Sale Agreement Page 4
SELLER:
Dated: (oto -ZO , 2016
Dated: , 2016
SELLER, Susan L. Norby
SELLER, Jill M. Stevens
First Amendment to Commercial Real Estate Purchase and Sale Agreement Page 4
Meridian City Council Meeting
DATE: October 25. 2016
ITEM TITLE: Task Order 10625.a
ITEM NUMBER:
PROJECT NUMBER:
Approval of Task Order 10625.a to Hydrologic Inc., for the "Well 15 Reconstruction
Design" for a Not -To -Exceed Amount of $51,000.00
MEETING NOTES
rte✓ APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Memo
To: C. Jay Coles, City Clerk,
From: Keith Watts, Purchasing
CC: Kyle Radek
Date: 10/20/16
Re: October 25th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 25th City Council Consent Agenda for Council's consideration.
Approval of Task Order 10625.a to Hydrologic Inc., Inc. for the "Well 15
Reconstruction Design" for a Not -To -Exceed amount of $51,000.00.
Recommended Council Action: Award of Task Order 10625.a to Hydrologic
Inc. for the Not -To -Exceed amount of $51,000.00
Thank you for your consideration.
0 Page 1
CONTRACT CHECKLIST
Date: REQUESTING DEPARTMENT
Project Name:
Project Manager: Contract Amount:
Contractor/Consultant/Design Engineer:
Is this a change order? Yes No Change Order No.
Fund: Budget Available ( Purchasing attach report ):
Department Yes No Construction
GL Account FY Budget: Task Order
Project Number: Enhancement: Yes No Professional Service
Equipment
Will the project cross fiscal years? Yes No Grant
Grant #: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded)
Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.sam.gov Print and attach
Master Agreement Category
(Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved:
Typical Award Yes No
If no please state circumstances and conclusion:
Date Award Posted: 7 day protest period ends:
PW License Expiration Date: Corporation Status
Insurance Certificates Received (Date): Expiration Date: Rating:
Payment and Performance Bonds Received (Date): Rating: N/A
Builders Risk Ins. Req'd: Yes No
(Only applicabale for projects above $1,000,000)
Reason Consultant Selected 1 Performance on past projects
Check all that apply Quality of work On Budget
On Time Accuracy of Construction Est
2 Qualified Personnel
3 Availability of personnel
4 Local of personnel
Description of negotiation process and fee evaluation:
Date Submitted to Clerk for Agenda: By:
Purchase Order No.: Date Issued: WH5 submitted
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.5.24.2016.Final
$51,000 Kyle Radek
If yes, has policy been purchased?
Hydro Logic, Inc
III. Contract Type II. BUDGET INFORMATION (Project Manager to Complete)
60
3490
96115
10625.a
TASK ORDER
6A
RFP / RFQ BID
VII. TASK ORDER SELECTION (Project Manager to Complete)
Consultant has track record of quality and timely work in well reconstruction and familiarity with this site and well. Fees for this project were evaluated by the PM and appear
to be reasonable for the type of work being done.
N/A
Award based on Low Bid Highest Ranked Vendor Selected
VIII. AWARD INFORMATION
Approval Date
Enter Supervisor Name Date Approved
Kyle Radek 9/16/2016
October 20, 2016
I. PROJECT INFORMATION
2/16/2016 1/14/2017
N/A
FY17 $100,000
9/16/2016 Public Works
Well 15 Reconstruction Design
V. BASIS OF AWARD
IV. GRANT INFORMATION - to be completed only on Grant funded projects
VI. CONTRACTOR / CONSULTANT REQUIRED INFORMATION
10/1/2014
N/A N/A N/A N/A
Goodstanding N/A N/A
TASK ORDER NO. 10625.A
Pursuant to the
IVASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
crTY oF MER|DTAN (OWNER)AND HYDRO LOG|C, tNC. (HYDROGEOLOGTST)
This Task Order is made this 25th day of October,2016 and entered into by and
between the City of Meridian, a municipal corporation organized under the laws of the
State of ldaho, hereinafter referred to as "City", and accepted by Hvdro Looic. lnc.
hereinafter referred to as "Hydrogeologist" pursuant to the mutual promises, covenant
and conditions contained in the Master Agreement (Category 6A) between the above
mentioned parties dated October 1,2014. The Project Name for this Task Order
10625.4 is as follows:
WELL 15A RECONSTRUCTION DESIGN
PROJECT UN DERSTANDING
Well 15A was originally constructed in 1993. The well was constructed with mild-steel
well casing, which is reaching the end of its useful life. ln addition, the quality of water
produced by the well has varied through time. Cunently, the well is used as a backup
source to provide supply only during peak demands. The well site is centrally located
and equipped with adequate power and a good flush line. Maintaining a well at this site
is very beneficial to City water supply and distribution system.
A new test well was constructed to improve understanding of the hydrogeological
conditions beneath the site. A final report on the test well and production well was
provided in January of 2016 explaining the water quality challenges at the site and
recommending reconstruction of the existing well, rather than abandonment and
construction of an entirely new well on site. lf this reconstruction project is successful,
the reconstructed well will result in cost savings and preservation of the new well option
for the future. lf unsuccessful, the project will result in the proper abandonment of the
existing well which will enable the construction of a new well.
The intent of the project is to improve the quality of water supplied by Well 15A, but also
to prepare the well for either reconstruction or abandonment as dictated by the results
of the project.
Task Order 10625.A Well 15A Reconstruction Design
Hydro Logic lnc
Page 1 of 4
SCOPE OF WORK
Hydrogeologist will provide professional services related to the reconstruction of Well
1 5A as follows:
Task 1: Regulatory permitting and coordination
Contact and file necessary notifications to ldaho Department of Water Resources
(IDWR) and ldaho Department of Environmental Quality (IDEQ) for making
modif ications to the Well # 1 5-A.
Deliverables: Notifications and preliminary reports filed at IDWR and IDEQ.
Deliverables: NA
Task 4: Services During Construction
Hydrogeologist will provide services during construction and recommend corrective or
additional actions needed as required. Hydrogeologist will observe contractor work
including but not limited to, observation, measurements, and multiple (up to 5) camera
surveys. Areas of contractor work and corresponding Hydrogeologist sub-tasks include:
Observation
Camera survey
Scrape sand f ilter tube Observation
Camera survey
Pedorate sand f ilter tube
lnstall temporary 2-inch liner
Refill filter pack with sand Observation, and measurement
Task Order 10625.A Well 15A Reconstruction Design
Hydro Logic, lnc.
Page 2 ol 4
Task 2: Plans and specif ications
Develop plans and specifications for contractors to bid, including sketched assemblies.
Deliverables: Plans and specifications for obtaining bids.
Task 3: Bidding assistance
Hydrgeologist will provide City with a suggested bidders list and will assist in evaluating
contractor quotes/bids.
Flush sand f ilter tube
Observation
Camera survey
Observation, and measurement
Seal sand filler tube with grout
Remove and reinstall pump Observation, and measurement
lnstall cement plug of lower well screens
Deliverables: lnspection records and videos for inclusion in final report.
Task 5: Data collection, reconstruction design, and f inal report
o 5.1 Conduct pump-testing for productive capacity and hydraulic interconnection
to test well zones
5.2 Two ground water quality sampling events, one for project purposes and one
for IDEQ New Source Monitoring for modified well.
5.3 Final submittals to IDEQ and IDWR.
5.4 Development of all measurements and as-built details.
5.5 Design and cost estimate for future reconstruction of supply well.
5.5 Final report to City on all of the above.
Deliverables: Final report to City
Well 15A will not be needed for production and can be taken off-line for contractor work
Well site will be accessible to consultant and contractors starting at Notice to Proceed
(NrP).
TIME OF COMPLETI ON ANd COMPENSATION SCHEDULE
The following schedule is based on a Notice to Proceed (NTP) from the City by October
2016 and resulting in final design being completed by April 2017. A NTP issued on a
different date will change the schedule accordingly.
Task Order 10625.A Well 15A Beconskuclion Design
Hydro Logic, lnc.
a
Page 3 ol 4
Observation, and measurement
Observation, and measurement
Camera survey
ASSUMPTIONS
COMPENSATION AND COMPLETION SCHEDULE
Task
Description
Due Date
Compensation
1
Regulatory permitting and
coordination
■ 11/4//16
$1,500
2
Plans andspecifications
• 11/20/16
$1,800
3
Bidding assistance
■ 12/20/17
$1,000
4
Services during construction
, 3/1/17
$11,500
5
Data collection, reconstruction
design, and final report
■ 4/1/17
$35,200
TASK ORDER
TOTAL: $51,000.00
The Not -To -Exceed amount to complete all services listed above is fifty-one thousand
dollars ($51,000.00). No compensation will be paid over the Not -to -Exceed amount
without prior written approval by the City in the form of a Change Order (change in
scope). Any and all travel will only be reimbursed if pre -approved by the Project
Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will
be paid at cost and only if pre -approved by the Project Manager. Any travel and/or
reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the
Compensation and Completion Schedule above.
CITY OF MEfitDhe►
BY.
TAMMY de, D, MAYOR
HYDRO LOGIC, INC.
BY:
ED SQUIRES, P ESIDENT
Dated: /�z '� 7/ �?o /6 Dated: 1-21-
/ / �Q°FtATEDgVG,G
Approved by Council: 10� 1 (� \zo° s�
r'i� y of c
w
Attest: E r�IgN
m �4Mp
C.JAY LE CITY CLERK 0`�ia EAL
Purchasing.Approval
BY:
KEI TS, Purchasing Manager
City Project Manager
Kyle Radek
Task Order 10625.A Well 15A Reconstruction Design
Hydro Logic, Inc.
Departlf%pt App
BY:�G'��/�' L= l
WARREN STEWA/RT, City Engineer
Dated:
Page 4 of 4
city Of Heridlan
Delailed StaEement of Revenues and E4)enditures - Rev and Exp Report - Kei.th
3{90 - Wet€r Coaatluctlon Ploj€ctr
60 - Erterprlae PuEd
Fron to/t/2015 T}.ro.ug}] 9/3o/2ot'7
Unposted Transactions Included In
Budger with
Amendments Actual
Budget
Remaining
Percent. of
BudgeE
Remaining
Capital Out.lay
wefl *L59 6115
99,999.96 I 0 .00t
Tocal Capital Outlay
TOTAL EXPEN'DITURES
100 .001
0 .00 99 999 .95 100 - 001
Date: 7a/2a/76 02:,t s: {2 Pt4
_- 22,222.26 __ 9-!0
99.999.96
-=---22=::::!!-
__ 22_!2ee.%
IDSOS Viewing Business Entity Page 1 of2
IDAHO SECRETARY OF STATE
Viewing Business Entity
Lawerence Denney, Secretary of State
I New Search ] [ Back to Summarv ]
I Get a certificate of existence for HYDRO LOGIC. INC. ]
I Monitor HYDRO LOGIC. INC. business filinos ]
HYDRO LOGIC, INC.
1OO2 FRANKLIN ST
BOISE, ID 83702
Type of Business: CORPORATION, GENERAL BUSINESS
Status: GOODSTANDING 30 Apr 1999
State of Origin: IDAHO
Date of 30 Apr 1999
Origination/Authorization:
Initial Registered Agent: EDWARD SQUIRES
7721 SETTLERS AVE
BOISE, ID 83704
Organizational ID / Filing Cl28666
N umber:
Number of Authorized Stock 100000
Shares:
Date of Last Annual Report: 29 Feb 2016
Annual Report Due: Apt 2OU
Original Filing:
I Helo Me Print/View TIFF ]
Filed 30 Apr 1999 INCORPORATION View Imaoe (pDF format)
View Image (TIFF format)
Annual Reportsr
HeID Me Print/View TIFF
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
Report for year
View Document Online
View Document Online
Vaew Docu ment Online
View Document Online
View Imaoe (PDF format) View
Imaoe (TIFF format)
2015
2015
2014
2013
2012
2011
2010
2009
2008
20()7
2006
2005
ANNUAL
ANNUAL
ANNUAL
AN NUAL
ANNUAL
ANNUAL
AN NUAL
AN NUAL
ANNUAL
ANNUAL
AN NUAL
ANNUAL
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
REPORT
cu ment On line
cum n n lin
View Do ument Onlinec
View D m
View Document Online
View Docu ent Online
u ment nli
https ://www.accessidaho.org/public/sos/corp/C 1 28666.htm1 t0/2012016
Meridian City Council Meeting (J//V)
DATE: October 25, 2016 ITEM NUMBER: AW
PROJECT NUMBER:
ITEM TITLE:
Approval of Award of Request for Proposal and Agreement to Valcom Salt Lake City,
LC for the "City of Meridian City Council Chambers Technology Replacement" Project
for a Not -To -Exceed Amount of $299,632.93
MEETING NOTES
�✓ APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Memo
To: C.Jay Coles, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Kristy Vigil, Dave Tiede
Date: 10/20/2016
Re: October 25`h City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 25'h City Council Agenda under an IT Department Report.
Discussion and Approval of Award of Request for Proposal and Agreement to
Valcom Salt Lake City, LC for the "CITY OF MERIDIAN CITY COUNCIL
CHAMBERS TECHNOLOGY REPLACEMENT" project for a Not -To -Exceed amount
of $299,632.93.
Recommended Council Action: Award of RFP and Approval of Agreement to
Valcom Salt Lake City, LC for the Not -To -Exceed amount of $299,632.93.
Thank you for your consideration.
• Page 1
CONTRACT / AGENDA CHECKLIST
Date: REQUESTING DEPARTMENT
Project Name:
Project Manager: Contract Amount:
Contractor/Consultant/Design Engineer:
Is this a change order? Yes No Change Order No.
Fund: Budget Available ( Purchasing attach report ):
Department Yes No Construction
GL Account FY Budget: Task Order
Project Number: Enhancement: Yes No Professional Service
Equipment
Will the project cross fiscal years? Yes No
Grant #: Type of Grant
Debarment Status (Grant/Federal Funded Projects Only)
Low Bidder Highest Rated Master Agreement Category
(Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved:
Typical Award Yes No
If no please state circumstances and conclusion:
Date Award Posted: 7 day protest period:
PW License Expiration Date: Corporation Status
Insurance Certificates Received (Date): Expiration Date: Rating:
Payment and Performance Bonds Received (Date): Rating:
Builders Risk Ins. Req'd: Yes No
(Only applicabale for projects above $1,000,000)
Reason Consultant Selected 1 Performance on past projects
Check all that apply Quality of work On Budget
On Time Accuracy of Construction Est
2 Qualified Personnel
3 Availability of personnel
4 Local of personnel
Description of negotiation process and fee evaluation:
Date Submitted to Clerk for Agenda: Approval Date By:
Purchase Order No.: Date Issued: WH5 submitted
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.3.15.16.Final
N/A N/A
55
1850
96001
10685
N/A
If yes, has policy been purchased?
(Type in date verified and the status) www.sam.gov
BASIS OF AWARD
CONTRACTOR / CONSULTANT REQUIRED INFORMATION
X
TASK ORDER RFP / RFQ BID
Existing
FY17
9/8/2016 IT
CCITY OF MERIDIAN CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT
$299,633 Kristy Vigil
Contract Type BUDGET INFORMATION (Project Manager to Complete)
October 20, 2016
AWARD INFORMATION
Enter Supervisor Name Date Approved
N/A N/A
N/A
TASK ORDER SELECTION (Project Manager to Complete)
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 1 of 22
Project 10685
CONTRACT FOR SUPPLY AND INSTALLATION OF
COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT
PROJECT # 10685
THIS CONTRACT FOR SUPPLY AND INSTALLATION is made this 25 th day of
October, 2016, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
"CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and Valcom Salt Lake City,
LC., dba VLCM, hereinafter referred to as “CONSULTANT”, whose business address is
3520 S 300 W, Salt Lake City, UT 84115.
INTRODUCTION
Whereas, the City has a need for services involving AV Systems Installation;
and
WHEREAS, the Consultant is specially trained, experienced and competent
to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
1. Scope of Work:
1.1 CONSULTANT shall perform and furnish to the City upon execution of this
Contract and receipt of the City’s written notice to proceed, all services and work,
and comply in all respects, as specified in the document titled “Scope of Work” a
copy of which is attached hereto as Exhibit "A" and incorporated herein by this
reference, together with any amendments that may be agreed to in writing by the
parties.
1.2 All documents, drawings and written work product prepared or produced by
the Consultant under this Agreement, including without limitation electronic data
files, are the property of the Consultant; provided, however, the City shall have the
right to reproduce, publish and use all such work, or any part thereof, in any
manner and for any purposes whatsoever and to authorize others to do so. If any
such work is copyrightable, the Consultant may copyright the same, except that, as
to any work which is copyrighted by the Consultant, the City reserves a royalty-free,
non-exclusive, and irrevocable license to reproduce, publish and use such work, or
any part thereof, and to authorize others to do so.
1.3 The Consultant shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable federal,
state and city laws, ordinances, regulations and resolutions. The Consultant
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 2 of 22
Project 10685
represents and warrants that it will perform its work in accordance with generally
accepted industry standards and practices for the profession or professions that
are used in performance of this Agreement and that are in effect at the time of
performance of this Agreement. Except for that representation and any
representations made or contained in any proposal submitted by the Consultant
and any reports or opinions prepared or issued as part of the work performed by
the Consultant under this Agreement, Consultant makes no other warranties, either
express or implied, as part of this Agreement.
1.4 Services and work provided by the Consultant at the City’s request under this
Agreement will be performed in a timely manner in accordance with a Schedule of
Work, which the parties hereto shall agree to. The Schedule of Work may be
revised from time to time upon mutual written consent of the parties.
2. Consideration
2.1 The Consultant shall be compensated on a Not-To-Exceed basis as provided
in Exhibit B “Payment Schedule” attached hereto and by reference made a part
hereof for the Not-To-Exceed amount of $299,632.93 .
2.2 The Consultant shall provide the City with a monthly statement and
supporting invoices, as the work warrants, of fees earned and costs incurred for
services provided during the billing period, which the City will pay within 30 days of
receipt of a correct invoice and approval by the City. The City will not withhold any
Federal or State income taxes or Social Security Tax from any payment made by
City to Consultant under the terms and conditions of this Agreement. Payment of
all taxes and other assessments on such sums is the sole responsibility of
Consultant.
2.3 Except as expressly provided in this Agreement, Consultant shall not be
entitled to receive from the City any additional consideration, compensation, salary,
wages, or other type of remuneration for services rendered under this Agreement
including, but not limited to, meals, lodging, transportation, drawings, renderings or
mockups. Specifically, Consultant shall not be entitled by virtue of this Agreement
to consideration in the form of overtime, health insurance benefits, retirement
benefits, paid holidays or other paid leaves of absence of any type or kind
whatsoever.
3. Term:
3.1 This agreement shall become effective upon execution by both parties, and
shall expire upon (a) completion of the agreed upon work, (b) or unless sooner
terminated as provided in Sections 3.2, 3.3, and Section 4 below or unless some
other method or time of termination is listed in Exhibit A.
3.2 Should Consultant default in the performance of this Agreement or materially
breach any of its provisions, City, at City’s option, may terminate this Agreement by
giving written notification to Consultant.
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3.3 Should City fail to pay Consultant all or any part of the compensation set
forth in Exhibit B of this Agreement on the date due, Consultant, at the Consultant’s
option, may terminate this Agreement if the failure is not remedied by the City
within thirty (30) days from the date payment is due.
4. Liquidated Damages:
Substantial Completion shall be accomplished within 86 (eighty six) calendar days
from Notice to Proceed. This project shall be considered Substantially Complete
when the Owner has full and unrestricted use and benefit of the facilities, both from
an operational and safety standpoint, and only minor incidental work, corrections or
repairs remain for the physical completion of the total contract. Consultant shall be
liable to the City for any delay beyond this time period in the amount of $250.00
(two hundred fifty dollars) per calendar day. Such payment shall be construed to
be liquidated damages by the Consultant in lieu of any claim or damage because
of such delay and not be construed as a penalty.
Upon receipt of a Notice to Proceed, the Consultant shall have 56 (fifty six)
calendar days to complete the work as described herein. Consultant shall be liable
to the City for any delay beyond this time period in the amount of $250.00 (two
hundred fifty hundred dollars) per calendar day. Such payment shall be construed
to be liquidated damages by the Consultant in lieu of any claim or damage because
of such delay and not be construed as a penalty. See Milestones listed in the
Payment Schedule for Substantial Completion.
5. Termination:
5.1 If, through any cause, CONSULTANT, its officers, employees, or agents fails
to fulfill in a timely and proper manner its obligations under this Agreement, violates
any of the covenants, agreements, or stipulations of this Agreement, falsifies any
record or document required to be prepared under this agreement, engages in
fraud, dishonesty, or any other act of misconduct in the performance of this
contract, or if the City Council determines that termination of this Agreement is in
the best interest of CITY, the CITY shall thereupon have the right to terminate this
Agreement by giving written notice to CONSULTANT of such termination and
specifying the effective date thereof at least fifteen (15) days before the effective
date of such termination. CONSULTANT may terminate this agreement at any
time by giving at least sixty (60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONSULTANT under this Agreement
shall, at the option of the CITY, become its property, and CONSULTANT shall be
entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
5.2 Notwithstanding the above, CONSULTANT shall not be relieved of liability to
the CITY for damages sustained by the CITY by virtue of any breach of this
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Agreement by CONSULTANT, and the CITY may withhold any payments to
CONSULTANT for the purposes of set-off until such time as the exact amount of
damages due the CITY from CONSULTANT is determined. This provision shall
survive the termination of this agreement and shall not relieve CONSULTANT of its
liability to the CITY for damages.
6. Independent Consultant:
6.1 In all matters pertaining to this agreement, CONSULTANT shall be acting as
an independent consultant, and neither CONSULTANT nor any officer, employee
or agent of CONSULTANT will be deemed an employee of CITY. Except as
expressly provided in Exhibit A, Consultant has no authority or responsibility to
exercise any rights or power vested in the City and therefore has no authority to
bind or incur any obligation on behalf of the City. The selection and designation of
the personnel of the CITY in the performance of this agreement shall be made by
the CITY.
6.2 Consultant, its agents, officers, and employees are and at all times during the
term of this Agreement shall represent and conduct themselves as independent
consultants and not as employees of the City.
6.3 Consultant shall determine the method, details and means of performing the
work and services to be provided by Consultant under this Agreement. Consultant
shall be responsible to City only for the requirements and results specified in this
Agreement and, except as expressly provided in this Agreement, shall not be
subjected to City’s control with respect to the physical action or activities of
Consultant in fulfillment of this Agreement. If in the performance of this Agreement
any third persons are employed by Consultant, such persons shall be entirely and
exclusively under the direction and supervision and control of the Consultant.
7. Removal of Unsatisfactory Employees:
The Consultant shall only furnish employees who are competent and skilled for work
under this contract. If, in the opinion of the City, an employee of the Consultant is
incompetent or disorderly, refuses to perform in accordance with the terms and
conditions of the contract, threatens or uses abusive language while on City
property, or is otherwise unsatisfactory, that employee shall be removed from all
work under this contract.
8. Indemnification and Insurance:
8.1 CONSULTANT shall indemnify and save and hold harmless CITY and it’s
elected officials, officers, employees, agents, and volunteers from and for any and
all losses, claims, actions, judgments for damages, or injury to persons or property
and losses and expenses and other costs including litigation costs and attorney’s
fees, arising out of, resulting from, or in connection with the performance of this
Agreement by the CONSULTANT, its servants, agents, officers, employees,
guests, and business invitees, and not caused by or arising out of the tortious
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conduct of CITY or its employees. CONSULTANT shall maintain, and specifically
agrees that it will maintain, throughout the term of this Agreement, liability
insurance, in which the CITY shall be named an additional insured in the minimum
amounts as follow: General Liability One Million Dollars ($1,000,000) per incident
or occurrence, Automobile Liability Insurance One Million Dollars ($1,000,000) per
incident or occurrence and Workers’ Compensation Insurance, in the statutory
limits as required by law.. The limits of insurance shall not be deemed a limitation
of the covenants to indemnify and save and hold harmless CITY; and if CITY
becomes liable for an amount in excess of the insurance limits, herein provided,
CONSULTANT covenants and agrees to indemnify and save and hold harmless
CITY from and for all such losses, claims, actions, or judgments for damages or
injury to persons or property and other costs, including litigation costs and
attorneys’ fees, arising out of, resulting from , or in connection with the
performance of this Agreement by the Consultant or Consultant’s officers, employs,
agents, representatives or subconsultants and resulting in or attributable to
personal injury, death, or damage or destruction to tangible or intangible property,
including use of. CONSULTANT shall provide CITY with a Certificate of Insurance,
or other proof of insurance evidencing CONSULTANT'S compliance with the
requirements of this paragraph and file such proof of insurance with the CITY at
least ten (10) days prior to the date Consultant begins performance of it’s
obligations under this Agreement. In the event the insurance minimums are
changed, CONSULTANT shall immediately submit proof of compliance with the
changed limits. Evidence of all insurance shall be submitted to the City Purchasing
Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue,
Meridian, Idaho 83642.
8.2 Insurance is to be placed with an Idaho admitted insurer with a Best’s rating
of no less than A-.
8.3 Any deductibles, self-insured retention, or named insureds must be declared
in writing and approved by the City. At the option of the City, either: the insurer
shall reduce or eliminate such deductibles, self-insured retentions or named
insureds; or the Consultant shall provide a bond, cash or letter of credit
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
8.4 To the extent of the indemnity in this contract, Consultant’s Insurance
coverage shall be primary insurance regarding the City’s elected officers, officials,
employees and volunteers. Any insurance or self-insurance maintained by the City
or the City’s elected officers, officials, employees and volunteers shall be excess of
the Consultant’s insurance and shall not contribute with Consultant’s insurance
except as to the extent of City’s negligence.
8.5 The Consultant’s insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of the
insurer’s liability.
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8.6 All insurance coverages for subconsultants shall be subject to all of the
insurance and indemnity requirements stated herein.
8.7 The limits of insurance described herein shall not limit the liability of the
Consultant and Consultant’s agents, representatives, employees or
subconsultants.
9. Time is of the Essence:
The parties hereto acknowledge and agree that time is strictly of the essence with
respect to each and every term, condition and provision hereof, and that the failure
to timely perform any of the obligations hereunder shall constitute a breach of, and
a default under, this Agreement by the party so failing to perform.
10. Bonds:
Payment and Performance Bonds are required on all Public Works Improvement
Projects per the ISPWC and the City of Meridian Supplemental Specifications &
Drawings to the ISPWC, which by this reference are made a part hereof.
Consultant is required to furnish faithful performance and payment bonds in the
amount of 100% of the contract price issued by surety licensed to do business in
the State of Idaho. In the event that the contract is subsequently terminated for
failure to perform, the consultant and/or surety will be liable and assessed for any
and all costs for the re-procurement of the contract services.
11. Warranty:
Quality support must be provided within a twenty-four (24) hour timeframe and
a resolution within a seventy-two (72) hour timeframe, all people providing
support must be trained and certified.
Consultant(s) must provide the City of Meridian replacement equipment during
downtimes. Any equipment needing replaced must be replaced with new
equipment or repair of existing equipment (refurbished equipment will not be
accepted).
Consultants(s) must provide the City of Meridian a detailed plan of customer
support and maintenance for all equipment installed.
Warranty of hardware and contract labor.
Hardware warranties for new or replaced equipment must be a minimum of five
(5) years and contract labor warranties must be a minimum of two (2) years.
All equipment / goods supplied shall meet the minimum requirements set forth
herein. If it is found that the equipment / goods delivered do not meet the
minimum requirements of this specification, the Consultant will be required to
correct the same at the Consultant’s expense.
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The Crestron equipment included in this proposal is a system design validated
by Crestron that will operate correctly provided that it is configured, programmed,
wired, and installed as per the best practices and specifications outlined in
Crestron product manuals and design guides. These additional on-site services
are the responsibility of the Crestron Authorized Dealer who is under contract for
final system commissioning and delivery.
A Crestron CDP provides end user with a 5 year extended warranty on all
Crestron components.
12. Changes:
The CITY may, from time to time, request changes in the Scope of Work to be
performed hereunder. Such changes, including any increase or decrease in the
amount of CONSULTANT’S compensation, which are mutually agreed upon by and
between the CITY and CONSULTANT, shall be incorporated in written amendments
which shall be executed with the same formalities as this Agreement.
13. Taxes:
The City of Meridian is exempt from Federal and State taxes and will execute the
required exemption certificates for items purchased and used by the City. Items
purchased by the City and used by a consultant are subject to Use Tax. All other
taxes are the responsibility of the Consultant and are to be included in the
Consultant’s Bid pricing.
