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HomeMy WebLinkAboutCouncil Workshop Packet 09.24.2018 AGENDA CITY OF LAUREL CITY COUNCIL WORKSHOP MONDAY, SEPTEMBER 24, 2018 6:30 P.M. CITY COUNCIL CHAMBERS I Public Input: Citizens may address the Council regarding any item of City business that is not on tonight's agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. If a citizen would like to speak or comment regarding an item that is on tonight's agenda, we ask-that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. 2. General items 3. Executive Review • Resolution — A Resolution Of The City Council Approving An Agreement Between The City Of Laurel And Pintler Billing Services, LLC. • Resolution— A Resolution Of The City Council Approving A Contract Between The City Of Laurel And The Montana Department Of Justice Natural Resource Damage Program. • Resolution — A Resolution Approving A Task Order Authorizing Kadrmas, Lee & Jackson, Inc. For The Development Of The City's Pavement Management Plan. • Resolution—A Resolution Of The City Council Authorizing The Release Of Funds From The Tax Increment Financing District Fund From The Technical Assistance And Facade Grant Programs To Improve Property Located Within The City Of Laurel's Tax Increment Improvement District. • Resolution—A Resolution Of The City Council Approving A Partial Proof Of Loss For Storm Related And Caused Damages To City Owned Property. • Resolution — A Resolution Of The City Council Accepting A Proposal And Approving A Contract Between The City Of Laurel And CIP Construction Technologies, Inc For Manhole Rehabilitation. • Council Issues: * 2017 Intake Update * SED Basin Update o LURA Financials 4. Other items 5. Review of draft council agenda for October 2, 2018 6. Attendance at the October 2, 2018 council meeting 7. Announcements The City makes reasonable accommodations for any known disability that may interfere with a person's ability to participate in this meeting. Persons needing accommodation must notify the City Clerk's Office to make needed arrangements. To make your request known,please call 406-628-7431,Ext. 2,or write to Bethany Langve, PO Box 10, Laurel,MT 59044,or present your request at City Hall,115 West First Street,Laurel,Montana. NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. RESOLUTION NO. R18-_ A RESOLUTION OF THE CITY COUNCIL APPROVING AN AGREEMENT BETWEEN THE CITY OF LAUREL AND PINTLER BILLING SERVICES, LLC. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Contract between the City of Laurel and Pintler Billing Services, LLC for the provision of the City's Ambulance Billing Services, attached hereto, is hereby accepted and approved. Section 2: Execution. The Mayor, and City Clerk/Treasurer of the City of Laurel are hereby given authority to accept and execute the Contract on behalf of the City. Section 3: Effective date. The effective date for the attached Contract is hereby approved upon approval by the City Council. Introduced at a regular meeting of the City Council on October 2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2 d day of October 2018. APPROVED by the Mayor this 2 nd day of October 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer Approved as to form: Sam Painter, Civil City Attorney R18-_Approve Pintler Billing Services LLC Contract for Ambulance Billing Laurel Fire-EMS EMS Division 215 West First Street,Laurel,Montana,59044 P:406-628-1611 F:406-628-7351 09/20/2018 Dear Mayor&City Council: I write this letter as a formal recommendation to replace the ambulance billing company currently in place.For several years,we have used Solestone Reimbursement Service to bill patients who utilize our ambulance service. For at least as long as I have been here,this relationship has become continually strained and inefficient. The reality is that there is greener grass elsewhere. Recently we began the quest to seek a billing company that would better serve our service and citizens who utilize it.Pintler Billing Company is a small reimbursement service from Eureka in northwestern Montana.I have had several conversations with the owner Leslie Graves about the difference in service that Pintler could offer. The biggest challenge we currently face with ambulance billing is communication. We have had several instances in the past where we attempt to correspond with Solestone and receive a distracting reply,or no response at all.This leads to many questions unanswered about the financial welfare of our service. Furthermore, there are times when patient care incidents are not reimbursed by insurance companies.The answer as to why the bill was not paid by insurance/Medicare/Medicaid is generally not answered,nor is there an attempt to correct the issue and attempt to rebill the report.This leads to significant lost revenue. We are also finding that patient care incidents are not being billed in a timely manner.As I write this letter to all of you,it has been 22 days since SoleStone has logged into our system in order to do the billing.In my experience with ambulance billing,I can attest that sometimes the longer you wait to bill,the revenue that can be recovered is less. Attached to this letter is a PDF file that summarizes the services Pintler offers.We do not receive much of the many items listed here in our current service.Examples of betterment is communication procedures. Rather than not follow up on a patient care incident that was not paid out, Pintler will contact the paying agency to inquire as to why,and then communicate directly with the care provider to remedy the issue.Additionally, Pintler offers education in person and online directly to our ambulance attendants to ensure they are following the best documentation practices.The last significant"plus"that I would put down as much needed is data reporting.We receive very limited,and confusing reports about income and patient demographics from our current service. Pintler offers customized reports that include any data elements that we request.This gives us a better look at how our service is doing financially. I would be happy to explain more about what is going on with the current service and why we need a change if questions still linger.Our city depends on the revenue coming back from citizens who utilize our service.I firmly believe Pintler Billing Service is the best choice out of a lengthy list of options researched.I feel moving to Pintler Billing Services would a very wise decision to better our department,and the level of service we provide to the community. Thankyou, Riley Hutchens Assistant Chief of EMS , � . . .�. . . . .. .. .. 186 0-20~www.pintlerbillingservices.com 2 Thank you for considering Pintler Billing Services, LLC for your billing solution. We are a full-service billing company specializing in ambulance billing, and we are happy to provide you with information about our company and our processes. Your revenue stream is essential to the success of your service, and we understand how extremely important the decision to make a billing change will be. As you know, we provide service to many ambulance services around the state. Our staff consists of well-trained professional billers, all of whom are NAAC-certified ambulance coders. This rigorous training provides detailed and thorough, ambulance-specific training in all aspects of revenue management for ambulance services. We maintain certification through ongoing education and enjoy the benefit of interacting with a network of certified ambulance coders who have gone through the same training. This enhances the quality of service we can provide you, and we are confident in our abilities thanks to our training and education. Please review the following pages to learn more about our service. Again, thank you for your time and consideration. Sincerely, Leslie Graves, Owner Pintler Billing Services,LLC 3 BILLING PROCESS - OVERVIEW • PCR (Patient Care Report) collection: Depending on your current patient care reporting method, we can suggest an ePCR solution or work with your current vendor. (Please see Trip Report section on page 7for additional information.)we will work with you to be sure we can accommodate your PCR methods. • Billing: We verify coverage, eligibility, and benefits for all patients prior to billing, which helps us avoid sending claims to the wrong payer, which then reduces the time your claims spend in the revenue management cycle. For our electronic PCR clients, we often achieve next day billing. When claims are sent this frequently your cash flow is enhanced. • Payments: Payments can be made directly to your account (via EFT), and we can assist you in setting this up wherever possible. Payments can also be sent directly to your office address for you to deposit. Many of our clients choose to have payments sent to our office where we post and scan them, then deposit the funds directly into your account. We can decide on the method based on your preferences. • Claims Follow-UP: Claims are worked each month to ensure that you are being paid in a timely fashion. if a claim is unpaid after 30 days, we call the insurance company to determine why, and then remedy the situation to ensure payment/processing. This is how we keep the average days claims spend in receivables to less than 30 days! • Patient Customer Service: We are very proud of our reputation for being professional and courteous, and this certainly applies to the interactions we have with our clients' patients. We offer a toll-free line for questions and publish this on the patient statements. our staff works with your patients to answer billing questions, obtain information, and set up payment plans. • Data Storage: We have a daily back-up system that saves all of our data in the cloud and in two different geographical locations for security. We are a paperless office with electronic filing systems and powerful servers for maximum efficiency, reliability, security, and speed. Pintler Billing Services,LLC 4 ADDITIONAL INFORMATION When we receive a trip report or PCR (patient care report) we first review it for several things. We verify the patient information either with their insurance company or by working with the receiving hospital. After coverage and eligibility are determined, the PCR is reviewed for: Emergency Response Criteria being met Medical necessity/reasonableness documentation Transport to a covered destination Mileage recorded Signatures present Ensuring these basic items are present sometimes prevents take-backs and payment decision reversals down the road, and helps promote good documentation on the part of your crew. Sent claims that are unpaid after 30 days are reviewed again, and we follow-up with the insurance company to determine why they haven't paid. At that time we remedy any problems that have been found in order to get the claim to process and pay. We have established good working relationships with receiving hospitals in your area, and these relationships often aid the process of accurate billing. If we have gaps in information we can often talk to someone there to get additional detail. Patient balances due are billed monthly on statement forms. The statement forms have a perforated top that the patient removes to mail back with payment. A windowed envelope is also included in order to make the process easy. if your service accepts credit cards a box appears on the statement to allow the patient to provide their credit card information for processing. Our toll-free office number also appears on these statements as a resource for patients that have questions. A sample statement can be provided upon request. Pintler Billing Services,LLC 5 COLLECTIONS We provide "soft" collections from our office. Skilled and professional members of our staff call patients that have not responded to their bills for over 30 days after the statement has been mailed. We work within the parameters of your financial policy to set up payment plans. Our entire staff emphasizes using a kind and professional approach when talking with patients and clients. if we are unable to make contact with a patient using the data collected at the