14. Reports and Information:
14.1 At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
14.2 Consultant shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum of
four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and every
other means of recording upon any tangible thing, any form of communication or
representation including letters, words, pictures, sounds or symbols or any
combination thereof.
15. Audits and Inspections:
At any time during normal business hours and as often as the CITY may deem
necessary, there shall be made available to the CITY for examination all of
CONSULTANT’S records with respect to all matters covered by this Agreement.
CONSULTANT shall permit the CITY to audit, examine, and make excerpts or
transcripts from such records, and to make audits of all contracts, invoices,
materials, payrolls, records of personnel, conditions of employment and other data
relating to all matters covered by this Agreement.
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16. Publication, Reproduction and Use of Material :
No material produced in whole or in part under this Agreement shall be subject to
copyright in the United States or in any other country. The CITY shall have
unrestricted authority to publish, disclose and otherwise use, in whole or in part, any
reports, data or other materials prepared under this Agreement.
17. Equal Employment Opportunity:
In performing the work herein, Consultant agrees to comply with the provisions of
Title VI and VII of the Civil Rights Act, Revenue Sharing Act Title 31, U.S. Code
Section 2176. Specifically, the Consultant agrees not to discriminate against any
employee or applicant for employment because of race, color, religion, sex, national
origin, age, political affiliation, marital status, or handicap. Consultant will take
affirmative action during employment or training to insure that employees are
treated without regard to race, color, religion, sex, national origin, age, political
affiliation, marital status, or handicap. In performing the Work required herein,
CONSULTANT shall not unlawfully discriminate in violation of any federal, state or
local law, rule or regulation against any person on the basis of race, color, religion,
sex, national origin or ancestry, age or disability.
18. Advice of Attorney:
Each party warrants and represents that in executing this Agreement. It has
received independent legal advice from its attorney’s or the opportunity to seek such
advice.
19. Attorney Fees:
Should any litigation be commenced between the parties hereto concerning this
Agreement, the prevailing party shall be entitled, in addition to any other relief as
may be granted, to court costs and reasonable attorneys' fees as determined by a
Court of competent jurisdiction. This provision shall be deemed to be a separate
contract between the parties and shall survive any default, termination or forfeiture
of this Agreement.
20. Construction and Severability:
If any part of this Agreement is held to be invalid or unenforceable, such holding will
not affect the validity or enforceability of any other part of this Agreement so long as
the remainder of the Agreement is reasonably capable of completion.
21. Waiver of Default:
Waiver of default by either party to this Agreement shall not be deemed to be waiver
of any subsequent default. Waiver or breach of any provision of this Agreement
shall not be deemed to be a waiver of any other or subsequent breach, and shall
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 9 of 22
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not be construed to be a modification of the terms of this Agreement unless this
Agreement is modified as provided above.
22. Entire Agreement:
This Agreement contains the entire agreement of the parties and supersedes any
and all other agreements or understandings, oral of written, whether previous to the
execution hereof or contemporaneous herewith.
23. Assignment:
It is expressly agreed and understood by the parties hereto, that CONSULTANT
shall not have the right to assign, transfer, hypothecate or sell any of its rights under
this Agreement except upon the prior express written consent of CITY.
24. Payment Request:
Payment requests shall be submitted to City of Meridian through the City’s project
management software. The Project Manager will compare the invoice against the
Payment Schedule in the Agreement for compliance. Upon approval that the work
has been done and is in compliance with the Agreement, the Project Manager will
approve the pay request for processing. City of Meridian payment terms are Net 30
from the date City receives a correct invoice. Final payment will not be released
until the City has received a tax release from the Tax Commission.
25. Cleanup:
Consultant shall keep the worksite clean and free from debris. At completion of
work and prior to requesting final inspection, the Consultant shall remove all traces
of waste materials and debris resulting from the work. Final payment will not be
made if cleanup has not been performed.
26. Order of Precedence:
The order or precedence shall be the contract agreement, the Invitation for Bid
document, then the winning bidders submitted bid document.
27. Compliance with Laws:
In performing the scope of work required hereunder, CONSULTANT shall comply
with all applicable laws, ordinances, and codes of Federal, State, and local
governments.
28. Applicable Law:
This Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Idaho, and the ordinances of the City of Meridian.
29. Notices:
Any and all notices required to be given by either of the parties hereto, unless
otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY
City of Meridian
Purchasing Manager
33 E Broadway Ave
Meridian, ID 83642
208-489-0417
CONSULTANT
VLCM
Attn: Nate Stephenson
3520 S 300 W
Salt Lake City, UT 84115
Phone:
Email:
Either party may change their address for the purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
30. Approval Required:
This Agreement shall not become effective or binding until approved by the City of
Meridian.
CITY iY RIDIAN
BY:
TAMMY de WEE YOR
Dated:__ / 0/ d �)O1(Q
Approved by Council: /U
Attest:
C.JAY OLE ITY CLERK
Purchasing Approval
BY:
KEITH , urchasing Manager
Dated::
Project Manager
Kristy Vigil
LIG
VALCOM -SALT LAKE CITYDBAVLCM
BY:
Mike Linton, Ezxeetfive VP & General _ wt -,rt .I
GO�Q&ATEDAZC
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W
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SEAL /
IT Department Approval
BY:2 . " 7
Daviede, Cfti'ef Information Officer
Dated::_ /J L,,7- et
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 10 of 22
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EXHIBIT A
SCOPE OF WORK
REFER TO INVITATION TO RFP CH-1634-10685
ALL ADDENDUMS, ATTACHMENTS, AND EXHIBITS included in the
Invitation to Bid Package # CH-1634-10685, are by this reference made
a part hereof.
SPECIFICATIONS / SCOPE OF WORK
SPECIFICATIONS / SCOPE OF WORK
EQUIPMENT TO BE REMOVED / REPLACED
Included below is a list of equipment in the City Council Chambers and the auxiliary rooms.
This list of equipment must be removed from City Hall and disposed of by the Consultant
accordingly (with the exception of the one TV listed below):
• Cameras for streaming (does not include the two (2) security cameras)
• Microphones, including the microphone located at the podium
• Wireless microphones
• Speakers, Chambers
• Tricaster
• Three (3) TV monitors, Chambers. The latest model TV shall be removed, but
remain on-site and left with the IT Department
• Thin Client computers, Chambers
• Computer monitors, Chambers (dais and Staff tables)
• Two (2) TV monitor, Conference Room A and B
• One (1) TV monitor, City Hall Lobby
• Staff table control panel
• Obsolete equipment at the Staff Table
• Elmo located at the Staff table
• All abandoned wiring and cabling must be removed from the rooms and
closets
• All equipment located within the rack. If desired, the existing rack may be reused
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• Smartboard located at the Podium
• Light located at the Podium
• Elmo located at the Podium
• Production room computer
• Control (wall) panels: City Council Chamber, Council Meeting Room and
Conference Rooms A and B
• Presentation timer
• Remove rack located in the closet in Conference Room B
• Assisted listening panels on either side of the City Council Chambers
DETAILED REQUIREMENTS
Included below is a high-level description of requirements.
All wiring, materials and incidentals required for these updates to function are included in
the contract cost. It is the responsibility of the Consultant to verify existing electrical
conditions.
All equipment must be mounted and installed. All equipment must be connected to
existing and new electrical wiring or component cabling. All equipment shall be fully
functional at the time of testing and installation.
MAIN SYSTEM
The existing system in the City Council Chambers must be replaced and the following
functionality is required:
• Relocate / replace the existing rack located in the closet on the north side of the
room to a storage closet on the south side of the room. This requirement must
include all associated wiring for the equipment, including electrical
• Functionality as a single-source for all audio and video, including but not limited to,
streaming, monitors, recording, and audience viewing monitors
• Functionality of redundancy within the system to continue operation of components
in case of a failure of other components
• Functionality to revert to default system settings after each use
• Proposed solution shall be certified by the manufacturer of the equipment
• Functionality to inject streaming feed into TV cabling system
• Functionality to plug into the existing VoIP phone system for the purpose of
participating in a meeting or taking testimony over the phone and the functionality
for video chat/conferencing system in the future
• Access to our programming
• Ability to program software to meet our needs
STREAMING
The streaming functions currently used must be updated and the following functionality is
required:
• Replace the audio / video production system
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• Intuitive process for streaming for users of all levels
• Intuitive record/stream function (button) for all user levels. Functionality must have
the ability to record video and audio (locally) at all times
• Ability to define naming convention and save location for saved files; able to save to
a network resource.
• Functionality must include camera functions, including but not limited to, wide angle
shot, panning, tilting, and zooming
• Functionality to control streaming from multiple locations, including, Clerks and Staff
Table, and not just within the Green Room
• Functionality for persons at the Staff Table to display presentation during stream a
function to verify the stream is functioning
• Functionality to view the presenter and content simultaneously; ability to display
documents electronically captured during streaming
• Functionality to stream during Roundtable setting meetings
• Video stream that is using the RTMP or RTSP protocol to carry an encoded H.264
video stream to our system
• Functionality shall include a way to delete recordings when streaming is complete
• Functionality to end recording when audio stops. This could include a timer function
setting with auto detection
• Functionality to support picture in picture
• Functionality to stream audio and video over the Internet
• Functionality to troubleshoot streaming issues remotely
• Functionality to remotely record and stream meetings off-site, including, capturing
audio and video.
CONTROL PANELS
The existing control panels for the Clerk and Staff Table must be replaced and the
following functionality is required:
• Functionality to control all functions in the Chambers and Green Room, including
but not limited to, presentations, audio, video, cameras, streaming, recording, and
volume
• Provide two (2) mobile controls panels to be used within City Hall. The mobile
control panels must have docking stations
• Programed with predetermined settings for audio, video, recording, and all other
functionality in the City Council Chamber.
CLERK
The Clerk position on the dais must be reconfigured and the following functions are
required:
• Ability to capture documents to the Clerk’s computer for electronic record retention
and return documents to the presenter. The solution must include auto-focus to
capture clear images
• Increased functionality of controls for Clerk (see CONTROLS PANELS above)
• Ability to record audio for records from the Clerk PC
• Redesigned monitor layout with the possibility of mobility
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STAFF TABLE
The existing Staff table on the south side of the room must be reconfigured and the
following functionality is required:
• Functionality to have multiple presentations in process without interference and still
use computer during presentation. This must include access to the Staff workstation
during presentations
• Reconfigure computer components located below the table and remove obsolete
equipment. Relocate the rack so the rack is accessible to Staff, but will not interfere
with Staff seating
AUDIENCE VIEWING
The existing audience viewing structure must be reconfigured and the following
functionality is required:
• Multiple ceiling mounted monitors that can be viewed from anywhere in the room
• Monitors cannot block the view of the dais or the persons sitting at the dais
PODIUM
The existing podium is satisfactory and must remain. The following functionality is required
at the podium:
• Functionality to present electronically and is intuitive to operate
• Functionality for presenter to interact with City Council and City Staff
• Functionality for annotation and zooming by the presenter during presentation
• A timer showing the presenter time allowed and time remaining. The controls of the
timer must be operated by the Clerk
• Existing light at the podium must be removed
• Existing ELMO at the podium must be removed
• Functionality to capture data at the podium used by the presenter. The Clerks must
have functionality at their station to save the captured data to the Clerks computer.
The solution must include auto-focus to capture clear images
• Multiple connectivity options for presentation devices, including but not limited to,
VGA, DVI, HDMI, mini-HDMI, USB, and Tablets
• Need physical space to add an additional device, including but not limited to, laptop,
tablet, or similar devices
CAMERAS
The existing cameras in the City Council Chambers must be replaced and the following
functionality is required:
• With at least 1080p capability
• Must provide full coverage of the City Council Chambers, and PTZ functions
including the ability to capture various areas of the Chamber for a roundtable
meeting setting
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AUDIO
The existing audio in the City Council Chambers must be replaced and the following
functionality is required:
• Functionality to provide optimal audio quality during meetings, recording, streaming,
and video playback
• Speakers shall provide no feedback during use or recordings
• Functionality for optimal audio volume for various inputs or the functionality to auto
adjust accordingly
• Functionality to have audio backup for Clerks and Stenographer in case of an
outage
MICROPHONES
The existing microphones in the City Council Chambers must be replaced and the following
functionality is required:
• Functionality to mute each microphone; from controls of the Clerk and from
individual user
• Microphones must have visible light(s) to show when the microphones are active or
inactive
• Microphones shall provide no feedback during use or recordings
• Microphones, exclusive of the dais, Staff seats, and podium, shall have mobility and
wireless functions to meet the needs of a roundtable meeting setting and to serve
auxiliary rooms
• Functionality to pick up presenters that have stepped away from the microphone
and from a short distance
• Functionality to pick up people seated at the dais and Staff Tables at variable
distances
• Podium microphone must be adjustable or of sufficient height to capture input from
presenters of variable height
• Wireless functionality to accommodate off-site meetings
ROUNDTABLE SETTING
The existing configuration of the Chambers does not accommodate meetings structured in
a roundtable setting and must be reconfigured. The following functionality is required:
• Functionality to record audio and video
• Functionality to present electronically
• Ability to view audience monitors in Chambers
• Functionality to conduct meetings in the center of Chambers
CITY COUNCIL SEATS
The City Council Members must have the following functionality from each seat at the dais:
• Replace existing thin client computers with another solution. The solution must have
the following specifications at a minimum: CPU: i7; RAM: 8GB DDR4; HDD: 256GB
SSD 1GBPS network adapter
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• Functionality to electronically interact with presenter/audience
• Functionality for screen annotation and zooming and controlled by Clerk
• All display panels must be mounted in a manner so the views of persons seated at
the dais are visible by audience and/or presenter. Display panels must have a
minimum of 22 inch viewing area
• Functionality to switch between presentation and agenda, supplementary materials,
internet, and email
CITY COUNCIL CONFERENCE ROOM
The existing technology in the City Council Conference Room must be replaced and
the following functionality is required:
• The existing control panel needs to be replaced. The new panel must be
programmed and have full functionality upon replacement
• The control panel must have the functionality to operate the projector, screen,
speakers, and VGA
• Functionality of the installed Control Panel must integrate with the main system
• Speakers located in the room must function and must not provide any
feedback
GREEN ROOM
The existing technology in the Green Room must be replaced and the following
functionality is required:
• Replace the existing MAC with a desktop solution. The proposed solution must
support Final Cut Pro
CONFERENCE ROOMS A AND B
The existing technology in Conference Rooms A and B must be replaced and the
functionality is required:
• The existing control panels need to be replaced. The new panels must be
programmed and have full functionality upon replacement
• Programed with predetermined settings for audio, video, recording, and all
other functionality in Conference Rooms A and B
• The control panel must have the functionality to operate the projector, screen,
speakers, and VGA
• Speakers located in the rooms must function and must not provide any
feedback
• The existing projector in Conference Room A must have the functionality to
view City Council and Planning Zoning Commission meetings
• Functionality for a Wireless Display Adapter
• Equipment located in Conference Rooms A and B must integrate with the main
system
• Existing TV monitors in Conference Rooms A and B must be removed
• Ability to project to both projectors in A and B from either panel in A and B
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 17 of 22
Project 10685
LOBBY
The existing technology in the City Hall lobby must be replaced and the following
• Remove and replace the TV monitor in the lobby.
• TV in the lobby must have the functionality to stream audio and video for
meetings in the Chambers
• TV in the lobby must have the functionality to receive output from the Staff PC
• The speakers in the lobby must have the functionality to play audio from
meetings in the Chambers
COMMUNITY DEVELOPMENT CONFERENCE ROOM 12
Conference Room 12 in the Community Development Department is affected by the
technology replacement and the following functionality is required:
• The existing control panel needs to be replaced. The new panel must be
programmed and have full functionality upon replacement
• The control panel must have the functionality to operate the existing TV
INTENDED FUNCTION
Any required changes to the system (hardware, software, configuration, programming
& audio tuning) to comply with the intent of this Scope of Work must be provided at no
cost for one year from the date of acceptance of the system.
ADDITONAL REQUIREMENTS
Listed below are additional technical requirements of the Consultant:
• Provide detailed plan for keeping the function of the system operable, without
disruption to weekly use, while making the required upgrades
• All equipment shall effectively accommodate users of all levels
• Provide a mechanism for Citizens to sign-up electronically to speak in the City
Council Chambers. The solution shall include three mobile (3) devices and an
option to secure the devices
• Provide an uninterruptible power supply and surge protection for the
equipment located in rack and the City Council Chambers
• Provide updated equipment for the hearing impaired. All equipment provided
shall meet ADA standards
• Wall plate at Stenographer station with functionality to listen to audio with
headphones and record audio with an output
• Functionality in the same wall plate for local media to record audio
• Connect all equipment to existing and new electrical wiring or component
cabling. All equipment shall be fully functional
• Provide City of Meridian Staff detailed training on the entire system and all
equipment installed
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 18 of 22
Project 10685
• Provide System Acceptance Testing upon the installation of all equipment and
components to City of Meridian Staff
• Provide City of Meridian video recording training on the entire system and
equipment installed
• Provide the City of Meridian a detailed maintenance agreement for all
equipment installed
• Must provide insurance certificates and payment & performance bonds.
• Provide the City as-built drawings and schematics.
CONSULTANT GUARANTEES THAT ALL EQUIPMENT IN THE CONTRACT
PRICING SCHEDULE WILL MEET OR EXCEED ALL REQUIRED
FUNCTIONALITIES LISTED ABOVE.
Project Approach and Installation Schedule
Equipment and Initial Meetings
• Order all equipment listed in the Contract Pricing Schedule (October 26, 2016).
• Conduct a meeting with the key stakeholders that should include a mix of end
users, IT staff, and project management staff (November 4, 2016).
The primary purpose of the meeting is to discuss the design and the
implementation of the new system and verify requirements listed above.
Receipt of Material and Full Mock Up (Est. week of November 14, 2016)
• Consultant shall provide a full mock up demonstration to City staff, with the City’s
equipment, demonstrating full compliance with the requirements and functionality
listed above at its Salt Lake City facility.
Completion of Mock Up and System Check (Mock Up November 29, 2016)
Installation and Substantial Completion
• December 6th, 2016 - begin installation of Chamber Room
• December 12th , 2016 – finish installation of Chamber Room. Room must be fully
operational, functional and ready for training.
• December 13th , 2016 – training for City Staff. Including, IT Staff, City Council,
Mayor, and City Clerk. Training will be needed for the Planning & Zoning
Commission by December 15, 2016
Completion of Council Chambers
After the Council Chambers system is installed the installation team will move onto the
conference rooms.
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 19 of 22
Project 10685
• December 14th , 2016 – begin installation for Conference Rooms A & B,
Community Development 12, and Council Meeting Room
• December 21, 2016 – Complete installation and training for the overall project
• December 20 or 21, 2016 – training on the Streaming system
• December 21, 2016 - Completion of Training and Additional Training and Close
Outs
Consultant will focus on training staff on use of entire system. Multiple trainings should
be conducted for different types of users (Clerk, Staff, Council Members, IT Staff)
VLCM will deliver all as-built’s, programming (locked for 1 year until labor warranty
expires), and training material
Delivery of Close Out Documents
On-Going support
VLCM anticipates that there will be ongoing support and programming changes once
the system is in use. These requests will be handled at that time.
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 20 of 22
Project 10685
Exhibit B
MILESTONE / PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed
$299,632.93.
MILESTONE DATES/SCHEDULE
Milestone 1 Order all equipment October 26, 2016
Milestone 2 Completion of Mock Up
and System Check November 29, 2016
Milestone 3 Complete installation of
Chamber Room December 12, 2016
Milestone 4 Substantial Completion December 21, 2016
Milestone 5 Completion of Training
for all equipment/systems December 21, 2016
Milestone 6 As Builts & Programming January 16, 2016
Milestone 7 Final Acceptance January 20, 2016
PRICING SCHEDULE
Contract includes furnishing all labor, materials, equipment, and incidentals as required for the
CITY OF MERIDIAN CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT per RFP
CW-1634-10685
NOT TO EXCEED CONTRACT TOTAL………………….. $299,632.93
Contract is a not to exceed amount. Line item pricing below will be used for invoice verification and any
additional increases or decreases in work requested by city. The City will pay the consultant based on
actual quantities of each item of work in accordance with the contract documents.
Contract Pricing Schedule
Item No. Description Quantity Unit Unit Price
75 inch Pro Bravia 4K Display Android w/ RS232/IP
Control 4 $15,461.60
65 inch diag 4K/UHD Pro Bravia SMART
Display/WiFi/RS232 1 $1,816.63
HP EliteDesk Mini desktop 10 $8,050.00
Apple iPad Air 2 64GB 2 $998.00
Base Charger 2 $398.00
iPad Sleeve 2 $298.00
RF Modulator 1 $120.00
iMac 1 $1,299.00
Ceiling View Document Camera 1 $4,767.00
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 21 of 22
Project 10685
8" Mounting Plate 2 $96.26
8-10' Adjustable ext. Column 2 $306.31
Large Universal Fusion Tilt Wall Mount 1 $253.57
FUSION™ Large Single Pole Flat Panel Ceiling
Mounts 2 $500.93
Large Flat Panel Swing Arm Wall Display Mount -
37" Extension 2 $1,222.56
Wall Plate 4K DigitalMedia 8G+® Transmitter 100,
White Textured 5 $1,785.00
Wall Plate DigitalMedia 8G+® Transmitter 200,
White Textured 4 $2,856.00
Crestron® Certified HDMI® Interface Cable, 6 ft 16 $408.00
Crestron® Certified Computer VGA Interface Cable
w/Audio, 6 ft 3 $61.20
4K DigitalMedia 8G+® Receiver & Room
Controller w/Scaler 21 $19,278.00
Crestron® Certified HDMI® Interface Cable, 3 ft 28 $571.20
Digital Graphics Engine 100 14 $14,280.00
22” HD Touch Screen Display, Black 15 $4,842.00
3x210W Commercial Power Amplifier, 4/8 ohm or
70/100V 2 $1,581.00
Saros® 8” 2-Way In-Ceiling Speaker, White
Textured, Single (must be ordered in multiples of 2) 30 $4,590.00
Safety Tether/Tie Down Kits, 10 Sets 3 $229.50
Denon Network SD and USB Recorder 1 $718.80
Media Presentation Audio Amplifier, 70 Volt 2 $561.00
10.1” Touch Screen, Black Smooth 5 $6,120.00
3-Series Control System® 1 $2,640.00
16-Port Managed PoE Switch 1 $1,351.50
HDBaseT® Certified 4K DigitalMedia 8G+® Input
Card for DM® Switchers 9 $5,967.00
4K HDMI® Input Card for DM® Switchers 8 $4,080.00
4K HDMI® Input Card w/Downmixing for DM®
Switchers 1 $612.00
32x32 DigitalMediaTM Switcher 1 $8,772.00
2-Channel HDBaseT® Certified 4K DigitalMedia
8G+® Output Card for DM® Switchers 12 $10,396.80
Streaming Output Card for DM® Switchers 1 $1,530.00
2-Channel 4K Scaling HDMI® Output Card for DM®
Switchers 2 $1,836.00
DigitalMedia 8G™ Cable, plenum, 1000 ft
spool 8 $4,896.00
Connectors for DM-CBL-8G DigitalMedia 8G™
Cable, 100-Pack 1 $255.00
RoboShot 30 HDMI PTZ 4 $9,445.80
DGE-200 3 $5,760.00
Assisted Listening system 1 $10,733.78
Precision Camera Controller 1 $1,834.35
OneLink HDMI for RoboShot HDMI Camera 4 $5,401.20
CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT page 22 of 22
Project 10685
Cardioid Condenser Gooseneck Microphone (18"
long) 2 $554.40
MicroLine® Condenser Gooseneck Microphone (18"
Long) 15 $4,158.00
Microphone Desk Stand with Switch 15 $2,960.10
8-Channel Executive HD™ System, w/o mics 2 $10,012.66
Omnidirectional Tabletop HD™ Mic, RF-Armor™ 16 $5,372.93
revoCARE Gold 3 Year for Executive HD™ 8-Channel
System includes coverage for up to 8 HD™ mics 2 $2,752.22
EDGE DSP frame with 4 I/O expander card slots,
64x64 Dante 4 $9,595.20
4 Channel AEC Input Card Analog input expander
with AEC 10 $6,228.00
4 Channel Digital Output Card Digital output
expander 4 $1,291.20
2 Line VoIP Interface Card 1 $286.80
12 Input Dante Expander 1 $1,618.80
4 Post Rack Kit with Wire Management 1 $4,200.00
Premium Series UPS Rackmount Power, 8 Outlet,
2150VA/1650W, Web Enabled 1 $1,213.20
Premium Series UPS Extended Run Time Battery
Pack 2 $1,135.20
Pearl Video Streaming System 2 $10,725.00
Handheld Wireless System PL22 in case 4 $976.80
Lapel Wireless System PL22 in case 2 $488.40
Pelican Case for Mobile System 1 $180.00
RMC3 Control System 1 $600.00
HDMI+VGA transmitter 1 $780.00
4x1 Portable Microphone Mixer 1 $166.80
Travel, Additional Cabling Hardware 1 $18,176.24
Installation Labor 1 $46,180.00
Place holder for Temporary Recording Equip 1 $1,000.00
City Of U€ridiaD
Detaj.led Statements of Revenues and bq)enditures - Rev and Exp Report - Kej,th - Unposted Transactions Included Io
Report
1950 - Ctty Ea11
55 - crDltal Prol.ct8
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Budget with Culren! Year
Ac!ua1
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TOTA! EXPEN'DITURES 455 140 ..14 0.00 455 L40.44 100.00t
Date: t0/2o/L6 02,11: ss PM
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IDSOS Viewing Business Entity
Annual Reports:
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VALCOM SALT LAKE CrTY, LC
3520 S 300 W
SALT LAKE CITY, UT 84115
Type of Businesss L]MITED LIABILITY COMPANY
Statuss EXISTING
State of Origin: UTAH
Date of 29 l"1ar 2006
Origination/Authorization:
Current Registered Agent: NICK BELL
8699 W LILLYWOOD ST
BOISE, ID 83709
File Number: w 49067
Date of Last Annual Report: 21 Jan 2016
Annual Report Due: Mar 2Ol7
Original Filing:
Filed 29 Mar 20O6 FOREIGN
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ANNUAL
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https://www.accessidaho.org/publ iclsos/corp/W49067.html t0/2012016
City of Meridian
RFQ NAME: CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT
RFQ NUMBER: CH -1634-10685
Rater
Criteria
Adherence to the RFP 5 4.28 3.47 4.38 4.06
Project Approach - Conformance of the
specifications / scope of the project and
an understanding of the project 45 36.44 32.34 39.69 39.38
objectives; the ability to provide a
solution to meet or exceed the
objectives
c) Past work experience and
references on a similar type project and
the demonstrated competence in the
performance of the type of work to be 25 18.44 17.97 22.69 22.23
provided (the nature, quality, and
relevance of similar completed work),
including subcontractors
Past support experience and
references of quality support and ability
to provide timely on-site service calls 25 14.59 15.91 21.25 23.04
and resolution. The nature, quality, and
relevance of similar support provided
Cost 15 15.00 8.65 8.09 11.59
Totals
Possible
88.75
78.34
100.30
VENDOR
I Points
AATronics
MarshCreek
Neurilink
VLCM
Rater
Criteria
Adherence to the RFP 5 4.28 3.47 4.38 4.06
Project Approach - Conformance of the
specifications / scope of the project and
an understanding of the project 45 36.44 32.34 39.69 39.38
objectives; the ability to provide a
solution to meet or exceed the
objectives
c) Past work experience and
references on a similar type project and
the demonstrated competence in the
performance of the type of work to be 25 18.44 17.97 22.69 22.23
provided (the nature, quality, and
relevance of similar completed work),
including subcontractors
Past support experience and
references of quality support and ability
to provide timely on-site service calls 25 14.59 15.91 21.25 23.04
and resolution. The nature, quality, and
relevance of similar support provided
Cost 15 15.00 8.65 8.09 11.59
Totals
115
88.75
78.34
100.30
Selection
1
3
4
1
VLCM
4.06
39.38
22.23
23.04
11.59
100.30
1
�EIDIAN,F-
�J
PURCHASING DEPARTMENT
33 East Broadway Ave., Ste 106
Meridian, ID 83642
Phone: (208) 489-0416
Fax: (208) 887-4813
REQUEST FOR PROPOSALS
PROJECT NO. CH -1634-10685
CONTRACT SPECIFICATIONS FOR:
CITY OF MERIDIAN CITY COUNCIL CHAMBERS
TECHNOLOGY REPLACEMENT
PROPOSALS MUST BE RECEIVED PRIOR TO 4:00 P.M.
July 8, 2016
DELIVER TO: CITY OF MERIDIAN, PURCHASING DEPARTMENT
33 EAST BROADWAY AVENUE, STE 106
MERIDIAN, ID 83642
Pre -Proposal Conference June 23, 2016 10:00 A.M.
MANDATORY [ ] YES 33 E. Broadway
[X]NO Meridian, ID 83642
Prepared by: KEITH WATTS
NAME AND ADDRESS OF VENDOR SUBMITTING PROPOSAL
Name: Date:
Address:
City: State: Zip:
Email:
PROJECT # CH -1634-10685
TABLE OF CONTENTS
PAGE
Cover Sheet/Table of Contents........................................................................................2
I. Notice Calling for Proposals......................................................................................3
II. Instructions to Respondents.......................................................................................8
III. Proposal Documents..................................................................................................12
A. Proposal Form.............................................................................................12
B. Respondents Experience Statement .......
Exhibit A (Specifications/Scope of Work ...................
Exhibit B (List of Sub -Contractors) ............................
...............................................15
...............................................17
...............................................18
Attachment A (Sample Agreement).................................................................................26
2 of 39
PART I
NOTICE CALLING FOR PROPOSALS
PURPOSE
The City of Meridian is soliciting proposals from respondents to provide solutions to upgrade the
audio and video equipment in the City Council Chambers and auxiliary rooms located at 33 E.
Broadway Avenue, Meridian, Idaho.
SCOPE OF WORK
Contained within the Specifications / Scope of Work "Exhibit B" are specific objectives which
will be required of the awarded respondent. The City of Meridian shall retain the ability to
revise this scope as necessary.
PRESENTATIONS
Those respondents which are determined to be best qualified to undertake the services required
under this Request for Proposals may be invited to make a presentation to the City. Short listed
respondents are required to provide City of Meridian Staff a tour and demonstration of a facility
contractor has recently installed similar equipment (list facility description of installation).
Further information may be provided to the prospective respondents after the initial selection.
The presentation shall allow time for questions and answers by City Staff to the presenter
SUBMITTAL REQUIREMENTS
One (1) original, nine (9) copies, and one (1) electronic copy of the respondents sealed proposal
will be received by the City on July 8, 2016 until 4:00 p.m., MT at the office of the Purchasing
Agent, City of Meridian, 33 East Broadway Avenue, Ste. 106, Meridian, Idaho 83642.
The Proposal must contain, but is not limited to the following information:
1. Completed proposal form submitted on PART III - A PROPOSAL FORM.
2. A summary of the respondents experience with projects similar to the types of work
stated in this Request for Proposals, submitted on PART III - B, RESPONDENT'S
EXPERIENCE STATEMENT.
3. Project Approach (approach to entire project start to close-out)
4. Itemized List of Equipment
5. Design of all rooms
6. Design of the system
7. Detailed project timeline and Schedule of Work from the date the RFP is issued. The
Schedule of Work must include operational continuity, proposed downtimes of each
room, equipment delivery, installation, and deployment.
8. List of Subcontractors
3 of 39
9. Experience Statement
10. Any additional information which the respondent deems appropriate.
11. Total proposed cost of respondent's services in response to and in compliance of this
Request for Proposal's. (COST SECTION SHALL BE PROVIDED IN A
SEPARATE SEALED ENVELOPE MARKED "COST PROPOSAL"). Proposal
costs shall be detailed and are to include all labor, material, travel, related expenses,
equipment, etc. ALL COSTS MUST BE ITEMIZED.
4 of 39
GENERAL TERMS AND CONDITIONS
Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the
person signing the Proposal.
If required, before award or execution of the contract by the City, the Contractor shall file with
the City a surety bond satisfactory to the City in the amounts and for the purpose noted. Bonds
shall be duly executed by a responsible corporate surety, authorized to issue such bonds in Idaho
and secured thorough an authorized agent with an office in Idaho. Contractor shall pay all bond
premiums, costs and incidentals.
The City reserves the right to waive any informalities or minor irregularities in connection with
the Proposals received.
All provisions of the City code are applicable to any Proposal submitted or contract awarded
pursuant thereto.
Within sixty (60) days after the Proposal opening, a contract may be awarded by the City to the
highest ranked responsive and responsible Proposer, subject to the right of the City to reject all
Proposals, as it may deem proper in its absolute discretion. The time for awarding a contract
may be extended at the sole discretion of the City if required to evaluate Proposals or for such
other purposes as the City may determine, unless the Proposer objects to such extension in
writing with his Proposal.
The City of Meridian does not discriminate on the basis of race, religion, sex, national origin,
marital status, age, physical handicap, ownership by women or minorities or sexual orientation.
FORM CONTRACT
Exceptions and Alternatives: The Sample Contract attached to this Request for Proposals
("RFP") and, by this reference, made a part hereof, contains the terms and conditions that apply
to the performance of this work. If the bidder suggests alternatives or states exceptions to any
term or condition in the Agreement, or to any provision of the RFP, such alternative or exception
shall be clearly stated and identified in the submitted proposal. Any alternative must satisfy all
minimum qualifications specified in the RFP. The City expressly reserves the right, in its sole
discretion, to (1) reject a proposal containing any exception or alternatives as non -conforming, or
(2) accept any proposal alternative or exception and to award a contract based there on if
determination to be in the best interest of the City. If no alternative or exceptions are noted,
submission of a proposal shall be the proposer's acceptance of the Contract as included in this
RFP. The successful proposer will be expected to sign the Contract upon award of the bid.
EXAMINATION OF CONTRACT DOCUMENTS
The Proposal's shall carefully examine the specifications, and satisfy themselves as to their
sufficiency, and shall not at any time after submission of the Proposal, dispute such
specifications and the directions explaining or interpreting them.
5 of 39
AWARD
The City of Meridian reserves the right to make an award on any item, group of items in the
aggregate to that/those highest ranked responsive and responsible contractor (s) whose
Proposal (s) is/are most responsive to the needs of the City.
Within five (5) days of receipt of a Notice -To -Proceed, the successful Contractor must
order all equipment and supply the City with proof that all equipment orders have been
placed.
The City of Meridian reserves the right to purchase equipment listed at its discretion
EVALUATION (Inspection)
Equipment and goods will be inspected before acceptance by an authorized representative
of the City of Meridian for workmanship, appearance, proper functioning of all equipment
and systems, and conformance to all other requirements of the specifications. If
deficiencies are found, it shall be the responsibility of the contractor to replace for
reinspection and acceptance. Payment will not be made until corrective action has been
made and City Acceptance has been obtained.
BRAND NAME
Brand names and numbers, when used, are for reference to indicate the character
And quality desired. Contractors may offer comparable "EQUAL" products unless
expressly prohibited herein. If necessary, the burden of proof and cost on analysis to
determine equality shall be that of the Contractor. If proposing an "EQUAL", please state
name of manufacturer, model, and part number, if applicable, and enclose descriptive
literature.
PURCHASE AGREEMENT DOCUMENTS
A copy of the Notice Inviting Proposals, General Conditions and Instructions to Proposal's,
Special Conditions, Additional Terms and Conditions, Specifications, Plans and / or
Drawings, Proposal's Submittal, and any other related documents will remain on file in the
office of the City Purchasing Agent. It is understood that these documents will form the
basis of the purchase agreement upon award of the contract. All materials or services
supplied by the Contractor shall be in conformance with all the specifications contained
herein and shall be in compliance with any applicable Local, State, and Federal Laws and
regulations.
6 of 39
CITY'S REPRESENTATIVES
Purchasing Representative
Keith Watts, Purchasing Manager
33 East Broadway
Meridian, ID 83642
(208) 888-4433
Fax (208) 887-4813
kwatts(a meridiancity.or:�
Technical Representative
David Tiede, CIO
33 East Broadway
Meridian, ID 83642
(208) 489-0496
Fax (208) 489-0496
dtiede «hneridiancity.org
Any and all explanations desired by a respondent regarding the meaning or interpretation
of this Request for Proposals or any part thereof must be requested in writing and
directed to the person named as the Purchasing Representative and in accordance with
section 1 "EXPLANATIONS TO RESPONDENTS". Violation(s) may be caused for
rejection of the proposal.
Dated: &/ Cl / 1
CITY OF MERIDIAN
Ke' atts, Purchasing Manager
7 of 39
PART II
INSTRUCTIONS TO RESPONDENTS
1. EXPLANATIONS TO RESPONDENTS
There are thirty-nine (39) total pages in this Request for Proposals. It is the respondent's
responsibility to ensure that all pages are included. If any pages are missing, immediately
request a copy of the missing page (s) by e -mailing your request to Keith Watts,
Purchasing Manager at kwattsOmmeridiancit�org, RFP Project # CH -1634-10685
Any explanation desired by a respondent regarding the meaning or interpretation of the
Request for Proposals, or any part thereof, must be requested in writing (via fax or e-
mail) and with sufficient time allowed for a reply to reach respondent before the
submission of their proposal. Any Request of a technical nature should be sent to BOTH
the Purchasing Representative and Technical Representative. Any interpretation made
will be in the fonn of an addendum to the Request for Proposals, issued by the
Purchasing Agent, and will be furnished to all prospective respondents of record. Oral
explanations or instructions given before proposal opening will not be binding.
2. CONDITIONS AFFECTING THE WORK
Before submitting a proposal, each respondent must (1) examine the Request for
Proposals documents thoroughly, (2) visit the site to familiarize himself/herself with local
conditions that may, in any manner, affect cost, progress or performance of the work, (3)
familiarize himself/herself with Federal, State and Local laws, ordinances, rules and
regulations that may, in any manner, affect cost, progress or performance of the work;
and (4) study and carefully correlate respondent's observations with the Request for
Proposal's. Failure to do so will not relieve respondent from responsibility for estimating
properly the difficulty or cost of successfully performing the work. The City will assume
no responsibility for any understanding or representations concerning conditions made by
any of its officers or agents prior to the execution of the contract, unless included in the
Request for Proposal's, or any addendum.
3. SUBMISSION OF PROPOSALS
Interested firms shall submit one (1) original, nine (9) copies, and one (1) electronic copy
of their response in Accordance with this Request for Proposals and must be sealed and
addressed as directed below. Failure to do so may result in a premature opening of, or a
failure to open, such proposals. Such premature or late opening, or failure to open, may
result in disqualification of the proposal. The outside of the envelope must bear the
notation:
F-11 on
PROJECT # CH -1634-10685
City of Meridian City Council Chambers Technology Replacement
JULY 8, 2016 4:00 P.M.
The envelope must be addressed and delivered to: City of Meridian, Purchasing Department, 33 East
Broadway Avenue, Ste. 106, Meridian, Idaho 83642.
4. LATE PROPOSALS AND MODIFICATIONS
Proposals and modifications thereof received after the exact time of closing of
proposals which is 4:00 p.m. MT, JULY 8, 2016 will not be considered.
5. WITHDRAWAL OF PROPOSALS
Unless otherwise specified, proposals may be withdrawn by written request
received from respondent prior to the time set for closing of proposals.
6. PROPOSAL REQUIREMENTS
To receive consideration, the proposal must comply with the following additional
requirements:
a. The proposal and all other documents or material submitted will be
deemed to constitute part of the proposal.
b. Proposals must be valid for a period of sixty (60) calendar days from the
date of opening.
7. INTENT OF THE CITY
The objective of this Request for Proposals is to provide sufficient information to enable
qualified respondents to submit written proposals. This Request for Proposals is not a
contractual offer or commitment to purchase services. Contents of this Request for
Proposals and respondent's proposal will be used for establishment of final contractual
obligation. It is to be understood that this Request for Proposals and the respondent's
proposal may be attached or included by reference in an agreement between the City and
successful respondent.
9 of 39
8. BASIS FOR SELECTION
This Request for Proposals will be evaluated utilizing the criteria listed below. History
from the current and previous projects and customers of the respondent may be used to
evaluate some of the criteria.
a) Adherence to the RFP (5 points)
b) Project Approach - Conformance of the specifications / scope of the project and an
understanding of the project objectives; the ability to provide a solution to meet or
exceed the objectives (45 points)
c) Past work experience and references on a similar type project and the demonstrated
competence in the performance of the type of work to be provided (the nature,
quality, and relevance of similar completed work), including subcontractors ( 25
Points)
d) Past support experience and references of quality support and ability to provide
timely on-site service calls and resolution. The nature, quality, and relevance of
similar support provided (25 points)
e) Cost (15 points)
The City reserves the right to reject any or all proposals, to make an award on the basis of
suitability to purpose or superior quality, to accept other than lowest proposal or any
other criteria the City believes to be in the best interest of the City.
After the City has identified the proposal with the best value for the City, the City shall
have the right to negotiate with the respondent over the final terms and conditions of the
contract. These negotiations may include bargaining. The primary objective of the
negotiations is to maximize the City's ability to obtain best value, based on the
requirement and the evaluation factors set forth in the Request for Proposals. If an
agreement cannot be reached, the negotiation will be terminated and similar negotiations
will occur with the second ranked firm.
9. REQUIRED INSURANCE
Insurance requirements are listed in Section 3 of the attached sample Agreement
(Attachment A).
10. CONTRACT COMPLETION DATE
The successful respondent shall be required to (a) sign a City contract (b) commence on
site work under the contract within forty five (45) calendar days after the date the
successful respondent receives the Notice to Proceed, (c) perform the work diligently,
and (d) complete the work by the completion date negotiated.
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11. PUBLIC RECORDS
The City of Meridian is a public agency. All documents in its possession are public
records. Proposals are public records and, except as noted below, will be available for
inspection and copying by any person. If any Proposer claims any material to be exempt
from disclosure under the Idaho Public Records Law, the Proposer will expressly agree to
defend, indemnify and hold harmless the City from any claim or suit arising from the
City's refusal to disclose any such material. No such claim of exemption will be valid or
effective without such express agreement. The City will take reasonable efforts to protect
any information marked "confidential" by the Proposer, to the extent permitted by the
Idaho Public Records Law. Confidential information must be submitted in a separate
envelope, sealed and marked "Confidential Information" and will be returned to the
Proposer upon request after the award of the contract. It is understood, however, that the
City will have no liability for disclosure of such information. Any proprietary or
otherwise sensitive information contained in or with any Proposal is subject to potential
disclosure.
12. PROPOSED SCHEDULE
Issue the Request for Qualifications
Pre -Proposal Conference
(10:00—12:00am)
Addendum Issued (if needed)
Receive Qualifications
Selection
Award of Contract
Notice To Proceed
Begin On -Site Work
Substantial Completion
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June 10, 2016
June 23, 2016
June 28, 2016
July 8, 2016
August 16, 2016
August 23, 2016
August 24, 2016
October 10, 2016
To Be Negotiated
PART III
PROPOSAL DOCUMENTS
A - PROPOSAL FORM
In response to the Request for Proposals, the undersigned respondent hereby proposes to furnish
labor, material, travel, professional services, permits, supervision, equipment and equipment
rental and all related expenses, and to perform all work necessary and required to complete the
following project in strict accordance with the terms of this Request for Proposals and the final
contract:
PROJECT # CH -1634-10685
CITY OF MERIDIAN CITY COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT
Respondent certifies that he/she has examined and is fully familiar with all of the provisions of
the Request for proposals and any addendum thereto; that he/she is submitting a proposal in strict
accordance with the Instructions to Respondents; and that he/she has carefully reviewed the
accuracy of all attachments to this proposal.
Respondent certifies that he/she has examined the proposal documents thoroughly, studied and
carefully correlated respondent's observations with the proposal documents, and all other matters
which can in any way affect the work or the cost thereof.
Respondent agrees that this proposal constitutes a firm offer to the City which cannot be
withdrawn by the respondent for sixty (60) calendar days from the date of actual opening of
proposals. If awarded the contract, respondent agrees to execute and deliver to the City within
seven (7) calendar days after receipt of City's Conditional Notice of Award, the applicable
Contract form, insurance certificates and bonds (if required).
Attached is the Respondent's Experience Statement (Part III, B) which has been completed by
respondent and made a part of this proposal.
Respondent also acknowledges receipt of the following addendum to the Request for Proposals
which addendum have been considered by respondent in submitting this proposal (if none, state
"NONE"):
Addendum No. 1 Addendum No. 2
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Respondent certifies that he is currently registered as a Contractor and licensed as a Public
Works Contractor in the State of Idaho. State N/A if not applicable.
Idaho Contractor Registration No.
N A if not applicable
Idaho Public Works Contractor License No.
N A if not applicable
Submitted by,
RESPONDENT'S BUSINESS NAME (type or print)
By:
(signature in ink)
Date:
Name:
Title:
RESPONDENT'S BUSINESS ADDRESS/PHONE/FAX/E-MAIL
(PH)
(FAX)
Note: If respondent is a corporation, give State of incorporation; if a partnership or joint
venture, give full names of all partners or joint venturers.
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DECLARATION UNDER PENALTY OF PERJURY
The undersigned declares: that he/she holds the position indicating below as a corporate. Officer
or the owner or a partner in the business entity submitting this Proposal; that the undersigned is
informed of all relevant facts surrounding the preparation and submission of this Proposal, that
the undersigned knows and represents and warrants to the City of Meridian that this Proposal is
prepared and submitted without collusion with any other person, business entity, or corporation
with any interest in this Proposal.
I declare under penalty of perjury that the foregoing is true and correct.
CONTRACTOR/FIRM:
BY:
TITLE:
ADDRESS:
DATE:
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PART III
PROPOSAL DOCUMENTS
B -RESPONDENT'S EXPERIENCE STATEMENT
(attach additional sheets if necessary)
The respondent submits as a part of its proposal, the following information as to its experience
and qualifications:
a) The respondent has been engaged in this business under its present business name for
years.
b) Experience in work of a nature similar in type and magnitude to that set forth in the
request for proposal extends over a period of years.
c) The respondent has satisfactorily completed all contracts awarded to it, except as follows:
(name any and all exceptions and reasons therefore).
d) List technology used to complete project(s) of a similar type and similar size.
e) Provide a Service Level Agreement - including priorities with response times and
resolution times, hours of general availability, after-hours availability, and associated
rates.
f) Provide method for contacting support and how these requests will be handled.
g) Provide respondents customer satisfaction rating.
h) List five references for projects of similar type work and magnitude and list five
completed projects with ongoing support as set forth in this Request for Proposals.
Please include a sheet with all contact information and details of the project on a separate
sheet.
OWNER YEAR TYPE OF CONTRACT
COMPLETED WORK AMOUNT
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I certify that the above information is true and correct to the best of my knowledge.
Signed this day of at
(date) (month) (year) (city, state)
NAME OF RESPONDENT:
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(title)
EXHIBIT A
LIST OF SUBCONTRACTORS
Requirements
In the event that the general contractor intends to self -perform the plumbing, HVAC
or electrical work, the general contractor must be properly licensed by the state of
Idaho to perform such work.
The general contractor shall demonstrate compliance with this requirement by
listing their valid contractor's license number for the plumbing HVAC or electrical
work to be self -performed by the general contractor on the bid form
Subcontractors
As required by Idaho Codes 54-1902 and 67-2310 the following list includes the
names, addresses, Idaho Public Works License number and the percentage of
project in dollars for all Subcontractors. Failure to name subcontractor (if used) for
plumbing, heating, air-conditioning and electrical as required by said section 67-
2310 will render any bid submitted by a general Contractor unresponsive and void.
Public Works and Trade license numbers MUST be provided
(Only list subcontractors or self when trade is required for project, please use N/A if
trade is not required for this project).
ESTIMATED
NAME OF SUB- PW PERCENTAGE OF
CONTRACTOR TRADE CONTRACTORS CONTRACT/PROJECT
LICENSE# PRICE
COMPLETE AND RETURN THIS PAGE WITH BID
IF NOT APPLICABLE WRITE N/A AND RETURN WITH BID
COUNCIL CHAMBERS TECHNOLOGY REPLACEMENT
RFP NUMBER PW -1634-10685
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PART IV
EXHIBIT B
SPECIFICATIONS / SCOPE OF WORK
The City of Meridian is seeking to update existing audio/video equipment in the City Council
Chambers and auxiliary rooms and is issuing this Request for Proposal (RFP) to outline their
requirements and to offer interested vendors and opportunity to respond.
The City of Meridian seeks a solution to improve communication during Public Hearings and
Meetings to citizens, Mayor, City Council, Commissions, and City Staff. To meet this objective,
the solution shall have capabilities for streaming, quality viewing visibility, and quality audio
performance. Proposers (vendors, systems integrators, and resellers) interested in responding to
this RFP are required to submit a proposal for a solution, which satisfies all requirements of the
RFP. Incomplete responses, or responses satisfying only a portion of the requirements of the
RFP, may be rejected.
BACKGROUND
The technology currently installed and used in the City Council Chambers and auxiliary rooms
was installed in 2008 with construction of the building. The equipment is outdated and has the
potential for failure. In addition, the equipment is challenging to use and causes interruptions
during hearings and meetings.
A team of IT Staff and City Staff from several City Departments held meetings spanning a few
months and identified the issues and challenges with the current technology. In addition to the
meetings, City Staff toured several Government facilities to view newer technology installed in
their meetings rooms.
EQUIPMENT TO BE REMOVED / REPLACED
Included below is a list of equipment in the City Council Chambers and the auxiliary rooms.
This list of equipment must be removed from City Hall and disposed of accordingly:
• Cameras for streaming (does not include the two (2) security cameras)
• Microphones, including the microphone located at the podium
• Wireless microphones
• Speakers, Chambers
• Tricaster
• Three (3) TV monitors, Chambers. The latest model TV shall be removed, but remain on-
site and left with the IT Department
• Thin Client computers, Chambers
• Computer monitors, Chambers (dais and Staff tables)
• Two (2) TV monitor, Conference Room A and B
• One (1) TV monitor, City Hall Lobby
• Staff table control panel
• Obsolete equipment at the Staff Table
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• Elmo located at the Staff table
• All abandoned wiring and cabling must be removed from the rooms and closets
• All equipment located within the rack. If desired, the existing rack may be reused
• Smartboard located at the Podium
• Light located at the Podium
• Elmo located at the Podium
• Production room computer
• Control (wall) panels: City Council Chamber, Council Meeting Room and Conference
Rooms A and B
• Presentation timer
• Remove rack located in the closet in Conference Room B
• Assisted listening panels on either side of the City Council Chambers
DETAILED REQUIREMENTS
Included below is a high-level description of requirements that need to be accounted for within
the design. These are minimum requirements and the City of Meridian is open to any additional
features or enhancements available.
All electrical work, materials and incidentals required for these updates to function will be
included in the cost of the upgrades. No additional payment will be made for modifications or
additions to the existing electrical supply and system, including but not limited to outlets, cables,
wiring and data lines. It is the responsibility of the Contractor to verify existing electrical
conditions.
The requirements in this RFP must be addressed on an individual and
detailed basis. Specifically, address how each requirement will be satisfied in
your response. Contractor(s) proposal must include all mounting and installation
& wiring of all proposed equipment offered.
Any proposed equipment must be latest model equipment that is easy -to use and provide
quality output during hearings and meetings in the Chambers. All equipment must be
mounted and installed. All equipment must be connected to existing and new electrical
wiring or component cabling. All equipment shall be fully functional at the time of testing
and installation.
MAIN SYSTEM
The existing system in the City Council Chambers must be replaced and the following
functionality is required:
• Relocate or replace the existing rack located in the closet on the north side of the room to
a storage closet on the south side of the room. This requirement must include all
associated wiring for the equipment, including electrical
• Functionality as a single -source for all audio and video, including but not limited to,
streaming, monitors, recording, and audience viewing monitors
• Functionality of redundancy within the system to continue operation of components in
case of a failure of other components
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• Functionality to revert to default system settings after each use
• Proposed solution shall be certified by the manufacturer of the equipment
• Functionality to inject streaming feed into TV cabling system
• Functionality to plug into the existing VoIP phone system for the purpose of participating
in a meeting or taking testimony over the phone and the functionality for video
chat/conferencing system in the future
• Access to our programming
• Ability to program software to meet our needs
STREAMING
The streaming functions currently used must be updated and the following functionality is
required:
• Replace the audio / video production system
• Intuitive process for streaming for users of all levels
• Intuitive record/stream function (button) for all user levels. Functionality must have the
ability to record video and audio (locally) at all times
• Ability to define naming convention and save location for saved files; able to save to a
network resource.
• Functionality must include camera functions, including but not limited to, wide angle
shot, panning, tilting, and zooming
• Functionality to control streaming from multiple locations, including, Clerks and Staff
Table, and not just within the Green Room
• Functionality for persons at the Staff Table to display presentation during stream a
function to verify the stream is functioning
• Functionality to view the presenter and content simultaneously; ability to display
documents electronically captured during streaming
• Functionality to stream during Roundtable setting meetings
• Video stream that is using the RTMP or RTSP protocol to carry an encoded H.264 video
stream to our system
• Functionality shall include a way to delete recordings when streaming is complete
• Functionality to end recording when audio stops. This could include a timer function
setting with auto detection
• Functionality to broadcast Closed Captioning during streaming. It is desired to have an
option for this to be an automated function
• Functionality to support picture in picture
• Functionality to stream audio and video over the Internet
• Functionality to troubleshoot streaming issues remotely
• Functionality to remotely record and stream meetings off-site, including, capturing audio
and video.
CONTROL PANELS
The existing control panels for the Clerk and Staff Table must be replaced and the following
functionality is required:
• Functionality to control all functions in the Chambers and Green Room, including but not
limited to, presentations, audio, video, cameras, streaming, recording, and volume
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• Provide two (2) mobile controls panels to
panels must have docking stations
• Programed with predetermined settings
functionality in the City Council Chamber.
CLERK
be used within City Hall. The mobile control
for audio, video, recording, and all other
The Clerk position on the dais must be reconfigured and the following functions are required:
• Ability to capture documents to the Clerk's computer for electronic record retention and
return documents to the presenter. The solution must include auto -focus to capture clear
images
• Increased functionality of controls for Clerk (see CONTROLS PANELS above)
• Ability to record audio for records from the Clerk PC
• Redesigned monitor layout with the possibility of mobility
STAFF TABLE
The existing Staff table on the south side of the room must be reconfigured and the following
functionality is required:
• Functionality to have multiple presentations in process without interference and still use
computer during presentation. This must include access to the Staff workstation during
presentations
• Reconfigure computer components located below the table and remove obsolete
equipment. Relocate the rack so the rack is accessible to Staff, but will not interfere with
Staff seating
AUDIENCE VIEWING
The existing audience viewing structure must be reconfigured and the following functionality is
required:
• Multiple ceiling mounted monitors that can be viewed from anywhere in the room
• Monitors cannot block the view of the dais or the persons sitting at the dais
• Functionality for audience to view Closed Captioning. It is desired to have an automated
system for this function.