time of transport, we will communicate with the hospital where the patient was transported to cross-reference information and ensure we are using the most current phone numbers and address according to their records. We also share information we have learned with the hospitals, which facilitates the continued good relationship for future questions and requests. Past due accounts are reviewed monthly. if there is a past due amount on an account, and we are unable to set up a payment plan or contact the patient, we will prepare a "packet" for you and your board to review. The packet consists of a patient account ledger, copy of the trip report, and detailed notes about our collections efforts, as well as any other applicable documents. At your direction, we will then take action on these accounts. We might offer a payment-in-full discount, write the balance off, or send these accounts to a professional collections company. Most of our clients use Centron Services, an agency based in Helena, MT that specializes in health care collections. Our long relationship with this company has overall been very satisfactory. Centron, through their other clients with hospitals and health care providers, can often trace patients who move frequently. They provide timely reports and are accessible for questions or requests at any time. Pintler Billing Services,LLC 6 REPORTS We provide standard reports for accounts receivables, billing, and payments received at month end. There are dozens of other customizable reports available on any schedule you prefer, and we accommodate specific requests from our clients by providing individualized, customized reports. Some of the standard available reports include: monthly activity summary, yearly activity summary, patient aging, insurance aging, payment analysis by insurance company, procedure/service analysis detail, and many more. We also work with ambulance providers that are whole or partially owned or run by a county or city government. These entities need different reports on a different schedule and we are able to provide all the necessary data in report form for both private and government purposes. Several of our current clients fall into this category, and they are available for questions if you would like to speak with them about how this process works. In order to maintain good communication with you, we provide accessible reports that are easy to read and provide clear, pertinent information about the services you provide. When you know exactly how your service is performing financially, it makes managing the other aspects of your service easier. Pintler Billing Services,LLC 7 TRIP REPORTS As you are well aware, the method you use to capture your patient care reports is very important in the success of billing for your services. We recommend a solution via a partner called Emergency Reporting. Their rates are very reasonable and their app and software is straight forward and easy to learn, while providing powerful features and in-depth support. Our clients that use Emergency Reporting are very happy, as we are, with their level of expertise and support. Emergency Reporting provides a NFIRS and NEMSIS certified system. They offer a quick demo on their website which is www.emergencyreporting.com. They also offer a free trial where you can work with everything exactly as it is in the live program. Your relationship with Emergency Reporting is completely independent from your agreement with Pintler Billing Services. Our clients using Emergency Reporting add our office as a user with permissions to view and print the trip reports. Another ePCR option is EHR by ESO. This is a sister product to our billing software, and this company has also recently acquired Firehouse. The customer service is also excellent. There is a demo available on their website at http:Z/www.esosolutions.comZsoftware/ehr. Again, your relationship with any ePCR vendor is independent from your agreement with Pintler Billing Services. The State option of Image Trend is also available, and we have clients who are currently using this solution. Pintler Billing has a log-in that would be linked to your account through the State, and we would be able to access any "Ready to Bill" incidents once we are linked. We understand that your service may prefer a different method, and we are willing to work with the method that you choose. We provide a couple of ways for our clients to send and receive data including a secure web portal, a toll-free fax number, and of course you could always use the mail! The bottom line is that we want to help to make this a seamless transition for you and your crew. Pintler Billing Services,LLC 8 COMPLIANCE There are many compliance standards and regulations required of health care service providers, and you are likely aware of this and working to comply with the various laws. Many of these requirements are intertwined and a misstep in one small area can be magnified in scope because of the way these regulations are applied. Billing is one of these areas, and as billing professionals dedicated to this vital area of health care delivery, we can help you learn about and comply with the many regulations. We review all PCRs and supporting documents for compliance and work with you to confirm that we are working within guidelines when submitting claims. All of our staff have the CAC (Certified Ambulance Coder) certification, and we also have a Certified Ambulance Compliance Officer (CACO) on staff. Jodi successfully completed the intensive training and test offered by NAAC (National Academy of Ambulance Compliance), and she is a valuable resource available to us and to our clients. Another aspect of compliance that we address is continuing education and participation in national organizations that provide access to up-to-the-minute information regarding the ever-changing world of health care reimbursement. Besides NAAC, we also belong to HBMA (a national organization of revenue cycle managers with an office in Washington, DC) as well as professional networking groups. Our goal is to maximize your reimbursement within the framework of compliance, and to assist you in successfully running your EMS department. We stay in frequent contact with you to help educate your staff about requirements that apply to EMS providers, and to provide ongoing documentation training. An annual documentation training for your crew is a standard part of our service to you and comes at no additional cost. Pintler Billing Services,LLC 9 RATES AND FEES Typically there is no initial charge or financial outlay to use our services. If we begin billing for current charges and there is no back work, we will charge you only after you have received payment from our billing efforts, usually 15-30 days after the first trip report is received in our office. if there are additional, older accounts you would like us to work, we will evaluate the volume and difficulty, and create a side agreement for the older accounts. if it is necessary to (re)establish a relationship with Medicare, Medicaid, and other payers, there will be a fixed, one-time fee for our credentialing and enrollment services. This fee will be dependent upon the level of assistance your service requires, and the amount will be negotiated prior to the beginning of the contract period. The items outlined below are the specific charges that you will incur with our service. There are no hidden or additional fees. • We bill on a percentage basis; this is a guarantee to you because we won't get paid until you do! Our rate is 7.5% - 8%, and will be determined specifically after discussion regarding the details of your service. • We itemize fees for the clearinghouse ($33/month) and for patient statements ($1.50/statement) and they show up as line items on your monthly statement. • You will receive a credit on your statement for our percentage of any payments that you receive that subsequently need to be refunded. Pintler Billing Services,LLC 10 CLAIMS FOLLOW UP ® Trip Reports received ® Patient/Ins info verified, claim entered • Claims are sent to Insurance Payers _ Statements sent to Patients • After 30 days we follow up if no payment has been received This process is one of the biggest differences between Pintler Billing Services and our competitors. The frequency with which each claim is reviewed or touched directly correlates to the higher reimbursement we achieve for our clients. We are very conscientious about this, and it is part of our deeply-ingrained office culture of attention to detail and accountability. Pintler Billing Services, LLC 11 REFERENCES We are proud of our work and happy to have you talk to our current clients. Please ask them about their experience with us. Chief Craig Williams — Evergreen Fire Rescue 406-752-4636 Chief Ron Toclier— Anaconda-Deer Lodge County Ambulance 406-563-2164 Chief Mark Thiry, Cindy Norred (AEMT & Billing Assistant)—Bigfork Fire District 406-837-4590 Shelly Treece, Rachel Duram Administrators/Managers —Eureka Volunteer Ambulance Service 406-297-3318 Del Dieroth, President—Ruby Valley Ambulance Service 406-596-0139 Brenda Kirkley, Jean Bergeson Board Members —Beaverhead EMS 406-683-2833 Lance Westgard, Operations Manager— Three Rivers EMS 406-892-4244 Airy Trujillo, Service Director—Montana Medical Transport 406-457-8205 Chief Amy Beick — Smith Valley Fire District 406-752-3548 More Available Upon Request Pintler Billing Services,LLC RESOLUTION NO. R18-_ A RESOLUTION OF THE CITY COUNCIL APPROVING A CONTRACT BETWEEN THE CITY OF LAUREL AND THE MONTANA DEPARTMENT OF JUSTICE NATURAL RESOURCE DAMAGE PROGRAM. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Contract between the City of Laurel and the Montana Department of Justice Natural Resource Damage Program for improvements to City Property is attached hereto is accepted and approved. Section 2: Execution. The Mayor and City Clerk/Treasurer of the City of Laurel are hereby given authority to accept and execute the Contract on behalf of the City. Section 3: Effective date. The effective date for the attached Contract is hereby approved upon approval by the City Council. Introduced at a regular meeting of the City Council on October 2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2"d day of October 2018. APPROVED by the Mayor this 2 nd day of October 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer Approved as to form: Sam Painter, Civil City Attorney R18--Approve DOJ NRDC Contract IDEPARTMENT OF JUSTICE NATURAL RESOURCE DAMAGE PROGRAM OS TIIE - .y TIM FOX ATTORNEY GENERAL 1720 9TH AVENUE STATE OF MONTn DNA (406)444-0205(OFFICE) PO BOX 201425 (406)444-0236(FAX) HELENA,MONTANA 59620-1425 July 30, 2018 Kurt Markegard City of Laurel P.O. Box 10 Laurel, MT 59044 RE. Contract No. 700122 Dear Kurt: Enclosed please find two copies of Contract No. 700122. Please review and have Mayor Tomas C. Nelson sign both copies. Please return the "NRDP Copy" to our office at the above listed address. Also, please suply us with your Certificates of Insurance as required by this contract and a W9 form. The copy stamped "Contractor's Copy" is for you to retain for your records. If you have any questions, please do not hesitate to contact our office at the above listed phone number. Sincerely, �&/ j� Meranda Flugge Legal Secretary cc: Alicia Stickney Enclosures COPY Contract No. 700122 Fund: 08012; Org:10324 AGREEMENT An Agreement is hereby entered into by and between the State of Montana, Department of Justice,Natural Resource Damage Program (hereinafter referred to as "NRDP"), whose address and phone number are 1720 9th Avenue, Helena, MT 59601 and (406) 444-0205, and the City of Laurel (hereinafter referred to as "Contractor''), whose address and phone number are P.O. Box 10, Laurel, MT 59044 and (406) 628-7431, ext. 3. The purpose of this Agreement is for the Contractor to implement projects to restore, replace, rehabilitate, or acquire the equivalent of natural resources and services injured or lost due to the July 1, 2011 ExxonMobil Pipeline Company Yellowstone River Oil Spill, as proposed in the Final Programmatic Damage Assessment and Restoration Plan and Final Programmatic Environmental Assessment for the ExxonMobil Pipeline Company July 1, 2011 Yellowstone River Oil Spill (Restoration Plan). The May 30, 2018 Yellowstone River recreation project priority plan was completed as part of the implementation of the Restoration Plan. The recreation project priority plan identifies preferred recreation projects and funding amounts to meet the restoration plan goal of providing additional recreational human use opportunities to offset those lost due to the July 1, 2011 ExxonMobil Pipeline Company Yellowstone River Oil Spill. The applications for these projects to the Recreation Advisory Committee are hereby incorporated by reference. These projects were approved by Governor Bullock on May 30, 2018 as part of the Yellowstone River recreation project priority plan. The City of Laurel (Contractor) was awarded funding for up to five projects through the Yellowstone River recreation project priority plan. In consideration of the mutual covenants and stipulations described below,NRDP and Contractor agree as follows: 1. DATES TO COMMENCE AND COMPLETE SERVICES As long as signed by both parties, the Contract's initial term is from the Effective Date of last signature through December 31,2020, unless terminated earlier as provided in this Contract. In no event is this Contract binding on NRDP unless NRDP's authorized representative has signed it. The legal counsel signature approving legal content of the Contract and the procurement officer signature approving the form of the Contract do not constitute an authorized signature. This Contract may not be renewed. 