PODIUM
The existing podium is satisfactory and must remain. The following functionality is required at
the podium:
• Functionality to present electronically and is intuitive to operate
• Functionality for presenter to interact with City Council and City Staff
• Functionality for annotation and zooming by the presenter during presentation
• A timer showing the presenter time allowed and time remaining. The controls of the
timer must be operated by the Clerk
• Existing light at the podium must be removed
• Existing ELMO at the podium must be removed
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• Functionality to capture data at the podium used by the presenter. The Clerks must have
functionality at their station to save the captured data to the Clerks computer. The
solution must include auto -focus to capture clear images
• Multiple connectivity options for presentation devices, including but not limited to, VGA,
DVI, HDMI, mini-HDMI, USB, and Tablets
• Need physical space to add an additional device, including but not limited to, laptop,
tablet, or similar devices
CAMERAS
The existing cameras in the City Council Chambers must be replaced and the following
functionality is required:
• With at least 1080p capability
• Must provide full coverage of the City Council Chambers, and PTZ functions including
the ability to capture various areas of the Chamber for a roundtable meeting setting
• It is desired to have functionality to switch camera view based on microphone input
AUDIO
The existing audio in the City Council Chambers must be replaced and the following
functionality is required:
• Functionality to provide optimal audio quality during meetings, recording, streaming, and
video playback
• Speakers shall provide no feedback during use or recordings
• Functionality for optimal audio volume for various inputs or the functionality to auto
adjust accordingly
• Functionality to have audio backup for Clerks and Stenographer in case of an outage
MICROPHONES
The existing microphones in the City Council Chambers must be replaced and the following
functionality is required:
• Functionality to mute each microphone; from controls of the Clerk and from individual
user
• Microphones must have visible light(s) to show when the microphones are active or
inactive
• Microphones shall provide no feedback during use or recordings
• Microphones, exclusive of the dais, Staff seats, and podium, shall have mobility and
wireless functions to meet the needs of a roundtable meeting setting and to serve
auxiliary rooms
• Functionality to pick up presenters that have stepped away from the microphone and
from a short distance
• Functionality to pick up people seated at the dais and Staff Tables at variable distances
• Podium microphone must be adjustable or of sufficient height to capture input from
presenters of variable height
• Wireless functionality to accommodate off-site meetings
ROUNDTABLE SETTING
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The existing configuration of the Chambers does not accommodate meetings structured in a
roundtable setting and must be reconfigured. The following functionality is required:
• Functionality to record audio and video
• Functionality to present electronically
• Ability to view audience monitors in Chambers
• Functionality to conduct meetings in the center of Chambers
CITY COUNCIL SEATS
The City Council Members must have the following functionality from each seat at the dais:
• Replace existing thin client computers with another solution. The solution must have the
following specifications at a minimum: CPU: i7; RAM: 8GB DDR4; HDD: 256GB SSD
1 GBPS network adapter
• Functionality to electronically interact with presenter/audience
• Functionality for screen annotation and zooming and controlled by Clerk
• All display panels must be mounted in a manner so the views of persons seated at the dais
are visible by audience and/or presenter. Display panels must have a minimum of 22 inch
viewing area
• Functionality to switch between presentation and agenda, supplementary materials,
internet, and email
CITY COUNCIL CONFERENCE ROOM
The existing technology in the City Council Conference Room must be replaced and the
following functionality is required:
• The existing control panel needs to be replaced. The new panel must be
programmed and have full functionality upon replacement
• The control panel must have the functionality to operate the projector, screen,
speakers, and VGA
• Functionality of the installed Control Panel must integrate with the main system
• Speakers located in the room must function and must not provide any feedback
GREEN ROOM
The existing technology in the Green Room must be replaced and the following
functionality is required:
• Replace the existing MAC with a desktop solution. The proposed solution must
support Final Cut Pro
CONFERENCE ROOMS A AND B
The existing technology in Conference Rooms A and B must be replaced and the
functionality is required:
• The existing control panels need to be replaced. The new panels must be
programmed and have full functionality upon replacement
• Programed with predetermined settings for audio, video, recording, and all other
functionality in Conference Rooms A and B
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• The control panel must have the functionality to operate the projector, screen,
speakers, and VGA
• Speakers located in the rooms must function and must not provide any feedback
• The existing projector in Conference Room A must have the functionality to view
City Council and Planning Zoning Commission meetings
• Functionality for a Wireless Display Adapter
• Equipment located in Conference Rooms A and B inust integrate with the main
system
• Existing TV monitors in Conference Rooms A and B must be removed
• Ability to project to both projectors in A and B from either panel in A and B
LOBBY
The existing technology in the City Hall lobby must be replaced and the following
• Remove and replace the TV monitor in the lobby.
• TV in the lobby must have the functionality to stream audio and video for meetings
in the Chambers
• TV in the lobby must have the functionality to receive output from the Staff PC
• The speakers in the lobby must have the functionality to play audio from meetings
in the Chambers
COMMUNITY DEVELOPMENT CONFERENCE ROOM 12
Conference Room 12 in the Community Development Department is affected by the
technology replacement and the following functionality is required:
• The existing control panel needs to be replaced. The new panel must be
programmed and have full functionality upon replacement
• Functionality of the installed Control Panel must integrate with the main system
• The control panel must have the functionality to operate the existing TV
SUPPORT AND WARRANTY
Support of the equipment installed is critical to the City of Meridian and our business
operations. Quality support must be provided within a twenty-four (24) hour timeframe and
a resolution within a seventy-two (72) hour timeframe, all people providing support must
be trained and certified.
Contractor(s) must provide the City of Meridian replacement equipment during downtimes.
Any equipment needing replaced must be replaced with new equipment or repair of
existing equipment (refurbished equipment will not be accepted).
Contractors(s) must provide the City of Meridian a detailed plan of customer support and
maintenance for all equipment installed.
Warranty of hardware and contract labor must be provided with this RFP. Hardware
warranties for new or replaced equipment must be a minimum of five (5) years and contract
labor warranties must be a minimum of two (2) years. Copies of proposed warranties must
be included in this RFP.
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Contractor delivering equipment / goods against this specification shall guarantee that the
equipment / goods meet the minimum requirements set forth herein. If it is found that the
equipment / goods delivered do not meet the minimum requirements of this specification,
the Contractor will be required to correct the same at the Contractor's expense.
INTENDED FUNCTION
Any required changes to the system (hardware, software, configuration, prograiruning &
audio tuning) to comply with the intent of this RFP must be provided at no cost for one
year from the date of acceptance of the system.
ADDITONAL REQUIREMENTS
Listed below are additional technical requirements of the RFP and the following is
required:
• Contractor(s) to provide detailed plan for keeping the function of the system
operable, without disruption to weekly use, while making the required upgrades
• Provide equipment that is an easy-to-use solution. The equipment shall effectively
accommodate users of all levels
• Provide a mechanism for Citizens to sign-up electronically to speak in the City
Council Chambers. The solution shall include three mobile (3) devices and an
option to secure the devices
• Provide an uninterruptible power supply and surge protection for the equipment
located in rack and the City Council Chambers
• Provide updated equipment for the hearing impaired. All equipment provided shall
meet ADA standards
• Wall plate at Stenographer station with functionality to listen to audio with
headphones and record audio with an output
• Functionality in the same wall plate for local media to record audio
• Contractor(s) / Contractor(s) must connect all equipment to existing and new
electrical wiring or component cabling. All equipment shall be fully functional
• Contractor(s) must provide City of Meridian Staff detailed training on the entire
system and all equipment installed
• Contractor(s) must provide System Acceptance Testing upon the installation of all
equipment and components to City of Meridian Staff
• Contractor(s) must provide City of Meridian video recording training on the entire
system and equipment installed
• Contractor(s) must provide the City of Meridian a detailed maintenance agreement
for all equipment installed
• Contractor(s) must have Public Works licenses and must provide copies to the City
of Meridian per the attached sample contract.
• Contractor(s) must be insured and bonded and must provide copies to the City of
Meridian per the attached sample contract.
• Contractor(s) are responsible and required to apply for all required building permits
(these are no -fee permits), including but not limited to, electrical permits, tenant
improvement, and building permits
• Contractor must provide the City as -built drawings and schematics.
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ATTACHMENT A
SAMPLE AGREEMENT
CONTRACT FOR PUBLIC WORKS CONSTRUCTION
NAME OF PROJECT
PROJECT # 101
THIS CONTRACT FOR PUBLIC WORKS CONSTRUCTION is made this
day of , 2016, and entered into by and between the City of Meridian, a
municipal corporation organized under the laws of the State of Idaho, hereinafter
referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and
, hereinafter referred to as "CONTRACTOR", whose business
address is and whose Public Works Contractor
License # is C -
INTRODUCTION
Whereas, the City has a need for services involving NAME OF PROJECT;
and
WHEREAS, the Contractor is specially trained, experienced and
competent to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
1. Scope of Work:
a. CONTRACTOR shall perform and furnish to the City upon execution of
this Contract and receipt of the City's written notice to proceed, all services and
work, and comply in all respects, as specified in the document titled "Scope of
Work" a copy of which is attached hereto as Exhibit "A" and incorporated herein
by this reference, together with any amendments that may be agreed to in
writing by the parties.
b. All documents, drawings and written work product prepared or produced
by the Contractor under this Agreement, including without limitation electronic
data files, are the property of the Contractor; provided, however, the City shall
have the right to reproduce, publish and use all such work, or any part thereof,
in any manner and for any purposes whatsoever and to authorize others to do
so. If any such work is copyrightable, the Contractor may copyright the same,
except that, as to any work which is copyrighted by the Contractor, the City
reserves a royalty -free, non-exclusive, and irrevocable license to reproduce,
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publish and use such work, or any part thereof, and to authorize others to do so.
C. The Contractor shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable
federal, state and city laws, ordinances, regulations and resolutions. The
Contractor represents and warrants that it will perform its work in accordance
with generally accepted industry standards and practices for the profession or
professions that are used in performance of this Agreement and that are in
effect at the time of performance of this Agreement. Except for that
representation and any representations made or contained in any proposal
submitted by the Contractor and any reports or opinions prepared or issued as
part of the work performed by the Contractor under this Agreement, Contractor
makes no other warranties, either express or implied, as part of this Agreement.
d. Services and work provided by the Contractor at the City's request under
this Agreement will be performed in a timely manner in accordance with a
Schedule of Work, which the parties hereto shall agree to. The Schedule of
Work may be revised from time to time upon mutual written consent of the
parties.
2. Consideration
a. The Contractor shall be compensated on a Not -To -Exceed basis as
provided in Exhibit B "Payment Schedule" attached hereto and by reference
made a part hereof for the Not -To -Exceed amount of $00,000.
b. The Contractor shall provide the City with a monthly statement and
supporting invoices, as the work warrants, of fees earned and costs incurred for
services provided during the billing period, which the City will pay within 30 days
of receipt of a correct invoice and approval by the City. The City will not
withhold any Federal or State income taxes or Social Security Tax from any
payment made by City to Contractor under the terms and conditions of this
Agreement. Payment of all taxes and other assessments on such sums is the
sole responsibility of Contractor.
C. Except as expressly provided in this Agreement, Contractor shall not be
entitled to receive from the City any additional consideration, compensation,
salary, wages, or other type of remuneration for services rendered under this
Agreement including, but not limited to, meals, lodging, transportation, drawings,
renderings or mockups. Specifically, Contractor shall not be entitled by virtue of
this Agreement to consideration in the form of overtime, health insurance
benefits, retirement benefits, paid holidays or other paid leaves of absence of
any type or kind whatsoever.
3. Te rm :
a. This agreement shall become effective upon execution by both parties,
and shall expire upon (a) completion of the agreed upon work, (b) or unless
sooner terminated as provided in Sections 3.2, 3.3, and Section 4 below or
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unless some other method or time of termination is listed in Exhibit A.
b. Should Contractor default in the performance of this Agreement or
materially breach any of its provisions, City, at City's option, may terminate this
Agreement by giving written notification to Contractor.
C. Should City fail to pay Contractor all or any part of the compensation set
forth in Exhibit B of this Agreement on the date due, Contractor, at the
Contractor's option, may terminate this Agreement if the failure is not remedied
by the City within thirty (30) days from the date payment is due.
4. Liquidated Damages:
Substantial Completion shall be accomplished within xx (number of days spelled
out) calendar days from Notice to Proceed. This project shall be considered
Substantially Complete when the Owner has full and unrestricted use and
benefit of the facilities, both from an operational and safety standpoint, and only
minor incidental work, corrections or repairs remain for the physical completion
of the total contract. Contractor shall be liable to the City for any delay beyond
this time period in the amount of $250.00 (two hundred fifty dollars) per calendar
day. Such payment shall be construed to be liquidated damages by the
Contractor in lieu of any claim or damage because of such delay and not be
construed as a penalty.
Upon receipt of a Notice to Proceed, the Contractor shall have xx (number of
days spelled out) calendar days to complete the work as described herein.
Contractor shall be liable to the City for any delay beyond this time period in the
amount of $250.00 (two hundred fifty dollars) per calendar day. Such payment
shall be construed to be liquidated damages by the Contractor in lieu of any
claim or damage because of such delay and not be construed as a penalty. See
Milestones listed in the Payment Schedule for Substantial Completion.
5. Termination:
a. If, through any cause, CONTRACTOR, its officers, employees, or agents
fails to fulfill in a timely and proper manner its obligations under this Agreement,
violates any of the covenants, agreements, or stipulations of this Agreement,
falsifies any record or document required to be prepared under this agreement,
engages in fraud, dishonesty, or any other act of misconduct in the performance
of this contract, or if the City Council determines that termination of this
Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement by giving written notice to CONTRACTOR of
such termination and specifying the effective date thereof at least fifteen (15)
days before the effective date of such termination. CONTRACTOR may
terminate this agreement at any time by giving at least sixty (60) days notice to
CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONTRACTOR under this
28 of 39
Agreement shall, at the option of the CITY, become its property, and
CONTRACTOR shall be entitled to receive just and equitable compensation for
any work satisfactorily complete hereunder.
b. Notwithstanding the above, CONTRACTOR shall not be relieved of liability
to the CITY for damages sustained by the CITY by virtue of any breach of this
Agreement by CONTRACTOR, and the CITY may withhold any payments to
CONTRACTOR for the purposes of set-off until such time as the exact amount
of damages due the CITY from CONTRACTOR is determined. This provision
shall survive the termination of this agreement and shall not relieve
CONTRACTOR of its liability to the CITY for damages.
6. Independent Contractor:
a. In all matters pertaining to this agreement, CONTRACTOR shall be acting
as an independent contractor, and neither CONTRACTOR nor any officer,
employee or agent of CONTRACTOR will be deemed an employee of CITY.
Except as expressly provided in Exhibit A, Contractor has no authority or
responsibility to exercise any rights or power vested in the City and therefore
has no authority to bind or incur any obligation on behalf of the City. The
selection and designation of the personnel of the CITY in the performance of
this agreement shall be made by the CITY.
b. Contractor, its agents, officers, and employees are and at all times during
the term of this Agreement shall represent and conduct themselves as
independent contractors and not as employees of the City.
C. Contractor shall determine the method, details and means of performing
the work and services to be provided by Contractor under this Agreement.
Contractor shall be responsible to City only for the requirements and results
specified in this Agreement and, except as expressly provided in this
Agreement, shall not be subjected to City's control with respect to the physical
action or activities of Contractor in fulfillment of this Agreement. If in the
performance of this Agreement any third persons are employed by Contractor,
such persons shall be entirely and exclusively under the direction and
supervision and control of the Contractor.
7. Sub -Contractors:
Contractor shall require that all of its sub -contractors be licensed per State of
Idaho Statute # 54-1901
8. Removal of Unsatisfactory Employees:
The Contractor shall only furnish employees who are competent and skilled for
work under this contract. If, in the opinion of the City, an employee of the
Contractor is incompetent or disorderly, refuses to perform in accordance with
the terms and conditions of the contract, threatens or uses abusive language
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while on City property, or is otherwise unsatisfactory, that employee shall be
removed from all work under this contract.
9. Indemnification and Insurance:
a. CONTRACTOR shall indemnify and save and hold harmless CITY and it's
elected officials, officers, employees, agents, and volunteers from and for any
and all losses, claims, actions, judgments for damages, or injury to persons or
property and losses and expenses and other costs including litigation costs and
attorney's fees, arising out of, resulting from, or in connection with the
performance of this Agreement by the CONTRACTOR, its servants, agents,
officers, employees, guests, and business invitees, and not caused by or arising
out of the tortious conduct of CITY or its employees. CONTRACTOR shall
maintain, and specifically agrees that it will maintain, throughout the term of this
Agreement, liability insurance, in which the CITY shall be named an additional
insured in the minimum amounts as follow: General Liability One Million Dollars
($1,000,000) per incident or occurrence, Automobile Liability Insurance One
Million Dollars ($1,000,000) per incident or occurrence and Workers'
Compensation Insurance, in the statutory limits as required by law.. The limits
of insurance shall not be deemed a limitation of the covenants to indemnify and
save and hold harmless CITY; and if CITY becomes liable for an amount in
excess of the insurance limits, herein provided, CONTRACTOR covenants and
agrees to indemnify and save and hold harmless CITY from and for all such
losses, claims, actions, or judgments for damages or injury to persons or
property and other costs, including litigation costs and attorneys' fees, arising
out of, resulting from , or in connection with the performance of this Agreement
by the Contractor or Contractor's officers, employs, agents, representatives or
subcontractors and resulting in or attributable to personal injury, death, or
damage or destruction to tangible or intangible property, including use of.
CONTRACTOR shall provide CITY with a Certificate of Insurance, or other proof
of insurance evidencing CONTRACTOR'S compliance with the requirements of
this paragraph and file such proof of insurance with the CITY at least ten (10)
days prior to the date Contractor begins performance of its obligations under this
Agreement. In the event the insurance minimums are changed, CONTRACTOR
shall immediately submit proof of compliance with the changed limits. Evidence
of all insurance shall be submitted to the City Purchasing Agent with a copy to
Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642.
b. Insurance is to be placed with an Idaho admitted insurer with a Best's
rating of no less than A-.
C. Any deductibles, self-insured retention, or named insureds must be
declared in writing and approved by the City. At the option of the City, either:
the insurer shall reduce or eliminate such deductibles, self-insured retentions or
named insureds; or the Contractor shall provide a bond, cash or letter of credit
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
d. To the extent of the indemnity in this contract, Contractor's Insurance
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coverage shall be primary insurance regarding the City's elected officers,
officials, employees and volunteers. Any insurance or self-insurance maintained
by the City or the City's elected officers, officials, employees and volunteers
shall be excess of the Contractor's insurance and shall not contribute with
Contractor's insurance except as to the extent of City's negligence.
e. The Contractor's insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of the
insurer's liability.
f. All insurance coverages for subcontractors shall be subject to all of the
insurance and indemnity requirements stated herein.
g. The limits of insurance described herein shall not limit the liability of the
Contractor and Contractor's agents, representatives, employees or
subcontractors.
10. Time is of the Essence:
The parties hereto acknowledge and agree that time is strictly of the essence
with respect to each and every term, condition and provision hereof, and that the
failure to timely perform any of the obligations hereunder shall constitute a
breach of, and a default under, this Agreement by the party so failing to perform.
11. Bonds:
Payment and Performance Bonds are required on all Public Works Improvement
Projects per the ISPWC and the City of Meridian Supplemental Specifications &
Drawings to the ISPWC, which by this reference are made a part hereof.
Contractor is required to furnish faithful performance and payment bonds in the
amount of 100% of the contract price issued by surety licensed to do business in
the State of Idaho. In the event that the contract is subsequently terminated for
failure to perform, the contractor and/or surety will be liable and assessed for any
and all costs for the re -procurement of the contract services.
12. Warranty:
All construction and equipment provided under this agreement shall be warranted
for 2 years from the date of the City of Meridian acceptance per the ISPWC and
the Meridian Supplemental Specifications & Drawings to the ISPWC and any
modifications, which by this reference are made a part hereof.
All items found to be defective during a warranty inspection and subsequently
corrected will require an additional two (2) year warranty from the date of City's
acceptance of the corrected work.
13. Changes:
The CITY may, from time to time, request changes in the Scope of Work to be
31 of 39
performed hereunder. Such changes, including any increase or decrease in the
amount of CONTRACTOR'S compensation, which are mutually agreed upon by
and between the CITY and CONTRACTOR, shall be incorporated in written
amendments which shall be executed with the same formalities as this
Agreement.
14. Taxes:
The City of Meridian is exempt from Federal and State taxes and will execute the
required exemption certificates for items purchased and used by the City. Items
purchased by the City and used by a contractor are subject to Use Tax. All other
taxes are the responsibility of the Contractor and are to be included in the
Contractor's Bid pricing.
15. Meridian Stormwater Specifications:
All construction projects require either a Storm Water Pollution Prevention Plan
(SWPPP) or an erosion sediment control plan (ESCP) as specified in the City of
Meridian Construction Stormwater Management Program (CSWMP) manual. The
CSWMP manual containing the procedures and guidelines can be found at this
address: hftp://www.meridiancitv.org/environmental.aspx?id=13618.
Contractor shall retain all stormwater and erosion control documentation
generated on site during construction including the SWPPP manual, field
inspections and amendments. Prior to final acceptance of the job by the City the
contractor shall return the field SWPPP manual and field inspection documents
to the City for review. A completed Contractor Request to File Project N.O.T.
with the EPA form shall be provided to the City with the documents. These
documents shall be retained, reviewed and approved by the City prior to final
acceptance of the project.
16. ACHD:
Contractor shall be responsible for coordinating with the City to obtain
appropriate ACHD permit(s) and will reimburse the City for fees, fines, or
penalties City incurs due to Contractor's violation of any ACHD policy. City shall
certify to ACHD that Contractor is authorized to obtain a Temporary Highway and
Right -of -Way Use Permit from ACHD on City's behalf. The parties acknowledge
and agree that the scope of the agency granted by such certification is limited to,
and conterminous with, the term and scope of this Agreement.
17. Reports and Information:
a. At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
b. Contractor shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum
32 of 39
of four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and
every other means of recording upon any tangible thing, any form of
communication or representation including letters, words, pictures, sounds or
symbols or any combination thereof.
18. Audits and Inspections:
At any time during normal business hours and as often as the CITY may deem
necessary, there shall be made available to the CITY for examination all of
CONTRACTOR'S records with respect to all matters covered by this Agreement.
CONTRACTOR shall permit the CITY to audit, examine, and make excerpts or
transcripts from such records, and to make audits of all contracts, invoices,
materials, payrolls, records of personnel, conditions of employment and other
data relating to all matters covered by this Agreement.
19. Publication, Reproduction and Use of Material:
No material produced in whole or in part under this Agreement shall be subject to
copyright in the United States or in any other country. The CITY shall have
unrestricted authority to publish, disclose and otherwise use, in whole or in part,
any reports, data or other materials prepared under this Agreement.
20. Equal Employment Opportunity:
In performing the work herein, Contractor agrees to comply with the provisions of
Title VI and VII of the Civil Rights Act, Revenue Sharing Act Title 31, U.S. Code
Section 2176. Specifically, the Contractor agrees not to discriminate against any
employee or applicant for employment because of race, color, religion, sex,
national origin, age, political affiliation, marital status, or handicap. Contractor
will take affirmative action during employment or training to insure that
employees are treated without regard to race, color, religion, sex, national origin,
age, political affiliation, marital status, or handicap. In performing the Work
required herein, CONTRACTOR shall not unlawfully discriminate in violation of
any federal, state or local law, rule or regulation against any person on the basis
of race, color, religion, sex, national origin or ancestry, age or disability.
21. Employment of Bona Fide Idaho Residents:
Contractor must comply with Idaho State Statute 44-1002 which states that the
Contractor employ ninety-five percent (95%) bona fide Idaho residents.
22. Advice of Attorney:
Each party warrants and represents that in executing this Agreement. It has
received independent legal advice from its attorney's or the opportunity to seek
such advice.
23. Attorney Fees:
33 of 39
Should any litigation be commenced between the parties hereto concerning this
Agreement, the prevailing party shall be entitled, in addition to any other relief as
may be granted, to court costs and reasonable attorneys' fees as determined by
a Court of competent jurisdiction. This provision shall be deemed to be a
separate contract between the parties and shall survive any default, termination
or forfeiture of this Agreement.
24. Construction and Severability:
If any part of this Agreement is held to be invalid or unenforceable, such holding
will not affect the validity or enforceability of any other part of this Agreement so
long as the remainder of the Agreement is reasonably capable of completion.
25. Waiver of Default:
Waiver of default by either party to this Agreement shall not be deemed to be
waiver of any subsequent default. Waiver or breach of any provision of this
Agreement shall not be deemed to be a waiver of any other or subsequent
breach, and shall not be construed to be a modification of the terms of this
Agreement unless this Agreement is modified as provided above.
26. Entire Agreement:
This Agreement contains the entire agreement of the parties and supersedes any
and all other agreements or understandings, oral of written, whether previous to
the execution hereof or contemporaneous herewith.
27. Assignment:
It is expressly agreed and understood by the parties hereto, that CONTRACTOR
shall not have the right to assign, transfer, hypothecate or sell any of its rights
under this Agreement except upon the prior express written consent of CITY.
28. Payment Request:
Payment requests shall be submitted to City of Meridian through the City's
project management software. The Project Manager will compare the invoice
against the Payment Schedule in the Agreement for compliance. Upon approval
that the work has been done and is in compliance with the Agreement, the
Project Manager will approve the pay request for processing. City of Meridian
payment terms are Net 30 from the date City receives a correct invoice. Final
payment will not be released until the City has received a tax release from the
Tax Commission.
29. Cleanup:
Contractor shall keep the worksite clean and free from debris. At completion of
work and prior to requesting final inspection, the Contractor shall remove all
34 of 39
traces of waste materials and debris resulting from the work. Final payment will
not be made if cleanup has not been performed.
30. Order of Precedence:
The order or precedence shall be the contract agreement, the Invitation for Bid
document, then the winning bidders submitted bid document.
31. Compliance with Laws:
In performing the scope of work required hereunder, CONTRACTOR shall
comply with all applicable laws, ordinances, and codes of Federal, State, and
local governments.
32. Applicable Law:
This Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Idaho, and the ordinances of the City of Meridian.
33. Notices:
Any and all notices required to be given by either of the parties hereto, unless
otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY CONTRACTOR
City of Meridian NAME OF CONTRACTOR
Purchasing Manager Attn:
33 E Broadway Ave
Meridian, ID 83642
208-489-0417 Phone:
Email:
Idaho Public Works License #
Either party may change their address for the purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
34.Approval Required:
This Agreement shall not become effective or binding until approved by the City
of Meridian.
CITY OF MERIDIAN NAME OF CONTRACTOR
BY: BY:
35 of 39
TAMMY de WEERD, MAYOR
Dated:
Approved by Council:
Attest:
JACY JONES, CITY CLERK
Purchasing Approval
KEITH WATTS, Purchasing Manager
Dated::
Project Manager
PM Name
Dated:
Department Approval
BY:
WARREN STEWART, Engineering Manager
Dated::
36 of 39
EXHIBIT A
SCOPE OF WORK
REFER TO INVITATION TO BID PW-16XX-101
ALL ADDENDUMS, ATTACHMENTS, AND EXHIBITS included in the
Invitation to Bid Package # PW-16XX-101, are by this reference made
a part hereof.
SPECIFICATIONS / SCOPE OF WORK
All construction work shall be done in accordance with the current version
of the Idaho Standards for Public Works Construction (ISPWC), the 2013
City of Meridian Supplemental Specifications to the ISPWC (and any
Addendums).
See separate attached documents:
• PLANS NAME BY name of engineer dated X-XX-XXXX (xx
of pages)
• SPECIAL PROVISIONS/TECHNICAL SPECIFICATIONS
by name of engineer dated Date 015 (xx of pages)
37 of 39
Exhibit B
MILESTONE / PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed $00,000.
MILESTONE DATES/SCHEDULE
Milestone 1
Substantial Completion
xx Days from Notice to Proceed
Milestone 2
Final Completion
xx Days from Notice to Proceed
PRICING SCHEDULE
Contract includes furnishing all labor, materials, equipment, and incidentals as required for the
NAME OF PROJECT per IFB PW-16XX-101
Total Bid Schedule A ...................$00,000.00
Total Bid Schedule B ...................$00,000.00
NOT TO EXCEED CONTRACT TOTAL ....................... 0 0
Contract is a not to exceed amount. Line item pricing below will be used for invoice verification and any
additional increases or decreases in work requested by city. The City will pay the contractor based on
actual quantities of each item of work in accordance with the contract documents.
Contract Pricing Schedule
Item No.
Description c Quantity
Unit Unit Price
38 of 39
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 7A
PROJECT NUMBER:
ITEM TITLE: Ordinance No. 16-1709
Public Hearing for SECOND READING: Ordinance No. 16-1709: AN ORDINANCE
AMENDING TITLE 4, CHAPTER 1, SECTION 8.13 (1), MERIDIAN CITY CODE, COLLECTION OF
SOLID WASTE AND RECYCLABLE MATERIALS TO CHANGE THE COLLECTION AT
COMMERCIAL PREMISES TO COMMENCE AT FOUR O'CLOCK (4:00) A.M.; AND
PROVIDING AN EFFECTIVE DATE.
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CHANGE OF EARLY AM COLLECTION AT COMMERCIAL PREMISES TO FOUR O’CLOCK A.M. - TITLE 4, CHAPTER 1,
SECTION 8(B) PAGE 1 OF 2
CITY OF MERIDIAN ORDINANCE NO.______________
BY THE CITY COUNCIL: BIRD, BORTON, CAVENER,
MILAM, PALMER, LITTLE ROBERTS
AN ORDINANCE AMENDING TITLE 4, CHAPTER 1, SECTION 8.B (1), MERIDIAN
CITY CODE, COLLECTION OF SOLID WASTE AND RECYCLABLE MATERIALS
TO CHANGE THE COLLECTION AT COMMERCIAL PREMISES TO COMMENCE
AT FOUR O’CLOCK (4:00) A.M.; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS; Republic Services, the City’s solid waste and recycling franchisee, having
come before the Mayor and City Council to report that the effect of growth in the community has
impacted its ability to safely and timely collect commercial premises, including schools, in
accordance with MCC 4-1-8(B); and
WHEREAS; Republic Services having informed the Mayor and City Council that an
additional hour earlier in the morning would enable timely collection to occur; and
WHEREAS; the Mayor and City Council finding that changing the current early AM
commercial collection start time from five o’clock (5:00) A.M. to four o’clock (4:00) A.M will
result in a safer community, and more efficient and cost-effective solid waste and recycling
services;
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF
THE CITY OF MERIDIAN, IDAHO:
Section 1. That Title 4, Chapter 1, Section 8(B), Meridian City Code is hereby amended
to read as follows:
4-1-8: COLLECTION OF SOLID WASTE AND RECYCLABLE MATERIALS:
B. Collection At Commercial Premises: The following provisions shall apply to all
commercial customers and premises within the city of Meridian:
1. Frequency Of Service: Franchisee shall provide commercial service every day except
Sunday, commencing at five four o'clock (54:00) A.M. Public and private schools shall
be serviced between five four o'clock (54:00) A.M. and seven o'clock (7:00) A.M.
Franchisee shall collect solid waste and recyclable materials from commercial premises
in one of the following manners, per customer election:
a. Regular Service: Franchisee may collect solid waste and recyclable materials
regularly, at least once weekly.
b. On Call Service: Franchisee may collect solid waste and recyclable materials within
the next working day of a customer request. The city utility billing department may
require a deposit as a condition of initiating, continuing, or restoring on call service.
CHANGE OF EARLY AM COLLECTION AT COMMERCIAL PREMISES TO FOUR O’CLOCK A.M. - TITLE 4, CHAPTER 1,
SECTION 8(B) PAGE 2 OF 2
On call customers not generating wet or putrescible wastes shall receive collection
services at least once per month, unless the city determines another minimum service
interval is appropriate, considering protection of the environment and public health
and safety.
c. Temporary Service: Franchisee may provide collection services to temporary
accounts for construction, landscaping, demolition, or other short term projects.
Temporary service shall be provided no longer than one hundred twenty (120) days.
Use of temporary service shall not replace regular solid waste and recyclable
materials collection service for the premises. Solid waste and recyclable materials
not generated by the short term project shall not be placed in a temporary container.
Temporary service for construction and demolition wastes will be limited to roll-off
containers, except where construction and demolition trash service can only be
provided with a three (3) yard container due to inadequate space or other site
restrictions. The city utility billing department may require a deposit as a condition
of initiating, continuing, or restoring temporary service. Temporary customers not
generating wet or putrescible wastes shall receive collection services at least once
per month, unless the city determines another minimum service interval is
appropriate, considering protection of the environment and public health and safety.
Section 2 That this ordinance shall be effective immediately upon its passage and
publication.
PASSED by the City Council of the City of Meridian, Idaho, this_____ day of
_________________, 2016.
APPROVED by the Mayor of the City of Meridian, Idaho, this ____ day of
_________________, 2016.
APPROVED:
______________________________
Tammy de Weerd, Mayor
ATTEST:
______________________________
C.Jay Coles, City Clerk
CITY OF MERIDIAN
CITY COUNCIL
PUBLIC HEARING SIGN -IN SHEET
Date: October 25, 2016 Item # I
Project Number: Ordinance No. 16-1709
Project Name: AMENDING TITLE 4, CHAPTER 1, SECTION 8.13
Please print your name
ECEIV E
E�4 t
CITY OFG�%�
'.ITV CLERKS OFFICE
For Against Neutral Do you wish
to testifv (Y/N)
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 7B
PROJECT NUMBER: H-2016-0008
ITEM TITLE: Browning Plaza
Public Hearing Continued from August 23, 2016 for Browning Plaza (H-2016-0008) by SLN
/ Boise -Waltman, LLC Located 505, 521, 615 and 675 Waltman Lane
1. Request: Two (2) Year Time Extension on the Preliminary Plat to Obtain the City
Engineer's Signature on a Final Plat
MEETING NOTES
mt APPROVED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
City Council Meeting
October 25, 2016
Item #8B: Browning Plaza
Vicinity/Zoning Map
Approved Preliminary Plat
Date:
CITY OF MERIDIAN
CITY COUNCIL
PUBLIC HEARING SIGN -IN SHEET
October 20,2016 Item # 713
Project Number: H-2016-0008
Project Name:
Browning Plaza
Please print your name For Against Neutral Do you wish
to testify (Y/N)
R.EcEiVET)
1 ., i_E>, 7dei
CITY OFO�fE =LAN,_
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 7C
PROJECT NUMBER: H-2016-0038
ITEM TITLE:
Public Hearing Continued from June 28, 2016 August 23, 2016 for Waltman Property
(aka Browning Plaza) (H-2016-0038) by SLN Planning/Boise-Waltman, LLC Located 505,
521, 615, and 675 Waltman Lane
1. Request: Modification to the Development Agreement to Remove the Requirement
(#5.1.8) for Corporate Drive to be Extended North of the Site from the Ten Mile Creek
South to Waltman Lane
MEETING NOTES
t/,j iix/�Jraud
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN
CITY COUNCIL
PUBLIC HEARING SIGN -IN SHEET
Date: October 20,2016 Item # 7C
Project Number:
Project Name:
Please print your name
CITY CLERKS OFFICE
H-2016-0038
Browning Plaza
For Against Neutral Do you wish
to testifv (Y/N)
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 7D
PROJECT NUMBER: H-2016-0116
ITEM TITLE:
Public Hearing for TM Crossing (H-2016-01 16) by Brighton Investments, LLC, et al.,
Located Northeast Corner of S. Ten Mile Road and 1-84
1. Request: Two (2) Year Time Extension on the Preliminary Plat in Order to Obtain the
City Engineers Signature on the Final Plat for Phase I
MEETING NOTES
rte✓ APPROIED
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Item #8D: TM Crossing
Zoning/Vicinity Map
Preliminary Plat
CITY OF MERIDIAN
CITY COUNCIL
PUBLIC HEARING SIGN -IN SHEET
Date: October 20,2016 Item # 7D
Project Number:
Project Name:
Please print your name
CITY OF C �WFTW -
H-2016-0116
TM Crossing
For Against Neutral Do you wish
to testifv (Y/N)
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 8A
PROJECT NUMBER:
ITEM TITLE:
Public Works: Update on Meridian's Petition to the Idaho Department of Water
Resources to establish an Area of Drilling Concern for Source Water Protection
MEETING NOTES
Izz
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: $B
PROJECT NUMBER:
ITEM TITLE:
Approval of Collective Labor Agreement between the City of Meridian and Meridian
Firefighters I.A.F.F. Local 4627
MEETING NOTES
� A P P R 0 V F 0
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
COLLECTIVE LABOR
AGREEMENT
between
CITY OF MERIDIAN
and
MERIDIAN FIREFIGHTERS
I.A.F.F. LOCAL 4627
EIDIAN.4-6-P,
Effective
iPr -
Le
October 25, 2016 — September 30, 2018
TABLE OF CONTENTS
AGREEMENTPREAMBLE......................................................................................................... 1
ARTICLE1 —
RECOGNITION.....................................................................................................
1
ARTICLE 2 —
DISCRIMINATION...............................................................................................
2
ARTICLE 3 —
PREVAILING RIGHTS.........................................................................................
2
ARTICLE 4 —
MANAGEMENT RIGHTS....................................................................................
2
ARTICLE 5 —
UNION DUES, FEES and ASSESSMENT CHECK OFF .....................................
3
ARTICLE 6 —
UNION BUSINESS................................................................................................
3
ARTICLE 7 —
REDUCTIONS IN FORCE.................................................................................... 4
ARTICLE 8 —
RULES and REGULATIONS................................................................................. 4
ARTICLE 9 —
INSURANCE.......................................................................................................... 4
ARTICLE 10
—SICK LEAVE....................................................................................................... 7
ARTICLE11
— INJURY LEAVE................................................................................................... 8
ARTICLE 12
— VACATION—EMERGENCY—INCIDENTAL & HOLIDAY LEAVE ............... 9
ARTICLE 13
— RELIEF PERSONNEL.......................................................................................
12
ARTICLE 14
— VACANCIES.......................................................................................................
13
ARTICLE 15
— PROMOTIONS...................................................................................................
14
ARTICLE 16
— GRIEVANCE PROCEDURE..............................................................................
15
ARTICLE 17
— NO STRIKES — NO LOCKOUT........................................................................
17
ARTICLE 18
— UNIFORM ALLOWANCE AND ISSUED EQUIPMENT ...............................
18
ARTICLE 19
— HOURS OF WORK AND DESIGNATED WORK HOURS ............................
19
ARTICLE 20
— BEREAVEMENT LEAVE.................................................................................
20
ARTICLE 21
— ADDITIONAL DUTY AND COMPENSATION ..............................................
20
ARTICLE 22
— WORKING OUT OF CLASSIFICATION.........................................................
22
ARTICLE23
— STAFFING.........................................................................................................
22
ARTICLE 24
— SALARIES.........................................................................................................
24
ARTICLE 25
— ALCOHOL & DRUG POLICY..........................................................................
24
ARTICLE 26
— HEALTH AND WELLNESS.............................................................................
24
ARTICLE 27
— REQUEST FOR REDUCTION IN RANK ........................................................
25
ARTICLE 28
— SAVINGS CLAUSE...........................................................................................
27
ARTICLE 29
— EFFECTIVE DATE............................................................................................
27
APPENDIX "A"
— WAGE SCHEDULE
APPENDIX "B"
— DRUG & ALCOHOL POLICY
APPENDIX "C"
— ISSUED EQUIPMENT
APPENDIX "D"
— POLICY AP 205 — UNIFORM/PERSONAL APPEARANCE
APPENDIX "E"
— NORTHWEST FIREFIGHTERS BENEFITS TRUST PROJECTED 2017 RATES
I AGREEMENT PREAMBLE
2 The City of Meridian, hereinafter referred to as the CITY, and the Local #4627
3 International Association of Firefighters, hereinafter referred to as UNION, with the
4 Management of the Fire Department, empowered by the CITY, to the Fire Chief, hereinafter
5 referred to as DEPARTMENT; in order to increase the general efficiency within the Fire
6 Department, to maintain existing harmonious relationship between the DEPARTMENT and its
7 employees, and to promote the morale, rights, and well-being of the members of the Fire
8 Department, hereby agree as follows:
9
10 ARTICLE 1— RECOGNITION
11 Pursuant to Title 44, Chapter 18, Section 1, Sub -section 1 (44-1801(1)) of the Idaho
12 Code the CITY recognizes the UNION as the exclusive bargaining agent for all firefighters as
13 defined by said code excluding any clerical support staff.
14 This Agreement shall apply, currently, but not be limited to the following:
15
16 1.1 Twenty -Four (24) hour per shift Suppression Firefighters of the Meridian Fire
17 Department
18 These employees currently work shifts defined by Article 19.1. The positions
19 incorporated by this Agreement are for Probationary Firefighter, Firefighter 1,11,111, Engineer,
20 Captain Suppression, and Battalion Chief.
21
22 1.2 Forty (40) Hour per week Firefighting Personnel of the Meridian Fire Department
23 These employees currently work a shift as defined in Article 19.2. The position
24 incorporated by this Agreement are Recruit Firefighter, Captain Fire Inspector, Captain
25 Training, and may include Suppression Firefighter personnel that are assigned on a temporary
26 basis for training or light duty. Temporarily assigned personnel will not be required to flex
27 their forty (40) hour per week schedule, as defined in Article 19.2, without mutual consent by
28 the individual and the department. Temporarily assigned personnel shall not have their vacation
29 or sick leave converted pursuant to Article 12. 1, but will only accrue vacation and sick leave at
30 the forty (40) hour per week employee rate during the temporary assignment.
31
32
COLLECTIVE LABOR AGREEMENT — Page I of 28
I ARTICLE 2 - DISCRIMINATION
2 There shall be no discrimination against, intimidation, or harassment of any employee
3 by either the CITY, DEPARTMENT, or UNION or any member acting on behalf of the
4 UNION, because of the employee's membership or non -membership in the UNION or by virtue
5 of his/her holding office or not holding office in the UNION.
6 The CITY and the UNION agree that neither shall discriminate against any employee or
7 prospective employee with respect to his/her compensation, terms, conditions, or privileges of
8 employment because of such employee's race, color, religion, sex, national origin, age, or other
9 factors which do not constitute a bona fide occupational requirements. It shall be the exclusive
10 responsibility of the DEPARTMENT to determine bona fide occupational requirements within
11 the meaning of this Article.
12
13 ARTICLE 3 — PREVAILING RIGHTS
14 All rights, privileges and benefits held by the firefighters at this time which are not
15 included in this contract shall remain in force, unchanged and unaffected in any manner unless
16 agreed to and memorialized in writing by both parties to the Agreement, provided that the
17 Management of the Department may change or cancel any such right, privilege or benefit 1)
18 temporarily to accommodate an emergency situation; or 2) when shown to be a necessity for the
19 best interest of the CITY or the DEPARTMENT, provided further that any change, cancellation
20 or alteration of any such right, privilege or benefit cannot be done arbitrarily, for retaliation, for
21 the purposes of harassment, or in a manner resulting in disparate treatment, and must be with
22 just cause by Management. Any change shall be subject to the Grievance Procedure. Nothing
23 in this Article is intended to supersede the CITY's obligation to negotiate pursuant to the
24 provisions of Section 18, Title 44, Idaho Code, or to supersede any other terms or conditions of
25 this Agreement.
26
27 ARTICLE 4 — MANAGEMENT RIGHTS
28 The DEPARTMENT shall have the exclusive right to exercise the regular and
29 customary functions of management, subject to the provisions of this Agreement and consistent
30 with applicable law and regulations, including, but not limited to: Determining the
31 DEPARTMENT'S financial, budgetary, accounting and organizational policies and procedures;
32 Directing the activities and operations of the DEPARTMENT; Determining the levels of service
COLLECTIVE LABOR AGREEMENT — Page 2 of 28
1 and methods of operations; To create and oversee personnel policies, rules and regulations not
2 inconsistent with any other term of this Agreement; The introduction of new equipment; The
3 right to hire, lay-off, transfer and promote; To discipline and discharge employees for cause; To
4 determine work schedules and assign work; To determine job qualifications; To take whatever
5 action may be necessary to carry out its mission. Provided that nothing in this Article shall
6 nullify: (1) Any provisions elsewhere in this agreement, or (2) The CITY's statutory obligation
7 to negotiate with the UNION Pursuant to Chapter 18, Title 44, Idaho Code. Any change or
8 cancellation of any such right or privilege that is provided within Idaho Code shall be subject to
9 the grievance procedure.
10 The terms hereof are intended to cover only minimums in wages, hours, working
11 conditions, benefits, and other terms and conditions of employment. The CITY may place
12 superior wages, hours, working conditions, benefits and other terms and conditions of
13 employment in effect and may reduce the same to the minimums herein prescribed.
14 This Article shall not preclude the UNION and the CITY from meeting during the
15 period of the contract to either (1) discuss procedures for avoiding grievances and other
16 problems, or (2) generally improving relations between the parties.
17
18 ARTICLE 5 — UNION DUES, FEES and ASSESSMENT CHECK OFF
19 The CITY agrees to deduct authorized union dues, fees and assessments in amounts
20 specified by the authorized officer of the UNION, from the pay of the UNION employees upon
21 written authorization. The CITY further agrees to transmit those amounts monthly to the
22 UNION. The UNION agrees to certify to the CITY the amount of authorized dues, fees and
23 assessments. The CITY will show deductions of dues, fees and assessments on the employee's
24 monthly check stubs.
25
26 ARTICLE 6 — UNION BUSINESS
27 Firefighters elected to UNION office shall be granted time off to attend functions,
28 conventions and seminars within the State of Idaho, provided that the Deputy Chief of
29 Operations, or the Fire Chief in his/her absence is given seventy-two (72) hours notice and
30 approves such leave. Up to three (3) members of the UNION's Contract Negotiation
31 Committee shall be allowed time off either as leave without pay or vacation time at the
COLLECTIVE LABOR AGREEMENT — Page 3 of 28
I employee's discretion, for all meetings with the CITY for contract negotiations, for union
2 conventions and for union seminars mutually set by the CITY and the UNION.
3 UNION shall be allowed to hold meetings within CITY Fire Stations. When
4 teleconferencing is available for all stations; meetings shall be held at multiple stations rather
5 than Station 1. By mutual consent a meeting may be held at one station as schedule and
6 workload allows. The CITY shall always maintain authority over the use of its stations.
7
8 ARTICLE 7 — REDUCTIONS IN FORCE
9 Reductions in force shall be established by a resolution of the City Council. If a
10 reduction in force is directed then it shall be done based upon seniority within each section
11 Twenty -Four (24) or Forty (40) hour that is to be reduced.
12 Seniority in the Meridian Fire Department is established at the time of hiring and is
13 determined by date of hire, if the same then by cumulative test scores, and if still tied then by a
14 coin toss.
15 No new employees, in either twenty-four (24) or forty (40) hour per week positions as
16 covered by this Agreement will be hired until the released members have been given the
17 opportunity to return to work. When positions become available then released personnel shall be
18 re -hired in the inverse order they were released.
19
20 ARTICLE 8 — RULES and REGULATIONS
21 The rules and regulations and policies of the DEPARTMENT relating in any way to
22 wages, hours and/or conditions of employment shall be made a part of this Agreement. The
23 rules and regulations of the DEPARTMENT as provided in Idaho Code shall be subject to
24 change by mutual consent.
25
26 ARTICLE 9 — INSURANCE
27 For Calendar year 2017, the CITY shall pay 100% of the employee premiums for
28 medical, vision, dental, EAP, life, and short & long-term disability insurance if the employee
29 qualifies for the two discounts offered by the City for participation in the Wellness Program by
30 submitting to a Biometic screening which includes a blood draw ($15 monthly discount off
31 premium) and non -tobacco user waiver ($25 monthly discount off premium). If the employee
32 does not qualify for the discount, the employee shall pay up to $40 per month for their own
COLLECTIVE LABOR AGREEMENT — Page 4 of 28
I benefits. The CITY shall pay the same premium and provide identical coverage to the UNION
2 for health insurance that is given to other city employees. The coverage shall be comparable to
3 the current coverage in policies, in existence as of the effective date of this agreement. The
4 CITY will pay 75% of the same premium for the dependent medical and dental benefits in the
5 same manner that it pays for other city employees. This provision will be reviewed on an
6 annual basis after quotes for insurance are received to determine what adjustments may be
7 needed to employee contributions to the plan. However, adjustments in coverage may be
8 necessary if premiums quoted are above that amount. Any adjustments will not exceed
9 adjustments made to other city employees. The CITY reserves the right to make changes in
10 carriers, premiums and provisions of these programs when deemed necessary or advisable.
11 On January 1, 2018, the Meridian Fire Fighters will transition into the Northwest
12 Firefighters Benefits Trust (NWFFT) Medical, Vision, and Dental plans, including the plans
13 identified as the 2017 NWFFT Plan $750 and 2017 NWFFT Plan $1500. The City shall agree to
14 pay up 3% of an increase to the rates (premiums) provided and identified as 2017 NWFFT Plan
15 $750/$1500, and attached as Exhibit "E". CITY shall pay 100% of the employee premiums for
16 medical, vision, dental, EAP, life, and short & long-term disability insurance if the employee
17 qualifies for the two discounts offered by the City for participation in the wellness program by
18 submitting to a Biometric screening which includes a blood draw ($15 monthly discount off
19 premium) and non -tobacco user waiver ($25 monthly discount off premium). If the employee's
20 does not qualify for the discount the employee shall pay up to $40 per month for their benefits.
21 The CITY will pay 80% of the same premium for the dependent medical and dental benefits.
22 Each employee participating in the NWFFT medical plan shall also have a VEBA
23 account established in his or her name. The VEBA will be accessible while actively employed
24 and after separation from employment in accordance with IRS rules. The City contribution will
25 provide $75.00/month on behalf of eligible employees who choose the NWFFT plan $750, and
26 $150/month on behalf of all eligible employees who choose the NWFFT Plan $1500 for plan
27 year 2018 or the life of this Agreement.
28 Should an employee's eligible dependent status changes mid -year, the City will increase
29 the employer's contribution per the tier that the employee transitions to. Tiers and rates for the
30 tiers will be provided to the City annually in the month of August when the renewal rates are
31 finalized by NWFFT.
32
COLLECTIVE LABOR AGREEMENT — Page 5 of 28
1 9.1 Line of Duty Death Benefit
2 If a Firefighter dies in the line of duty as determined by the United States Department of
3 Justice, in addition to other benefits that are available for a firefighter who dies in the line of
4 duty, including but not limited to the Federal Firefighter Death Relief Act, Social Security, State
5 Worker's Compensation, or the Public Employees Retirement System, the CITY agrees to pay
6 the following benefits:
7 1) Cash value of 100% of the accumulated sick leave up to a maximum of 720 hours
8 remaining to the survivor of the firefighter; either to the spouse, or dependent children at the
9 survivor's choice; paid in one lump sum to the party or their designated trustee or
10 representative.
11 2) A CITY provided life insurance policy, at no cost to the firefighter, for both $50,000
12 term life and $50,000 accidental death benefit.
13
14 9.2 - Post Employment Benefit
15 When a firefighter retires from active duty, by qualifying under the rules existing under
16 the Public Employee Retirement System (PERSI); by points, age, medical disability, or by any
17 method in existence at the time of retirement allowed by PERSI, the CITY agrees to pay the
18 cash value equivalent of twenty-five percent (25%) of the accumulated sick leave remaining for
19 that firefighter to them at the time of their retirement.
20
21 9.3 Voluntary Health Insurance and Benefits
22 There shall be established a Firefighter Only Retirement Health Plan between the
23 UNION and a vendor of their choosing; Washington State Council of Firefighters Medical
24 Expense Plan for Retirees (WSCFFMERP). The City shall require that all employees of the fire
25 department that are covered by the terms of this Collective Bargaining Agreement shall be
26 required to be a member of WSCFFMERP by City policy whether they are a member of the
27 UNION or not.
28 At no cost to the CITY, the CITY agrees to deduct the specified amount authorized by
29 the firefighters and transmit those amounts to WSCFFMERP monthly. The UNION will be
30 required to submit plan documents to the CITY with all the necessary information to allow the
31 CITY to accomplish the payroll deduction. The amounts will be reflected in the individual
32 UNION members monthly pay stubs.
COLLECTIVE LABOR AGREEMENT — Page 6 of 28
1 The deductions by the CITY have to align with the beginning of the City's pay periods
2 and payrolling system.
3
4 ARTICLE 10 — SICK LEAVE
5 Any twenty-four (24) hour shift member of the UNION incurring a non -duty sickness or
6 disability which renders them unable to perform their duties shall receive sick leave with full
7 pay within his/her accumulated sick leave time. All twenty-four (24) hour shift members shall
8 accrue fourteen (14) hours per month. The maximum time accumulated shall be 2920 hours.
9 Any forty (40) hour per week member of the UNION shall accrue eight (8) hours per
10 month with a maximum accumulation of 720 hours. The accumulated sick leave shall carry
11 over from one contract to the succeeding contract.
12 Any UNION member that transfers from a twenty-four (24) hour shift position to a forty
13 (40) hour per week position or vice versa shall have their accumulated leave adjusted by the
14 following conversion factor.
15 • Twenty-four (24) hour shift transfer to forty (40) hour per week shift — Multiply
16 accumulated leave by .736.
17 • Forty (40) hour per week shift transfer to twenty-four (24) hour shift — Multiply
18 accumulated leave by 1.36.
19 Any UNION member whose employment with the CITY is voluntarily separated from
20 employment, but not by PERSI retirement, shall be paid, at their regular wage rate, for 10% of
21 their accrued sick leave at the date of separation. If an employee is involuntarily terminated by
22 the CITY, excluding workforce reduction, no pay will be given.
23 Any UNION member unable to perform their duties for more than three (3) consecutive
24 shifts for twenty-four shift members and five (5) consecutive days for forty hour per week
25 members due to non -duty sickness or disability shall be required to provide medical
26 documentation from their attending physician that states that the employee is unable to perform
27 their regular duties or any limitations that may exist and the expected length of time before the
28 employee can return to full duty. Any employee may be required to provide a physician
29 certificate prior to the use of three (3) consecutive work shifts for twenty-four shift members
30 and five (5) consecutive days for forty hour per week members to ensure compliance with the
31 provisions of the Family Medical Leave Act (FMLA). An employee on medical, injury or
COLLECTIVE LABOR AGREEMENT — Page 7 of 28
I incidental leave will not accrue any sick leave benefits for leave that exceed six (6) or more
2 consecutive work shifts for twenty-four hour shift members or ten (10) consecutive days for
3 forty hour per week members.
4 10.1— Donating of vacation leave and receiving paid time off for catastrophic illness or
5 injuries (FMLA Qualifying) of Firefighters or Family members
6 UNION members that suffer a catastrophic illness or injury to themselves or an
7 immediate family member shall be eligible to receive leave time from another member of the
8 UNION to cover any loss of income for the member's absence from their regularly scheduled
9 duty assignment.
10 The illness and/or injury as well as the qualifying individual must all comply with the
11 requirements of the Family Medical Leave Act and the City Policy to be able to receive this
12 paid time off.
13 UNION members may donate all of their accrued vacation hours per calendar year. The
14 receiving UNION member cannot receive more than 480 hours for forty (40) hour per week
15 Firefighting Personnel or 720 hours for 24 hour per shift Suppression Firefighters of donated
16 time per calendar year except as allowed by City Policy 4.3.1.
17 Pursuant to the City of Meridian Standard Operating Policy and Procedure No. 4.3.1
18 employees are eligible to donate accumulated vacation leave to another employee that has an
19 FMLA qualifying event. Additionally, the City currently provides Short Term and Long Term
20 disability benefits to employees. The paid time off that is necessary for an employee to
21 maintain their pay during this period shall be coordinated with that benefit so that the employee
22 does not receive an excess of their regular pay. All IRS regulations must be followed by any
23 participant in this program.
24
25 ARTICLE 11— INJURY LEAVE
26 When a firefighter is incapacitated on the job the firefighter shall be entitled to injury
27 leave with full monthly pay without reduction which includes the wage scale in APPENDIX
28 "A", during the time period in which the firefighter is unable to perform their duties, limited to
29 a maximum of twelve (12) months or until such time as the firefighter is accepted for retirement
30 by the current retirement system, whichever comes first. During the period of injury leave any
31 Worker's Compensation benefits received by the member for total or partial temporary
32 disability during the employee's injury leave with full pay shall be turned over to the CITY. All
COLLECTIVE LABOR AGREEMENT — Page 8 of 28
I employees on injury leave shall be subject to an examination by a Doctor acceptable to the
2 CITY. The CITY may require recertification by a physician every thirty (30) days.
3 Whenever a firefighter is unable to perform their full duties as a result of a "line of duty"
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related injury or illness, the firefighter may be required to report to work in a light duty status if
management determines that light duty work exists or is available at that time. Management has
the right to determine if light duty exists. The CITY has the right to reassess the light duty
position every thirty (30) days.
The DEPARTMENT reserves the right to re -assign work schedules as necessary when
assigning light duty. This right shall include, but not be limited to changing days of work, hours
of work, and type of work to be performed. If light duty extends beyond the current month
(begins in one month and extends into another), the firefighter will only accumulate leave
benefits at same accrual rate of a general city "forty (40) hour per week" employee until light
duty ends. When the firefighter returns to regular duty assignment the normal leave benefits
will begin to accrue immediately. If the return to duty occurs within the month then the CITY
will pro -rate their accrual of leave within that month between a general employee rate and the
firefighter rate.
Assigned light duty shall be strictly limited to instructions, restrictions, or limitations
provided by the Department's contracted physician through Emergency Responders Health
Clinic. Assigned light duty shall in no way endanger, aggravate or prolong the full physical
and/or mental recovery of the sick/injured employee.
Light duty shall in no way affect the existing vacation, holiday, sick leave or other
benefit accrual as previously agreed to or provided for by this agreement or by past practice of
the management except for the exceptions as provided within this Article.
25 ARTICLE 12 — VACATION—EMERGENCY—INCIDENTAL & HOLIDAY LEAVE
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12.1 Vacation Leave
All twenty-four (24) hour shift employees shall accrue paid vacation leave on a monthly
basis according the following schedule:
A.
Zero to four (0-4) years of service
16 hours per month
B.
Five to nine (5-9) years of service
18 hours per month
C.
Ten to fourteen (10-14) years of service
20 hours per month
D.
Fifteen to nineteen (15-19) years of service
22 hours per month
E.
Twenty (20) and over years of service
24 hours per month
COLLECTIVE LABOR AGREEMENT — Page 9 of 28
I Maximum hours accrued shall be 720 hours. Any amount over the maximum will be lost.
2 All forty (40) hour per week employees shall accrue paid vacation leave on a monthly
3 basis according the following schedule:
4
A.
Zero to four (0-4) years of service
10 hours per month
5
B.
Five to nine (5-9) years of service
12 hours per month
6
C.
Ten to fourteen (10-14) years of service
14 hours per month
7
D.
Fifteen to nineteen (15-19) years of service
16 hours per month
8
E.