2. SERVICES The Contractor agrees to perform the services outlined in subsequent task orders under the terms of this Agreement. All work will be detailed in subsequent task orders which will contain a detailed scope of work, budget, and project schedule for implementation of certain City of Laurel recreation projects. Projects for which task orders may be developed are listed in Attachment A. Contractor will initiate projects in the order listed in Attachment A or as otherwise approved by NRDP. City of Laurel projects are subject to the individual project funding limits and conditions set forth in the recreation project priority plan. Page 1 of 9 Contract No. 700122 Fund: 08012; Org:10324 3. CONSIDERATION/PAYMENT In consideration of the services to be provided, NRDP shall pay Contractor an amount not to exceed $514,000. The budget is included as Attachment A, Budget. 1. Travel expenses will be reimbursed at the current State reimbursement rates for meals, lodging, and mileage. 2. The Contractor shall be reimbursed for any other reasonable and appropriate expenses incurred in performing this contract such as telephone, copying, typing, drafting, computer programming, and other computer costs. 3. The contractor will be paid and/or reimbursed as specified above after submission to NRDP of an invoice for the amount claimed. 4. The invoice must identify the number of hours worked, the time frame in which the hours were worked, and a description of the work performed. If reimbursement for automobile travel is sought, the invoices must contain the dates of travel, the destination, and the mileage. If reimbursement for other expenses is sought,the invoice must sufficiently document the expenses and copies of receipts may be requested. 5. NRDP will not provide services or facilities to Contractor as part of this Agreement. 6. In addition to its other remedies under this Contract, at law, or in equity,NRDP may withhold payments to Contractor if Contractor has breached this Contract. Such withholding may not be greater than, in the aggregate, 10%of the total value of the subject statement of work or applicable contract. 7. NRDP has thirty (30) days to pay invoices, as allowed by Mont. Code Ann. § 17-8- 242. Contractor shall provide banking information at the time of Contract execution in order to facilitate NRDP's electronic funds transfer payments. Invoices must be mailed to NRDP or e-mailed to DOJNRDPInvoice@mt.gov. 8. The Contract number MUST appear on all invoices,packages, and correspondence pertaining to the Contract. If the number is not provided,NRDP is not obligated to pay the invoice. 4. ACCESS AND RETENTION OF RECORDS Contractor shall provide NRDP, Legislative Auditor, or their authorized agents access to any records necessary to determine Contract compliance. NRDP may terminate this Contract under Section 14, Contract Termination, without incurring liability, for Contractor's refusal to allow access as required by this section. (Mont. Code Ann. § 18-1-118.) Contractor must consult with NRDP in conjunction with releasing information to the Legislative Auditor. Contractor shall not release any records except for in compliance with Section 13. Contractor shall create and retain all records supporting the technical consulting services for a period of eight years after either the completion date of this Contract or termination of the Contract. Page 2 of 9 Contract No. 700122 Fund: 08012; Org:10324 5. ASSIGNMENT, TRANSFER, AND SUBCONTRACTING Contractor may not assign, transfer, or subcontract any portion of this Contract without NRDP's prior written consent. (Mont. Code Ann. § 18-4-141.) Contractor is responsible to NRDP for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by Contractor. No contractual relationships exist between any subcontractor and NRDP under this Contract. 6. REQUIRED INSURANCE The Contractor, as a political subdivision of the State of Montana, shall maintain for the duration of this Contract, at its cost and expense, all insurance required of a political subdivision under Mont. Code Ann. § 2-9, against claims for injuries to persons or damages to property, including contractual liability, which may arise from or in connection with the performance of the work by Contractor, agents, employees, representatives, assigns, or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission. The State, its officers, officials, employees, and volunteers are to be covered and listed as additional insureds for liability arising out of activities performed by or on behalf of Contractor, including the insured's general supervision of Contractor,products, and completed operations, and the premises owned, leased, occupied, or used. 7. COMPLIANCE WITH WORKERS' COMPENSATION ACT Contractor shall comply with the provisions of the Montana Workers' Compensation Act while performing work for NRDP in accordance with Mont. Code Ann. § 39-71-401, § 39-71-405 and § 39-71-417. Proof of compliance must be in the form of workers' compensation insurance, an independent contractor's exemption, or documentation of corporate officer status.Neither Contractor nor its employees are NRDP employees. This insurance/exemption must be valid for the entire Contract term. Upon expiration, a renewal document must be sent to NRDP, P.O. Box 201425, Helena, MT 59620-1425. 8. COMPLIANCE WITH LAWS Contractor shall, in performance of work under this Contract, fully comply with all applicable federal,NRDP, or local laws, rules, regulations, and executive orders including but not limited to the Montana Human Rights Act, the Equal Pay Act of 1963, the Civil Rights Act of 1964,the Age Discrimination Act of 1975,the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Contractor is the employer for the purpose of providing healthcare benefits and paying any applicable penalties, fees, and taxes under the Patient Protection and Affordable Care Act [P.1. 111-148, 124 Stat. 119]. Any subletting or subcontracting by Contractor subjects subcontractors to the same provisions. In accordance with Mont. Code Ann. § 49-3-207 and Executive Order No. 04-2016, Contractor agrees that the hiring of persons to perform this Contract will be made on the basis of merit and qualifications and there will be no discrimination based on race, color, sex,pregnancy, childbirth or medical Page 3 of 9 Contract No. 700122. Fund: 08012; Org:10324 conditions related to pregnancy or childbirth,political or religious affiliation or ideas, culture, creed, social origin or condition, genetic information, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, military service or veteran status, or marital status by the persons performing this Contract. 9. DISABILITY ACCOMMODATIONS NRDP does not discriminate on the basis of disability in admission to, access to, or operations of its programs, services, or activities. Individuals who need aids, alternative document formats, or services for effective communications or other disability related accommodations in the programs and services offered are invited to make their needs and preferences known to this office. Interested parties should provide as much advance notice as possible. 10. OWNERSHIP AND PUBLICATION OF MATERIALS NRDP and any other persons or entities authorized by NRDP shall have a royalty-free, non- exclusive, and irrevocable right to reproduce,publish, or otherwise use the materials resulting from the performance of this Agreement for any NRDP or public purpose. The Contractor may establish a claim to copyright of the materials resulting from the performance of this Agreement provided, that in such event, the Contractor shall affix the applicable copyright notices and acknowledgement of NRDP's sponsorship to such materials. 11. CONTRACT TERMINATION Either party may terminate this Contract in whole or in part for the other party's failure to materially perform any of the services, duties,terms, or conditions contained in this Contract after giving Contractor written notice of the stated failure. The written notice must demand performance of the stated failure within a specified period of time of not less than ten(10) calendar days. If the demanded performance is not completed within the specified period,the termination is effective at the end of the specified period. NRDP, at its sole discretion, may terminate or reduce the scope of this contract if available funding is reduced for any reason. (See Mont. Code Ann. § 18-4-313(4).) As stated above, NRDP shall be liable to Contractor only for the payment, or prorated portion of that payment, owed to Contractor up to the date NRDP's termination takes effect. This is Contractor's sole remedy.NRDP shall not be liable to Contractor for any other payments or damages arising from termination under this section including but not limited to general, special, or consequential damages, such as lost profits or revenues. 12. FORCE MAJEURE Neither party is responsible for failure to fulfill its obligations due to causes beyond its reasonable control, including without limitation, acts or omissions of government or military authority, acts of God, materials shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or any other causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as such party uses its best efforts to Page 4 of 9 Contract No. 700122 Fund: 08012; Org:10324 remedy such failure or delays. A party affected by a force majeure condition shall provide written notice to the other party within a reasonable time of the onset of the condition. In no event, however, shall the notice be provided later than five (5) working days after the onset. If the notice is not provided within the five-day period, then a party may not claim a force majeure event. A force majeure condition suspends a party's obligations under this Contract, unless the parties mutually agree that the obligation is excused because of the condition. 13. CONFORMANCE WITH CONTRACT No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the Contract shall be granted without both parties' prior written consent. Services provided that do not conform to the Contract terms, conditions, and specifications may be rejected at Contractor's expense. 