Twenty (20) and over years of service
18 hours per month
9
10
Maximum hours accrued shall be 250 hours. Any amount over the maximum will be
11 lost.
12 Any UNION member that transfers from a 24 hour shift position to a 40 hour per week
13 position or vice versa shall have their accumulated leave adjusted by the following conversion
14 factor.
15 • Twenty-four (24) hour shift transfer to forty (40) hour per week shift — Multiply
16 accumulated leave by .736.
17 • Forty (40) hour per week shift transfer to twenty-four (24) hour shift — Multiply
18 accumulated leave by 1.36.
19 Any firefighter, whose employment with the DEPARTMENT is discontinued, for any
20 reason, shall be paid at their wage rate, at time of separation, for all accrued and accumulated
21 vacation.
22 Vacation and Incidental Leave usage shall be governed by departmental policy. The
23 number of firefighting personnel that shall be permitted to use vacation or incidental leave per
24 shift shall be determined by the following formula:
25 The number of approved line firefighter position per shift divided by 6.5. (Example: (20
26 ff's on a shift divided by 6.5 = 3.07).
27 The minimum number of firefighters permitted to use vacation or incidental leave shall
28 not be lower than 3 per shift. The increase of an additional firefighter utilizing vacation or
29 incidental leave on a shift shall not change until the quotient of the formula meets or exceeds
30 the next whole number. As of the effective Date of this Agreement and for the purpose of this
31 calculation, the total current approved line Firefighter positions per shift is twenty (20).
COLLECTIVE LABOR AGREEMENT — Page 10 of 28
I Additional personnel may be permitted to use vacation or incidental leave if it will not
2 cause additional overtime to the DEPARTMENT and is approved by the Deputy Chief of
3 Operations or in his/her absence, the Duty Chief.
4 NOTE: Firefighters who are promoted to any non -UNION position shall retain their
5 existing accrued vacation and sick leave. The employee shall then be subject to the accrual
6 rates pursuant to City policy of eight (8) hours of sick leave monthly and vacation accruals
7 based upon years of service with the City of Meridian. Any employee that has hours in sick
8 leave or vacation leave in excess of the amount allowed by City Policy shall not accrue any
9 additional sick leave or vacation until their hours have gone below the allowed limits.
10
11 12.2 Emergency Leave
12 In the event of an emergency, a firefighter shall be granted leave for a minimum of four
13 (4) hours and until the emergency no longer exists and the firefighter can return and perform
14 their job as required. The firefighter's station captain shall have the authority to grant the
15 immediate leave and will coordinate with the Chief or the designated Station Captain, to acquire
16 a replacement firefighter pursuant to this Agreement and Departmental policy.
17 An "Emergency" for the purposes of this clause shall be a matter that could not have
18 been anticipated or known prior to the beginning of the firefighter's shift and should in the
19 discretion of the station captain be a matter of concern of great bodily harm to the firefighter or
20 their immediate family; a matter of great property loss or damage to the firefighter and should
21 only be granted in the most extraordinary of circumstances.
22 When practical the shift Battalion Chief or in his/her absence the Duty Chief will be
23 notified of the granting of Emergency Leave, and if applicable, the possible length of said leave.
24
25 12.3 Incidental Leave
26 Incidental leave is defined as time off not previously scheduled during the vacation
27 schedule process pursuant to departmental policy. Incidental leave usage shall be governed by
28 departmental policy, but no more than three (3) firefighters shall be allowed to use incidental or
29 vacation leave per shift unless directed by a Company Officer and it will not cause any
30 additional overtime to the DEPARTMENT.
31 Incidental leave shall be granted at the discretion of the Fire Chief or the designated
32 Station Captain.
COLLECTIVE LABOR AGREEMENT — Page II of 28
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Incidental leave may be granted at any time, up to and including the day requested, as
long as no more than three firefighters have been granted vacation or incidental leave on the
requested day. Incidental leave will be granted for a minimum four (4) hours.
12.4 Holiday Leave
All firefighters shall accrue and receive eight (8) hours paid leave for each of the
holidays listed below and any additional days recognized by the State of Idaho. All holiday
time shall be in addition to the employee's accumulated vacation leave, and shall accrue as each
holiday occurs. All twenty-four (24) shift employees shall have the holiday leave added to their
vacation leave. All employees shall be entitled to ten (10) holidays per calendar year as listed
below:
NEW YEAR'S DAY
LABOR DAY
CIVIL RIGHTS DAY
COLUMBUS DAY
PRESIDENT'S DAY
VETERAN'S DAY
MEMORIAL DAY
THANKSGIVING DAY
INDEPENDENCE DAY
CHRISTMAS DAY
All forty (40) hour per week employees shall NOT receive Columbus Day as a holiday, but
shall receive the day after Thanksgiving as a holiday. The forty (40) hour per week employees
shall receive all the remaining holidays as listed above. If the designated holiday falls on a
weekend then the member shall take the City designated day as the holiday.
ARTICLE 13 — RELIEF PERSONNEL
The DEPARTMENT will provide qualified relief personnel with full-time employees.
Sufficient relief personnel shall be used to maintain normal coverage of each shift period of
vacation, holidays, sick leave, and fire related education. Relief personnel may include current
department personnel working out of classification in a higher ranked position, pursuant to this
Agreement.
COLLECTIVE LABOR AGREEMENT — Page 12 of 28
I ARTICLE 14 — VACANCIES
2 Entry level firefighters shall be determined by a generally accepted standard testing
3 method within the fire service profession. Every two (2) years the DEPARTMENT shall hold a
4 qualifying test. The purpose of the test shall be to establish a hiring list of applicants for entry
5 level vacancies that may occur within the subsequent two (2) years. This test shall not limit the
6 DEPARTMENT's ability to set the requirements necessary for hiring for vacancies.
7 Any unfilled entry level position caused by termination, retirement, promotion or
8 otherwise, except for personnel reduction as provided elsewhere in this Agreement, shall be
9 filled from a hiring list of eligible applicants on file for that position. If there is no existing list
10 then entry level positions will be filled after the next available testing. Vacancies must be filled
1 I after the next available testing. Vacancies must be filled no later than one (1) year from the
12 opening.
13 Promotions and vacancies for the position of Engineer, Captain and any other positions
14 added to the ranks of the DEPARTMENT which pertain to shift personnel shall be filled from
15 the current ranks of full-time personnel of the Meridian Fire Department. After the test is given
16 and if appropriate training has been provided for the position tested and there are no successful
17 candidates a second test will be given and if there are still no successful candidates for these
18 positions, management has the right to hire outside of the Meridian Fire Department to fill the
19 open position(s). The Department may have up to thirty (30) days to begin a process for an
20 unscheduled vacancy. All promotional examinations shall be given within 90 days and filled
21 pursuant to Article 15 of this Agreement and within a short reasonable time frame as long as
22 there are available candidates to promote.
23 If during the pendency of a promotional list an employee is demoted in rank as a part of
24 a disciplinary action the employee's name shall be removed from that list for the remainder of
25 the cycle. Employees shall not be eligible for promotion if have been disciplined which resulted
26 in a suspension without pay within ninety (90) days of the date to be promoted.
27 Currently a position of Training Captain is authorized, but unfilled. The position shall
28 remain vacant by mutual agreement during the duration of this agreement. If the need arises
29 based upon changed circumstances this position may be reinstated by mutual agreement and
30 when that occurs the time periods for filling of the position shall follow all other vacancies
31 within this Agreement.
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I It shall be the exclusive responsibility of the DEPARTMENT to determine bona fide
2 occupational requirements within the meaning of this Article.
3
4 ARTICLE 15 — PROMOTIONS
5 Eligibility tests for promotion and newly created positions shall be based on
6 examinations given. To be considered for promotion the employee must have served one
7 continuous year in the previous position, except for Battalion Chief which the employee shall
8 have served three (3) continuous years in the previous position. All promotional lists will
9 become effective June 1St of the year that they are given and will expire on May 31St of the year
10 that the subsequent test is given.
11 Examinations will be given once every two (2) years for Engineers; and will be given in
12 the first week of May of each year. For the positions of Captain of Suppression, the
13 examination will be given every two (2) years in the first week of May. For all other
14 promotional positions identified in this Agreement, testing will be done on an as needed basis.
15 The testing for Engineers will be in odd numbered years and for Captain in even numbered
16 years, or as needed. A notice of impending promotional exam with a designated bibliography
17 and defined scoring criteria for the positions being tested shall be provided to all personnel for a
18 minimum of ninety (90) days prior to the test date. The bibliography and defined scoring
19 criteria may be available more than ninety (90) days prior to the testing, but the notice of testing
20 must allow for a minimum of ninety (90) days between the notice and the test. Notice shall be
21 provided by a department wide email to all members of the department and by the posting of
22 notices in each Fire Station and the Administrative office of the Fire Department.
23 In the event of an opening/vacancy for a position in which there are no qualified
24 candidates on the current promotion/eligibility list of that position, a special test may be given,
25 by mutual consent of both parties, to fill the vacancy/opening.
26 All examinations shall be impartial and shall relate to those matters which will test fairly
27 the candidate's ability to discharge the duties of the position to be filled.
28 It shall be the exclusive responsibility of the DEPARTMENT to determine bona fide
29 occupational requirements within the meaning of this Article. The DEPARTMENT shall be the
30 sole judge of skills, qualifications and ability. Seniority for promotions will be one (1) point per
31 year of service up to the maximum of ten (10) points. Seniority points will be added after
32 successfully passing the written examination. Promotional examinations shall consist of a
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I written test, assessment center, and two oral boards. The components of the assessment center
2 shall be identified at the time of the announcement of the test. The following formulas will be
3 used to determine the candidate's final score on promotional examinations for Engineer and
4 Captain respectively:
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6 Engineer's Exam Scoring Criteria:
7 Written test: 40% of overall score; 70% minimum passing score
8 Assessment Center: 30% of overall score; 70% minimum overall passing score for each
9 component
10 Operational Oral Board: 15% of overall score; 70% minimum passing score
11 Chief's Oral Board: 15% of overall score; 70% minimum passing score
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13 Captain's Exam Scoring Criteria:
14 Written test: 40% of overall score; 70% minimum passing score
15 Assessment Center: 30% of overall score; 70% minimum passing score
16 Operational Oral Board: 15% of overall score; 70% minimum passing score
17 Chief's Oral Board: 15% of overall score; 70% minimum passing score
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19 Battalion Chiefs Exam Scoring Criteria:
20 Written test: 20% of overall score; 70% minimum passing score
21 Assessment Center: 50% of overall score; 70% minimum passing score
22 Operational Oral Board: 15% of overall score; 70% minimum passing score
23 Chief's Oral Board: 15% of overall score; 70% minimum passing score
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25 Each testing cycle shall have a DEPARTMENT provided Development Program for
26 promotion prior to the testing period.
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28 ARTICLE 16 — GRIEVANCE PROCEDURE
29 Disputes or differences arising between the DEPARTMENT and the UNION and/or
30 individual members of the Fire Department as to the meaning or application of any provision of
31 the Agreement or of the Rules and Regulations of the Fire Department (as provided in Article
32 8), relating in any way to employees' wages, hours and /or conditions of employment, shall be
COLLECTIVE LABOR AGREEMENT — Page 15 of 28
I settled in the manner provided herein. For the purpose of this provision, such a dispute or
2 difference shall be referred to as a "Grievance." All timelines that are described in this Article
3 may be adjusted by the mutual consent of the DEPARTMENT and the UNION. Any variation
4 of the timeline shall be memorialized in writing and signed by the Chief and the UNION
5 President or designee.
6 Step One: Any employee who has a grievance shall notify the Union Grievance
7 Committee in writing within fourteen (14) calendar days from the date of the grievance, or
8 fourteen (14) calendar days from the time the employee, through reasonable diligence, should
9 have been aware of it. The Union Grievance Committee, hereinafter referred to as UNION,
10 shall within the next then thirty (30) calendar days after the conclusion of any fact gathering,
11 hearing, or necessary research to determine if the grievance has merit. If in its opinion, the
12 grievance does not have merit, no further action shall be necessary. At no point shall the process
13 exceed thirty (30) days without the consent of both the DEPARTMENT and the UNION.
14 Step Two: If it is the opinion of the UNION that a valid grievance exists, the UNION
15 shall present the grievance in writing to the Fire Chief within fourteen (14) calendar days after
16 their decision. All parties to such discussion will make a good faith effort to resolve the
17 grievance. The Fire Chief thereafter shall give his/her reply in writing within thirty (30)
18 calendar days from the conclusion of any fact gathering, hearing, or necessary research. At no
19 point shall the process exceed thirty (30) days without the consent of both the DEPARTMENT
20 and the UNION.
21 Step Three: If the grievance has not been resolved in Step Two, the UNION shall
22 present the grievance in writing to the CITY within fourteen (14) calendar days from the receipt
23 of the Fire Chief's written reply. All parties to such discussion will make a good faith effort to
24 resolve the grievance. The CITY, through the Mayor and City Council thereafter shall give its
25 reply in writing within thirty (3 0) calendar days from the conclusion of any fact gathering,
26 hearing, or necessary research. At no point shall the process exceed thirty (30) days without the
27 consent of both the CITY and the UNION.
28 Step Four: If the grievance has not been resolved at the appropriate lower Step(s),
29 either the UNION and DEPARTMENT may within fourteen (14) calendar days refer the
30 grievance to an Arbitrator by serving written notice upon the other.
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COLLECTIVE LABOR AGREEMENT — Page 16 of 28
1 The UNION and the DEPARTMENT shall both select an individual to represent their
2 interests in the grievance process. The individuals may not be members of, or employees of
3 either the UNION or the DEPARTMENT. These two individuals shall request Director of the
4 Department of Labor and Industrial Services of the State of Idaho to supply a list of seven (7)
5 proposed arbitrators, none of the seven (7) shall be individuals that have represented either the
6 UNION or the DEPARTMENT. Within five (5) calendar days after receipt of this list the
7 UNION'S representative and the DEPARTMENT'S representative shall select an Arbitrator by
8 alternately striking one (1) name at a time from the list until only one (1) name remains. The
9 parry striking the first name shall be determined by a coin toss. Both parties shall accept the
10 name remaining on the list as the Lead Arbitrator.
11 The Arbitration Board shall conduct a hearing and shall render a decision in writing,
12 which shall be final and binding on both parties, subject only to the parties' right to seek
13 vacation or modification to the Arbitration Board award pursuant to the provisions of Chapter 9,
14 Title 7 Idaho Code.
15 The Arbitration Board shall have only such jurisdiction and authority to interpret and
16 apply the provisions of the Agreement as shall be necessary to the determination of the
17 arbitration issue. The Arbitration Board shall not have any power to add or subtract from,
18 modify or alter in any way, the provision of this Agreement. The cost of arbitration shall be
19 borne equally by the CITY and UNION.
20
21 ARTICLE 17 - NO STRIKES — NO LOCKOUT
22 Upon the consummation and during the term of this Agreement, no member of the Fire
23 Department covered by this Agreement shall strike or recognize a picket line of any labor
24 organization while in the performance of his/her official duties, in accordance with Idaho Code
25 Section 44-1811.
26 It is mutually agreed that there shall be no strike authorized by the UNION and no
27 lockout authorized by the CITY, except for the refusal of either party to submit to or abide by
28 the grievance procedure set forth herein. No picket line, at or around the City's property,
29 established by any other person or organization shall be sanctioned or honored during the term
30 of this Agreement.
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COLLECTIVE LABOR AGREEMENT — Page 17 of 28
I The UNION agrees that as part of the consideration for this Agreement, it will, within
2 twenty-four (24) hours take steps to end any unauthorized work stoppages, strikes, slow -downs
3 or suspensions of work, instructing their members to work immediately. The UNION agrees
4 that it will not assist employees participating in unauthorized work stoppages, strikes, slow -
5 downs or suspensions of work. For purposes of this section, the term "strike" shall include a
6 cessation or stoppage of work, slow -down, sit-in and picketing of the City's premises.
7
8 ARTICLE 18 - UNIFORM ALLOWANCE AND ISSUED EQUIPMENT
9 The CITY and the UNION believe that professionalism and pride in the City and the
10 Fire Department are a significant part of a superior fire service. Both the CITY and the UNION
11 believe that the attire of the firefighter and their conformance with professional appearance
12 helps achieve the goals of a superior organization. All uniform and work attire shall be clean
13 and appropriately pressed or maintained. It shall be within the discretion of the Fire Chief or his
14 designee to determine if an article of clothing is no longer serviceable for wear on duty.
15 All employee uniforms shall meet National Fire Protection Association (N.F.P.A.) 1975
16 minimum requirements for station uniform wear. The brand, style, materials and color of
17 uniforms shall be reviewed annually by the Uniform Committee. The Committee shall be
18 comprised of two (2) UNION members and one (1) member of management designated by the
19 Fire Chief. The Committee may recommend changes, but the final decision shall be at the
20 discretion of the Fire Chief.
21 Under this article the CITY and the UNION have agreed to the specific clothing that is
22 to be purchased for Recruits and Firefighters.
23 All of the Uniform and Personal Appearance standards shall be governed by
24 APPENDIX "D".
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26 18.1 Issued Equipment
27 The CITY agrees to provide the necessary equipment for the Twenty -Four (24) hour per
28 shift Suppression Firefighters to perform their duties. The CITY and the UNION will meet and
29 discuss what tools may be needed for each Suppression Firefighter. For the term of this
30 Agreement the equipment is listed in APPENDIX C. Once issued the member shall be
31 responsible to maintain and keep the issued equipment. All items may be required to be
32 produced as part of an inspection. If equipment is lost or damaged, beyond use, in the course of
COLLECTIVE LABOR AGREEMENT — Page 18 of 28
I duty it may be returned, if practical, to the department for replacement. If unable to be returned
2 it can still be replaced. If lost or damaged outside of duty use then the firefighter will be
3 required to replace the item at the member's expense.
4
5 ARTICLE 19 - HOURS OF WORK AND DESIGNATED WORK PERIODS
6 19.1 Twenty Four (24) hour per shift Suppression Firefighters of the Meridian Fire
7 Department
8 The designated work period for all twenty-four (24) hour shift employees covered under
9 this Agreement shall be on a twenty-four (24) day cycle with coverage at 192 hours. Under the
10 Fair Labor Standards Act (FLSA) 182 actual hours worked will be paid at the regular hourly
11 rate and ten (10) hours paid at the overtime rate if no excluded hours under the Act have been
12 taken. Overtime shall also be paid for time worked off the Firefighter's normally scheduled
13 shift, other than a "shift trade."
14 The regular work schedule for twenty-four (24) hour shift employees shall be two
15 consecutive twenty-four (24) hour shifts on duty and ninety-six (96) hours off consecutively.
16 No suppression firefighter may work more than seventy-two (72) hours consecutively without
17 specific authorization or direction by the Deputy Chief of Operations, or the Fire Chief in
18 his/her absence. A shift shall be twenty-four (24) hours of duty, starting at 0700 and ending at
19 0700. For illustrative purposes, the regular work schedule for suppression personnel is listed
20 below with an X representing an on -duty shift and an O representing and off-duty shift.
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22 XXOOOOXXOOOO
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24 19.2 Forty (40) Hour per week Firefighting Personnel of the Meridian Fire Department
25 The regular work week shall be scheduled Monday through Friday, 8:00 a.m. to 5:00
26 p.m. with a one (1) hour lunch break included. Any time worked over forty (40) hours per week
27 shall be paid at a rate of time and one-half of the employee's hourly wage to the next 1/2 hour for
28 the actual hours worked. When circumstances dictate, the Chief reserves the right to flex this
29 schedule to meet the DEPARTMENT's needs. As a courtesy, the affected employee will be
30 given one (1) week's notice of the schedule change, unless the change is unforeseen. In an
31 unforeseen circumstance the Chief has the right to change the schedule to meet the need, but
32 once the circumstance is over, the schedule will be returned to normal. These positions shall
COLLECTIVE LABOR AGREEMENT — Page 19 of 28
I have a regular defined on-call schedule and will be compensated pursuant to the CITY on-call
2 policy.
3
4 ARTICLE 20 — BEREAVEMENT LEAVE
5 In the event of a death in the twenty-four (24) hour shift employee's immediate family,
6 they shall be entitled to forty-eight (48) consecutive shift hours off for bereavement leave.
7 Additional leave may be granted from sick leave, accrued vacation leave or unpaid leave of
8 absence at the discretion of the Chief or designee.
9 In the event of a death in the forty (40) hour per week employee's immediate family,
10 they shall be entitled to three (3) consecutive workdays off for bereavement leave Additional
11 leave may be granted from sick leave, accrued vacation leave or unpaid leave of absence at the
12 discretion of the Chief or designee.
13 For purposes of this article, immediate family shall be defined as current spouse,
14 children, parents, in-laws, brother, sister, grandparents, or grandchild of the employee. In-laws
15 are defined as a father, mother, or grandparents of current spouse, or sister and brother in-law of
16 the employee. Adopted or "step" relationships will be considered same as any other family
17 relationship.
18
19 ARTICLE 21— ADDITIONAL DUTY AND COMPENSATION
20 Any firefighter reporting for duty while off-duty shall have all of the benefits that he/she
21 would normally have while on his/her regular tour of duty. All additional compensation
22 accumulated by a firefighter shall be due and payable in their next pay period.
23
24 21.1 Definition of Overtime, Scheduled Overtime, and Compensation
25 Overtime pay shall be paid as defined by Article 19 of this agreement. Scheduled
26 overtime shall be when a firefighter is requested to return to work for any meetings, training,
27 shifts or any other reason deemed necessary by the department that is scheduled or planned.
28 Firefighters shall receive overtime pay at one and one-half times (1 1/2) his/her normal
29 rate of pay for all overtime or scheduled overtime worked.
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COLLECTIVE LABOR AGREEMENT — Page 20 of 28
1 21.2 Definition of Emergency Callback and Compensation
2 Emergency Callback shall be when a firefighter is requested to return to work by the
3 DEPARTMENT at a time that the firefighter was not scheduled to work to address an
4 emergency as determined by the Fire Chief. The examples of this type of Emergency Callback
5 shall be for large scale structure fires, large scale range fires, unusual natural disasters causing
6 the complete extension of the City's resources, etc. Members accepting an Emergency Callback
7 must be able to meet the response time guideline as per DEPARTMENT policy.
8 The firefighter shall receive a minimum of four (4) hours of pay, from the time they
9 receive the call, for Emergency Callback. Additional calls during that initial four (4) hours will
10 not be further compensated. Any time worked after the first four (4) hours will be compensated
11 in one-half (1/2) hour increments, rounded up. Any firefighter reporting for duty while off-duty
12 shall have all of the benefits that he/she would normally have while on his/her regular tour of
13 duty. All additional compensation accumulated by a firefighter shall be due and payable in their
14 next pay period, unless the compensation is to be paid by a separate public or private entity. If
15 the latter situation exists then the firefighter will be paid at the next pay period after the funds
16 are transferred to the City. The firefighter will be paid by the last pay period within 180 days of
17 the last date of service for the public or private entity whether the City has been reimbursed at
18 that time or not.
19 Firefighters shall receive overtime pay at one and one-half times (1 1/2) his/her normal
20 rate of pay for all time worked in response to Emergency Callback.
21
22 21.3 Definition of Holdover and Compensation
23 Holdover shall be when a firefighter regularly scheduled duty is extended from the end
24 of the shift by the DEPARTMENT.
25 Any time worked as holdover will be compensated in one-half (1/2) hour increments,
26 rounded up to the next half-hour.
27
28 21.4 Definition of Overtime for Training
29 Training that is required by the DEPARTMENT is compensable. The DEPARTMENT
30 retains the right to determine which personnel may attend training.
31
COLLECTIVE LABOR AGREEMENT — Page 21 of 28
I ARTICLE 22— WORKING OUT OF CLASSIFICATION
2 All employees of the DEPARTMENT covered by this Agreement, who have tested and
3 are qualified as to meeting the eligibility requirements set forth by this Agreement, and are on
4 the current eligibility list for promotion to the higher ranked position, when necessary, must
5 accept, and assume the duties of the higher ranked position when it is available. No more than
6 one person working in a higher ranked position will be allowed on a company at a time, unless
7 an extreme or emergency situation exists.
8 After the completion of the promotional exams the employee may opt to remain on the
9 eligibility list or may choose to be removed at that time. At any time during the life of the
10 eligibility list the employee may opt, at their sole discretion, to have their name removed. In
11 either circumstance removal from the list will be final and the employee may re -test during the
12 next testing period for promotion to that grade.
13 The right to use personnel will be current full-time department personnel working out of
14 classification in a higher or lower ranked position, as set forth above. If an employee were to
15 work in a lower ranked position they would be paid at their current rate, not the lower wage.
16 Each employee assuming the higher ranked duties shall be paid at the wage scale of the higher
17 position or rank, for the time worked at that position or rank. Any time worked out of
18 classification will be compensated in one-half (1/2) hour increments, rounded up to the next
19 half-hour.
20 Paramedic Engineers are allowed to swing up to Captain and receive the higher wage of
21 Captain for the temporary assignment in addition to their regular paramedic pay.
22
23 ARTICLE 23— STAFFING
24 The DEPARTMENT maintains the right to assignment and staffing of stations, engines,
25 and companies. Change in assignment may be based on the following criteria; vacancy,
26 seniority, stations available, and re -assignment, but is not limited to only these specified. The
27 method of declaring a vacancy, applicability of seniority, station bidding, and re -assignment
28 shall be determined by Department policy. The Station Bid policy shall be negotiated between
29 the UNION and the DEPARTMENT as mutually determined to be needed. The
30 DEPARTMENT retains the final authority for all staffing and shift assignments.
31 Minimum Staffing at each station will be either three (3) or four (4) personnel dependent
32 on the assigned apparatus to the station. Personnel assigned to a station may be used to cross -
COLLECTIVE LABOR AGREEMENT — Page 22 of 28
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staff various types of apparatus. Brush trucks, water tenders and reserve apparatus are not
required to be staffed on a daily basis. Apparatus standards shall be the following:
Engine Companies
1 Captain
1 Engineer
1 Firefighter
Water Tender Companies
1 Captain
1 Engineer
Command Vehicle
1 Battalion Chief
Brush Truck Companies
1 Captain
1 Engineer
1 Firefighter
Truck Companies
1 Captain
1 Engineer
2 Firefighters
Any additional firefighters on staff above the minimum as listed above will be used to increase
the staffing of the engines/truck or staff extra apparatus as described above unless the individual
has applied and been accepted as part of a mentoring program pursuant to department policy.
Whenever circumstances exist that causes an apparatus to fall below that minimum,
management reserves the right to re -assign personnel (including select qualified command
officers at the Fire Chief s discretion), exercise "Callback", exercise "Holdover", exercise
"Working out of Classification", or in extreme emergency circumstances, take an apparatus out
of service temporarily until appropriate personnel are available. Stations or Apparatus will only
be taken out of service long enough to return the necessary personnel to staff them.
As of the effective date of this contract, the Meridian Fire Department operates five (5)
stations staffed by an Engine and/or Truck Company as described as above. As future stations
are opened, they will be staffed by at least an Engine and/or Truck Company, using this same
staffing configuration described above unless mutually agreed to a change by the UNION and
the CITY.
Advanced Life Support (ALS) Engine or Truck Companies
An Advanced Life Support (ALS) Engine or Truck company shall consist of a minimum
of one (1) licensed paramedic in the State of Idaho. The Department's Medical Supervision
plan shall establish the appropriate number of EMS positions within the Department. The
licensed paramedic shall be the person primarily responsible on that Engine or Truck company
apparatus to provide ALS response. The Captain may be a paramedic, but is not charged with
COLLECTIVE LABOR AGREEMENT — Page 23 of 28
I the primary responsibility of ALS support and therefore an additional licensed paramedic must
2 be on the apparatus for it to be considered as an ALS response.
3
4 ARTICLE 24 — SALARIES
5 Wages for all UNION members shall be as fixed and set forth in APPENDIX "A",
6 attached hereto.
7
8 ARTICLE 25 — ALCOHOL & DRUG POLICY
9 The DEPARTMENT and its UNION members agree to abide by the City of Meridian's
10 Alcohol and Drug Policy. The policy in effect at the time of the execution of this contract is
11 included in this agreement as APPENDIX "B". It is agreed that changes made to this policy,
12 shall not apply to the UNION without written consent of its members.
13
14 ARTICLE 26 — HEALTH AND WELLNESS
15 26.1 Health
16 The overall health and wellness of a firefighting force is essential to safely and
17 effective respond to and mitigate the various emergencies the Department is responsible
18 for. In that spirit, the CITY shall provide mandatory physicals to every Department employee
19 that has an obligation to respond to an incident. The City shall maintain a budget sufficient to
20 allow each employee required to respond to an incident a physical every two (2) years.
21 Employees will be placed on a rotational schedule to be determined and maintained by the
22 DEPARTMENT.
23 The physicals shall be done through the Department's contracted physician that both
24 CITY and the UNION agree upon, or his/her designee. The only medical information that the
25 CITY shall receive from the physician is a proof of attendance. All other documentation and
26 personal medical information shall be directed to the member receiving the physical and no
27 medical information shall be shared with the CITY by the physician without the individual
28 member's consent.
29
30 26.2 Fitness/Exercise
31 The DEPARTMENT and the UNION shall develop a fitness and exercise program for
32 all firefighting personnel. The program shall be based on identified best practice and shall
COLLECTIVE LABOR AGREEMENT — Page 24 of 28
I include the following components: education, department standards/success factors, and
2 Department sponsored remediation if necessary. The program may be managed by a peer
3 directed program or managed through a separate vendor or both, jointly agreed upon by the
4 DEPARTMENT and the UNION, depending on the availability of funding. Participation in the
5 program shall be mandatory for all personnel that respond to emergency scenes.
6
7 ARTICLE 27 — REQUEST FOR REDUCTION IN RANK
8 Subject to the following provisions and as set forth below, any fulltime suppression,
9 inspection, or Chief Officer Employee (Employee) of the Meridian Fire Department ("MFD")
10 may request to return to a former fulltime suppression classification of a lower rank than their
11 current classification he/she previously held within MFD or their former department.
12 Additionally, if necessitated as a disciplinary measure, the Chief may demote a member of the
13 UNION to a former position using the same process as outlined in this Article. For the purposes
14 of this Article no current member may be involuntarily demoted for the purpose of providing an
15 opening for a person requesting a return to a former position held or being demoted.
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17 27.1 Eligibility
18 A. An Employee may request to be returned to a prior fulltime suppression of a lower
19 rank than their current rank within the MFD from which he/she was promoted;
20 B. An Employee who has not previously held a fulltime suppression classification at
21 MFD may request to be moved to a lower than their current rank fulltime
22 suppression classification they held at their former department IF all of the
23 following criteria are met:
24 i. 5 years or longer with the MFD in a rank higher than the suppression
25 classification being requested.
26 ii. All MFD minimum qualifications have been met for the suppression
27 classification being requested.
28 iii. The employee making the request has completed all necessary testing and has
29 achieved a passing score for the suppression classification being requested.
30 When a Chief Officer, having special knowledge of MFD's testing process (including,
31 but not limited to, testing procedures, written and oral board questions, scenario based assessments,
32 manipulative skills etc.), the Department must hire an external panel to conduct the test.
COLLECTIVE LABOR AGREEMENT — Page 25 of 28
1 27.2 Process
2 A. A vacancy must exist or be anticipated by promotion, retirement, or separation.
3 B. Any member requesting a return to a lower rank than their current classification
4 must do so in writing to the Chief or his designee. The written request must:
5 i. List the lower rank requested.
6 ii. List the date served in the former rank.
7 iii. List the preferred date to return to the lower rank.
8 C. The Chief, after consultation with Local 4627 President, shall approve or deny the
9 request to return to a former classification in writing.
10 D. The Chief or his designee may delay the return to a lower rank until there is a
11 vacancy in the requested classification.
12 E. The Chief or his designee may not lay off or demote personnel to create a vacancy
13 for a return to a former classification. But a promotion based upon an existing
14 promotional list will satisfy the creation of a vacancy.
15 F. If two (2) or more requests are made at the same time, preference will be given to
16 any Employee(s) who previously held the requested suppression classification and
17 has greater seniority in the Department.
18 G. If the vacancy is caused by a demotion due to discipline the same process shall
19 apply.
20
21 27.3 Seniority
22 When an Employee returns to a former classification, the seniority accrued in the
23 position(s) held prior to the return to former classification shall be combined with the time in
24 grade that was accrued in the former classification. (Date of Hire + Time in Grade)
25 For any employee not previously hired within a suppression classification position but
26 reassigned to a suppression classification position, he/she shall be moved to the bottom of the
27 rank seniority list for the classification being assigned to but will retain years of service since
28 date of hire as a MFD employee as it pertains to department seniority.
29
30 Examples:
31 1) A Captain of Suppression with 24 months of seniority since date of hire is promoted
32 to Division Chief of Logistics for 36 months time in grade and then returns to Captain of
COLLECTIVE LABOR AGREEMENT — Page 26 of 28
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Suppression. For purposes of Captain of Suppression seniority, the member now has 60
months of accrued seniority;
2) An Engineer with 60 months of seniority since date of hire is promoted to a Captain
of suppression for 12 months time in grade and then returns to Engineer. For purposes
of Engineer seniority, the member now has 72 months of accrued seniority.
ARTICLE 28 — SAVINGS CLAUSE
If any provisions of this Agreement or the application of such provision should be
rendered or declared invalid by any court having jurisdiction, or by reason of any existing or
subsequently enacted legislation, the remaining parts or portions of this Agreement shall remain
in full force and effect.
ARTICLE 29 — EFFECTIVE DATE
The Collective Labor Agreement shall become effective October 25, 2016 and remain in
full force and effect through September 30, 2018.
Additionally, this agreement may be re -opened at any time for negotiations on any
mutually agreed upon item(s), pursuant to the procedures set forth in Chapter 18, Title 44, Idaho
Code. This may include items contemplated within this agreement that may require amendment
or change during the course of this Agreement.
DATED AND SIGNED this -E day of 00�D 6 e -Ir- , 2016.
CITY OF MERIDIAN
Tammy cJr� Weerd
COLLECTIVE LABOR AGREEMENT — Page 27 of 28
IAFF LOCAL #46 7,
MERIDI C TER
By: C
(Erik SrKith
President
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APPROVED BY CITY COUNCIL this )5 day of 6GtD 6e4" , 2016.
ATTEST:
By: ,
C.Ja oles
City Clerk
COLLECTIVE LABOR AGREEMENT — Page 28 of 28
APPENDIX A
Introductory/Probationary Firefighter positions are eligible for promotion to Firefighter I
after six months of service with the Meridian Fire Department. Firefighter I and II
designated below are State of Idaho Certification levels and in addition to achieving that
certification the individual must serve for one (1) continuous year each before being
eligible for promotion pursuant to Article 15 of this Agreement.
The Department and the Union shall establish the hours and course subjects for
promotion to Firefighter III. The Department shall do everything within its ability to
provide all classes within a reasonable cycle. The Department will diligently evaluate and
approve as often as reasonable and as soon as possible local or online courses that can
qualify for any of the above subject areas.
Promotions shall take effect on the next pay period following the completion of the time
of service. (Intro/Prob-6 months; FFI — 1 year; FFII-2 years; FFIII-3 years)
Wage Scale — The wages for the regular rate of pay for all positions except the Captain
Fire Inspector & Captain Training are based upon 2920 hours worked per year. The
Captain Fire Inspector & Captain Training wage is based upon 2080 hours worked per
year.
The job classification and wage rates for employees covered by this Agreement shall be
as follows:
EFFECTIVE DATES
Job Titles 10/25/2016 (3%) 10/1/2017 (1%)
Recruit
Hourly
$ 17.10
$
17.27
Annual*
$ 49,940.55
$
50,439.95
Probationary
Hourly
$ 17.79
$
17.97
Annual*
$ 51,941.25
$
52,460.66
Firefighter I
Hourly
$ 18.48
$
18.66
Annual*
$ 53,945.81
$
54,485.27
Firefighter II
Hourly
$ 21.69
$.
21.91
Annual*
$ 63,333.12
$
63,966.46
Firefighter III
Hourly
$ 23.92
$
24.16
Annual*
$ 69,841.67
$
70,540.09
Engineer
Hourly
$ 25.80
$
26.06
Annual*
$ 75,348.90
$
76,102.39
APPENDIX A
Captain of
Supression Hourly $ 28.73 $ 29.01
Annual* $ 83,891.36 $ 84,730.27
Captain Fire
Inspector/ Captain
Training Hourly $ 40.32 $ 40.73
Annual* $ 83,875.50 $ 84,714.25
Battalion Chief Hourly $ 30.75 $ 31.05
Annual* $ 89,776.86 $ 90,674.63
*Annual wage listed is based upon hours projected. Wages are paid on actual hours worked
Education or Certification Incentive Pay: All employees that have furthered their
education or expertise, at their own expense, and have acquired the following degrees
regardless of their major may apply for and receive an additional amount added to the
firefighter's base rate. The additional hourly amount shall be:
Education
Associate's Degree:
Bachelor's Degree:
Master's Degree:
$.11 cents per hour
$.22 cents per hour
$.33 cents per hour
The educational degree shall be from an accredited institution of higher learning. The
additional hourly amount shall be added the firefighter's base rate of pay. A firefighter
shall only be entitled to one (1) education incentive pay. Pay shall be for the highest
degree obtained.
Certification
EMT Advanced: $.22 cents per hour
Paramedic License: (Captain Only) $.33 cents per hour
Paramedic Pay: All employees that are Licensed Paramedics by the State of Idaho and
are operating in a paramedic role for the City of Meridian shall receive the following
amount in addition to the salaries listed above:
$1.65 per hour
This amount shall only be available from Introductory/Probationary level up to and
including Engineer. Captains and above shall not receive Paramedic pay unless they
Work Out of Class in a lower rank position and serve as the primary paramedic for the
shift (or any part thereof), but may receive Education Incentive pay. The additional
hourly amount shall be added to the firefighter's base rate of pay. The pay for a Captain
Working Out of Class as a Primary Paramedic in a lower ranking position shall be $1.32
per hour more for the shift. If there is already an assigned Paramedic for the shift on the
Engine or Truck then the Captain Working Out of Class shall not receive the additional
pay differential.
APPENDIX A
All employees that were hired as paramedics may be required to maintain their license as
a continuing job requirement until they reach the Captain position. A paramedic may
request to drop their paramedic certification to Basic EMT prior to achieving the rank of
Captain. Based upon the minimum required personnel at the paramedic level, as
established by the Medical Supervision Plan, any paramedic in excess of the number
established is eligible to request to drop their paramedic's certification. Anyone that is
granted the ability to drop their certification may be reassigned subject to the needs of the
Department. The Chief may consider seniority in granting the request. The Chief shall
have the sole discretion to grant this request.
APPENDIX A
APPENDIX B
SUBJECT: DRUG AND ALCOHOL POLICY
PURPOSE: To outline the goals and objectives of the City's drug and alcohol testing
program and to provide guidance to supervisors and employees
concerning their responsibilities for carrying out the program. For the
purpose of this policy volunteers are stated as employees. This policy
applies to all regular full-time, part-time, introductory, temporary,
seasonal or contract employees, volunteer firefighters, police reserve
officers and all job applicants.
BARGAINING UNIT EMPLOYEES (FIRE)
The collective labor agreement shall govern the alcohol/drug program/policy for Fire department
employees who are represented by the bargaining unit. Represented employees should refer to the
labor agreement, Appendix B.
SAFETY SENSITIVE POSITIONS
The job functions associated with these positions directly and immediately
relate to public health and safety, the protection of life, and law
enforcement.
Safety Sensitive positions are those that require an employee to:
• Carry firearms
• Have custodial responsibility for illegal drugs
• Perform emergency medical, lifesaving, and/or fire suppression
activities
• Have supervision over children in the absence of their parents or
adult guardians
• Have access to homes and/or businesses in the City
• Handle hazardous materials that if mishandled, place City
employees and/or the general public at risk of serious injury
• Work in the water and wastewater systems and their operations
• Be required to maintain a Commercial Driver's License (CDL)
• Operate heavy machinery
Human Resources shall maintain a list of every safety sensitive position that is
covered by this policy.
POLICY: In recognition of the harmful effects that the use of illegal drugs and the
misuse of alcohol can have on employees in the workplace, the City of
Meridian has a responsibility to provide and maintain a safe, secure,
productive and efficient work environment free of the use, sale or
APPENDIX B
possession of alcohol and controlled substances. The City of Meridian is
committed to promoting and maintaining a drug free work environment
for our employees, and members of the general public. Furthermore, the
City has an obligation to protect the City's property, equipment, operations
and reputation.
Being under the influence of alcohol or an illegal drug or improper use of
a prescription drug on the job poses serious safety and health risks to the
user and to all those who work with the user. The use, sale, purchase,
transfer, or possession of an illegal drug in the workplace, and the use,
possession, or being under the influence of alcohol in the workplace also
poses unacceptable risks for safe, healthful, and efficient operations.
This Drug -Free Workplace Policy is not intended to replace or supercede
testing, reporting, and procedures mandated by federal and state rules,
regulations or laws that relate to the maintenance of a workplace free from
alcohol and illegal drugs.
The City requires compliance with this policy as a condition of
employment for qualified applicants or for continued employment for all
City employees and volunteers.
AUTHORITY & RESPONSIBILITY: The Human Resources Director shall be
charged with interpreting and administering this policy. Supervisors and
department heads are responsible to ensure compliance to this policy
within their areas of responsibility.
PROCEDURES AND RELATED INFORMATION
I. PROHIBITED ACTIVITIES
A. On -Duty
1. Employees are expected to work alcohol and drug free in order to
enable safe and efficient job performance.
2. The use, sale, distribution, manufacture, purchase, transfer,
storage, or possession of alcohol or illegal drugs, paraphernalia or
the unauthorized use of prescription drugs or any combination
thereof, while on City premises, in City vehicles, while operating
City equipment, at a job site during work hours or in the scope and
course of City employment is strictly prohibited. Any violation of
this policy is grounds for disciplinary action, up to and including
termination.
3. Employees who report to work and are suspected of being under
the influence of alcohol or drugs will not be allowed to drive
themselves home or elsewhere. Refusal to comply with this rule
may result in immediate termination.
APPENDIX B
4. Department Heads will have authority to determine if the
possession of alcohol, drugs or paraphernalia is within acceptable
circumstances or guidelines.
B. Off -Duty
1. The off-duty conduct of any employee which results in a criminal
conviction for the possession, use, sale, manufacture or distribution
of illegal drugs will be subject to discipline up to and including
termination.
2. Employees who are acquitted will be returned to work with back
pay, if applicable.
3. Any employee convicted of violating a criminal drug statute on or
away from the workplace must inform the City of such conviction
(including pleas of guilty and nolo contendere) within five days of
the conviction. Notification must be made to the employee's
supervisor or the Human Resources Director. Failure to inform the
City subjects the employee to disciplinary action up to and
including termination.
II. MEDICATION PRESCRIBED BY PHYSICIAN
A. The use of drugs/medicine prescribed by a licensed medical practitioner
will be permitted provided that it will not and in fact does not affect work
performance, nor will it impair the employee's ability to safely operate
equipment or machinery. The City reserves the right to have a licensed
medical practitioner who is familiar with the employee's medical history
and assigned duties determine if use of the prescription drug will produce
effects which will increase the risk of injury to the employee or others
while working. If such a finding is made, the City may limit or suspend
the work activity of the employee during the period that the medical
practitioner advises that the employee's ability to perform his or her job
safely may be adversely affected by such medication. Any employee who
has been informed by his/her physician that the prescription drug could
cause adverse side effects while working must inform his/her supervisor
prior to using the medication on the job.
B. Employees must not consume prescribed drugs more often than as
prescribed by the employee's physician and they must not allow any other
person to consume the prescribed drug.
III. DISCIPLINE
A. Any employee who possesses, distributes, sells, attempts to sell, or
transfers illegal drugs on the City of Meridian's premises or while on City
business will be subject to discipline up to and including termination.
APPENDIX B
B. Any employee who is found to be in possession of or under the influence
of alcohol in violation of this policy will be subject to discipline up to and
including termination.
C. Any employee who is found to be in possession of drug paraphernalia in
violation of this policy will be subject to discipline up to and including
termination.
D. Any employee who is found through alcohol or drug testing to have in his
or her body system a detectable amount of alcohol or an illegal drug as
defined by this policy will be subject to discipline up to and including
termination. Employees voluntarily participating in an alcohol/drug
rehabilitation program recommended by the EAP will not be subject to
discipline for participation in the program. If the employee is required to
participate in an alcohol and/or drug program the Employee Assistance
Program will notify Human Resources when an employee has completed
the rehabilitation program. Prior to returning back to work an employee
must have a negative test result and after an employee returns to work,
he/she will be subject to unannounced drug and alcohol testing for a
period of six (6) months. A single positive test result or failure to
successfully complete the recommended rehabilitation program will be
grounds for disciplinary action up to and including termination.
E. Any employee who refuses to submit to an alcohol or drug test under the
terms of this policy will be subject to discipline up to and including
termination.
F. Employees who are required to participate in the City's Employee
Assistance Program (EAP) will be subject to termination for the following
policy violations:
1. Failure to contact the EAP within five (5) working days after
notification of a positive test result.
2. Refusal or unexcused failure to participate in counseling or the
EAP program.
3. Abandonment of a treatment program prior to completion and
being released.
IV. EMPLOYEE ASSISTANCE PROGRAM & SELF REFERRAL
A. The City recognizes that alcohol and chemical dependency are highly
complex problems that can be successfully treated. Any employee needing
help in dealing with these problems is encouraged to use the City's
Employee Assistance Program (EAP) and the benefits available through
the City's medical plan. The Human Resources Department has brochures
and cards on the EAP program.
APPENDIX B
B. Self- Referral
1. Rehabilitation assistance in lieu of discharge may be offered:
2. Any employee, who identifies him/herself to have an alcohol or
drug problem, provided that the request is made prior to violation
of the City's alcohol and drug policy. Employees who self refer to
the Employee Assistance Program (EAP) will not be subject to
disciplinary action for voluntarily requesting help due to alcohol &
drug problems. A request for rehabilitation may not be made in
order to avoid the consequences of a positive alcohol or drug test
result or to avoid taking an alcohol or drug test when requested to
do so under the terms of this policy.
3. To an employee who obtains counseling, evaluation and
rehabilitation treatment recommended through the City's
Employee Assistance Program (EAP).
4. An employee who is in rehabilitation or who has completed
rehabilitation will be allowed to return to work upon presentation
of a written release signed by a licensed physician or recognized
rehabilitation professional. An employee returning to work after
treatment may return to work after taking and passing an alcohol
and/or drug test. Employees who undergo a counseling or
rehabilitation program will be subject to unannounced testing
following completion of such a program for a period of six (6)
months.
5. Employees who are referred to outpatient and/or in-patient alcohol
or drug rehabilitation will be expected to do so at their own
expense, (with the exception of those expenses covered by the
City's health insurance program) on their own time or during a
leave of absence, covered under the Family Medical Leave Act
(FMLA) or during a non -paid leave of absence approved by the
City.
6. Affected employees shall, whenever possible, schedule outpatient
rehabilitation treatment during times that will not conflict with the
employee's work schedule, provided however, employees will be
allowed to use vacation or sick leave, or unpaid leave, if outpatient
rehabilitation treatment cannot be scheduled other than during their
regular work schedule.
C. Involuntary Referral
When an employee tests positive for alcohol or drug use (or is identified
as being under the influence of alcohol or drugs at work) as identified in
the City's Alcohol and Drug policy the employee will be sent to the City's
EAP program for assessment, and treatment planning.
V. EDUCATION
APPENDIX B
A. Supervisors and other management personnel will be trained in:
1. Overall City policy;
2. Detecting the signs and behavior of employees who may be using
alcohol or drugs in violation of this policy;
3. Recognizing and intervening in situations that may involve
violations of this policy;
4. EAP intervention, procedures and supervisor's role;
5. Documentation of employee performance and behavior.
B. Employees will be trained and informed of:
The health and safety dangers associated with alcohol and drug
use;
2. The provisions of this policy through employee meetings and
employee orientation.
VI. TESTING PROCEDURES
A. PRE-EMPLOYMENT TESTING
1. All applicants given a conditional offer of employment will be
required to submit to testing for the presence of alcohol and illegal
drugs. The offer of employment is contingent upon a negative
alcohol and drug test result. A conditional offer of employment
will be rescinded for any applicant who tests positive for the
presence of alcohol and/or illegal drugs.
2. An applicant will be notified of the City of Meridian's alcohol and
drug testing policy prior to being tested; will be informed in
writing of his or her right to refuse to undergo such testing; and
will be informed that the consequence of refusal is termination of
the pre-employment process.
3. An applicant will be provided written notice of this policy, and by
signature will be required to acknowledge receipt and
understanding of the policy.
B. REASONABLE BELIEF TESTING
An employee will be tested for alcohol and illegal drugs, or the abuse
of prescription medication, when the employee manifests "reasonable
belief' behavior that would endanger their well being, as well as the
safety of fellow employees or the general public. The basis of
suspicion of alcohol or drug abuse may be a specific,
contemporaneous event, or conduct -evidencing impairment observed
over a period of time.
APPENDIX B
2. An employee who is tested in a "reasonable belief' situation will be
put on administrative leave with pay pending receipt of written tests
results and whatever inquiries may be required.
C. POST- ACCIDENT TESTING
1. Any employee involved in a work-related accident will be tested for
the use of alcohol and illegal drugs, as soon as possible after the
accident, preferably within four (4) hours. Examples of conditions
that will require an employee to take an alcohol and drug test include,
but are not limited to, accidents, that result in:
a. A fatality, personal injury, or injury to another person requiring
transport for medical treatment away from the site of the
accident;
b. Damage to equipment or property owned by the City, or by a
third party, that is estimated to exceed $500.
c. Damage to a City vehicle that is estimated to exceed $2000.
2. An employee who is seriously injured and cannot provide a
specimen for testing will be required to authorize the release of
relevant hospital reports, or other documentation, that would
indicate whether there were alcohol or drugs in his/her system at
the time of the accident. Any employee required to be tested under
this section must remain readily available for such testing and the
employee may not consume any alcohol or illegal drugs.
3. If it is determined by management that an employee's accident was
caused by the actions of another, and that there were no unsafe acts
on the part of the employee, the City reserves the right to waive
post -accident testing of the employee. Employees who are
involved in a work-related accident requiring medical treatment are
to immediately inform their supervisor of the accident, so that any
needed alcohol or drug testing may be promptly conducted in
conjunction with their medical treatment.
D. RANDOM TESTING
1. Department Heads and employees in sensitive positions will be
subject to random alcohol and drug testing. For purpose of this
policy, a sensitive position will be defined as a position in which the
duties that are performed as a regular part of the job could
reasonably expect to affect health, safety and security of other City
employees or the general public.
2. Sensitive positions are those that require an employee to:
a. Carry firearms;
b. Have custodial responsibility for illegal drugs;
APPENDIX B
c. Perform emergency medical, lifesaving, and/or fire suppression
activities.
d. Have supervision over children in the absence of their parents
or adult guardians;
e. Have access to homes and/or businesses in the City;
f. Handle hazardous materials that if mishandled, place City
employees and/or the general public at risk of serious injury.
3. The job functions associated with these positions directly and
immediately relate to public health and safety, the protection of
life, and law enforcement.
4. Random tests will be unannounced and occur throughout the
calendar year. Random selections will be made by a scientifically
valid method that will result in each employee having an equal
chance of being tested each time selections are made. The Human
Resources Director will, notify the individual's supervisor and the
individual selected for random testing on the same day the test is
scheduled. The supervisor will be notified within two hours of the
scheduled testing and the employee will be notified immediately
preceding the scheduled testing. Upon notification, the employee
shall proceed immediately to the testing site and at the City's
discretion; employees may be transported or escorted to the
testing site.
5. The annual number of random tests will be no more than fifteen
percent (15%) of the average number of employees subject to
random testing for alcohol and illegal drugs.
6. In implementing the program of random testing the City shall
evaluate periodically whether the numbers of employees tested and
the frequency with which those tests will be administered satisfies
the City goal of achieving a drug-free work force.
E. VOLUNTARY RANDOM TESTING
As part of the City's alcohol and drug free workplace program, employees
not in designated sensitive positions may volunteer for random testing.
Employees who are interested in participating in this program should
contact Human Resources to obtain a volunteer random consent form.
Participation in this program is not a condition of continued employment
with the City and volunteers will be subject to all provisions, conditions and
procedures of the random testing policy.
F. CDL TESTING
In compliance with the Department of Transportation (DOT) ruling 49
CFR parts 40 and 382, pre-employment, random, reasonable belief and
post accident drug and alcohol testing shall be required for employees in
positions that require a Commercial Drivers License.
APPENDIX B
VII. DRUG /ALCOHOL SPECIMEN COLLECTION/TESTING PROCEDURES
a
C
APPENDIX B
Specimen Collection Procedure
1. When a prospective or present employee is notified that he/she is to
submit to alcohol and drug testing he/she will be given instructions
regarding where and when to report for tests, or at the City's discretion
an employee may be transported or escorted to the place of collection.
A collection specialist who has been trained in collection procedures
will conduct all specimen collections. Testing will be done in
accordance with approved collection procedures.
2. All specimens will be tested for the presence of alcohol and illegal
drugs. All specimens tested for illegal drugs will be done by urine
analysis. Alcohol testing will be done by a Breath Alcohol Technician
(BAT) employed by the collection facility that is trained in operation
of an evidential breath -testing device (EBT). If an individual is unable
to take a breath -test due to a medical condition then a blood test will
be administered.
Adulteration Or Submission Of Concealed Specimen
1. If during the collection procedure, the collection monitor detects an
effort by the prospective employee or an employee to adulterate or
substitute a specimen, a second specimen will be requested. If a
second specimen is provided, both will be tested. If the second
specimen is refused, the collection monitor will inform the Human
Resources Director or his/her designee that the donor refused to submit
a true specimen. Such substantiated conduct will be considered
equivalent to testing positive and the prospective employee will not be
offered employment or a present employee will be terminated from
further employment with the City.
2. In the event that a prospective or current employee submits a specimen
that the laboratory later identifies as a diluted specimen, the City will
advise the prospective or current employee of that finding and request
that he/she submit a second specimen. Such donors will be advised by
the City not to drink any fluids prior to the test.
Testing and Confirmation
1. The cut-off levels for all Non -Dot testing is as follows:
Drug Class
Screening
Confirmation
Amphetamine Family
1000 ng/ml
500 ng/ml
Cocaine
300 ng/ml
150 ng/ml
Phencyclidine (PCP)
25 ng/ml
25 ng/ml
Marijuana
50 ng/ml
15 ng/ml
Opiates
2000 ng/ml
26 ng/ml
2. The cut-off for alcohol concentration will be on two levels. Any
employee who tests above a level of 0.02 BAC and up to 0.039
BAC may be subject to discipline, and will not be allowed to work
for at least 24 hours and must have a negative test result before
returning to work. Any employee who tests at or above 0.04 BAC
is considered to have tested positive and is considered to be under
the influence of alcohol. Positive alcohol tests resulting from the
breath test will include a confirmatory breath test conducted no
later than fifteen (15) minutes after the initial test; or the use of any
other confirmatory test can be used that demonstrates a higher
degree of reliability.
3. Any specimen that screens positive for the presence of illegal
drugs will be confirmed by the Gas Chromatography/Mass
Spectrometry (GC/MS) confirmation method. Any employee who
tests positive for illegal drugs or prescription medication may
request to obtain an independent test using the remaining portion
of the urine specimen that yielded the positive result. The retest is
at the applicants or employees own expense (unless those expenses
are covered by the City insurance program). This request must be
conveyed to the MRO within 48 hours of the employee being
notified of the positive test result.
4. During the time the second test is being conducted, the pre-
employment selection process for an applicant will be placed on
hold. An employee already working for the City will not be
allowed to work. If the retest reverses the positive result, the City
shall reimburse the cost of the retest and any lost of compensation
and benefits that is incurred as a result of the initial positive test
results. The City will have no liability to any employee for errors
or inaccurate test results.
VIII. TEST RESULT NOTIFICATION
A. All results received from the laboratory will be forwarded to the office of
the accredited collection agency for the purpose of their providing medical
review officer services. When a test shows a positive test result the
employee or applicant will be contacted by the Medical Review Officer
(MRO) and will be given the opportunity to provide an explanation for the
positive result. The MRO may choose to conduct employee medical
interviews, review employee medical history, or review any other relevant
biomedical factors. After the employee has been provided an opportunity
to consult with the Medical review officer and the MRO determines that
the test is positive the City will be notified. The collection agency will
only report results to the Human Resource Director or his/her designee.
B. Any employee who is taking a prescription drug that may have been the
cause of a positive test result will be asked to provide the name of the
APPENDIX B
medication and the identity of the prescribing physician for verification. If
the MRO determines that the positive test result was due to authorized use
of prescription medication, he/she will immediately report a negative
finding to the Human Resource Director or his/her designee and no further
action will be taken. However, if an employee cannot provide a reasonable
explanation for his/her positive test result, and the Medical Review Officer
(MRO) finds no reason to doubt the validity of the positive test, the
Human Resources Director or his/her designee will be notified of the
positive test result and disciplinary action will be taken consistent with the
terms of this policy.