14. LIAISONS AND SERVICE OF NOTICES All project management and coordination on NRDP's behalf must be through a single point of contact designated as NRDP's liaison. Contractor shall designate a liaison that will provide the single point of contact for management and coordination of Contractor's work. All work performed under this Contract must be coordinated between NRDP's liaison and Contractor's liaison: NRDP Liaison: Alicia Stickney 1720 91n Avenue PO Box 201425 Helena, MT 59620 Telephone: (406) 444-1346 E-mail: AliciaStickney@mt.gov City of Laurel Liaison: Kurt Markegard P.O. Box 10 Laurel, MT 59044 Telephone: (406) 860-5785 E-mail: kmarkegard@laurel.mt.gov NRDP's liaison and Contractor's liaison may be changed by written notice to the other party. Written notices, requests, or complaints must first be directed to the liaison. Notice may be provided by personal service, mail, e-mail or facsimile. If notice is provided by personal service, e-mail, or facsimile, the notice is effective upon receipt; if notice is provided by mail, the notice is effective within three business days of mailing. A signed and dated acknowledgement of the notice is required of both parties. The personnel identified or described in Contractor's proposal shall perform the services provided for NRDP under this Contract. Contractor agrees that any personnel substituted during the term of this Contract must be able to conduct the required work to industry standards and be equally or better qualified than the personnel originally assigned. NRDP reserves the right to Page 5 of 9 Contract No. 700122 Fund: 08012; Org:10324 approve Contractor personnel assigned to work under this Contract and any changes or substitutions to such personnel. NRDP's approval of a substitution will not be unreasonably withheld. This approval or disapproval shall not relieve Contractor to perform and be responsible for its obligations under this Contract. NRDP reserves the right to require Contractor personnel replacement. If Contractor personnel become unavailable, Contractor shall provide an equally qualified replacement in time to avoid delays to the work plan. 15. MEETINGS 15.1 Technical or Contractual Problems. Contractor shall meet with NRDP's personnel, or designated representatives, to resolve technical or contractual problems occurring during the Contract term or to discuss the progress made by Contractor and NRDP in the performance of their respective obligations, at no additional cost to the NRDP. NRDP may request the meetings as problems arise and the meetings will be coordinated by NRDP.NRDP shall provide Contractor a minimum of three full working days' notice of meeting date, time, and location. Face-to-face meetings are desired; however, at Contractor's option and expense, a conference call meeting may be substituted. Contractor's consistent failure to participate in problem resolution meetings, Contractor missing or rescheduling two consecutive meetings, or Contractor's failure to make a good faith effort to resolve problems may result in termination of the Contract. 15.2 Progress Meetings. During the term of this Contract,NRDP's Project Manager shall plan and schedule progress meetings with Contractor to discuss Contractor's and NRDP's progress in the performance of their respective obligations. These progress meetings will include NRDP's Project Manager, Contractor's Project Manager, and any other additional personnel involved in the performance of this Contract as required. At each meeting, Contractor shall provide NRDP with a written status report that identifies any problem or circumstance encountered by Contractor, or of which Contractor gained knowledge during the period since the last such status report, which may prevent Contractor from completing any of its obligations or may generate charges in excess of those previously agreed to by the parties. This may include the failure or inadequacy of NRDP to perform its obligation under this Contract. Contractor shall identify the amount of excess charges, if any, and the cause of any identified problem or circumstance and the steps taken to remedy the same. 15.3 Failure to Notify. If Contractor fails to specify in writing any problem or circumstance that materially affects the costs of its delivery of services or products, including a material breach by NRDP, about which Contractor knew or reasonably should have known with respect to the period during the term covered by Contractor's status report, Contractor shall not be entitled to rely upon such problem or circumstance as a purported justification for an increase in the price for the agreed upon scope. 15.4 NRDP's Failure or Delay. For a problem or circumstance identified in Contractor's status report, which Contractor claims was the result of NRDP's failure or delay in discharging any NRDP obligation,NRDP shall review and determine if such a problem or circumstance was in fact the result of such failure or delay. If NRDP agrees as to the cause of such a problem or circumstance, then the parties shall extend any deadlines or due dates affected Page 6 of 9 Contract No. 700122 Fund: 08012; Org:10324 thereby and provide for any additional charges by Contractor. This is Contractor's sole remedy. If NRDP does not agree as to the cause of such a problem or circumstance, the parties shall each attempt to resolve the problem or circumstance in a manner satisfactory to both parties. 16. CHOICE OF LAW AND VENUE Montana law governs this Contract. The parties agree that any litigation concerning this Contract must be brought in the First Judicial District in and for the County of Lewis and Clark, State of Montana, and each party shall pay its own costs and attorney fees. 17. TAX EXEMPTION NRDP is exempt from Federal Excise Taxes (#81-0302402), except as otherwise provided in the federal Patient Protection and Affordable Care Act [P.1. I I 1-148, 124 Stat. 119]. 18. SEVERABILITY A declaration by any court or any other binding legal source that any provision of the Contract is illegal and void shall not affect the legality and enforceability of any other provision of the Contract, unless the provisions are mutually and materially dependent. 19. SCOPE, ENTIRE AGREEMENT,AND AMENDMENT 19.1 Agreement. This Agreement consists of nine numbered pages, and any Attachments as required. In the case of dispute or ambiguity arising between or among the documents, the order of precedence of document interpretation is the same. 19.2 Entire Agreement. These documents are the entire agreement of the parties. They supersede all prior agreements, representations, and understandings. Any amendment or modification must be in a written agreement signed by the parties. 20. WAIVER NRDP's waiver of any Contractor obligation or responsibility in a specific situation is not a waiver in a future similar situation or is not a waiver of any other Contractor obligation or responsibility. 21. RESOLUTION OF DISAGREEMENTS. If a dispute arises between NRDP and Contractor over matters covered by the Agreement that cannot be resolved at the project officer/staff attorney level, the matter will be referred to the City Mayor and the NRDP Restoration Program Chief for an informal dispute resolution process. To initiate this informal process, each party will identify and describe the disputed issues in writing and deliver this explanation to the other party. In the event that the dispute cannot be resolved within a reasonable time after discussions based upon the exchange of information, the matter will be referred to City Attorney and the NRDP Lawyer/Program Manager for resolution. If the dispute Page 7 of 9 Contract No. 700122 Fund: 08012; Org:10324 cannot be resolved within a reasonable time at this level, the matter will be referred to the Governor for resolution. 22. EXECUTION The parties through their authorized agents have executed this Agreement on the dates set out below. STATE OF MONTANA CITY OF LAUREL Department of Justice P.O. Box 10 Natural Resource Damage Program Laurel, MT 59044 1720 91" Avenue Federal Tax ID # PO Box 201425 Helena, MT 59620 BY: BY: Doug H. Martin Thomas C. Nelson Restoration Program Chief Mayor DATE: ��' �iG, G�%IJO DATE: Approved as to Legal Content: Ka herine Hausrath Date Natural Resource Damage Program Page 8 of 9 Contract No. 700122 Fund: 68012; Org:10324 ATTACHMENT A BUDGET As funding is available under the recreation project priority plan, and as approved by the NRDP, the NRDP and the Contractor will develop a budget associated with an individual task order for the completion of each of the following projects under the recreation project priority plan: 1- Riverside Park Campground and associated facilities $350,000 2- Riverside Park Vault Toilets $37,000 3- Laurel Lion's Family Park Installation of Dock and Trail Improvement$62,000 4- Laurel Lion's Family Park pond dredging $15,000 5- Riverside Park Campground $50,000 Budgets should be provided in an excel spreadsheet, broken down by staff, hours, salary, and contracted services. NRDP shall pay Contractor an amount not to exceed$514,000. Projects are subject to the individual project funding limits and conditions set forth in the recreation project priority plan. Page 9 of 9 RESOLUTION NO. R18- A RESOLUTION APPROVING A TASK ORDER AUTHORIZING KADRMAS, LEE & JACKSON, INC. FOR THE DEVELOPMENT OF THE CITY'S PAVEMENT MANAGEMENT PLAN. WHEREAS, the City of Laurel previously executed an Agreement for Professional Services with Kadn-nas, Lee &Jackson, Inc. ("KLJ") on December 5, 2017, via Resolution No. RI 7- ; and WHEREAS, the City of Laurel requires engineering services for the development of the City's Pavement Management Plan as described in the attached Task Order with is incorporated herein by reference; and WHEREAS, the services to be provided and cost for such services are fully described in the attached Task Order and City Staff is recommending approval of the attached Task Order. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, the attached Task Order authorizing the services to be performed by KLJ for the City of Laurel is hereby approved and the Mayor is hereby authorized to execute the attached Task Order on the City's behalf. Introduced at a regular meeting of the City Council on October 2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2"d day of October 2018. APPROVED by the Mayor this 2 nd day of October 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer APPROVED AS TO FORM: Sam Painter, Civil City Attorney R18- Approve Task Order for City Pavement Management Plan Kadrmas,Lee&Jackson,Inc. This is a Task Order for KU Project No. 1804-01970, consisting of 3 pages,plus attachment. Task Order:City of Laurel Pavement Management Plan in accordance with Paragraph 1.01 of the Agreement Between Owner and Engineer for Professional Services—Task Order Edition,dated December 5,2017("Agreement"),Owner and Engineer agree as follows: 1. Background Data A. Effective Date nf Task Order: October 2,IO1D B. Owner: City ofLaurel C. Engineer: Kodrmas, Lee&Jackson, Inc.(dba "KU") D. Specific Project(title): City of Laurel Pavement Management Plan E. Specific Project(description): Develop a Pavement Management Plan that includes MDT owned urban paved streets, major collectors and arterial streets within the City ofLaurel. A FHVVAtechnique called Pavement Surface Evaluation and Ratin8 (PASEK) will be used to visually evaluate paved streets ina time efficient and consistent manner. 2. Services ofEngineer A. The specific services to be provided or furnished by Engineer under this Task Order are: Set forth in Part I—Basic Services of Exhibit A, "Engineer's Services for Task Order,"modified for this specific Task Order,and attached to and incorporated as part of this Task Order. B. ResidentProjectRepresentotive(RPR)Servicex—Notlbed C. Designing toa Construction Cost Limit—Not Used D. Othe/Servires—Not Used E. All of the services included above comprise Basic Services for purposes of Engineer's compensation under this Task Order. 3. Additional Services A. Additional Services that may be authorized or necessary under this Task Order are: Set forth as Additional Services in Part 2—Additional Services, of Exhibit A, "Engineer's Services for Task Ovder,"modified for this specific Task Order. Task Order Form—City vf Laurel Pavement Management Plan oCoc6c'so5,Agreement Between omme,andsnginwe,mnrrmfesmo,m|se,moe —Task Order Edition. Copyright @ 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 4^ Owner's Responsibilities Owner shall have those responsibilities set forth in Article 2 of the Agreement and in Exhibit B. 5. Task Order Schedule Apre|iminary milestone schedule is provided below, in addition to any schedule provisions provided in Exhibit A. A. Complete field inventory work:November 1,2O18 B. Complete PASER analysis and draft Pavement Management Plan(Report):January 15,2019 C. Finalize Report for City adoption:February 1,2V19 6. Payments to Engineer A. Owner shall pay Engineer for services rendered under this Task Order as follows: Description of Service Amount Basis of Compensation 1. Basic Services (Part 1 of Exhibit A) $46,360.00 Hourly Rates 2. Additional Services(Part 2 of Exhibit A) (N/A) Hourly Rates Compensation items and totals based in whole orin part on Hourly Rates ur Direct Labor are estimates only. Lump sum amounts and estimated totals included in the breakdown by phases incorporate Engineer's labor, overhead, profit, reimbursable expenses (if any), and Consultants' charges, if any. For lump sum items, Engineer may alter the distribution of compensation between individual phases (line items) to be consistent with services actually rendered, but shall not exceed the total lump sum compensation amount unless approved in writing by the Owner. B. The terms of payment are set forth in Article of the Agreement and in the applicable governing provisions of Exhibit C. 7. Consultants retained aoof the Effective Date ofthe Task Order: None 8. Other Modifications tm Agreement and Exhibits: None 9. Attachments: A. Exhibit A—Engineer's Services for Task Order /4pages) 10.Other Documents Incorporated by Reference: December 5, 2017 Agreement between Owner and Engineer for Professional Services,Task Order Edition Task Order Form—City nf Laurel Pavement Management Plan uCocO E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. cnpvnnht 0 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society cf Civil Engineers. All rights reserved. Page 2 11.Terms and Conditions Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above),which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is October 2,2018 OWNER:City of Laurel ENGINEER:Kadrmas,Lee&Jackson,Inc. By: By: Print Name: Print Name: Mark Anderson Title: Title: Vice President Engineer License or Firm's Certificate No.(if required): PEL-EF-LIC-37 State of: Montana DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Kurt Markegard Name: Bryan Vanderloos Title: Director of Public Works Title: Project Manager PO Box 10 PO Box 80303 Address: Laurel,MT 59044 Address: Billings,MT 59108-0303 E-Mail E-Mail Address: kmarkegard@laurel.mt.gov Address: bryan.vanderloos@kijeng.com Phone: 406-628-4796 Phone: 406-441-5790 Task Order Form—City of Laurel Pavement Management Plan EJCDC®E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright @ 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 This bEXHIBIT A,consisting of4 pages,referred toin and part of the Task Order dated October 2,2018. Engineer's Services for Task Ord City of Laurel PavemmeetManagement Plan PART 1—BASICSERVICES A1.01 Study and Report Phase Services A. As Basic Services,Engineer shall: 1. Consult with Owner to define and clarify Owner's requirements for the Specific Project,including objectives and constraints, space, capacity and performance requirements, flexibility, and expandability, and any budgetary limitations, and identify available data, information, reports, facilities plans,and site evaluations. 2. KU will develop a Pavement Management Plan that includes all MDT owned urban paved streets and the major collector and arterial streets within the City of Laurel. A FHVVAtechn}que called Pavement Surface Evaluation and Rating(PASER)will be used to visually evaluate paved streets jn a time efficient and consistent manner.A rating of 1 to 10 will be applied to each section of roadway studied based upon distresses such as,cracking,rutting,potholes,and others. This information will determine existing conditions, and then KUwiU utilize the PASEK rating to recommend pavement management techniques across the paved system. These recommendations will be broken down by type of project, including crack seals, chip seals, thin overlays and structural overlays.The projects will then be prioritized as short term(within 5 years) and longterm(beyond 5yeao). Local/residential streets known to already be in disrepair will not be evaluated and will be assigned a poor PA3EK rating with no field assessment KU will verify these streets with the City prior to commencing. 3. Identify potential solution(s)to meet Owner's Specific Project requirements,as needed. 4. Study and evaluate the potential solution(s)to meet Owner's Specific Project requirements. 5. Visit the Site,or potential Specific Project sites,to review existing conditions and facilities, unless such visits are not necessary or applicable to meeting the objectives of the Study and Report Phase. 6. Advise Owner of any need for Owner to obtain,furnish, or otherwise make available to Engineer additional Specific Project-related data and information, for Engineer's use in the study and evaluation of potential solution(s)to Owner's Specific Project requirements,and preparation of a related report. 7. After consultation with Owner, recommend to Owner the solution(s) which in Engineer's judgment meet Owner's requirements for the Specific Project. Exhibit A—Engineer's Services—City of Laurel Pavement Management Plan ococw E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. cvpvnuht @ 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society o[Civil Engineers. All rights reserved. Page 1 8. Identify, consult with, and analyze requirements of governmental authorities having jurisdiction to approve the portions of the Specific Project to be designed or specified by Engineer, including but not limited to mitigating measures identified in an environmental assessment for the Specific Project. 9. Prepare a report (the "Report") which will, as appropriate, contain schematic layouts, mapping containing the PASER rating for each analyzed route, mapping dictating the proposed improvement for each analyzed route,sketches, and conceptual design criteria with appropriate exhibits to indicate the agreed-to requirements, considerations involved, and Engineer's recommended solution(s). For each recommended solution Engineer will provide the following, which will be separately itemized: opinion of probable Construction Cost; proposed allowances for contingencies; the estimated total costs of design, professional, and related services to be provided by Engineer and its Consultants;and,on the basis of information furnished by Owner,a tabulation of other items and services included within the definition of Total Project Costs. 10. Advise Owner of any need for Owner to provide data or services of the types described in Exhibit B, for use in Project design,or in preparation for Contractor selection and construction. 11. �.A.Ihp_n mutually affeed, assist QwReff in evaluating the possible use ef building i4eff"a inRayative rGeRtFaEMA9, eF PF96ffemeAt StFategiesi8F etheF StFategies, teehnelegies, StFategieo Teehnelegies,and Teehni9ue " 12. If requested to do so by Owner, assist Owner in identifying opportunities for enhancing the sustainability of the Specific Project,and pursuant to Owner's instructions plan for the inclusion of sustainable features in the design. " 14. Develop a seepe ef W9Fk and SUFvey limits f9F any tepegFaphiG and- A-the-F Surveys 1;eGessap� desigA- 15. Pursuant to the Task Order schedule,furnish the required number of review copies of the Report and any other Study and Report Phase deliverables to Owner, and review it with Owner. Owner shall submit to Engineer any comments regarding the furnished items within the time established in the Task Order schedule. 16. Pursuant to the Task Order schedule, revise the Report and any other Study and Report Phase deliverables in response to Owner's comments,as appropriate,and furnish the required number of copies of the revised Report and any other Study and Report Phase deliverables to the Owner. B. Engineer's services under the Study and Report Phase will be considered complete on the date when Engineer has delivered to Owner the revised Report and any other Study and Report Phase deliverables. Exhibit A-Engineer's Services-City of Laurel Pavement Management Plan E1CDC® E-505,Agreement Between Owner and Engineer for Professional Services-Task Order Edition. Copyright cp 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 A1.02 Preliminary Design Phase—Not Included A1.03 Final Design Phase—Not Included A1.04 Bidding or Negotiating Phase—Not Included A1.05 Construction Phase—Not Included A1.06 Post-Construction Phase—Not Included A1.07 Commissioning Phase—Not Included A1.08 Other Services—Not Included PART 2—ADDITIONAL SERVICES A2.01 Additional Services Requiring an Amendment to Task Order A. Advance Written Authorization Required: During performance under a Task Order, Owner may authorize Engineer in writing to furnish or obtain from others Additional Services of the types listed below. Unless expressly indicated above or in the specific Task Order to be included Basic Services,the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services,using the basis of compensation for Additional Services,as indicated in the specific Task Order. 1. Preparation of applications and supporting documents(in addition to those furnished under Basic Services) for private or governmental grants, loans, or advances in connection with the Specific Project; preparation or review of environmental assessments and impact statements;review and evaluation of the effects on the design requirements for the Specific Project of any such statements and documents prepared by others; and assistance in obtaining approvals of authorities having jurisdiction Over the anticipated environmental impact of the Specific Project. 2. Services to make measured drawings of existing conditions or facilities, to conduct tests or investigations of existing conditions or facilities, or to verify the accuracy of drawings or other information furnished by Owner or others. 3. Services resulting from significant changes in the scope,extent,or character of the portions of the Specific Project designed or specified by Engineer, or the Specific Project's design requirements, including, but not limited to, changes in size, complexity, Owner's schedule, character of construction,or method of financing;and revising previously accepted studies,reports,Drawings, Specifications,or Construction Contract Documents when such revisions are required by changes in Laws and Regulations enacted subsequent to the Effective Date of the Task Order or are due to any other causes beyond Engineer's control. 4. Services required as a result of Owner's providing incomplete or incorrect Specific Project information to Engineer. 5. Furnishing services of Consultants for other than Basic Services. Exhibit A—Engineer's Services—City of Laurel Pavement Management Plan EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright O 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 6. Services during out-of-town travel required of Engineer,other than for visits to the Site or Owner's office as required in Basic Services. 7. Assistance to Owner in developing systems and procedures for (a) control of the operation and maintenance of Project equipment and systems,and (b) related recordkeeping. 8. Preparing to serve or serving as a consultant or witness for Owner in any litigation, arbitration, mediation,lien or bond claim,or other legal or administrative proceeding involving the Project. 9. Other additional services performed or furnished by Engineer not otherwise provided for in this Agreement. B. Advance Written Authorization Not Required:Engineer shall advise Owner in advance that Engineer will immediately commence to perform or furnish the Additional Services of the types listed below. For such Additional Services, Engineer need not request or obtain specific advance written authorization from Owner. Engineer shall cease performing or furnishing such Additional Services upon receipt of written notice from Owner. Unless expressly indicated above or in the specific Task Order to be included Basic Services,the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services, using the basis of compensation for Additional Services, as indicated in the specific Task Order. 1. None anticipated Exhibit A—Engineer's Services—City of Laurel Pavement Management Plan EJCDC6 E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright c0 2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 4 RESOLUTION NO. R18- A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE RELEASE OF FUNDS FROM THE TAX INCREMENT FINANCING DISTRICT FUND FROM THE TECHNICAL ASSISTANCE AND FACADE GRANT PROGRAMS TO IMPROVE PROPERTY LOCATED WITHIN THE CITY OF LAUREL'S TAX INCREMENT IMPROVEMENT DISTRICT. WHEREAS, the City of Laurel created a Technical Assistance Grant Request Program and a Fagade Improvement Grant Program both proposed by the Laurel Urban Renewal Agency (LURA); and WHEREAS, Property Owners, Todd and Debi Meling, submitted the attached LURA Grant Request Program Application for the Property owned and located within the Tax Increment Improvement District; WHEREAS, the LURA Board reviewed the application and recommended approval for the funding requests during September 2018; WHEREAS, the applications were complete, the proposed projects eligible for grant assistance and LURA recommended funding of the same; and WHEREAS, the total grant amounts that exceed $5000 must be approved by the City Council pursuant to the Grant Program Regulations; and WHEREAS, the property owner received previous grants and his total grant award will exceed $5000, requiring City Council approval pursuant to the Grant Program Regulations; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, that Todd and Debi Meling are awarded grants totaling $6,390 from the City's Tax Increment Financing District Fund for technical assistance and fagade improvements for their property located within the City's Tax Increment Financing District; and BE IT FURTHER RESOLVED, the Mayor, CAO, and City Clerk Treasurer are authorized to utilize the appropriately designated accounts to pay the remaining grants upon submission of the required documentation from the Property Owners. Introduced at a regular meeting of the City Council on October2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2nd day of October 2018 APPROVED by the Mayor this 2nd day of October 2018. CITY OF LAUREL RI8-_LURA Grant Funding—Todd and Debi Meling Technical Assistance and Fagade Grants Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer, Clerk-Treasurer Approved as to form: Sam Painter, Civil City Attorney R18-_LURA Grant Funding—Todd and Debi Meling Technical Assistance and Facade Grants CITY HALL City Of Laurel J 115 W. 1 sT ST. PUB.WORKS:628-4796 / IL WATER OFC.:628-7431 nrl QD COURT:628-1964 P.O.Box 10 FAX 628-2241 Laurel,Montana 59044 J J I J Office of the Director of Public Works September 18, 2018 Matt Lurker, CAO Re. Technical Assistance Grant for Todd and Debi Meling (Lazy 8 Properties) Matt, Last fall Todd Meling turned in a grant request for help to convert the Gene's Pharmacy Building into a usable space for future business ventures. The previous planner tried to present it to the LURA Committee but they did not have a quorum at their September meeting. Emails were exchanged to approve the grant request by four of five voting members of the LURA Committee. The previous planner then email the Melings and informed them their grant request was approved and to proceed with hiring A&E Architecture. I have found that this award should have been taken to City Council for their approval as the total award is above the $5,000.00 threshold granted by the City Council in the Technical Assistance Policy of resolution R10-112. A partial payment of$3,611.25 has already been made to A&E Architecture last November and now they would like the balance paid. The total grant award is for$6,390.00 Total Award $6,390.00 November 2017 Payment ($3 6, 11.25) Balance due $2,778.75 The City has received design drawings that A&E Architecture completed for this grant which is proof of work product as conditions of grant funds being distributed. I would like to have this issue resolved by forwarding the grant request to the City Council for final approval prior to anymore payments being issued. Sincerel , urt Markegard Attached; Invoices for A&E a&e 608 N.24th St.!Billings,wr 54101 BILLINGS 3 BflZEMAN ! MISSnU!A 406.248.2633 aoorchitccts.com TIN:8 1-04 6 8180 ARCHITECTS Todd and Debi Meling Invoice number 1710601 233 27th Ave.W Date 11/14/2017 Laurel,MT 59044 Project 17106.00 Meling-Laurel Remodel LURA Facade Email to melingcrew@live.com,toddm@acemt.com Billed through November 8,2017 Professional Fees Billed Date Hours Rate Amount Benjamin R. Lombardozzi 08/30/2017 0.50 90.00 45.00 09/14/2017 0.50 90,00 45.00 09/20/2017 0.25 90.00 22.50 09/27/2017 1.00 90,00 90.00 10/03/2017 1.00 90.00 90.00 10/04/2017 1.50 90.00 135.00 10/05/2017 5.00 90.00 450.00 10/06/2017 4.50 90,00 405.00 10/09/2017 5.00 90.00 450.00 10/17/2017 0.50 90,00 45.00 10/18/2017 1.00 90.00 90.00 10/20/2017 0.50 90.00 45.00 10/23/2017 4.00 90.00 360.00 10/26/2017 0.50 90.00 45.00 10/27/2017 0.50 90.00 45.00 11/01/2017 1.00 90.00 90.00 11/06/2017 2.00 90.00 180,00 11/08/2017 6.00 90.00 540.00 Subtotal 35.25 3,172.50 James Kordonowy 10/19/2017 1.00 135.00 135.00 coffee barlretai/design wl Ben William DuBeau 08/30/2017 0.75 135.00 101.25 09/20/2017 0.50 135.00 67.50 10/02/2017 0.50 135.00 67.50 10/04/2017 0.50 135.00 67.50 Subtotal 2.25 303,75 Professional Fees subtotal 38.50 3,611.25 Invoice total 3,611.25 Todd and Debi Melino Invoice number 1710601 Invoice date 11/14/2017 a&e 608 N.29th St.i Billings,MT 59101 406.248.2633 BILLINGS : BOZEMAN : MISSOULA aeorchitects.com TIN:81-0468180 A R C H I T E C T 5 Todd and Debi Meting Invoice number 1710601 Protect 17106.00 Meting-Laurel Remodel LURA Facade Date 11/14/2017 Invoice Summary Prior Total Current Description Billed gilled Billed TECHNICAL DESIGN ASSISTANCE 0.00 3,611.25 3,611.25 PRINTING 0.00 0.00 0.00 Total 0.00 3,611.25 3,611.25 Aging Summary Invoice Number Invoice Date Outstanding Current Over 30 Over 60 Over 90 Over 120 1710601 11/14/2017 3,611.25 3,611.25 Total 3,611.25 3,611.25 0.00 0.00 0.00 0.00 Thank you. Todd and Debi Molina Invoice number 1710601 Invoice date 11/14/2017 a&e bob N.29th St. Billings,MT 59101 406.248.2633 BILLINGS i BOZEMAN t MISSOULA aearchitects.com TIN:81-0468180 ARCHITECTS Todd and Debi Meting Invoice number 17106102 233 27th Ave.W Date 12/08/2017 Laurel, MT 59044 Project 17106.00 Meting-Laurel Remodel LURA Facade Billed through November 30,2017 Contract Percent Total Prior Current Description Amount Complete Billed Billed Billed TECHNICAL DESIGN ASSISTANCE 4,230.00 100.00 4,230.00 3,611.25 618.75 FACADE IMPROVEMENT 2,160.00 0.00 0.00 0.00 0.00 Total 6,390.00 66.20 4,230,00 3,611.25 618.75 Invoice total 618.75 Invoice Summary Prior Total Current Description Billed Billed Billed TECHNICAL DESIGN ASSISTANCE 3,611.25 4,230.00 618.75 FACADE IMPROVEMENT 0.00 0.00 0.00 REIMBURSABLE EXPENSES PRINTING 0.00 0.00 0,00 Total 3,611.25 4,230.00 61835 Aging Summary Invoice Number Invoice Date Outstanding Current Over 30 Over 60 Over 90 Over 120 17106102 12/08/2017 618.75 618.75 Total 618.75 618.75 0.00 0.00 0.00 0.00 Thank you. Todd and Debi Who Invoice number 17108102 Invoice date 12/08/2017 �a '„� �, ��� � ��� ��r-�'�= �-,�-. t� ��f � � 5 :.x. �:ia r ,�„ ��,r`,x u t -;F,,�,a,� a��,,� s� .�' ,� �„`" - �����+��`e.��`�`sue`f[�»'�.'`xfra��,�+ �,:�' .s�„ „,^.. St�' "�,.�,�' f�' "' �e�`'�, g sE�,-.���. .ate"' .e3 k� ¥ �x � � �� � � x� �err x A� x„ �`w,� �" r , ��. �w >x � _ �� '' r LAUREL URBAN RENEWAL AGENCY(LURA.) Technical Assistance Project Application Date 2017-8-26 Name ofAppl icant Lazy 8 Properties, LLC, Todd and Debi Meling Mailing Address 233 27th Ave W, Laurel, MT 59044 Telephone(s)_406-698-0543 (Todd), 406-672-3824 (Debi) Proposed project site 111 E Main, Laurel, MT 59044 Business(es)operating at this address-Intended for Lease to businesses. Was Gene's Pharmacy Type ofproject: Fagade(eligible for up to 30 hours oftechnical assistance) Other(eligible for up to 50 hours of technical assistance) Please describe the proposed project Facade renewal including brick and stone renewal, windows, signage and awning modifications, lighting, as well as interior ADA upgrades for rest rooms and interior material and color recommendations including flooring, ceilings and walls. What type of Technical Assistance are you requesting? Please explain. Requesting Technical assistance from an architect for historic facade renewal including brick and stone renewal, windows, signage and awning modifications, lighting, as well as interior ADA upgrades for rest rooms and interior material and color recommendations including flooring, ceilings and walls. How will this project support the goals of LURA's and Laurel City Counciil> The project will include primarily exterior upgrades to beautify the exterior of this historic structure. We believe these efforts will support the vision of the LURA and LCC to enhance and beautify Laurel's historic downtown fabric. What is your time frame for completion of Technical Assistance: September-October of 2017. Are you currently working with a design firm? NO YES _(Please specify)_A&E Architects (if necessary,use additional pages and attach to application) C t Applicants) Signature(s) Property Owner(s)Signature(s) For Office Use Only Date received Date approved Assigned to 08/20/2010 5 a&e ARCI-IIT[CTS September 14,2017 Todd&Debi Meting 233 271h Ave W. Laurel,MT 59044 Re:Laurel Remodel—Fagade&Renovation Technical Assistance Dear Todd&Debi, A&E is pleased to submit our proposal for Fapade&Renovation Technical Assistance for your downtown Laurel property. This technical assistance study is intended to help you analyze the potential of this project as it relates to the exterior facade,explore three-dimensional exterior concepts/design ideas and to confirm floor plan layouts,along with any color or material selections. Being in a Historic District and as a past member of the Yellowstone Historic Preservation,myself and A&E Architects are well versed in the requirements of these important historic structures and of the fiber they add to downtowns across Montana. This proposal is based on our understanding of the scope and project intent based on our meetings in August&September,2017. Attached you will find the fee proposal breakdown. Please let me know if you have any questions. We look forward to working with both of you on your exciting venture. Sincerely, Bill DuBeau,AIA Principal tleorCMit@CtS.COtT1 BILLINGS BOMIAN MISSOULA ARCHITECTURE HISTORIC PRESERVATION INTERIORS a&e ARCHITECTS FEE PROPOSAL Attachment A Meling-Laurel Remodel LURA Facade 17106.00 September 141h,2017 FEE PROPOSAL Architectural Services Design Comments Hours Rate Services Facade Improvement Technical Assistance 24 590.00 $ 2,160 Other Renovations Technical Assistance 47 $90.00 S 4,230 Total Architectural Services 6,390 Reimbursable Expenses None 1, Noel Eaton From: Noel Eaton Sent: Monday,September 18,2017 4:25 PM To: Judy Goldsby(msinmontana@yahoo.com);don@dynamicpromoproducts.com; Dean Rankin (deanrankin9@gmail.com);deanrankin@charter.net; mardie4@gmail.com; Mardie@covertcleaning.com; dan@danieljklein.com Cc: Heidi Jensen Subject: LURA Vote Attachments: Technical Assistance Grant- Meling.pdf,doc01627720170918162649.pdf Hi All, There was not a quorum at today's meeting. I have a technical assistance grant from Todd and Debi Meling for Genes Pharmacy.The Meling's were looking for a decision today from the board to get started on fall projects.If the board would like to take an electronic vote for the Meling's application they can lock in their contract with A&E. I have attached A& E's scope of work and price of service.As you can see the Meling's have applied for$6,390 this would be broken into amounts up to$2,400 for fagade improvements assistance and$4,000 for other work within the building such as ADA compliance and updated interior based on renter. The vote does not need to go on to Council as the amount is in two instalments less than$5,000 Please email me if you have any questions. Noel Eaton City Planner Phone: 406-628-4796 Ext.5 Fax: 406-628-2241 City Of Laurel 115 W. 1s` St. Laurel, MT 59044 1 RESOLUTION NO. R18-_ A RESOLUTION OF THE CITY COUNCIL APPROVING A PARTIAL PROOF OF LOSS FOR STORM RELATED AND CAUSED DAMAGES TO CITY OWNED PROPERTY. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval.. The attached Sworn Statement in Partial Proof of Loss is hereby accepted and approved. Section 2: Execution. The Mayor, and City Clerk/Treasurer of the City of Laurel are hereby given authority to accept and execute the attached Sworn Statement in Partial Proof of Loss on behalf of the City for submission to the Montana Municipal Interlocal Authority("MMIA"). Section 3: Effective date. The effective date for the attached document is hereby approved upon approval by the City Council. Introduced at a regular meeting of the City Council on October 2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2 nd day of October 2018. APPROVED by the Mayor this 2 d day of October 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer Approved as to form: Sam Painter, Civil City Attorney R1 8--Approve and authorize execution of MMIA's Sworn Statement in Partial Proof of Loss 3UMA PO Box 6669 • Helena,MT 59604-6669 MONTANA MUNICIPAL INT611LOCAL AUTHORITY Toll Free:(800)635-3089 • Tel:(406)443-0907 Fax:(406)449-7440 September 11, 2018 City Of Laurel Montana P.O.Box 10 Laurel MT 59044 Re: Member Entity: City of Laurel Claim Number: PR2016002048 Date of Event: 5/21/2016 Dear Member: Enclosed is our estimate of repairs for hail damage at the Admin Offices-Shop, Emergency Response Unit, American Legion and Jaycee Hall. Please present our estimate to the roofer of your choice. Ask that they contact me if they do not believe that they can complete the repairs for the amount of our estimate. I have been in contact with Leonard from the Roof Doctor. Leonard is agreeable to complete the repairs for the amount of our estimate plus approximately $1800 for a slope at the Emergency Response Unit that we missed in our calculations. MMIA can make payment to you now for the actual cash value (ACV) of the estimated repairs. I have enclosed a partial proof of loss for signature before a notary by an authorized representative. ACV payment will be issued to you upon return of the signed proof of loss. The Memorandum of Coverage provides for an 18 month period following the loss date to present the replacement cost value (RCV) claim. MMIA will agree to extend this time limitation at this point, however, will not be responsible for increases in material and labor costs due to unnecessary delays. Full RCV payment can be made by MMIA upon the return of a signed work agreement or actual invoice for the completed work. Please contact me should you have questions or would like to discuss further. Sincerely, Richard Allums, CCLA Senior Liability/Property Claims Adjuster rallums@mmia.net 800-635-3089 Ext: 111 406-495-7001 enclosure "Oi4l Montana Municipal Interlocal Authority SWORN STATEMENT IN Partial PROOF OF LOSS Claim Number: PR2016002048 Policy Number: 063-PROP~2016 Memorandum Inception: 1/1EK1886 To the Montana Municipal|nteMoca|Authority ofP0 Box 6669. Helena Montana at time of !oeo, by the above-indicated Memorandum of coverage you covered: City of Laurel. Against loss by All Risk of physical loss or damage to the property described under Schedule annexed according to the terms and conditions of the said Memorandum and all forms, endorsements,transfers and assignments attached thereto. Time and Origin: A direct physical damage loss occurred about the time of12:23PN1 on 5/21/2O1S. The cause and origin of the said loss were: a storm containing hailstones caused damage to four City owned buildings. Title and Interest: At the time cf the loss the interest cf your member|n the property described therein was sole and unconditional ownership and no other person or persons had any interest therein or encumbrance thereon, except: none. Changes: Since the said Memorandum cf Coverage was issued there has been noassignment thereof, or change or interest, use, occupancy, possession, location or exposure of the property described, except: none. Actual Cash Value Loss and Damage was. ............... $51.761.95 Less Amount of Deductible --- ...... --'.'.--'.$2.5OO.00 Actual Cash Value Amount Claimed under the above numbered pd' ....._$49.261.85 The said loss did not originate by any act, design or procurement on the part of the member, or this affiont nothing has been done by or with the privily or consent of the member or this affiant, to violate the conditions of the policy or render it void; no articles are mentioned herein or in annexed schedules but such as were destroyed or damaged mt the time of said loss; no property saved has in any manner been concealed, and nuattempt to deceive the said company, astothe extent of said loss, has in any manner been made. Any other information that may be required will be furnished and considered o part oy this proof, The furnishing of this blank or the preparation of proofsbya representative of Montana Municipal |ntedooa|Authority ia not o waiver of any of its rights. Member Representative Signature Notary Public Information: State of County of Subscribed and sworn m before ma this day nf 20___ (Signature of Notary) (Seal) (Printed name of Notary Public) Notary Public for the State of Residing at: Montana Municipal Interlocall Authority Insured: City of Laurel Business: (406)628-4796 Property: PO Box 10 Laurel,MT 59044 Claim Rep.: Richard Alums Business: (406)495-7001 Business: PO Box 6669 E-mail: rillums@mmia.net Helena,NIT 59604 Estimator: Richard Allums Business: (406)495-7001 Business: PO Box 6669 E-mail: rallums@mmia.riet Helena,m'r 59604 Claim Number: PR2016002048 Policy Number: 069-PROP-2016 Type of Loss: Hail Date Contacted: 8/30/2017 Date of Loss: 5/21/2016 Date Received: 8/28/2017 Date Inspected: 10/19/2017 Date Entered: 3/19/2018 2:16 PM Price List: MTB18X—FEB 18 New Construction Estimate: 2018-03-19-1416 'Phis estimate was prepared based upon Visible damage at the time of inspection.Please contact us should any additional damage be found upon tear out and before repairs are made. Montana Municipal Interlocal Authority 2018-03-19-1416 Shop Admin Offices-Shop j3121.17 Surface Area 31.21 Number of Squares 224.33 'Total Perimeter Length 61.00 Total Ridge Length QUANTITY UNIT TAX RCV AGE AA E COND. DEP% DE".PREC. ACV 3. Remove 3 tab-25 yr.-composition shingle roofing-incl.felt 31.21 SQ 37,15 0,00 1,159.45 0/25 yrs Avg. NA 1%] (0.00) 1.159,45 15. 3 tab-25 yr.-composition shingle rooting-inel,felt 32.00St? 194.45 0.00 6,222.40 0125yrs Avg. 50% [%] (1,438.24) 4,784.16 Existing shingles installed in 1991 4. R&R Drip edge 224.33 LF 1.97 0.00 441.93 0/35 yrs Avg. 50% [%1 (68.42) 373.51 5. ice&water shield 366.00 Sl�' 1,41 0.00 516.06 0/30 yrs Avg. 50% [%j (65.88) 450.18 19. 12&R Continuous ridge vent-shingle-over style 61.00 LF 7.69 0,00 469.09 0/35 yrs Avg. 50`?'a [%] (100.96) 368.13 "Totals: Admin Offices-Shop 0.00 8,808.93 1,673.50 7,135.43 Emergency Response Unit QUANTITY UNIT 'TAX RCV AGE/LlFE COND. DEP% UEPREC. ACV 35. Remove 3 tab-25 yr.-composition shingle roofing-inel, felt 86,93 SQ 37,15 0.00 3,229.45 0/25 yrs Avg. NA [%] (0,00) 3,229.45 36. 3 tab-25 yr,-composition shingle roofing-incl. felt 87.00 SQ 194.45 0,00 16,917.15 0/25 yrs Avg. 50% [%] (3,91.0.22) 13,006.93 Remove and replace slopes A,C.L.11 cat J,per SkyMeasure diagram 37. R&R Drip edge 331.00 LF 1.97 0.00 652,07 0135 yrs Avg. 50% [%] (100.96) 551.11 38. Ice&water shield 99100 SF 1.41 0.00 1,400.13 0/30 yrs Avg. 50%o 1%] (178.74) 1,2.21.39 39. C011timlOUs ridge vent-shingle-over style 201.00 LF 7.22 0.00 1,451.22 0135 yrs Avg. 50% [%] (332.66) 1,118.56 40, R&R Valley metal 161.00 LF 4.54 0.00 730.94 0135 yrs Avg. 50% 1%] (128.80) 602.14 Totals: Emergency Response Unit 0.00 24,380.96 4,651.38 19,729.58 2018-03-19-1416 5/25/2018 Page: 2 Montana ]Municipal Interlocal Authority American Legion QUANTITY tTNI`I' TAX RCV AGE/LIFE COND. DE P% DEPREC". ACV 27. Remove 3 tub-25 yr.-composition shingle roofing-incl. relt 30.00SQ 37,15 0.00 1.114.50 0/25 yrs Avg. NA 1%] (0.00) 1,114.50 28. 3 tab-25 yr.-composition shingle roofing-inel.felt 30.00 SQ 194.45 0.00 5,833,50 0/25 yrs Avg. 50% IN] (1,348,35) 4.485.15 29. R&R Drip edge 260.00 LF 1.97 0.00 512.20 0/35 yrs Avg. 50% 1%,1 (79.30) 432.90 30. Ice&water shield 236.00 SF 1.41 0.00 332.76 0/30 yrs Avg. 50% 1%] (42.48) 290.28 31. Remove Additional charge for steep roof-7/12 to 9/12 slope 20.00 SQ 7.81 0.00 156.20 Ol IIA Avg. NA (0.00) 156.20 32. Additional charge for steep roof-7/12 to 9/12 slope 20.00 SQ 32.88 0.00 657.60 O/NA Avg. 0% (0.00) 657.60 33. Continuous ridge vent-shingle-over style 230.00 LP 7.22 0.00 1,660.60 0135 yrs Avg. 50% [%] (380,65) 1,279.95 34. R&R Valley metal 60.00 LF 4.54 0.00 272.40 0135 yrs Avg. 50% [%] (48.00) 224.40 Totals: American Legion 0.00 10,539.76 1,898.78 8,640.98 Jaycee Hall QI;ANTITY UNIT TAX RCV AGEILICE COND. DEP% DEPREC. ACV 12, Remove 3 tab-25 yr.-composition shingle roofing-incl. relt 60.20 SQ 37.15 0.00 2,236.43 0/25 yrs Avg. NA [%1 (0.00) 2,236.43 16. 3 tab-25 yr.-composition shingle roofing-incl,felt 60.33 SQ 194A5 0.00 11,731.17 0/25 yrs Avg. 50-1/4 1%] (2,71 L53) 9,019.64 See Sky measure report 8. R&R Drip edge. 404.00 LF 1.97 0.00 795.88 0135 yrs Avg. 50% [%] (123.22) 672.66 9. Ice&water shield 990.00 SF 1.41 0.00 1,395.90 0/30 yrs Avg. 5(m. [%1 (178.20) 1.217.70 13. Additional charge for steep roof-7/12 to 9/12 slope 60.20 SQ 32.88 0.00 1,979.38 O/NA Avg. 0% (0.00) 1.979.38 17. Remove Roll roofing 1.41 SQ 27.48 0,00 38.75 0/20 yrs Avg. NA (0.00) .38.75 18. Roll roofing 1.41 SQ 93.80 0.00 132.26 0/20 yrs Avg. 50% [0%] (44.06) 88.20 20. Continuous ridge vent-shingle-over style 105.00 LF 7.22 0,00 758.10 0135 yrs Avg. 50% [%.j (173.78) 584.32 21. R&R Valley metal 112.00 IT 4.54 0.00 508.48 0/35 yrs Avg. 50% [°lo] (89.60) 418.88 2018-03-19-1416 5/25/2018 Page:3 Montana Municipal Interlocal Authority CONTINUED-Jaycee Hall QUANTITY UNIT TAX RCV AGE/LIFE COND. DEP% I)EPREC. ACV Totals: Jaycee hall 0.00 1.9,576.35 3,320.39 16,255.96 Total: Shop 0.00 63,306.00 11,544.05 51,761.95 Line ltem'rotals: 2018-03-19-1416 0.00 63,306.00 11,544.05 51,761.95 [%]-Indicates that depreciate by percent was used for this item [M]-Indicates that the depreciation percentage was limited by the maximum allowable depreciation for this item Grand Total Areas: 0.00 SF Walls 0.00 SF Ceiling 0.00 SF Walls and Ceiling 0.00 SF Floor 0.00 SY Flooring 0.00 LF Floor Perimeter 0.00 SF Long Wall 0.00 SF Short Wall 0.00 LF Ceil.Perimeter 0.00 Floor Area 0.00 Total Area 0.00 Interior Wall Area 940.60 Exterior Wall Area 0.00 Exterior Perimeter of Walls 3,121.17 Surface Area 31.21 Number of Squares 224.33 Total Perimeter Length 61.00 Total Ridge Length 0.00 Total Hip Length 2018-03-19-1416 5/25/2018 Page:4 Montana Municipal Interlocal Authority Summary for Dwelling Line Itern Total 63,306.00 Replacement Cost Value $63,306.00 Less Depreciation (11,544.05) Actual Cash Value $51,761.95 Net Claim $51,761.95 Total Recoverable Depreciation 11,544.05 Net Claim if Depreciation is Recovered $63,306.00 Richard Allures 2018-03-19-1416 5/25/2018 Page: 5 INVOICE 7. Christison's Roofing LLC. INVOICE!# (100] The roof doctor 47 -8- �r�' DATE: 6732 Pinto Dr. Shepherd MT. 59079 406-628-4495 TO /©CJ• (3a K l /-a c-mL f q T 0-9 0-' `f ll SALESPERSON JOB PAYMENT TERMS DUE DATE Due on receipt QTY DESCRIPTION UNIT PRICE LINE TOTAL j ear o K o 12del�- vt4 er, S k,e� 17Qa 7e-�'Ce n ' �©fl'✓'. �1�,(� �n��r ,�a�•y1zn IL�6 rN/�*e!'q� �� ,�'U y'r•�� a fe��'�� SUBTOTAL 8� , 95 SALES TAX TOTAL O INVOICE Christison's Roofing LLC. INVOICE# [100] The roof doctor �` ��8 DATE: 6732 Pinto Dr. Shepherd MT. 59079 406-628-4495 TO 014 (3 ,R O _ Qo x e-r c n� � 1C-C ZLf& SALESPERSON JOB PAYMENT TERMS DUE DATE Due on receipt QTY DESCRIPTION UNIT PRICE LINE TOTAL /7« Ar 4r'Q��C �,6 , I:4 v� SUBTOTAL 33` SALES TAX TOTAL 6 � � INVOICE Christison's Roofing LLC. INVOICE# [100] The roof doctor DATE: 6732 Pinto Dr. Shepherd MT. 59079 406-628-4495 / �5 TO �l- SALESPERSON JOB PAYMENT TERMS DUE DATE Due on receipt QTY DESCRIPTION UNIT PRICE LINE TOTAL /7�cv � fY�� �• n,�4e��,�i, �ac�e t� At SUBTOTAL SALES TAX J TOTALZo u�,�[� INVOICE Christison's Roofing LLC. INVOICE# [100] The roof doctor ! V f DATE: 6732 Pinto Dr. Shepherd MT. 59079 406-628-4495 TO Ifl Cart �Ce u l0.L' SALESPERSON JOB PAYMENT TERMS DUE DATE Due on receipt QTY DESCRIPTION UNIT PRICE LINE TOTAL ��s� :�`.�'�Ef-1�7z•�-�r�hf�L� Cin� C>c.LLc-�r t (G G r-- I?C-ct< , �--s SqS k-bcv-1 SUBTOTAL SALES TAX TOTAL 9� j' RESOLUTION NO. R18-_ A RESOLUTION OF THE CITY COUNCIL ACCEPTING A PROPOSAL AND APPROVING A CONTRACT BETWEEN THE CITY OF LAUREL AND CIP CONSTRUCTION TECHNOLOGIES, INC FOR MANHOLE REHABILITATION. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Proposal submitted by CIP Construction Technologies, Inc. for the manhole rehabilitation services described in the Proposal is hereby accepted and approved. Section 2: Execution. The Mayor, and City Clerk/Treasurer of the City of Laurel are hereby given authority to accept and execute the attached Proposal and Contract on behalf of the City. Section 3: Effective date. The effective date for the attached Contract is hereby approved upon approval by the City Council. Introduced at a regular meeting of the City Council on October 2, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 2 d day of October 2018. APPROVED by the Mayor this 2 d day of October 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk-Treasurer Approved as to form: Sam Painter, Civil City Attorney R18--Approve Proposal and Contract for CIP Construction Tech,Inc. CIP Construction Technologies, Inc. 1341s'`Ave W Kalispell,MT 59901 Phone(406)291-8017 Fax(406) 752-4630 Billing Plione:(406)257-3938 E--mail:supertec@re-xforddsl.net Website: www.cipmanhole.com PROPOSAL #LaurelProlS-9-13 September 13,2018 Faxed&Emailed City of Laurel Laurel,MT Phone 406-860-8139 Email:mwheeler@laurel.mt.gov grolison@laurel.mt.gov Pages:2 Ann:Matt Wheeler and Guy Rolison PROJECT:City of Laurel Manhole Rehabilitation SCOPE: Rehabilitate sewer manholes with cured-in-place fiberglass liner and/or Mr.Manhole process by authorized licensed installer CIP Construction Technologies,Inc. ITEM DESCRIPTION DIMENSIONS` PRICE Ia. Line mh at 51'St&5"Ave 4.0 x 10.5 6405.00 lb. Mr.Manhole leveling system 1425.00 1 c. Supply and instaII new frame and cover 405.00 2a. MH on W Is'St&41 Ave Mr.Manhole leveling system 1425.00 2b. Supply and install new frame and cover 405.00 3a. Mr.Manhole leveling system at W 51 St&211 Ave 1425.00 3b. Supply and install new frame and cover 405.00 4. MH at 561 St W and 6th Ave 4.58 x 9.25 New benches&invert 875.00 5. Line mh at W Maryland and 131h Ave 4.0 x 6.42 3916.00 6. Mobilization* NC TOTAL $14,856.00 *The normal mobilization fee of$2000 will be waived performed in conjunction with other upcoming CIP projects with the City of Billings. _ _ Manufacturer's Warranty:To stop infiltration and further deterioration—Five Years Labor,Twenty Years Materials. r It is agreed that the City of Laurel in all instances and at its expense,including but not limited to installation,repair,or warranty service,will provide CIP with the following:adequate access to structure(s),a source of water supply,traffic control,assistance as needed to coordinate and control sewage flow,a location for garbage disposal(e.g.,access to dumpster);hydrovac assistance-as needed. LURA — Fiscal Year 2018 Financial Report 0710112017-0613012018 Members: Judy Goldsby — Chair Dean Rankin — Vice Chair Daniel Klein Mardie Spalinger Don Smarsh Advisory Members: Linda Frickel Steve Solberg Janice Lehman Katy Easton Revenues Received: Beginning Cash Balance $1,264,012.52 Tax Rev $ 626,812.82 HB Entitlement $ 72,175.16 Grant Application Fees $ 3,900.00 Investment Earnings $ 6,053.06 Total Revenues Received $ 708,941.04 Expenditures: Grants: Technical Assistance Grants $ 26,511.31 Large Grants $ 93,642.00 Facade Grant $ 15,580.19 $ 135,733.50 SE 4t" & Washington Improvements: Construction Project $ 367,133.65 Transfers to General Fund& Planning: Transfers $ 12,000.00 Supplies/Meals: $ 271.25 Advertising $ 322.20 Storm Water Loan $ 96,562.93 Total Expenditures $ 612,023.53 Ending Cash Balance $ 1,360,930.03 If you have any other questions regarding the TIFD program, please consult Bethany Langve, Clerk/Treasurer or any Board member. NEXT RES.NO.R18-69 NEXT ORD.NO.018-02 CITY OF LAUREL CITY COUNCIL AGENDA TUESDAY—OCTOBER 2, 2018—6:30 P.M. WELCOME . . . By your presence in the City Council Chambers, you are participating in the process of representative government. To encourage that participation, the City Council has specified times for citizen comments on its agenda--once following the Consent Agenda, at which time citizens may address the Council concerning any brief community announcement not to exceed one minute in duration for any speaker; and again following Items Removed from the Consent Agenda, at which time citizens may address the Council on any matter of City business that is not on tonight's agenda. Each speaker will be limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. Citizens may also comment on any item removed from the consent agenda prior to council action, with each speaker limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. If a citizen would like to comment on an agenda item, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. Any person who has any question concerning any agenda item may call the City Clerk-Treasurer's office to make an inquiry concerning the nature of the item described on the agenda. Your City government welcomes your interest and hopes you will attend the Laurel City Council meetings often. 1. Pledge of Allegiance. 2. Roll Call of the Council. 3. Approval of Minutes of September 18, 2018. 4. Correspondence. 5. Council disclosure of ex parte communications. 6. Public Hearing. 7. Consent Items. NOTICE TO THE PUBLIC The Consent Calendar adopting the printed Recommended Council Action will be enacted with one vote. The Mayor will first ask the Council members if any Council member wishes to remove any item from the Consent Calendar for discussion and consideration. The matters removed from the Consent Calendar will be considered individually at the end of this Agenda under "Items Removed from the Consent Calendar." (See Section 12) The entire Consent Calendar, with the exception of items removed to be discussed under "Items Removed from the Consent Calendar," is then voted upon by roll call under one motion. a. Claims for the month of September 2018. b. Approval of Payroll Register for PPE totaling $ C. Receiving the Committee/Board Minutes into the Record. 1) Budget/Finance Committee minutes of September 18,2018. 2) Council Workshop minutes of August 14,2018. 3) Council Workshop minutes of August 28,2018. 4) City-County Planning Board minutes of July 19,2018. 5) Cemetery Commission minutes of July 10,2018. 6) Cemetery Commission minutes of August 14,2018. 7) Library Board minutes of August 14,2018. 8) Emergency Services Committee minutes of August 27,2018. 9) Laurel Airport Authority minutes of August 28,2018. 10) City-County Planning Board minutes of September 6,2018. 11) Park Board minutes of September 6,2018. 12) Library Board minutes of September 11,2018. 13) Public Works Committee minutes of September 17,2018. 14) Laurel Urban Renewal Agency minutes of September 10,2018. 15) Emergency Services Committee minutes of September 24,2018. 16) Council Workshop minutes of September 25,2018. 17) Laurel Airport Authority minutes of September 25,2018. 18) Budget/Finance Committee minutes of October 2,2018. 19) City-County Planning Board minutes of October 4,2018. 20) Park Board minutes of October 4,2018. 21) Council Workshop minutes of October 9,2018. 22) Library Board minutes of October 9,2018. 23) Cemetery Commission minutes of October 9,2018. 24) Public Works Committee minutes of October 15,2018. 25) Laurel Urban Renewal Agency minutes of October 15,2018. 26) Budget/Finance Committee minutes of October 16,2018. 27) Tree Board minutes of October 18,2018. 28) Emergency Services Committee minutes of October 22,2018. 29) Laurel Airport Authority minutes of October 23,2018. 30) Council Workshop minutes of October 30,2018. 8. Ceremonial Calendar. 9. Reports of Boards and Commissions. 10. Audience Participation (Three-Minute Limit). Citizens may address the Council regarding any item of City business that is not on tonight's agenda. Comments regarding tonight's agenda items will be accepted under Scheduled Matters. The duration for an individual speaking under Audience Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. 11. Scheduled Matters. a. Confirmation of Appointments. b. Resolution No. R18-_: A Resolution Of The City Council Approving An Agreement Between The City Of Laurel And Pintler Billing Services, LLC. C. Resolution No. R18- : A Resolution Of The City Council Approving A Contract Between The City Of Laurel And The Montana Department Of Justice Natural Resource Damage Program. d. Resolution No. R18-_: A Resolution Approving A Task Order Authorizing Kadrmas, Lee &Jackson, Inc. For The Development Of The City's Pavement Management Plan. e. Resolution No. R18-_: A Resolution Of The City Council Authorizing The Release Of Funds From The Tax Increment Financing District Fund From The Technical Assistance And Facade Grant Programs To Improve Property Located Within The City Of Laurel's Tax Increment Improvement District. £ Resolution No. R18-_: A Resolution Of The City Council Approving A Partial Proof Of Loss For Storm Related And Caused Damages To City Owned Property. g. Resolution No. R18-_: A Resolution Of The City Council Accepting A Proposal And Approving A Contract Between The City Of Laurel And CIP Construction Technologies, Inc For Manhole Rehabilitation. 12. Items Removed From the Consent Agenda. 13. Community Announcements (One-Minute Limit) This portion of the meeting is to provide an opportunity for citizens to address the Council regarding community announcements. The duration for an individual speaking under Community Announcements is limited to one minute. While all comments are welcome, the Council will not take action on any item not on the agenda. 14. Council Discussion. Council members may give the City Council a brief report regarding committees or groups in which they are involved. 15. Mayor Updates 16. Unscheduled Matters. 17. Adjournment. DATES TO REMEMBER: Budget/Finance Committee - Tuesday 2na 5:30 p.m. Council Conference Room Laurel City Council - Tuesday 2na 6:30 p.m. Council Chambers City/County City/County Planning Board - Thursday 4' 10:00 a.m. Council Chambers Park Board - Thursday 4t" 5:30 p.m. Council Conference Room City Hall Closed—Columbus Day Monday 8t" Council Workshop - Tuesday 9t" 6:30 p.m. Council Chambers Library Board - Tuesday 9t" 6:00 p.m. Laurel Library Cemetery Commission Tuesday 9t" 5:00 p.m. Council Chambers Public Works Committee - Monday 15' @ 6:00 p.m. Council Chambers Laurel Urban Renewal Agency - Monday 15t" 11:00 a.m. Council Conference Room Budget/Finance Committee - Tuesday 16' 5:30 p.m. Council Conference Room Laurel City Council - Tuesday 16' @ 6:30 p.m. Council Chambers Tree Board - Thursday 18' 9:30 a.m. Public Works Conference Room Emergency Services Committee - Monday 22" @ 5:30 p.m. Council Chambers Laurel Airport Authority - Tuesday 23ra 7:00 p.m. Laurel Airport Council Workshop - Tuesday Sot" 6:30 p.m. Council Chambers The City makes reasonable accommodations for any known disability that may interfere with a person's ability to participate in this meeting. Persons needing accommodation must notify the City Clerk's Office to make needed arrangements. To make your request known, please call 406-628-7431, Ext. 2, or write to Bethany Langve, PO Box 10,Laurel,MT 59044,or present your request at City Hall, 115 West First Street,Laurel,Montana.