IX. REFUSAL
Any employee who refuses to be tested, or fails to provide a specimen or
information as directed under the terms of this policy, will be subject to discipline
up to and including termination.
X. EFFECT OF TESTING POSITIVE
A. Any prospective employee who tests positive for alcohol or illegal drugs
will not be offered employment. Any introductory, temporary or seasonal
employee who tests positive for illegal drugs or alcohol will be terminated.
B. Any classified employee (as defined under the City of Meridian's
employment classifications) that tests positive for alcohol or illegal drugs,
will be subject to disciplinary action consistent with the terms of this
policy. (Refer to the disciplinary section of this policy).
XI. CONFIDENTIALITY
All information relating to drug or alcohol testing or the identification of persons
as users of alcohol and drugs will be protected by the City as confidential and
given out on a need to know basis, unless otherwise required by law, over-riding
public health and safety concerns, or authorized in writing by the person in
question.
XII. CONCLUSION
The terms of this alcohol/drug free workplace policy are intended to achieve a
work environment where employees are free from the effects of alcohol and/or
drugs. Employees should be aware that the provisions of this policy may be
revised when necessary. The City anticipates that by implementing an alcohol and
drug free workplace policy, its employees will enjoy the benefits of working in a
safer, more secure, and more productive work environment. The City also
anticipates that the provisions of this policy will help maintain and promote the
health, welfare and safety of the general public.
APPENDIX 8
BARGAINING UNIT EMPLOYEES (FIRE)
The collective labor agreement shall govern the alcohol/drug program/policy for
the Fire department employees who are represented by the bargaining unit.
Represented employees should refer to the labor agreement, Appendix B.
XIII. DEFINITIONS
A. Alcohol: means any beverage that contains ethyl alcohol (ethanol),
including but not limited to beer, wine and distilled spirits.
B. Applicant: Any individual tentatively selected for employment with the
City.
C. City premises or City facilities: for the purpose of this policy means all
property of the City of Meridian including, but not limited to, the offices,
facilities, land, and surrounding areas on the City's owned or leased
property, parking lots, and storage areas. The term also includes the City's
owned or leased vehicles and equipment wherever located.
D. Drug Paraphernalia: Drug related paraphernalia is any unauthorized
material or equipment or item used or designed for use in testing,
packaging, storing, injecting, ingesting, inhaling, or otherwise introducing
into the human body an unauthorized substance.
E. Drugtesting: esting: means a urinalysis taken for the purpose of determining
whether drugs are in the person's system or any other testing the City
deems appropriate and reliable.
F. Employee Assistance ProgramEAP): A contract -based counseling
program that offers assessment, short-term counseling, and referral
services to employees for a wide range of alcohol, drug, and mental health
problems and monitors the progress of employees while in treatment.
G. Illegal drug: means any drug as defined by section 802 (6) of Title 21 of
the United States Code which is not legally obtainable under chapter 13 of
that title. Examples of illegal drugs are cannabis substances, such as
marijuana and hashish, cocaine, opiates, phencyclidine (PCP), and so-
called designer drugs and look-alike drugs or use of a legal drug not
prescribed to the employee.
H. Legal drug: means any prescribed drug or over-the-counter drug that has
been legally obtained and is being used for the purpose for which
prescribed or manufactured.
I. Medical Review Officer: An independent licensed physician who has
knowledge of substance abuse disorders and the appropriate medical
APPENDIX B
training to interpret and evaluated all positive test results together with an
individual's medical history and any other biomedical information.
J. Reasonable belief. means a belief based on objective facts sufficient to
lead a prudent person to conclude that a particular employee is unable to
satisfactorily perform his or her job duties due to suspected drug or
alcohol impairment.
K. Under the influence: means a condition in which a person is affected by a
drug or by alcohol in a detectable manner. A determination of being under
the influence can be established by a scientifically valid test, such as a
breath test or urinalysis.
APPENDIX B
APPENDIX C
Issued Firefighting Equipment
Flashlight
Streamlight Survivor LED AC Fast Charge
Wire/Cable cutters
Klein Tools 63050 Plier Shear Cutters, Mechanical Cutter
TFT: Res-Q-Rench Folding Spanner Multi Tool
Available Firefighting Equipment
Ear Plugs
Eye Protection
Goggles/Goggle covers
Safety Glasses clear or tinted
Hand Protection
Work Gloves
APPENDIX C
APPENDIX D
(AP205 Uniform and Personal Appearance Policy)
APPENDIX D
Original Date: 5/1/2011
Last Modification Date: 12/4/2013 AP205
Chief Mark Niemeyer
Local 4627 President, Grant Hamilton
Policy Title: Uniform/Personal Appearance
Purpose/Scope:
The members of the Meridian Fire Department take pride in presenting a professional appearance to
the public we serve. We recognize that the Department provides us with serviceable uniforms that are
in compliance with recognized standards and best practice. This policy is meant to ensure that we, the
members of the Meridian Fire Department, maintain a uniform and professional appearance at all
times.
Responsibility:
1. It is the responsibility of ALL members to report for duty in a clean and professional manner as
outlined in this policy.
2. Company Officers are responsible to ensure that all crew members' uniforms are clean,
serviceable, ensure uniformity, and abide by this policy.
3. Company Officers will be responsible for determining the uniform of the day.
4. It is the Department's responsibility to ensure members are provided uniforms that are
serviceable, meet the intentions of recognized standards and/or best practice, and abide by any
provisions found within the current Collective Labor Agreement with Local 4627.
Procedure -
Once an employee has all required clothing as defined in Table 1 below, clothing will be replaced
on an as needed basis using the "Clothing Voucher" Form AP205 and following the replacement
guidelines listed in the supporting documents section of this policy. Forms will be filled out by the
member making the request, and verified by his/her Division Chief. The form will then be forwarded
to the Administration for processing. Clothing item (used) being replaced will be turned into the
department for proper disposal.
2. For purposes of Compensated Training or Department Meetings, members shall wear Class B
uniforms. If training includes a physical component, members may change into a Class D uniform.
3. When attending out of state conferences/seminars, members shall dress in a manner that
represents a professional appearance and is in accordance with the National Fire Academy Dress
Code. The following items are considered acceptable: Collared shirts, slacks (males/females),
dresses/skirts (females), closed toe shoes (males/females). The following items are considered not
acceptable: shorts, tank tops, flip-flops, miniskirts, jeans, t -shirts.
4. When assigned to special duties, the Deputy Chief of Operations reserves the right to set the
uniform requirement for that assignment.
5. Only department issued clothing may be worn while on -duty. Department issued clothing shall not
be worn off-duty, unless specifically approved.
6. All on -duty employees shall be in a Meridian Fire Department approved uniform by the start of their
shift.
AP -205 Uniform -Personal Appearance Page 1 of 9
7. Turn -out clothing is not to be worn in the stations or in public places (i.e., grocery store, City Hall,
general stores, etc.)
8. During the hours of 09:00 to 17:00, a Class B uniform shirt shall be worn over a Class D shirt when:
• A scheduled inspection or scheduled public education event is performed.
• Any occasion in which the employee or company will be interacting with the public
and/or elected officials in a non -response manner (City Hall, grocery store, etc).
• Any meeting in which the employee or company will be representing the Fire
Department.
• A Class D shirt may be worn at any time outside of the items above, including
emergency and non -emergency responses.
Groomina Standard
1. Hygiene and Personal Appearance is each member's responsibility. Failure to maintain this
responsibility is a violation of this policy.
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2. All members will be clean-shaven; there will be no beards of any type allowed. Fire personnel who,
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because of illness or injury are unable to shave facial hair, may not be assigned to a line position in
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Operations.
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Mustaches are permitted for wear provided they do not interfere with forming a seal around the
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S.C.B.A. facemask; this will be determined during the annual fit testing. The Fire Chief or his/her
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designee shall have the authority to have a member fit tested if the growth of a mustache provides
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reasonable concern for the safety of the individual.
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Sideburns will be trimmed and well groomed. They will be straight and of even width ending in a
clean-shaven horizontal line. Sideburns will not extend below the lobe of the ear.
3. Firefighters will ensure their hair is neatly groomed, that the length and bulk of the hair are not C
excessive, and that the hair does not present a ragged, unkempt, or extreme appearance. Likewise, y
trendy styles that result in shaved portions of the scalp (other than the neckline) or designs cut into L
the hair are prohibited. Firefighters may wear braids as long as the braided style is conservative,
the braids lie snug to the head, and any holding devices comply with the standards. a
Hair shall be contoured to the general shape of the head and not extend past the bottom edge of
the shirt collar, measured while standing at attention. Hair that is longer will be pinned up or
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secured at all times while on duty, utilizing hairpins, barrettes or elastics of a neutral color.
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The hair shall not interfere with the proper wearing of uniform hats or protective equipment, or in
any way create a safety hazard. Hair must never be of such a bulk or length that it will jeopardize
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the personal safety of a firefighter in the performance of their duty at an emergency scene.
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Extensions, weaves, wigs, and hairpieces are authorized only if these additions have the same
general appearance as the individual's natural hair. Additionally, any wigs, extensions, hairpieces,
or weaves must comply with grooming policies, and must consist completely of natural fiber, with no
man-made or synthetic fibers allowed.
If firefighters use dyes, tints, or bleaches, they must choose those that result in natural hair colors.
Colors that detract from a professional appearance are prohibited. Firefighters should avoid using
colors that result in an extreme appearance. Applied hair colors that are prohibited include, but are
not limited to purple, blue, pink, green, orange, bright red, and fluorescent or neon colors. It is the
responsibility of leaders to use good judgment in determining if applied colors are acceptable,
based upon the overall effect on the firefighter's appearance.
AP -205 Uniform -Personal Appearance Page 2 of 9
When in Class "A" uniform, the hair will not extend below the bottom edge of the front of the
headgear, when worn, or below the bottom edge of the collar.
Tattoos/Piercings/Jewelry
1. The display of ANY unprofessional or offensive jewelry (nudity or violence, sexually explicit or
vulgar art, words, phrases; profane language, symbols to incite negative reactions, initials or
acronyms that represent criminal or oppressive organizations) is prohibited. The wearing of jewelry
will be limited to wedding bands, watches, necklaces, and conservative "stud" earrings.
2. Under no circumstances will necklaces be permitted to extend out of the clothing.
3. While on duty members may wear up to two stud earring per ear not to exceed 2 mm. Piercing of
visible body parts other than those written in this policy is prohibited.
4. It is highly recommended that wedding bands not be worn due to significant probability of bodily
injury. However, the decision to wear a wedding band shall be left up to the individual member.
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5. While on duty, tattoos will only be displayed on the arms and legs while in uniform. No other visible
tattoos are authorized. The display of ANY unprofessional or offensive tattoo or brand (nudity or
violence, sexually explicit or vulgar art, words, phrases; profane language, symbols to incite
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negative reactions, initials or acronyms that represent criminal or oppressive organizations)
regardless of its location, while members are in uniform, is prohibited. Final determination regarding
the appropriateness of tattoos will be determined by the Fire Chief in conjunction with the President
of Local 4627. If visible tattoos are determined to be inappropriate, the employee will responsible
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for covering such tattoos in a reasonable manner.
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Class A uniform
Formal presentations such as promotional ceremonies, funerals, retirement ceremonies, etc. For
proper Class A wearing of attire and actions performed, see "Class A Code of Conduct" near the
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end of this policy.
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• Lighthouse Class A Uniform (Rank specific as described at fireuniform.com under
"Department
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Specs" for Meridian Fire Department)
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• For proper placement of Meritorious Service Awards, refer to Policy AP525.
Class B uniform
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• Shirts: Workrite — Navy Blue Nomex
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- Short Sleeve or Long Sleeve
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■ Meridian Fire Department patch on left sleeve 1 inch from shoulder
seam AND a reverse American Flag patch on the right sleeve 1 inch
from shoulder seam
■ Class D T-shirt may be worn as an undershirt, however shall not
replace the wearing of a Class B shirt.
• Pants: Workrite- Navy Blue Nomex
- Models:
■ #400 Regular Cut
■ #402 Full Cut
■ #401 Women's Cut
AP -205 Uniform -Personal Appearance Page 3 of 9
Class D uniform
Shirt- Navy Blue
-T-Shirt (100% cotton) short or long sleeve without pocket.
■ The Rank on the Class D uniform will be identified by the following:
1. Captain
2. Engineer
3. Engineer/Paramedic
4. Firefighter
5. Firefighter/Paramedic
6. Division Chief
7. Deputy Chief
8. Fire Chief
Pants- Workrite- Navy Blue Nomex
- Models:
#400 Regular Cut
#402 Full Cut
#401 Women's Cut
Standard department logo for Class D and workout apparel shall consist of the IAFF logo on the left
chest; the employee's rank on the right chest; the back shall consist of "Meridian Fire Department" in
the approved font.
Workout Apparel
• Shirt- Navy Blue
-T-Shirt (100% cotton) short or long sleeve without pocket.
• Short- Navy Blue (100% cotton)
• Sweat pants- Navy Blue (100% cotton)
Miscellaneous Clothing Items
• Job Shirt- Navy Blue 1/4 Zip Sweatshirt: Blauer- #4630X
• Jacket- Blauer- #9845Z
• Hats-
• Navy Baseball Style (Flex -fit)
• Navy Winter Stocking Cap
AP -205 Uniform -Personal Appearance Page 4 of 9
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• Belts- Black Leather Basket weave (Velcro closure)
• Duty Boots- From current approved list located on the City Fire Department Intranet
page: http://intranet/uploadedFiles/Departments/Fire/Boot%20List.odf
*Members are responsible to determine which pair of boots on the approved list will be best
suited. It is the member's sole responsibility to ensure correct sizing when ordering. Any cost above the
pricing for the department standard issued boot will be the sole responsibility of the employee. In the
event the employee purchases a boot from an approved vendor that exceeds the amount paid for the
standard issue boot ($325), the employee shall be responsible for refunding the City for the exact
amount of the overage within 10 days from the time of purchase.
Rules for Clothing Exchange- All Personnel
Clothing Exchange Request/Authorization forms and damaged clothing will be collected by the Division
Chiefs the 3rd week of the month and filled and returned by the 4th week. (some items may require
a wait period for alterations or printing). Division Chiefs will collect the authorization form and the
clothing item to be exchanged. Authorization Form can be found on the Intranet. Clothing history for
the last two years will be examined before final approval. All clothing requests must be accompanied
by a signed authorization form. All alterations that the Department pays for will be handled by the
Administration Office. Any and all questions from crews will be directed to the Division Chiefs. Details
for each clothing item return are outlined below.
• Class A — Requires item to be returned. Items that need to be replaced must be turned in.
Upgrades will be ordered for you if and when you promote.
• Winter Coats- Requires item to be returned. If your coat gets damaged, we may send it in
for repair, or if needed, a replacement coat will be ordered. A loaner coat may be given until
you receive the new one. The Department will not pay to replace lost Winter Coats
• Job Sweatshirts — Requires item to be returned. Division Chief discretion as to whether the
job shirt needs to be replaced for fading, damage etc. We will have these in stock but the
employee will have to wait until the name/rank can be printed on the job shirt. (this may take
up to 30 days). The Department will not pay to replace lost Job Sweatshirts.
• Class B shirts — Requires item to be returned. Suppression personnel can only return
WorkRite shirts for replacement.
• Pants — Requires item to be returned. Suppression personnel must turn in WorkRite pants
in order to be issued a replacement. Only WorkRite pants will be accepted for exchange.
Division Chief discretion for exchange. All pants come un -hemmed. Please note your
inseam measurement on the form and your pants will be taken in to be hemmed before being
issued. This could take up to 30 days.
• Belts — Will be replaced if worn, they will be in stock. Division Chief will collect old/damaged
belt when issuing the new one.
• T-shirts — Requires item to be returned. Division Chief Discretion as to whether the t -shirt
needs to be exchanged for damage, fading, etc. We will only accept Union T-shirts with
the current printing on the back for exchange. If you promote, new t -shirts will be ordered
for you.
• Sweatpants & Shorts - Requires item to be returned. Division Chief discretion for
exchange. Items will be collected and disposed of by Division Chief when issuing the new
item.
• Hats - Requires item to be returned. Division Chief discretion for exchange. Hat's will be
collected and disposed of by Division Chief when issuing the new hat.
• Boots — Requires item to be returned. Division Chief discretion if boots need to be replaced
or rebuilt. Department will pay to have boots rebuilt and will pay for zippers. $325 total max
cost on new station boots. Employee is responsible for any amounts over $325 and must be
paid at time of purchase or turn in check for overage made payable to the City of Meridian
with your receipt for the boots. Please obtain the authorized boot list from the intranet before
AP -205 Uniform -Personal Appearance Page 5 of 9
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purchasing. (Only Station Boots are handled through the clothing store. See Division Chief
Welborn for Wild/and boots.)
• Shoes- Requires item to be returned.
• Badges, collar brass and name plates — Requires item to be returned. These will be
replaced upon returning the damaged item. Turn in to Division Chief with authorization form.
Alterations
What the Department will pay for:
• Adding stripes/braids to Class A Uniforms
• Adding or changing out Maltese Service stars on Class A Uniforms
• Hemming of Nomex work pants
• Reapplying patches and flags (all items come with flags and patches already applied)
• Sewing on buttons
What the Department will not pay for:
• Alterations to adjust sizing due to weight gain/loss on any Department issued clothing (except
for Class A Uniforms)
• Alterations for a desired fit
Class A Code of Conduct
1. Proper uniform headgear will be worn anytime a member is wearing their Class A uniform
outdoors. Upon entering a building the member's cover (hat) will be removed. When in Class
"A" uniform, the hair will not extend below the bottom edge of the front of the headgear, when
worn, or below the bottom edge of the collar.
2. When in uniform and wearing a cover (i.e.: Class A's outdoors), the member will come to the
position of attention and salute on the following occasions:
* When the flag is passing in a parade, a review, or on a casket
* During the ceremony of hoisting or lowering,
* When the National Anthem is played,
* During the Pledge of Allegiance.
3. Proper etiquette is as follows when wearing a cover:
Parade/ceremony: Stand at attention when flag is in sight. When the Colors (flag) pass
by, salute when it is six steps away and hold the Salute until it has passed six steps
beyond.
Funeral: Salute when the hearse or caisson passes, the casket is being moved, during
the firing volley, when "Taps" is performed and when the casket lowers into the grave.
Saluting is required unless you are a pallbearer.
Hoisting/Lowering: The salute is initiated at the start of lowering and held until the flag is
unsnapped from the halyard or through the last note of music, whichever is the longest.
Nat'l Anthem: Individuals in uniform should face the music, or flag if one is present. Then
they should stand at attention and give the military salute at the first note of the anthem
and maintain that position until the last note.
Pledge: Face the Flag, stand at attention, salute and begin reciting maintaining that
position until completed.
4. When in uniform and NOT wearing a cover (i.e.: indoors or Class B/C's) the member will
come to attention (as per the above listed etiquette) but NOT salute.
AP -205 Uniform -Personal Appearance Page 6 of 9
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5. How to:
a. Come to Attention: To assume this position, bring the heels together sharply on line
by moving the heel of the left foot to the heel of the right foot. The toes should be
pointing out equally, forming an angle of 45 degrees. Rest the weight of the body
evenly on the heels and balls of both feet. Keep the legs straight without locking the
knees. Hold the body erect with the hips level, chest lifted and arched, and the
shoulders square. Keep the head erect and face straight to the front with the chin
drawn in so that alignment of the head and neck is vertical. Let the arms hang
straight without stiffness. Curl the fingers so that the tips of the thumbs are alongside
and touching the first joint of the forefingers. Keep the thumbs straight along the
seams of the trouser leg with the first joint of the fingers touching the trousers.
b. Salute: To salute, raise your right hand smartly until the tip of your forefinger (index
finger) touches the brim of your cover, above and slightly to the right of your right
eye. Keep your thumb and fingers extended and joined, palm to the left, with your
hand and wrist straight. Hold your upper arm horizontal, and your forearm inclined at
an angle of 451. At the same time turn your head and eyes toward the person or flag
you are saluting. Hold the salute until returned by the person, saluted, and then drop
your hand smartly to your side (without smacking your side).
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***Remain silent, unless reciting the Pledge, and do not move unless otherwise
directed. ***
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Other Uniform Accoutrements
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Badge Mourning Band
1. Wear a mourning band at the line -of -duty funeral of any firefighter, or member of the
United States armed forces, who died in the performance of duty.
2. Wear a mourning band at the non -line -of -duty funeral of any active or retired firefighter.
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3. Wear a mourning band on Sept 11th -National Patriot Day, each year in remembrance
of our fallen brothers.
4. Wear a mourning band at any line -of -duty memorials, such as wall or plaque
dedications.
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5. When directed by the Chief.
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White Gloves:
To be worn when member is part of the ceremony (funeral, parade, etc) or as directed by
the Chief.
Definitions:
1. "On Duty"- Any time a member is being compensated for service, a member is considered on -duty.
Examples may include shift work, training, conferences, seminars, etc.
2. "Off Duty"- Any time a member is not working within any capacity for the Department.
References:
1. Class A Code of Conduct (see above)
2. Policy AP525- Meritorious Service Awards
3. Form AP205 — Authorization Form
AP -205 Uniform -Personal Appearance Page 7 of 9
Forms/Supporting Documents:
Issued/required clothing for department suppression personnel.
NOTE: Leather helmets are eligible to be ordered, directly through the Fire Chief via email
request, after 5 years of service. If the member has received a leather helmet and subsequently
promotes to Captain or Chief Officer, the Department will order a 2nd leather helmet at the
member's request, provided the member reimburses the City for the difference in cost as
compared to the standard issued helmet.
Clothing Items for Suppression
Personnel
Number Required
1. Class B Shirt- Short/Long
Sleeve
Maximum of 5 in any combination
2. Class D T -Shirt Short/Long
sleeve
8 any combination
3. Class B/D Nomex Pants
4
4. Belt
1
5. Station/Duty Boots
1
6. Class B Collar Brass- set
2
7. Class A Collar Brass- set
1
8. Badge for Class A and Class B
2
9. Class A uniform
1
10. Ball Cap
2
11. Winter Stocking Cap
2
12. Workout shorts
3
13. Workout sweats
1
14. Job Shirt
2
15. Winter Jacket
1
16. Name Plates
2
17. Leather Helmet
1 after minimum 5 years of service one time
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Issued/required clothing for department Administrative personnel (cont'd on next page). %_..
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AP -205 Uniform -Personal Appearance Page 8 of 9
ADMINISTRATION
CLOTHING ITEM
Chief • ef, Deputy Chiefs, -
Class A Uniform (sizes over 50, add'] charge)
Quantity Required
1 required
Winter Duty Coat -Navy w ith Liner - Dark Navy
1 Maximum
Job Sw eatshirt Pullover 1/4 zip Black
2 Maximum
Solid Black Pants
6 Pair Max in any
Combination
Duty Belt Velcro Basket Weave 1 3/4 Black
1 belt maximum
Class B, Short Sleeve, Cotton Blend, Blauer, Patch & Flag
Class B, Long Sleeve, Cotton Blend, Blauer, Patch & Flag
Button -up, Your choice, T-Zers
Polo, Your choice, T-Zers
10 total in any combination w ith
at least 3 minimum
Class B shirts
Short Sleeve Compression T -Shirt, Admin Logo, Blauer, Black
Short Sleeve Compression T -Shirt, Admin Logo, Blauer, White
10 total in any combination
Maximum
Sweat Pants - Dark Gray ADMIN LOGO Jerzees
1 Maximum
Gym Shorts - Dark Gray ADMIN LOGO Anvil
2 Maximum
Duty Ball Cap Flex Fit PORTAUTH Black
2 Maximum
Winter Stocking Cap Black
1 Maximum
Shoes, Your Choice Black
1 pr Maximum
Badge - Black/Red/Gold
2 Maximum
Collar Brass (Red/(:;old) - Set of 2, 5 bugels
2 Sets Maximum
Collar Brass (Red/Gold) - Set of 2, 4 bugels
2 Sets Maximum
Collar Brass (Red/(:;old) - Set of 2, 3 bugels
2 Sets Maximum
Name Plate Rhodium (Gold)
2 Maximum
Fire lnspectc�r
Class A Uniform (sizes over 50, add'I charge)
1 required
Winter Duty Coat -Navy w ith Liner - Dark Navy
1 Maximum
Job Sw eatshirt Pullover 1/4 zip BLACK
2 Maximum
Solid Black Pants
6 Pair Max in any
Combination
Duty Belt Velcro Basket Weave Black 1 3/4
1 belt maximum
Class B, Short Sleeve, Cotton Blend, Blauer, Patch & Flag
Class B, Long Sleeve, Cotton Blend, Blauer, Patch & Flag
Button -up, Your choice, T-Zers
Polo, Your choice, T-Zers
10 total in any combination w ith
at least 3 minimum
Class B shirts
Short Sleeve Compression T -Shirt, Black, Admin Logo, Blauer
Short Sleeve Compression T -Shirt, White, Admin Logo, Blauer
4 total in any combination
Maximum
Duty Ball Cap Flex Fit Black PORT AUTH
2 Maximum
Winter Stocking Cap Black
1 Maximum
Black Shoes, Your Choice
1 pr Maximum
Badge - Black/Red/Silver. Fire Inspector
2 Maximum
Collar Brass (Red/Silver) - Set of 2
2 Sets Maximum
Name Plate Rhodium Silver
Public Educatc�r
Class A Uniform (sizes over 50, add'I charge)
2 Maximum
1 required
Winter Duty Coat -Navy with Liner- Dark Navy
1 Maximum
Job Sweatshirt Pullover 1/4 zip BLACK
2 Maximum
Solid Black Pants
6 pair maximum
Duty Belt Velcro Basket Weave Black 1 3/4
1 belt maximum
Class B, Short Sleeve, Cotton Blend, Blauer, Patch & Flag
Class B, Long Sleeve, Cotton Blend, Blauer, Patch & Flag
Button -up, Your choice, T-Zers
Polo, Your choice, T-Zers
10 total in any combination w ith
at least 3 minimum
Class B shirts
Short Sleeve Compression T -Shirt, Black, Admin Logo, Blauer
Short Sleeve Compression T -Shirt, White, Admin Logo, Blauer
4 total in any combination
Maximum
Duty Ball Cap Flex Fit Black PORT ALTH
2 Maximum
Winter Stocking Cap Black
1 Maximum
Black Shoes, Your Choice
1 pr Maximum
Badge - Black/Red/Silver Public Education
2 Maximum
Collar Brass (Red/Silver) - Set of 2
2 Sets Maximum
Name Plate Rhodium (Silver)
Administrative Assistants
Button -up shirt w/logo
2 Maximum
2 Maximum
Polo shirtw/logo
2 Maximum
Fleece Jacket w/logo
1 Maximum
AP -205 Uniform -Personal Appearance Page 9 of 9
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APPENDIX E
(Northwest Firefighters Benefits Trust Projected 2017 Rates
APPENDIX E
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City of Meridian
Effective Date: January 1, 2016
PPO Renewal without Firefighters
Note: Employee count is based on the exclusion of the 59 Firefighters in current plan.
Healthy Measures rate of $1.50 PEPM not included in above rates.
Blue Cross of Idaho
Preferred Blue PPO
In Network (Out of Network)
$750 Deductible
Office Visit Copay
$25 (60% after deductible)
Deductible
Individual
Family
$750
$1,500
Coinsurance Maximum
Individual
Family
$2,250 ($3,750)
$4,500 ($7,500)
Hospital Benefits
Hospitalization
Emergency Room
80% (60%) after deductible
$100 copay, 80% (60%) after
Prescription Drugs
$10 Generic
$25 Brand Form
$40 Non Formulary
Renewal: $3,000 OOP Max
Other Items
Preventive Care
Lifetime Maximum
100% (60% after deduct)
Unlimited
Rates
Current
Renewal
Employee
78
$498.69
$562.74
EE/Spouse
44
$1,089.57
$1,229.51
EE/Child
23
$736.01
$830.54
EE/Children
19
$874.46
$986.77
Family
155
$1,308.51
$1,476.56
Monthly Cost
Annual Cost
319
$323,200.92
$3,878,411.04
$364,710.01
$4,376,520.12
Increase/Decrease over Current
$ Increase/Decrease over Current
12.8%
$41,509.09
Composite Rate (PEPM):
1
$1,013.17
$1,143.29
Note: Employee count is based on the exclusion of the 59 Firefighters in current plan.
Healthy Measures rate of $1.50 PEPM not included in above rates.
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Meridian City Council Meeting
DATE: October 25, 2016 ITEM NUMBER: 9
ITEM TITLE:
Future Meeting Topics
PROJECT NUMBER:
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS