HomeMy WebLinkAboutReg 2013-12-02 COMPLETE AGENDA PACKETL Tukwila City Council Agenda
❖REGULAR MEETING •
Op 2 Jim
.y David
Haggerton, Mayor Councilmembers + Joe Duffie + Dennis Robertson
Cline, CityAdministrator + Allan Ekberg + Verna Seal
Hougardy, Council President + De'Sean Quinn + Kate Kruller
Kathy
Monday, December 2, 2013; 7:00 PM • Ord #2426 • Res #1807
1. CALL TO ORDER / PLEDGE OF ALLEGIANCE / ROLL CALL
2. SPECIAL
PRESENTATION
2013 3rd Quarter Financial Report. Peggy McCarthy, Finance Director.
Pg.1
3. PROCLAMATION
A proclamation for Employee Learning Week.
Pg.37
4. CITIZEN
COMMENT
At this time, you are invited to comment on items not included on this agenda
(p /ease limit your comments to five minutes per citizen). To comment
on an item listed on this agenda, please save your comments until the issue is
presented for discussion.
5. CONSENT
AGENDA
a. Approval of Minutes: 11/18/13 (Regular Mtg.)
b. Approval of Vouchers.
c. A resolution adopting a Surface Water Comprehensive Plan. [Reviewed
and forwarded to Consent by Utilities Committee on 11/18/13.]
d. Authorize the Mayor to sign an amendment to lease agreement
#13 -147 with Alliance One Receivables Management for use of space in
the Municipal Court, in the amount of $825.00 per month paid to the
City of Tukwila. [Reviewed and forwarded to Consent by Finance and
Safety Committee on 11/19/13.]
e. Authorize the Mayor to sign an amendment to contract #13 -042 with
BERK and Associates for 2014 strategic planning in an amount not to
exceed $65,000 per calendar year. [Reviewed and forwarded to
Consent by Finance and Safety Committee on 11/19/13.]
f. Authorize the Mayor to sign a contract on behalf of Seattle Southside
Visitor Services with Miller Schmer, Inc., dba Seattle Express, for shuttle
services in an amount not to exceed $120,000. (Paid from lodging taxes
from " SeaTac Only" account that is funded 100 percent by SeaTac.)
[Reviewed and forwarded to Consent by Finance and Safety Committee
on 11/19/13.]
g. Authorize the Mayor to sign an agreement with Microsoft for the City's
Microsoft Enterprise software renewal in the amount of $86,750.28.
[Reviewed and forwarded to Consent by Finance and Safety Committee
on 11/19/13.]
h. Authorize the acceptance of the State of Washington Heritage Capital
Projects Fund Grant for the Duwamish Hill Preserve Phase IIB Project in
the amount of $515,000. [Reviewed and forwarded to Consent by
Community Affairs and Parks Committee on 11/25/13.]
(Consent Agenda continued)
Pg.39
Pg.47
Pg.59
Pg.75
Pg.87
Pg.111
(continued.)
REGULAR MEETING
Monday, December 2, 2013
Page 2
5. CONSENT
AGENDA
(cont)
i. Tukwila Transit Center /Andover Park West Street and Water Improve-
ment Projects:
(1) Authorize the Mayor to sign a contract with AECOM for construction
management and inspection services for the Tukwila Transit Center/
Andover Park West Street and Water Improvement Projects in the amount
of $739,350.06.
(2) Authorize the Mayor to sign Supplement No. 21 to contract #06 -019
with IBI Group for construction engineering support services for the
Tukwila Transit Center /Andover Park West Street and Water Improvement
Projects in the amount of $80,000.
[Reviewed and forwarded to Consent by Transportation Committee on
11/26/13.]
j. Authorize the Mayor to sign Change Order No. 1 to contract #13 -134
with King Construction relating to the 2013 Annual Sewer Repair
Program in the amount of $28,825.85. [Reviewed and forwarded to
Consent by the Committee of the Whole on 11/25/13.]
Pg.143
Pg.149
Pg.191
Pg.203
6. UNFINISHED
BUSINESS
a. An ordinance amending Ordinance No. 2389, which adopted the City of
Tukwila's biennial budget for the 2013 -2014 biennium, to adopt an
amended mid - biennium budget.
b. A resolution adopting the 2014 -2019 Financial Planning Model and the
Capital Improvement Program for general government and the City's
Enterprise Funds.
c. A resolution updating and clarifying the non - represented employees'
compensation and adopting the non - represented salary schedule and
benefits summary, effective January 1, 2014.
d. Authorize the adoption of Council Standard Operating Policies and
Procedures No. CC- POL -02 through CC- POL -07.
Pg.215
Pg.229
Pg.235
Pg.249
7. NEW BUSINESS
8. REPORTS
a. Mayor
b. City Council
c. Staff - City Administrator Report
d. City Attorney
e. Intergovernmental
Pg.261
9. MISCELLANEOUS
10. EXECUTIVE SESSION
11. ADJOURNMENT
Tukwila City Hall is wheelchair accessible.
Reasonable accommodations are available at public hearings with advance notice to the
City Clerk's Office (206- 433 -1800 or TukwilaCityClerk @TukwilaWA.gov). This notice is available at
www,tukwilawa,gov, and in alternate formats with advance notice for those with disabilities.
Tukwila Council meetings are audio /video taped.
HOW TO TESTIFY
If you would like to address the Council, please go to the podium and state your name and address clearly for
the record. Please observe the basic rules of courtesy when speaking and limit your comments to five
minutes. The Council appreciates hearing from citizens but may not be able to take immediate action on
comments received until they are referred to a Committee or discussed under New Business.
COUNCIL MEETINGS
No Council meetings are scheduled on the 5th Monday of the month unless prior public notification is given.
Regular Meetings - The Mayor, elected by the people to a four -year term, presides at all Regular Council
Meetings held on the 1st and 3rd Mondays of each month at 7:00 p.m. Official Council action in the
form of formal motions, adopting of resolutions and passing of ordinances can only be taken at Regular
Council meetings.
Committee of the Whole Meetings - Council members are elected for a four -year term. The Council
President is elected by the Council members to preside at all Committee of the Whole meetings for a
one -year term. Committee of the Whole meetings are held the 2nd and 4th Mondays at 7:00 p.m.
Issues discussed are forwarded to the Regular Council meeting for official action.
GENERAL INFORMATION
At each Council meeting citizens are given the opportunity to address the Council on items that are not
included on the agenda during CITIZENS COMMENTS. Please limit your comments to 5 minutes.
Special Meetings may be called at any time with proper public notice. Procedures followed are the same as
those used in Regular Council meetings.
Executive Sessions may be called to inform the Council of pending legal action, financial, or personnel
matters.
PUBLIC HEARINGS
Public Hearings are required by law before the Council can take action on matters affecting the public interest
such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the
Tukwila Municipal Code states the following guidelines for Public Hearings:
1. The proponent shall speak first and is allowed 15 minutes for a presentation.
2. The opponent is then allowed 15 minutes to make a presentation.
3. Each side is then allowed 5 minutes for rebuttal.
4. Citizens who wish to address the Council may speak for 5 minutes each. No one may speak a second
time until everyone wishing to speak has spoken.
5. After each speaker has spoken, the Council may question the speaker. Each speaker can respond to the
question, but may not engage in further debate at this time.
6. After the Public Hearing is closed and during the Council meeting, the Council may choose to discuss
the issue among themselves, or defer the discussion to a future Council meeting, without further public
testimony. Council action may only be taken during Regular or Special Meetings.
Q
Summa : (Cash Basis)
City -wide, unreserved fund balances increased $736K through September 2013 from $39.8M at December
31, 2012 to $40.5M as of September 30, 2013. Governmental funds decreased by $1.2M, with the General
Fund declining by $1.6M and the other governmental fund increasing by $400K. This decline at the end of
September is typical and also occurs at the end of March due to the timing of the property tax receipts .
which peak with the October and April semi - annual property tax billings.
The enterprise funds reflected the largest year -to -date change with positive results of $15M. All utility
funds have performed well, but especially the sewer fund. Monthly sewer fee revenue is at 96.5% of the
annual budget for the 9 months and sewer connection charges are 4 times higher than the fees collected for
the same period in 2012. The golf course had a good start to the year but rounds of golf dipped in Septem-
ber due to a particularly rainy month; rounds have since rebounded to near prior year levels.
The internal service funds declined by $1.5M reflecting the $1.4M purchase of two fire engines by the
Equipment Rental & Replacement fund. Engine delivery is expected in March 2014. The self - insured
health insurance fund realized a $40K increase for the period even with premiums held at 2012 levels.
These results are expected to change by year -end as an annual $325K spend down of the $4.5M fund bal-
ance is budgeted for the year.
The positive City -wide results can be attributed to three main factors. Firstly, an improving economy with
increased construction activity has generated higher revenues. Sales tax revenue is up $833K or 7% and
building permit revenue is up $236K or 36% compared with the same period in 2012. These results also
exceed budget. Secondly, operating costs have remained within budget parameters with departmental ex-
penditures at 72% for the nine months. Cost increases in certain departments have been offset by savings in
other departments. Thirdly, certain governmental and utility fund capital projects planned for 2013 have
been rescheduled for 2014 resulting in a postponement of capital expenditures.
The City's financial health has also been positively impacted by completion of the Local Improvement Dis-
trict assessment levy and bond issuance. These events occurred in October and November, outside of this
third quarter reporting period, but are noted here because of their significant impact on City finances. Of the
$9.475 total assessment, the City received $2.8M in prepayments and $6.7M in bond proceeds. These
funds will be used to establish the $668K bond guarantee fund, add $3.6M to the Contingency Reserve fund
and finance capital projects, urban renewal and other City priorities.
The City is on track to meet its 2013 budgetary goals. Focus for the forthcoming months will be on achiev-
ing and maintaining a balance among three objectives — 1) restoring and sustaining reserves, 2) funding
City priorities to meet strategic goals, and 3) managing debt to optimize current opportunities while mini-
mizing future costs.
Peggy McCarthy
Finance Director
Inside this Issue:
Governmental Funds
General Fund Revenues 3
General Fund Expenditures
Enterprise and Internal Service Funds
1
FUND BALANCES
CHANGE IN FUND BALANCE
CITY -WIDE
- - -- ACTUAL
-- ACTUAL - --
-- BUDGET - -.
YTD
12/31/2012 9/30/2013
YTD
YTD
VARIANCE
Governmental funds
$ 18,149,418 $ 16,912,640
$ (1,236,778)
$ (1,512,098)
$ 275,321
Enterprise funds
11,011,318 14,473,897
3,462,579
(1,912,130)
5,374,709
Internal service funds
10,638,314 9,148,564
(1,489,750)
(688,791)
(800,959)
City -wide Total
$ 39,799,050 $ 40,535,101
$ 736,051
$ (4,113,020)
$ 4,849,071
Inside this Issue:
Governmental Funds
General Fund Revenues 3
General Fund Expenditures
Enterprise and Internal Service Funds
1
Graver
to
U
II III
ns
Governmental Funds
FUND BALANCES
REVENUES AND EXPENDITURES
ACTUAL
12/31 /2012 9/30/2013
YTD Change
Revenues
Expenditures
Amount
%of Budget
Amount
%of Budget
000 - General Fund
$ 6,026,030 $ 4,455,240
$(1,570,790)
$37,480,934
62.98%
$39,051,724
67.41%
101 - Hotel /Motel Tax Fund
710,707 694,152
(16,555)
945,805
62.03%
962,360
58.46%
103 - Street Fund
1,046,771 1,123, 843
77,072
198,961
23.71%
121,889
11.87%
104 - Arterial Street Fund
483,330 1,076,626
593,296
3,575,313
15.09%
2,982,017
12.64%
105 - Contingency Fund
1,460,454 1,462,456
2,002
2,002
0.13%
-
0.00%
107 - Fire Equip Cum Reserve
892,072 946,081
54,009
54,009
0.00%
-
0.00%
109 - Drug Seizure Fund
160,125 116,313
(43,812)
(9,101)
-9.48%
34,712
63.11%
2xx - Debt Service
3,012,381 3,314,471
302,090
901,403
25.11%
599,313
8.70%
301 - Parks Acq Fund
1,090,188 1,092,631
2,443
234,673
20.42%
232,229
20.70%
302 - Facility Replacement Fund
2,005,520 1,943,350
(62,170)
2,776
49.55%
64,946
11.01%
303 - General Gov Improvements
913,830 275,295
(638,535)
3,747
0.28%
642,282
44.14%
304 - Fire Impact Fee Fund
348,010 412,184
64,174
64,174
128.09%
-
0.00%
Total Governmental
$18,149,418 $16,912,640
$(1,236,778)
$43,454,695
46.57%
$44,691,472
46.88%
Governmental funds through September decreased fund balances
by $1.2M. As of the end of September the general fund balance
decreased $1.6M. Total revenues for the General Fund were
$37.5M or 62.98% of budget compared to total expenditures of
$39.1M or 67.41% of budget. Ongoing revenues exceed operat-
ing expenditures by $1.9M. Highlights for the first quarter in-
clude:
General Fund
• Property tax revenue through September is at 54.81%
of budget and slightly ahead of 2012 at 54.35 %. The
2nd half of property taxes are due in 4th quarter.
• Sales and Use Taxes are at 81.21% of budget. Sales tax
has exceeded expectations the last several months and
is $833K higher than collections for the same period
last year. Quarterly financial data is reported on a cash
basis; when revenues are received and expenditures
paid. Sales tax revenue includes collections for No-
vember through July. November and December con-
stitutes the highest collection months.
• Revenue Generating Regulatory Licenses generated
$1.7M as licenses were renewed for 2013. Through
September, 96.67% of budget has been collected.
• Gambling excise taxes are at 84.68% of budget. In
2012, a casino was paying back taxes and penalties on
the amount owed. The casino is now current and only
current year activity is reflected for 2013.
• Charges for Services increased slightly for January
through September over last year. Revenue is at
70.61% of budget.
• Plan check and review fees are at 85.92% of budget.
Both the number of permits issued as well as the value
of the permits exceed last year through third quarter.
2
Hotel/Motel—Tourism
• Hotel/Motel taxes are at 69.79% of budget. Tax revenue
includes collections for November 2012 through July
2013. August taxes are not received until October.
Street Fund (Residential)
• There are 3 major projects in this fund. 42nd Ave S Phase
III, which is still in design with 50% of design complete.
This project will be continued in 2014. Cascade View
Safe Routes to School construction will begin in 2014,
and Thorndyke Safe Routes to School is in design phase.
Arterial Streets
• Bond proceeds for the Tukwila Urban Center Access Pro-
ject Local Improvement District No. 33 was received in
November. Boeing Access Bridge is under design late in
the year, TUC-Ped/Bike bridge is under design, TUC -
Transit Center is under design and construction will begin
in 2014.
Contingency
• Transfer from the general fund should occur upon receipt
of the LID bond proceeds, which occurred in November.
Debt Service
• Subsidy payments from the federal government for the
City's Build America bonds have been reduced by 8.7%
due to sequestration.
2013 THIRD QUARTER FINANCIAL REPORT
Revenue Summary
General Fund
Q3 2012
Actual
%of
Annual
Budget
Q3 2013
Actual
% °f
Annual
Budget
Over /(Under)
Prior Year
Property Taxes
$ 7,537,960
54.35%
$ 7,571,162
54.81%
$ 33,202
Sales and Use Taxes
11,590,492
77.02%
12,423,810
81.21%
833,318
Revenue Generating Regulatory License
1,744,046
88.31%
1,691,780
96.67%
(52,267)
Utility Taxes
3,054,320
63.11%
2,917,512
68.04%
(136, 808)
Interfund Utility Tax
1,254,509
82.32%
1,393,363
93.77%
138,854
Excise Taxes
1,373,228
51.99%
1,776,041
84.68%
402,814
Bus Licenses, Franchise Fees, Permits
623,691
77.26%
688,822
89.22%
65,130
Building Permits and Fees
658,427
62.20%
894,868
82.48%
236,441
Intergovernmental Revenue
3,461,735
83.53%
3,024,972
62.87%
(436,763)
Misc Other Revenue
2,329,923
52.15%
2,571,839
71.91%
241,916
Indirect Cost Allocation
1,747,999
77.30%
1,526,765
75.00%
(221,234)
Total Ongoing Revenue
35, 376, 330
67.21%
36, 480, 934
71.51%
1,104,604
Sale of Bond Proceeds for MPD
-
0.00%
1,000,000
0.00%
1,000,000
Tota l Revenue $35,376,330
65.83%
$37,480,934
62.89%
$ 2,104, 604
General fund ongoing revenues collected through September of
2013 exceed 2012 by $1.1M. Property taxes, sales and use taxes,
excise taxes, business licenses & permits, building permits &
fees, and miscellaneous revenue exceeded 2012 revenues by
$1.8M. See page 2 for additional details.
Included in total revenues is $1M bond proceeds for the MPD.
This was budgeted in 2012.
Sales tax mitigation revenue is included in the intergovernmental
revenue category. The State of Washington reduced payments
by 3.4% for the current fiscal year, which ended June 30, 2013.
It is anticipated that sales tax mitigation revenue will return to
near previous levels in the next fiscal year.
TOTALS BY CATEGORY -- DETAIL
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
15 HOLIDAY PAY
21 FICA
22 LEOFF
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL, DENTAL, LIFE, OPTICAL
26 UNEMPLOYMENT COMP
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
34 ITEMS FOR INVENT /RESALE
35 SMALL TOOLS & MINOR EQUIp
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
46 INSURANCE
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
51 INTERGVRNMTL PROF SVCS
53 EXT TAXES & OPER ASSMNTS
64 MACHINERY & EQUIP, OTHER
OPERATING EXPENDITURES
52 LOAN TO MPD
00 TRANSFERS OUT
Grand Totals
Q3 2012
17, 476, 314
287,629
996,874
4,845
1, 094,829
504,687
597,575
245,239
3,412, 946
14,242
1,367
671,481
29,239
61,239
1, 313,907
208,675
69,468
15,108
1, 547,176
579,668
1, 098,783
368,746
630, 751
1,277, 775
37
35,428
32, 544, 030
225,000
3,612,930
$ 36,381,960
of Annual % of Annual Over /(Under)
Budget
74.57%
63.14%
72.40%
2.72%
77.35%
85.48%
58.49%
56.13%
66.75%
47.47%
12.96%
66.78%
205.91%
35.19%
54.27%
59.90%
57.03%
30.49%
72.02%
105.29%
78.13%
61.77%
69.28%
63.18%
0.00%
11.81%
71.46%
12.33%
0.00%
71.46%
Q3 2013
$ 18,043,774
367,993
1,356,930
806
1,164,141
552,486
707,299
324,700
3, 122,951
30,794
1,944
657, 156
27,273
97, 885
1,551,532
225,383
68,946
20,844
1,642,796
586,557
1,194,564
452,510
707,231
1, 567,782
53
94,670
34, 568, 997
1,250,000
3,232,727
$ 39, 051, 724
Budget
73.98%
79.58%
95.55%
0.41%
79.73%
89.91%
73.14%
75.17%
71.98%
102.65%
19.30%
58.72%
189.03%
44.42%
59.56%
61.15%
57.19 %
37.19 %
73.57%
96.87%
81.97%
59.00%
46.55%
72.04%
0.00%
20.85%
71.96%
Prior Year
$ 567,459
80,364
360, 055
(4, 040)
69, 312
47, 799
109, 723
79,461
(289, 995)
16,552
578
(14, 325)
(1,966)
36,646
237,624
16,707
(522)
5, 736
95,620
6, 889
95, 781
83, 763
76,480
290, 007
16
59,242
2,024,967
0.00% 1, 025,000
32.67% (380,203)
67.41% $ 2,669,764
General fund operating expenditures through September 2013
are $34.6M or 71.96% of budget. Transfers out were $3.2M
through September and will continue to be made on an as needed
basis during the year; after LID bond proceeds have been re-
ceived.
Additional details on specific expenditure categories can be found in
the fund level statements that follow this newsletter.
2013 THIRD QUARTER FINANCIAL REPORT
3
4
II iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii
ENTERPRISE FUND BALANCES REVENUES AND EXPENSES
FUNDS ACTUAL YTD Change Revenues Expenses
12/31/2012 9/30/2013 Amount % of Budget Amount % of Budget
401 - Water Fund $ 6,077,949 $ 6,348,461 $ 270,512 $ 4,776,111 88.58% $ 4,505,599 68.30%
402 - Sewer Fund 2,199,821 3,501,843 1,302,022 5,794,328 87.07% 4,492,307 62.71%
411 - Foster Golf Fund 404,390 771,335 366,945 1,569,702 87.61% 1,202,756 70.43%
412 - Surface Water Fund 2,329,158 3,852,258 1,523,100 3,877,619 92.17% 2,354,519 45.93%
ENTERPRISE FUNDS $11,011,318 $14,473,897 $ 3,462,579 $ 16,017,760 88.76% $ 12,555,180 60.96%
Fund 401 - Water: Revenues through September are at 88.58%
of budget and expenses are at 68.30% of budget. Fund balance
increased $271K. Andover Park W /Strander new water main
project will continue in 2014. This project is connected to the
Tukwila Urban Center Transit Center project.
Fund 402 - Sewer: Revenues are at 87.07% of budget and ex-
penses are at 62.71% of budget resulting in an increase to fund
balance of $1.3M. Major projects in this fund include CBD San-
itary Sewer Rehabilitation and Sewer Lift Station No. 2 up-
grades. Bid was awarded in July for the 2013 Annual Sewer
Repair. The CBD sewer rehab project was delayed due to a sew-
er main break in the project area and the project has been moved
into 2014.
Fund 411 -Golf Course: Revenues through the third quarter are
slightly below revenue during the same period 2012 due to a
rainy September. Revenues and expenses through September
are at 87.61% and 70.43% of budget respectively.
Fund 412 - Surface Water: Through the end of the third quarter
the Surface Water fund realized a fund balance increase of
$1.5M. Total revenues and expenses through September 30 are
92.17% and 45.93% respectively. Budgeted grant revenue of
$310K will not be realized; grant bid for Lower Duwamish Sur-
face Water Conveyance project was unsuccessful. Bid was
awarded in July for the Surface Water Lift Station No. 15 project
and construction will continue into 2014.
Additional information on the enterprise funds can be found in
the fund level statements provided in this packet.
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
INTERNAL SERVICE F
FUND BALANCES R
REVENUE AND EXPENSES
ACTUAL R
YTD Change
Revenues E
Expenses
Amount %
% of Budget A
Amount %
% of Budget
501 - Equipment Replacement $
$ 4,132,396 $ 2,981,631 $
$ (1,150,765) $
$ 1,938,333 5
50.70% $
$ 3,089,098 7
79.54%
INTERNAL SERVICE FUNDS $
$ 10,638,314 $ 9,148,564 $
$ (1,489,750) $
$ 5,405,959 6
63.71% $
$ 6,895,708 7
73.33%
Fund 401 - Water: Revenues through September are at 88.58%
of budget and expenses are at 68.30% of budget. Fund balance
increased $271K. Andover Park W /Strander new water main
project will continue in 2014. This project is connected to the
Tukwila Urban Center Transit Center project.
Fund 402 - Sewer: Revenues are at 87.07% of budget and ex-
penses are at 62.71% of budget resulting in an increase to fund
balance of $1.3M. Major projects in this fund include CBD San-
itary Sewer Rehabilitation and Sewer Lift Station No. 2 up-
grades. Bid was awarded in July for the 2013 Annual Sewer
Repair. The CBD sewer rehab project was delayed due to a sew-
er main break in the project area and the project has been moved
into 2014.
Fund 411 -Golf Course: Revenues through the third quarter are
slightly below revenue during the same period 2012 due to a
rainy September. Revenues and expenses through September
are at 87.61% and 70.43% of budget respectively.
Fund 412 - Surface Water: Through the end of the third quarter
the Surface Water fund realized a fund balance increase of
$1.5M. Total revenues and expenses through September 30 are
92.17% and 45.93% respectively. Budgeted grant revenue of
$310K will not be realized; grant bid for Lower Duwamish Sur-
face Water Conveyance project was unsuccessful. Bid was
awarded in July for the Surface Water Lift Station No. 15 project
and construction will continue into 2014.
Additional information on the enterprise funds can be found in
the fund level statements provided in this packet.
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
INTERNAL SERVICE F
FUND BALANCES R
REVENUE AND EXPENSES
ACTUAL R
YTD Change
Revenues E
Expenses
Amount %
% of Budget A
Amount %
% of Budget
501 - Equipment Replacement $
$ 4,132,396 $ 2,981,631 $
$ (1,150,765) $
$ 1,938,333 5
50.70% $
$ 3,089,098 7
79.54%
INTERNAL SERVICE FUNDS $
$ 10,638,314 $ 9,148,564 $
$ (1,489,750) $
$ 5,405,959 6
63.71% $
$ 6,895,708 7
73.33%
Fund 501 - Equipment Replacement: Through the end of the
third quarter, fund balance decreased $1.2M. Revenue is at
50.70% of budget and expenses are at 79.54% of budget. All
equipment scheduled to be purchased in 2013 except the fire
command vehicle have been ordered. The fire command vehicle
has been deferred until 2014. Transfers in will occur after LID
proceeds have been received.
Fund 502 - Insurance: Through the end of the third quarter, fund
balance increased $40K. Employee healthcare costs were within
budget at 68.34% spent through the third quarter.
Fund 503 -LEOFF Insurance: An actuarial evaluation done in
July of 2012 indicated that the city had excess reserves in this
fund. Based on the evaluation, the City decided not to fund con-
tributions for the 2013 -2014 biennium. Third quarter activity
decreased fund balance by $379K, which is on target with the
expected reduction of $379K. Expenses for the quarter are at
75.04% of budget.
Additional information on the internal service funds can be
found in the fund level statements provided in this packet.
2013 THIRD QUARTER FINANCIAL REPORT
City of Tukwila
General Fund 000 - Revenue and Expenditures
As of September 30 2013
2013
% of year expired 75.00%
Revenue
General Revenue
Property Taxes
Sales and Use Taxes
Admissions Tax
Utility Taxes
Intedund Utility Tax
Excise Taxes
Total General Revenue
Licenses and Permits
Revenue Generating Regulatory Lics
Business Licenses and Permits
Rental Housing License
Building Permits and Fees
Total Licenses and Permits
Intergovernmental Revenue
Sales tax mitigation
Seattle City Light Agreement
Grants
State entitlements
Other
Total Intergovernmental Revenue
Charges for Services
General Government
Security
Engineering Services
Transportation
Plan Check and Review Fees
Culture and Rec Fees
Total Charges for Services
Fines and Penalties
Miscellaneous Revenue
$ 13,814,401
15,298,722
612,000
4,288,080
1,486,000
2,097,341
37,596,544
1,750,000
772,089
35,000
1,085,000
3,642,089
1,165,641
2,206,344
619,430
312,874
507,003
4,811,292
54,363
554,725
9,867
167,000
618,500
519,755
1,924,210
234,829
770,375
Indirect cost allocation 2,035,740
Ongoing Revenue 51,015,079
Sale of Bond Proceeds for MPD
Transfers In
,Total Revenue 59,515,079
Prorated
Budget
S 10 360,801
11,474.042
459,000
3,216,060
1,114 500
1,573,006
28,197,408
1,750,000
868,600
35,000
813.750
3,467,350
874,231
1.654,758
464,573
234,656
380.252
3,608,469
40,772
416,044
7,400
125,250
463,875
389,816
1,443,158
Actual
Year -To -Date
$ 7,571,162
12,423,810
537,274
2,917,512
1,393,363
1,776,041
26,619,163
1,691,780
688,822
34,250
894,868
3,309,719
837,112
1,565,404
278,441
238,380
105,635
3,024,972
37,474
435,064
4,606
531,432
350,204
1,358,700
176,122 181,754
577,781 459,782
Variance
%of Annual
Budget
$ (2,789,638) 54.81% (a)
949,769 81.21%
78,274 87.79%
(298,548) 68.04%
278,863 93.77%
203,035 84.68%
(1,578,245) 70.80%
(58,220) 96.67% (b)
(179,778) 89.22% (c)
(750) 97.86% (d)
81,118 82.48%
(157,631) 90.87%
(37,119) 71.82% (e)
(89,354) 70.95%
(186,132) 44.95% (f)
3,725 76.19% (g)
(274,617) 20.84% (h)
(583,497) 62.87%
(3,298) 68.93%
19,020 78.43%
(7,400) 0.00%
(120,644) 2.76%
67,557 85.92% (i)
(39,613) 67.38%
(84,378) 70.61%
5,632 77.40%
(117,999) 59.68%
1,526,805 1,526,765 (40) 75.00%
38,997,093 36, <:r,934 (2,516,159) 71.51%
8,500,000 6,375,000
1,000,000 1,000,000 0.00% (j)
(6,375,000) 0.00% (k)
45,372,093 37 ,934
Expenditures
Department Expenditures
Loan to MPD
Transfers to Debt Service Funds
Transfers to Other Funds
Total items
Change in Fund Balance
Beginning Fund Balance
Ending Fun Balance ! $
Cash and investments
48,142,138 36,257,987
2,664,688
7,125,000
57 1,826
1,998,516
5.343,750
43,600,253
34,646,757
1,250,000
554,967
2,600,000
39,051'2.724
(7,891,159) 52.98%
(1,611,230) 71.97%
1,250,000 0.00%
(1,443,549) 20.83%
(2,743,750) 36.49%
(4,. ,529) 57.41% (I)
1,583,253 1,771,839 (1,570,790) (3,342,630) - 99.21%
3,800,000 3,800,000 6,026,030 2,226,030 158.58%
5,3832253 $ 5,571,839 $ 4,455,240 (1,116,600) 767E
S 1,511,200
(a) Property taxes are typically collected in ApriVMay and October /November. We anticipate receiving a large percentage of property taxes
in 4th quarter.
(b) Most RGRL license fees are collected in the first quarter because the fee is due by January 31. Remaining fees collected will be on late
filers and new businesses. Prorated budget has been changed to 100% to reflect expectations
(c) Business license renewals are due by January 31st. Prorated budget has been adjusted to reflect expectations for this revenue stream.
(d) Most rental housing license fees are collected in first quarter because the fee is due by January 31. Prorated budget has been changed
to reflect expectations.
(e)
(n
(9)
(h)
(i)
G)
(k)
(I)
Reflects the 3.4% reduction that took effect in 2012.
Grant revenue is related to services and is typically invoiced to grantors atter funds have been expended.
Includes criminal justice revenue and liquor control board profits.
Includes MPD monthly support services and V -Net charges.
The number of permits issued through September 2013 is lower than January - September 2012 (1,554 vs. 1,930) but the value of the
permits is significantly higher ($73.7M vs. 552.4M).
Sale of bond proceeds for MPD was budgeted for 2012.
Proceeds from LID bonds. It is anticipated that these bonds will be issued in 4th quarter.
For expenditure detail, please refer to Expenditure by Department report.
Variance = Actual over (under) prorated budget Fund 000
5
CITY OF TUKWILA
General Fund Expenditures - By Category
As of September 30 2013
TOTALS BY CATEGORY
SALARIES AND BENEFITS
SUPPLIES
PROFESSIONAL SERVICES
INTERGOVERNMENTAL
CAPITAL EXPENDITURES
DEPARTMENTAL EXPENDITURES
LOAN TO MPD
TRANSFERS OUT
TOTAL EXPENDITURES
TOTALS BY CATEGORY — DETAIL
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
15 HOLIDAY PAY
21 FICA
22 LEOFF
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
26 UNEMPLOYMENT COMP
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
34 ITEMS FOR INVENT/RESALE
35 SMALL TOOLS & MINOR EQUIP
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
46 INSURANCE
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
51 INTERGVRNMTL PROF SVCS
53 EXT TAXES & OPER ASSMNTS
63 OTHER IMPROVEMENTS
64 MACHINERY & EQUIP, OTHER
OPERATING EXPENDITURES
52 LOAN TO MPD
00 TRANSFERS OUT
Grand Totals
Prorated
Annual nnual Budget Budget
$ 34,319,901 25,739,926
1,354,018 1,015,514
9,732,101
2,176,118
454,000
7,450,460
1,632,089
340,500
48,036,138 36,178,487
9,895,688
57,931,826
Annual Budget
$ 24,390,595
462,412
1,420,086
194,452
1,460,147
614,477
967,002
431,947
4,338,708
30,000
10,075
1,119,229
14,428
220,361
2,604,802
368,596
120,565
56,050
2,232,887
605,535
1,4b7,374
766,990
1,519,302
2,176,118
5,000
449,000
48,036,138
Actual Spent
$ 25,673,817
782,313
6,450,361
1,567,835
94,670
34,568,997
% of year expired
75.00%
% of Annual
Variance Budget Spent
(66,109) 74.81%
(233,200) 57.78%
(1,000,098)
(64,254)
(245,830)
66.28%
72.05%
20.85%
(1,609,490) 71.96%
1,250,000 1,250,000 0.00% (a)
7,421,766 3,232,727 (4,189,039) 32.67% (b)
43,600,253 , $ 39,051,724 $ (4,546,529) 67.41%
Prorated
Budget
$ 18,292,946
346,809
1,065,065
145,839
1,095,110
460,858
725,252
323,960
3,254,031
22,500
7,556
839,422
10,821
165,271
1,953,602
276,447
90,424
42,038
1,674,665
605,535
1,093,031
575,243
1,139,477
1,632,089
3,750
336,750
36,178,487
Actual Spent
$ 18,043,774
367,993
1,356,930
806
1,164,141
552,486
707,299
324,700
3,122,951
30,794
1,944
657,156
27,273
97,885
1,551,532
225,383
68,946
20,844
1,642,796
586,557
1,194,564
452,510
707,231
1,567,782
53
Variance
$ (249,173)
21,184
291,865
(145,033)
69,031
91,628
(17,953)
740
(131,080)
8,294
(5,612)
(182,266)
16,452
(67,386)
(402,070)
(51,064)
(21,478)
(21,194)
(31,869)
(18,978)
101,533
(122,733)
(432,246)
(64,307)
53
(3,750)
596;,:7
94,670 (242,080)
34,
1,250,000
$ 9,895,688 7,421,766 3,232,727
$ 57,931,826 $ 43 .11 253 $ 39.051,724
% Spent
73.98%
79.58% (c)
95.55% (d)
0.41%
79.73%
89.91% (e)
73.14%
75.17%
71.98%
102.65% (f)
19.30%
58.72%
189.03% (g)
44.42%
59.56%
61.15%
57.19%
37.19%
73.57%
96.87% (h)
81.97%
59.00%
46.55%
72.04%
0.00%
0.00%
21.08%
(1,609,490) 71.96%
0.00% (a)
32.67% (b)
67.41%
1,250,000
(4,189,039)
$ (4,548,529)
(a) Loan to MPD includes both operating loan of $250,000 and capital loan of $1,000,000. Capital loan was budgeted to occur in 2012.
(b) Transfer out to fund 104 Arterial Street of $2.3 million. Transfers to other funds are done on an as needed basis. Transfers out also includes
$51,840 transferred from Department 11-Fire for hydrant fees and transfers to debt service funds.
(c) Extra labor is primarily due to a vacancy in the IT department.
(d) Police: Overtime is higher than expected budget due to front loading training in 1st quarter so crews will be available in anticipation of summer
vacations and the holiday season.
Fire: Overtime is high due to backfilling positions due to staffing shortages, temporary promotions, and several staff out due to injuries.
(e) LEOFF costs for overtime are budgeted in the overtime account but charged to the LEOFF GL account when paid out.
(f) Unemployment payment is for the 2011 correction for the employees reinstated after work force reduction.
(g) Significant events during the summer increased need for rental services and supplies.
(h) Insurance premiums paid in 1st quarter for entire year.
** Variance = Actual over (under) prorated budget Fund 000 By Category
6
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
TOTALS - ALL DEPARTMENTS
CITY COUNCIL
MAYOR
HUMAN RESOURCES
FINANCE
CITY ATTORNEY
RECREATION
COMMUNITY DEVELOPMENT
MUNICIPAL COURT
POLICE
FIRE
INFORMATION TECHNOLOGY
PUBLIC WORKS
PARK MAINTENANCE
STREET MAINTENANCE & OPERATION
TOTAL ALL DEPARTMENTS
LOAN TO MPD
TRANSFERS OUT (DEPT 20 ONLY)
GRAND TOTAL
01 CITY COUNCIL
11 SALARIES
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
49 MISCELLANEOUS
CITY COUNCIL
Annual Budget
$ 252,431
2,816,131
644,578
2,238,494
661,860
2,532,208
3,286,009
1,029,336
15,607,412
10,247,976
1,315,762
3,581,482
1,087,098
2,841,361
Prorated
Budget
189,323
2,112,098
483,434
1,738,871
496,395
1,899,156
2,464,507
772,002
11,765,579
7,708,482
986,822
2,686,112
815,324
2,139,885
48,142,138 36,257,987
9,789,688 7,342,266
S 57.931.826 S 43.600.253
Prorated
Annual Budget Budget
164,446
12,580
6,481
2,504
19,150
3,870
1,500
6,000
25,000
10,900
Actual Spent
$ 215,121
1,953,729
444,521
1,555,437
492,318
1,842,362
2,296,992
797,273
11,071,669
7,833,188
807,353
2,466,543
868,873
2,001,376
34,646,757
1,250,000
3,154,967
1_112212714
Actual Spent
123,335 131,058
9,435 10,045
4,861 19,956
1,878 1,826
14,363 15,529
2,903 1,702
1,125 11,230
4,500 3,716
18,750 13,748
8,175 6,311
252,431 189,323
% of year expired
Variance
25,798
(158,369)
(38,912)
(183,433)
(4,077)
(56,794)
(167,515)
25,271
(693,910)
124,706
(179,468)
(219,568)
53,550
(138,509)
(1,611,230) 71.97%
1,250,000 0.00%
(4,187,299) 32.23%
�$ (4.548.528) 67.41%
% of Annual
Variance Budget Spent
610
15,095
(52)
1,166
(1,201)
10,105
(784)
(5,002)
(1,864)
75.00%
% of Annual
Budget Spent
85.22%
69.38%
68.96%
69.49%
74.38%
72.76%
69.90%
77.46%
70.94%
76.44%
61.36%
68.87%
79.93%
70.44%
215,121 ; 25,798
79.70% (a)
79.85%
307.92% (b)
72.92%
81.09% (c)
43.97%
748.67% (d)
61.94%
54.99%
57.90%
85.22%
(a) $200 monthly increase for 4 Council members. This increase will be included in the budget amendments in December.
(b) Additional retirement on excess wages paid to employee. This increase will be included in the 2013 budget amendments.
(c) Change in healthcare benefits for Council members due to changes in Affordable Care Act. This will be included in the budget amendments in
December.
(d) Beth meeting facilitation for Council retreat and workshops. This will be included in the 2013 budget amendments.
Variance = Actual over (under) prorated budget Fund 000 By Dept
7
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
03 -MAYOR
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOREQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
49-00 M6446h3.6446.6
4897111 Membership:;„ du Gr ,n4ati,bptions
49-02 Maa'sofidd373a1646
49-03 iwa,663 y ry ;1 rr+',om5or¢kq do
5 )160 5 ; 1171u6s 1,9ti mr' u
49448 Crr^d6 6:667 67374
49-53 inerfides
49-56 (3637,76 'ini.J137375,37,3
51 INTERGVRNMTL PROFESSIONAL SVCS
53 EXT TAXES & OPERATING ASSMNTS
MAYOR
Annual Budget
1,131,716
10,500
573
81,188
92,560
3,991
174,880
43,024
4,935
943,970
72,600
16,300
14,750
29,148
17,750
150,746
31,,,H i
50,650
20,800
5,000
4,300
2,500
431
6,000
30,000
27,500
2,816,131
Prorated
Budget
848,787
7,875
430
60,891
69,420
2,993
131,160
32,268
3,701
707,978
54,450
12,225
11,063
21,861
13,313
113,060
"1l ",188
167300
;:3 '750
25
1, :1,75
123
4,500
00
20,625
04 - HUMAN RESOURCES
11 SALARIES
12 EXTRA LABOR
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
HUMAN RESOURCES
Annual Budget
380,552
26,966
31,222
1,252
56,956
4,842
115,625
1,500
7,000
3,108
5,105
10,450
2,112,098
Prorated
Budget
285,414
20,225
23,417
939
42,717
3,632
86,719
1,125
5,250
2,331
3,829
7,838
Actual Spent
809,136
1,385
34
60,920
63,496
2,589
124,915
18,988
671
535,640
39,378
10,059
5,772
14,723
8,539
230,342
101,563
11,812
7,588
4,300
1,854
258
3,300
311
22,003
27,141
1
% of year expired
Variance
(39,651)
(6,490)
(395)
29
(5,924)
(404)
(6,245)
(13,280)
(3,030)
(172,338)
(15,072)
(2,166)
(5,291)
(7,138)
(4,774)
117,283
5455,1.
3,838
5211 'I
3111
6,516
1
75.00%
of Annual'i
Budget Spent
71.50%
13.19%
6.02%
75.04%
68.60%
64.87%
71.43%
44.13%
13.60%
56.74%
54.24%
61.71%
39.13%
50.51%
48.10%
152.80% (a)
249.00 °%
5340,5475,47 (b)
74.1113%
56„0096
98.70""^«,, (3w:)
0.00'' ";,,
1,953,729 (158,369) 69.38%
of Annual
Actual Spent Variance s Budget Spent
284,631 (783) 74.79%
1,488 1,488 0.00%
21,024 799 77.96%
22,290 (1,126) 71.39%
862 (77) 68.83%
43,901 1,184 77.08%
4,447 816 91.85%
53,685 (33,034) 46.43%
9 9 0.00%
980 (145) 65.34%
1,725 (3,525) 24.64%
2,540 209 81.74%
2,532 (1,296) 49.61%
4,407 (3,430) 42.17%
644,578
(a) Clean Air Assessment was paid quarterly in 2012. In 2013, the amount
earlier in the year than expected.
(b) 2012 voter registration costs.
(c) Includes $53K minor home repair grant expenditures.
483,434
444,521 ! (38,912) 68.96%
for the entire year was paid in January and other membership fees paid
** Variance = Actual over (under) prorated budget Fund 000 By Dept
8
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
05 - FINANCE
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
26 UNEMPLOYMENT COMPENSATION
31 OFFICE & OPERATING SUPPLIES
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
46 INSURANCE
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
49 .00 1fli e; al ire w:,�.iaP�
vaild 31r9 199113
.( ndit 3319 9399
53 EXT TAXES & OPERATING ASSMNTS
FINANCE
06; -;CITY ATTORNEY
12 EXTRA LABOR
21 FICA
24 INDUSTRIAL INSURANCE
31 OFFICE & OPERATING SUPPLIES
41 PROFESSIONAL SERVICES
301 93933acted Attorney ,a.rrvices
302 Contmcted prosecution service
41301 `7tara;39 993999
42 COMMUNICATION
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
CITY ATTORNEY
Prorated
Annual Budget Budget
988,041 741,031
10,000 7,500
10,000 7,500
73,927 55,445
81,036 60,777
3,756 2,817
198,970 149,228
30,000 22,500
19,296 14,472
175,000 131,250
1,000 750
5,000 3,750
2,700 2,025
240,000 240,000
2,500 1,875
397,268 297,951
21,900 16,425
9.969 4, 126
1,738,871
2,238,494
Prorated
Annual Budget Budget
3,100
652,2660
340,20(11
105,06
4905,000
21,000
<) 100
1,400
1,000
661,860
Actual Spent
730,277
1,878
55,379
57,600
2,497
137,182
30,794
6,628
52,613
138
1,666
637
218,402
55,260
204,486
11,258
22,f1'r
1■555,437_
% of year expired
Variance
75.00%
% of Annual
Budget Spent
(10,754)
(7,500)
(5,622)
(66)
(3,177)
(320)
(12,046)
8,294
(7,844)
(78,637)
(612)
(2,084)
(1,388)
(21,598)
53,385
(93,465)
1, Mu)
.( 06,5)
1
(183,433)
Actual Spent,„ ; Variance
648 648
50 50
51 51
2,325 3 „296 971
489,195 48 '7,899 (1,296)
1,500 1 5 65 I3,765
255,150 21.'2,6,19 02,551)
78;795 76.3913 (2,682)
153,750 183,873 123
1,500 - (1,500)
1,575 (1,575)
1,050 - (1,050)
750 375 (375)
73.91%
0.00%
18.78%
74.91%
71.08%
66.47%
68.95%
102.65% (a)
34.35%
30.06%
13.77%
33.33%
23.61%
91.00% (b)
2210.39% (c)
51.47%
51.41"%
E:15, f30
0.001E
69.49 %'
% of Annual
Budget Spent
0.00' "1'
0.00"'x'^
0.00 °"
106.319'.6
74.800
89 gym' 'n
0.00%
0.00 °S"
0.00%
37.50%
74.38%
496,385 492,318 ; (4,077)
(a) Unemployment payment is for the 2011 correction for the employees reinstated after work force reduction.
(b) Annual insurance premium is paid in first quarter.
(c) Annual maintenance for Eden was budgeted in the Professional Services category but charged to Repairs & Maintenance.
" Variance = Actual over (under) prorated budget Fund 000 By Dept
9
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
07 - RECREATION
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
34 ITEMS PURCH. FOR INVENT /RESALE
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
49 -01 Printing and binding
49 -04 Trip admissions Seniors
49 -05 Trip admissions Youth
49 -08 Special Accommodations
other
64 MACHINERY & EQUIPMENT
RECREATION
08 - COMMUNITY DEVELOPMENT
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 RECYCLING - KC WRR
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
51 INTERGVRNMTL PROFESSIONAL SVCS
53 EXT TAXES & OPERATING ASSMNTS
64 MACHINERY & EQUIPMENT
COMMUNITY DEVELOPMENT
Annual Budget
1,231,238
295,851
1,100
113,764
100,995
28,375
241,908
82,428
14,428
184,037
14,380
8,450
28,500
37,406
32,350
90,998
35,000
7,250
8,900
2,000
37,848
26,000
2,532;208
Annual Budget
1,912,511
94,338
5,951
144,253
158,943
15,785
289,989
975
31,350
1,300
233,835
2,925
8,600
3,500
20,804
44,550
101,400
15,000
200,000 150,000
3,286,009 2,464,507
Prorated
Budget
923,429
221,888
825
85,323
75,746
21,281
181,431
61,821
10,821
138,028
10,785
6,338
21,375
28,055
24,263
68,249
262114
6,679
1,5d:r
28,3M
19,5q 0
1,899,156
Prorated
Budget
1,434,383
70,754
4,463
108,190
119,207
11,839
217,492
731
23,513
975
175,376
2,194
6,450
2,625
15,603
33,413
76,050
11,250
Actual Spent
930,853
231,355
6,382
88,255
80,272
29,139
182,234
131
59,369
27,273
86,843
3,960
3,813
13,347
22,916
19,327
56,893
1,842,362
Actual Spent
1,450,022
69,067
6,203
115,229
119,231
11,013
223,340
93
24,600
227
139,536
3,679
5,690
15,131
11,078
43,627
(267)
1
59,493
2,296,992
% of year expired
Variance
7,425
9,466
5,557
2,932
4,525
7,857
803
131
(2,452)
16,452
(51,184)
(6,825)
(2,525)
(8,028)
(5,138)
(4,935)
(11,355)
1. )
(19,500)
75.00%
% of Annual`
Budget Spent ;
75.60% (a)
78.20%
580.21% (b)
77.58%
79.48%
102.69%
75.33%
0.00%
72.02%
189.03% (c)
47.19%
27.54%
45.12%
46.83%
61.26%
59.74%
62.52%
0.00 ;G,,
(56,794) 72.76%
% of Annual
Variance Budget Spent
75.82%
73.21%
104.23% (b)
79.88%
75.01%
69.77%
77.02%
9.54%
78.47%
17.43%
59.67%
125.78% (d)
66.17%
0.00%
72.73%
24.87%
43.02%
-1.78%
0.00%
(90,507) 29.75%
(167,515) 69.90%
15,639
(1,687)
1,740
7,039
23
(826)
5,848
(638)
1,087
(748)
(35,840)
1,485
(760)
(2,625)
(472)
(22,334)
(32,423)
(11,517)
1
(a) An employee was reclassified and pool employees worked at TCC during pool construction.
(b) Recreation: Additional help with recreational activities.
Community Development: Increased overtime due to implementation of Trackit system and increased plan review activity.
(c) Significant events during the summer increased need for rental services and supplies.
(d) Comp plan mailing.
" Variance = Actual over (under) prorated budget Fund 000 By Dept
10
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
09 MUNICIPAL COURT
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICE S
4900 IProtlear,ltlayrua0 S vuca„s
49 -011 Pro Tam Judge
49 -03 Ilira4¢:u' reWrs
49-04 Gou.ur4. Sa curtlly
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
64 MACHINERY & EQUIPMENT
MUNICIPAL COURT
10- POLICE
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
22 LEOFF
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
46 INSURANCE
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
51 INTERGVRNMTL PROFESSIONAL SVCS
53 EXT TAXES & OPERATING ASSMNTS
64 MACHINERY & EQUIPMENT
Annual Budget
642,940
2,500
5,016
48,425
54,056
2,817
116,431
11,708
105,300
800
11,000
53,000
40,500
7,300
9,215
3,058
1,300
19,270
1,029,336
Annual Budget
7,720,506
1,000
908,263
581,135
339,406
93,011
135,522
1,394,472
225,950
600
77,875
89,471
24,500
800
1,026,948
240,080
185,948
475,661
2,004,264
82,000
15,607,412
Prorated
Budget
482,205
1,875
3,762
36,319
40,542
2,113
87,323
8,781
78,975
600
8,250
39,750
30,375
5,475
6,911
2,294
975
14,453
772,002
Prorated
Budget
5,790,380
750
681,197
435,851
254,555
69,758
101,642
1,045,854
169,463
450
58,406
67,103
18,375
600
770,211
240,080
139,461
356,746
1,503,198
61,500
11,765,579
Actual Spent
504,687
1,674
718
37,971
40,836
1,983
96,576
11,685
6,703
67,165
3,509
7,200
31,967
24,490
4,222
5,463
543
647
10,678
5,721
797,273
Actual Spent
5,533,143
749,400
477,545
293,436
63,811
105,277
972,377
137,353
51
41,219
61,007
22,249
769,995
236,250
1,320
116,784
48,548
1,433,112
3
8,789
11,071,669
% of year expired
75.00%
%® of Annual
Variance Budget Spent
22,482
(201)
(3,044)
1,653
294
(130)
9,253
2,904
6,703
(11,810)
2,909
(1,050)
(7,783)
(5,885)
(1,253)
(1,448)
(1,750)
(328)
(3,775)
5,721
25,271
Variance
(257,236)
(750)
68,202
41,693
38,881
(5,947)
3,636
(73,477)
(32,110)
(399)
(17,187)
(6,097)
3,874
(600)
(216)
(3,830)
1,320
(22,677)
(308,197)
(70,086)
3
(52,712)
(693,910)
78.50% (a)
66.96%
14.31%
78.41%
75.54%
70.38%
82.95%
99.80% (b)
0.00%
63.78%
438.56%
65.45%
60.31%
60.47°
57.84%
59.29%
17.76%
49.79%
55.41%
0.00%
77.46%
% of Annual
Budget Spent
71.67%
0.00%
82.51% (c)
82.17%
86.46%
68.61%
77.68%
69.73%
60.79%
8.57%
52.93%
68.19%
90.81% (d)
0.00%
74.98%
98.40% (e)
0.00%
62.80%
10.21%
71.50%
0.00%
10.72%
70.94%
(a) Employee's pay grade was changed.
(b) Court received $4,661 to purchase computers.
(c) Overtime is higher than expected due to front loading training in 1st quarter so crews are available in anticipation of summer vacations and the
holiday season.
(d) Department training tends to occur earlier in the year to ensure that all training requirements can be met prior to the busy holiday season.
Overall, Travel will be within budget at the end of the fiscal year.
(e) Annual insurance premium is paid in first quarter.
" Variance = Actual over (under) prorated budget Fund 000 By Dept
11
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
11 FIRE
00 HYDRANT RENTALS
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
15 HOLIDAY PAY
21 FICA
22 LEOFF
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
46 INSURANCE
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
51 INTERGVRNMTL PROFESSIONAL SVCS
64 MACHINERY & EQUIPMENT
Annual Budget
106,000
6,322,837
470,858
194,452
89,685
275,071
28,040
170,058
1,100,605
1,500
218,277
43,845
54,000
32,170
17,000
451,686
90,000
73,360
152,304
117,874
129,354
109,000
10,247,976
Prorated
Budget
79,500
4,742,128
353,144
145,839
67,264
206,303
21,030
127,544
825,454
1,125
163,708
32,884
40,500
24,128
12,750
338,765
90,000
55,020
114,228
88,406
97,016
81,750
12 - INFORMATION TECHNOLOGY
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
49-00 Miscellaneous
4901 ,,altwar,.MlN7rzro.d
49-03 N r „vimrnuq, „a
64 MACHINERY & EQUIPMENT
INFORMATION TECHNOLOGY
Annual Budget
612,869
2,500
44,761
50,268
2,504
131,878
5,766
122,000
1,000
128,700
1,500
6,016
56,500
117,500
27,000
88,000
2,500
32,000
1,315,762
7,708,482
Prorated
Budget
459,652
1,875
33,571
37,701
1,878
98,909
4,325
91,500
710
96,525
1,125
4,512
42,375
88,125
20,250
66,01.11
1,875
24,000
Actual Spent
77,760
4,869,531
564
573,349
806
80,854
259,050
20,188
123,396
810,784
213,207
20,130
46,015
16,889
4,311
340,940
94,500
50,240
43,002
59,209
107,795
20,668
7,833,188
Actual Spent
440,863
30,800
2,201
36,003
34,412
1,668
94,643
1,630
37,792
1,586
88428
136
4,542
2 „541
30,110
1, ry1.1
(w7q::i,,1.
986,822 807,353
% of year expired
Variance
(1,740)
127,403
564
220,206
(145,033)
13,590
52,747
(842)
(4,147)
(14,669)
(1,125)
49,500
(12,754)
5,515
(7,239)
(8,439)
2,176
4,500
(4,780)
(71,226)
(29,197)
10,780
(61,082)
124,706
Variance
(18,788)
28,925
2,201
2,432
(3,289)
(210)
(4,266)
(2,695)
(53,708)
836
(8,097)
(989)
30
(39,834)
(58,015)
115,1213,',5
(24,000) 0.00%
75.00%
% of Annual
Budget Spent
73.36%
77.01%
0.00%
121.77% (a)
0.41%
90.15% (a)
94.18% (a)
72.00%
72.56%
73.67%
0.00%
97.68% (b)
45.91%
85.21% (c)
52.50%
25.36%
75.48%
105.00% (d)
68.48%
28.23%
50.23%
83.33% (e)
18.96%
76.44%
% of Annual
Budget Spent
71.93%
1232.00%
0.00%
80.43%
68.46%
66.63%
71.77%
28.26%
30.98%
158.60°"/
68.71%
9.08%
75.49%
4.50/
25.63/,
1 01.98
73` " /cA
4,0.16%
(179,468) 61.36%
(a) Overtime is higher than expected due to backfilling positions due to temporary promotions, vacancies, and several staff out on injuries.
(b) Rebuilt air packs rather than purchasing new. This extended the life by approximately 5 years.
(c) Strategic plan costs related to Fire and $17K for 2013 recycling collection event account for professional services at 85% of budget.
(d) Annual insurance premium is paid in first quarter.
(e) Charges for dispatch are paid through October.
(f) Extra labor is due to current vacancy in the IT department.
(g) Install cable in both 6200 & 6300 buildings.
Variance = Actual over (under) prorated budget Fund 000 By Dept
12
(f)
(9)
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
13 PUBLIC WORKS
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
49 -00 Miscellaneous
49 -08 Credit card fees
49 -50 Neighborhood revitalization
PUBLIC WORKS
15 - PARK MAINTENANCE
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
45 OPERATING RENTALS & LEASES
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
63 OTHER IMPROVEMENTS
PARK MAINTENANCE
Annual Budget
1,952,152
2,000
4,556
142,157
160,100
26,176
345,324
3,800
99,550
33,750
31,400
7,750
800
172,300
379,449
203,183
17,035
10,035
2 000
5,000
3,581,482
Annual Budget
517,680
2,295
38,847
42,450
15,074
78,133
1,425
36,968
1,500
25,000
108,726
173,000
37,000
4,000
5,000
1,087,098
Prorated
Budget
1,464,114
1,500
3,417
106,618
120,075
19,632
258,993
2,850
74,663
25,313
23,550
5,813
600
129,225
284,587
152,387
12,776
7,526
1,500
3,750
2,686,112,
Prorated
Budget
388,260
1,721
29,135
31,838
11,306
58,600
1,069
27,726
1,125
18,750
81,545
129,750
27,750
3,000
3,750
815,324
Actual Spent
1,362,484
300
7,320
102,588
107,456
16,377
236,216
189
62,745
30,316
7,287
2,805
592
116,554
236,737
172,967
3,609
1.',326
558
725
2,466,543,
% of year expired
75.00%
% of Annual
Variance Budget Spent
(101,630)
(1,200)
3,903
(4,029)
(12,619)
(3,255)
(22,777)
(2,661)
(11,918)
5,004
(16,263)
(3,007)
(8)
(12,671)
(47,850)
20,580
(9,167)
(5,2001)
(')4'8).
025)
(219,568) 68.87%
69.79%
15.00%
160.66% (a)
72.17%
67.12%
62.57%
68.40%
4.98%
63.03%
89.83% (b)
23.21%
36.20%
74.04%
67.65%
62.39%
85.13%
21.19%
5788994,
14450%
Actual Spent ; Variance
405,687 17,427
136 136
5,327 3,606
30,897 1,762
30,661 (1,176)
10,049 (1,256)
56,552 (2,047)
801 (268)
27,478 (248)
876 (249)
20,402 1,652
220 220
64 64
80,103 (1,442)
188,049 58,299
9,049 (18,701)
2,522 (478)
(3,750)
% of Annual
Budget Spent
78.37%
0.00%
232.11% (c)
79.54%
72.23%
66.66%
72.38%
56.21%
74.33%
58.40%
81.61%
0.00%
0.00%
73.67%
108.70% (d)
24.46%
63.06%
0.00%
79.93%
868,873 53,550
(a) Overtime is required for private development permits for utility work. The work is usually completed at night and costs are reimbursed by
developer or utility company.
(b) Purchased computer equipment for TRAKiT conversion.
(c) Overtime during the summer to Saturday shifts due to being short- staffed as well as assisting with Recreation events.
(d) Public utility costs have been under budgeted in the past. An adjustment will be included in the 2013 budget amendments.
Variance = Actual over (under) prorated budget Fund 000 By Dept
13
CITY OF TUKWILA
General Fund Expenditures - By Department
As of September 30 2013
16 - STREET MAINTENANCE & OPERATION
11 SALARIES
12 EXTRA LABOR
13 OVERTIME
21 FICA
23 PERS
24 INDUSTRIAL INSURANCE
25 MEDICAL,DENTAL,LIFE,OPTICAL
28 UNIFORM CLOTHING
31 OFFICE & OPERATING SUPPLIES
35 SMALL TOOLS & MINOR EQUIPMENT
41 PROFESSIONAL SERVICES
42 COMMUNICATION
43 TRAVEL
44 ADVERTISING
45 OPERATING RENTALS & LEASES
46 INSURANCE
47 PUBLIC UTILITY SERVICES
48 REPAIRS & MAINTENANCE
49 MISCELLANEOUS
53 EXT TAXES & OPERATING ASSMNTS
STREET MAINTENANCE & OPERATION
20'- CONTRIBUTIONS / FUND BALANCE
01 TRANSFERS OUT
t: "I. Yd "" "&'ren fer9re;.' p "drla 10.3 Street
01.-156 lan!aawTMa redrto Fund 105 d re.wadtana,;edr.a
• -109 "r „crash r Ao 1 tliiid 109 Disci '_ n, „ca .aAd°e
;A t
-300 "rt! re dea to Fend 1 „ d0;',,9 Gee Gael UT p.m,
01-411 Transfer Are II:,,¢oadul All '" ' la 8C 12,0;,.urse
52 MPD LOANS
CONTRIBUTIONS /`FUND BALANCE send sir
Annual Budget
813,107
43,723
11,474
62,459
67,840
24,133
190,012
2,375
333,100
12,431
4,000
4,300
2,700
1,500
368,887
35,455
831,565
27,100
5,200
Prorated
Budget Actual Spent Variance
609,830 591,402 (18,429)
32,792 30,576 (2,216)
8,606 4,118 (4,488)
46,844 47,382 538
50,880 47,090 (3,790)
18,100 17,974 (126)
142,509 128,702 (13,807)
1,781 730 (1,052)
249,825 84,030 (165,795)
9,323 1,119 (8,205)
3,000 411 (2,589)
3,225 931 (2,294)
2,025 173 (1,852)
1,125 - (1,125)
276,665 274,171 (2,494)
35,455 37,406 1,951
623,674 718,219 94,545
20,325 10,783 (9,542)
3,900 6,113 2,213
- 46 46
2,001,376 (138,509)
% of year expired
75.00%
2,841,361 2,139,885
Annual Bidgetriir
100„ 000
4,550,0 00
„500„ 000
500„ 000
400,000
Prorated
Budget Actual Spent
„1;900
0 /11.12 „ 500
li 125„9':100
t1.; 250
998, °m16
,Q "100
3100,()00
2,300,000
554,967
300,000
1,250,000
9,789,688 7,342,266 4,404,967
(a) Annual insurance premium is paid in first quarter.
(b) Surface water bills for roadway of $454,367.61 is paid in January and July.
(c) Pesticide recerts and conference registration, and other training.
" Variance = Actual over (under) prorated budget Fund 000 By Dept
14
% of Annual
Budget Spent
72.73%
69.93%
35.89%
75.86%
69.41%
74.48%
67.73%
30.73%
25.23%
9.00%
10.27%
21.65%
6.42%
0.00%
74.32%
105.50% (a)
86.37% (b)
39.79%
117.56% (c)
0.00%
70.44%
.:% of. Annual
iii.Variance Budget Spent
(
("75,000)
112,500)
05 000,)
"SCE °. " ';!p0)
"1,4431,E'1)49)
(315,(:100)
1,250,000
(2,937,289)
0.00%
C 010"1',,
0.005 "o
45.00%
City of Tukwila
Hotel/Motel Tax Fund 101 - Revenue and Expenditures
As of September 30 2013
Revenue
General Revenue
Hotel /Motel Taxes
Total General Revenue
Intergovernmental Revenue
Miscellaneous Revenue
Investment Earnings
Other Misc Revenue
Total Miscellaneous Revenue
Total Revenue
% of year expired
2013
75.00%
Prorated Actual % of Annual
Annual Budget Budget Year -To- Date Variance ** Budget
$ 538,000 $ 403,500 $ 375,474 $ (28,026)
538,000 403,500 375,474 (28,026)
973,000 729,750 560,524 (169,226)
69.79%
69.79%
57.61%
1,766 1,325 753 (571) 42.66%
12,000 9,000 9,053 53 75.44%
13,766 10,325 9,807 (518) 71.24%
1,524,766 1,143,575 945,805 (197,769) 62.03%
Expenditures
11 Salaries 293,878 220,409 210,753 (9,655) 71.71%
12 Extra Labor 30,000 22,500 19,769 (2,731) 65.90%
13 Overtime 4,110 3,083 4,253 1,171 103.48%
21 FICA 22,243 16,682 17,960 1,278 80.74%
23 PERS 24,100 18,075 17,964 (111) 74.54%
24 Industrial Insurance 1,252 939 1,107 168 88.44%
25 Medical, Dental, Life, Optical 38,867 29,150 24,776 (4,374) 63.75%
31 Office & Operating Supplies 20,000 15,000 4,898 (10,102) 24.49%
41 Professional Services 186,000 139,500 75,778 (63,722) 40.74%
42 Communication 75,000 56,250 43,905 (12,345) 58.54%
43 Travel 23,000 17,250 11,573 (5,677) 50.32%
44 Advertising 732,000 549,000 389,847 (159,153) 53.26%
45 Operating Rentals & Leases 51,741 38,806 35,388 (3,418) 68.39%
47 Public Utility Services 1,500 1,125 900 (225) 59.98%
48 Repairs & Maintenance 1,000 750 (750) 0.00%
49 Miscellaneous 35,400 26,550 31,345 4,795 88.55% (a)
64 Capital Outlay 10,000 7,500 - (7,500) 0.00%
Total HotetMotel Tax Fund 1,550,091 1,162,568 890,217 (272,351) 57.43%
Indirect cost allocation 96,191 72,143 72,143 75.00%
Total Expenditures 1,646,282 1,234,712 9621360 (272,351) 58.46 %'
Change in Fund Balance (121,516) (91,137) (16,555) 74,582 13.62%
Beginning Fund Balance 650,000 650,000 710,707 60,707 109.34%
Ending Fund Balance
Cash and investments
$ 528,484 $ 558,863 $ 694,152 $ 135,289 131.35%
$ 679,193
(a) $9K of the miscellaneous expenditure line item is for membership dues in various organizations.
** Variance = Actual over (under) prorated budget Fund 101
15
City of Tukwila
Street Fund 103 - Revenue and Expenditures
As of September 30 2013
Revenue
Intergovernmental Revenue
Annual Bud
% of year expired
2013
75.00%
Prorated
Budget
Miscellaneous Revenue
Investment Earnings
Total Miscellaneous Revenue
Transfers In
Total Revenue
Actual
Year -To -Date
Variance **
% of Annual
Budget
$ 738,000 $ 553,500 $ 197,559 $ (355,941) 26.77%
1,000 750 1,402 652 140.23%
1,000 750 1,402 652 140.23%
100,000 75,000 (75,000) 0.00%
839,000 629,250 198,961 (430,289) 23.71%
Expenditures
11 Salaries 9,237 9,237 0.00%
21 FICA 696 696 0.00%
23 PERS 760 760 0.00%
24 Industrial Insurance 98 98 0.00%
25 Medical, Dental, Life, Optical 537 537 0.00%
41 Professional Services 699,000 524,250 110,561 (413,689) 15.82% (a)
64 Capital Outlay 328,000 246,000 - (246,000) 0.00% (a)
Total Streets Fund 1,027,000 770,250 121,889 (648,361) 11.87%
Total Expenditures 1,027,000` 770,250 121,889 (648,361) 11.87%'
Change in Fund Balance (188,000) (141,000) 77,072 218,072 - 41.00%
Beginning Fund Balance 700,000 700,000 1,046,771 346,771 149.54%
Ending Fund Balance $ 512,000 $ 559,000 $ 1,123,843 $ 219.50%
Cash and investments
$ 1,083,476
(a) 42nd Ave S Phase III is still in design with 50% of design funds carried into 2014, Cascade View Safe Routes to School construction will be
carried over into 2014, and Thorndyke Safe Routes to School project is in design phase.
Variance = Actual over (under) prorated budget Fund 103
16
City of Tukwila
Arterial Street Fund 104 - Revenue and Expenditures
As of September 30 2013
Revenue
General Revenue
Parking Taxes
Real Estate Excise Taxes
Total General Revenue
Charges for Services
Traffic Impact Fees
Total Charges for Services
Intergovernmental Revenue
Miscellaneous Revenue
Investment Earnings
Contributions/Donations
Total Miscellaneous Revenue
Transfer In
Debt Proceeds
Total Revenue
Expenditures
11 Salaries
21 FICA
23 PERS
24 Industrial Insurance
25 Medical, Dental, Life, Optical
31 Office & Operating Supplies
41 Professional Services
42 Communication
43 Travel
44 Advertising
45 Operating Rentals & Leases
47 Public Utility Services
48 Repairs & Maintenance
49 Miscellaneous
64 Capital Outlay
81 Debt Service Interest and costs
Total Arterial Streets 104
Transfers Out
Total Expenditures
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
Annual Budget
$ 151,000
130,000
281,000
% of year expired
2013
75.00%
Prorated
Budget
$ 113,250
97,500
210,750
9,408,000 7,056,000
3,820 2,865
272,000 204,000
275,820 206,865
4,550,000 3,412,500
9,180,000 6,885,000
23,694,820 17,771,115
214,104 160,578
15,951 11,963
17,556 13,167
626 470
26,188 19,641
4,701,000 3,525,750
10,108,000 7,581,000
15,083,425
8,500,000
23,583,425
Actual
Year -To -Date
$ 106,286
115,259
221,545
33,618
33,618
722,898
Variance**
$ (6,964)
17,759
10,795
% of Annual
Budget
70.39%
88.66%
78.84%
33,618 0.00%
33,618 0.00%
(6,333,102) 7.68% (a)
3,210 345
294,043 90,043
297,253 90,388
2,300,000 (1,112,500)
(6,885,000)
84.03%
108.10%
107.77%
50.55%
0.00% (b)
3,575,313 (14,195,802) 15.09%
11,312,569
6,375,000
17,687,569
111,395 83,546
200,000 200,000
311,395
255,135
19,166
19,866
1,825
34,637
394
898,510
35
195
1,088
1,027
1,574
31,360
16,919
1,624,779
75,507
2,982,017
94,557
7,203
6,699
1,355
14,996
394
(2,627,240)
35
195
1,088
1,027
1,574
31,360
16,919
(5,956,221)
75,507
(8,330,552)
(6,375,000)
119.16% (c)
120.16%
113.16%
291.50% (d)
132.26%
0.00%
19.11% (e)
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
16.07% (e)
0.00%
19.77%
0.00% (b)
2,982,017 (14,705,552) 12.64%
593,296 509,750 532.61%
483,330 283,330 241.67%
$ : 1,076,626 $ 793,080 345.74%
$ 1,104,344
(a) Grant revenue is tied to construction projects including Boeing Access Bridge and Tukwila Urban Center - Transit Center.
(b) Bond proceeds are for the Tukwila Urban Center Access Project Local Improvement District No. 33. Bonds will be sold in November
2013. Once LID proceeds are received, most of the proceeds will be transferred into the general fund.
(c) Salary and benefit costs are related to the Southcenter Parkway project and LID. Project has been closed out.
(d) Budget of $626 is for two administrative personnel. However, personnel working on projects are budgeted in other funds but charged to
fund 104 for specific project work. Their industrial insurance rate is substantially higher than administrative personnel.
(e) Boeing Access Rd over BNRR Bridge Rehab is under design late in the year, Tukwila Urban Center - Ped/Bike Bridge and Overlay &
Repair - E Marginal Way S is under design. TUC - Transit Center and Andover Pk W (Tukwila Pkwy - Strander Blvd) is under design with
Council approved the bid in November with construction in 2014..
*' Variance = Actual over (under) prorated budget Fund 104
17
City of Tukwila
Fund 104 Arterial Streets
As of September 30, 2013
PROJECT PROJECT DESCRIPTION PROJECT REVENUE - - -- 1 PROJECT EXPENDITURES
I Actual YTDI Over (under) 1 ACTUAL YTD 9 -30-13 1 Over (under)
' Budget ! 9 -30-13 ! Budget ;;' BUDGET ! Staff Time Other Total 1 Budget '
10901301 Howard Hanson Dam Flood Response ! $ - 1 $ - 1 $ - i $ - I $ 217 $ - $ 217 ! $ 217 1
90310402 Interurban Ave S - ' - ' - � 400,000 ' 5,335 441,721 447,056 ' 47,056 '
90510403 TUC Pedestrian /Bicycle Bridge 1,121,000 , 120,447 , (1,000,553) r 1,171,000 , 12,609 266,535 279,144 , (891,856)!
90610402 TUC Transit Center 4,735,000 1 506,849 1 (4,228,151) %j 6,130,000 1 36,298 536,463 572,761 ' (5,557,239)1
90810406 Transportation Element Comp Plan - - - 1 4,966 - 4,966 , 4,966
91210401 2012 Overlay & Repair 112,000 , (112,000) ( 1,450,000 , 1,899 1,899 (1,448,101),
91210405 ADA Improvements - 1 - I 7 163,000 1 394 15,698 16,092 , (146,908)1
91210406 Overlay & Repair E Marginal Wy S 1,000,000 � (1,000,000) 1,475,000 3,115 89,293 92,408 i (1,382,592)
91310401 2013 Overlay & Repair - - 1,941 30,863 32,805 , 32,805 .
91310402 2013 Bridge Inspections ! I 275,000 ! 11,062 36,744 47,806 i (227,194)1
91310404 Annual Traffic Signals 2013 1 1 150,000 1 - 15,188 15,188 ' (134,812)1
91310406 Tukwila MIC Smart Street Non - Motorized ' ' G/ - ' 978 978 1 978 '
98410419 Tukwila Urban Center Access (Klickitat) ' ! I - ! 20,571 154,871 175,442 ' 175,442 1
98410437 Southcenter Pkwy Extension 1 1 195,836 j 195,836 (a) - 1 106,010 1,000,844 1,106,854 1 1,106,854 1
98610403 Strander Blvd Extension - ' ' - ' 1,574 1,574 ; 1,574 '
98810404 Andover Park W (Tuk Pk - Strander) 1 1,320,000 - (1,320,000) 1,840,000 18,595 60,656 79,2511 (1,760,749);
,
99410408 Boeing Access Rd Bridge Rehabilitation 1,120,000 1 - 1 (1,120,000) 1,400,000 I 40,285 1,358 41,643 , (1,358,357)1
99510404 Tukwila Int'I Blvd Phase III I 2,634 ' 2,634 - ' - - - -
1
99110405 Andover Park E/Industry Dr Intersection - . - 100,000 . (100,000).
99310410 West Valley Hwy/S 156 St Intersection 7755,000000 il 1 (75,000)1
90310405 Andover Park e/Minkler Blvd Intersection
(75,000)i
99510402 S 144 St Phase II (42nd Ave S -TIB) 68,000 : - 1 (68,000).
99510405 S 133 St/SR599 Southbound Intersection ! ! 20,000 ! - (20,000)!
90610405 Macadam Rd & S 144th St Intersection ! 1 1 �j 17,000 1 - - 1 (17,000)1
11000300 Tukwila South Project Annual Bill ' - ' 528 - 528 ' 528 ,
Totals • 4 1 7• $ 8 582 235 ,° 14 ,-.•• Ili 1 $264804 $2.651,808 $2916.613 I 11
Other Revenue: I Budget Actual YTD
Parking Taxes , $ 151,000 ; $ 106,286 ,
Real Estate Excise Taxes 1 130,000 1 115,259 I
Traffic Impact Fees � - i 33,618 i
MVFT Cities 92,968 ,
Investment Earnings 1 3,820 1 3,210 I
Contributions /Donations 272,000 i 98,207 i(a)
Transfers In 4,550,000 ' 2,300,000 '
Debt Proceeds 1 9,180,000 1 _ 1
Total Other Revenue 1 14,286,820 1 2,749,548 1
Total Revenue Fund 104 ; $ 23,694.820 ! $3.575.813 '
(a) Developer agreement recorded in Contributions /Donations category in fund 104 statement.
18
City of Tukwila
Contingency Fund 105 - Revenue and Expenditures
As of September 30 2013
Revenue
Miscellaneous Revenue
Investment Eamings
Total Miscellaneous Revenue
Transfers In
Total Revenue
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
% of year expired
2013
75.00%
Prorated Actual
Annual Budget Budget Year -To -Date
Variance **
% of Annual
Budget
$ 1,816 $ 1,362 $ 2,002 $ 640 110.22%
1,816 1,362 2,002 640 110.22%
1,500,000 1,125,000 (1,125,000) 0.00% (a)
1,501,816 1,126,362 2,002 (1,124,360) 0.13%
1,501,816 1,126,362 2,002 (1,124,360) 0.13%
1,500,000 1,500,000 1,460,454 (39,546) 97.36%
3,001,816 $ 2 626,362 $ 1,462,456 $ (1,163,906) 48.72%
$ 1,462,456
(a) Transfer from general fund to contingency should occur upon receipt of LID bond proceeds.
Variance = Actual over (under) prorated budget Fund 105
19
City of Tukwila
Fire Equipment Cum. Reserve 107 - Revenue and Expenditures
As of September 30 2013
Revenue
Miscellaneous Revenue
Investment Earnings
Total Miscellaneous Revenue
Total Revenue
Expenditures
Total
Transfer Out
Total Expenditures
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
Prorated
Annual Budget Budget
1,030,000 772,500
1,030,000 772,500
(1,030,000) (772,500)
1,030,000 1,030,000
2013
Actual
Year -To -Date
% of year expired
Variance **
$ 1,311 $
1,311
1,311
1,311
54,009
54,009
892,072
54,009
75.00%
% of Annual
Budget
0.00%
0.00%
0.00%
0.00%
(772,500) 0.00%
(772,500) 0.00%
826,509 -5.24%
(137,928) 86.61%
$ 257,500 $ 946,081 $ 688,581
** Variance = Actual over (under) prorated budget Fund 107
20
$ 946,081
0.00%
City of Tukwila
Drug Seizure Fund 109 - Revenue and Expenditures
As of September 30 2013
Revenue
Miscellaneous Revenue
Investment Eamings
Seizure Revenue
Total Miscellaneous Revenue
Transfers In
Total Revenue
% of year expired
2013
75.00%
Prorated Actual
Annual Budget Budget Year -To -Date
$ 1,000 $ 750 $
20,000 15,000
21,000 15,750
75,000 56,250
Variance'*
% of Annual
Budget
- $ (750) 0.00%
(9,101) (24,101) - 45.50% (a)
(9,101) (24,851) - 43.34%
(56,250) 0.00%
96,000 72,000 (9,101) (81,101) -9.48%
Expenditures
31 Office & Operating Supplies 3,000 2,250 (2,250) 0.00%
35 Small Tools & Minor Equipment 1,541 1,541 0.00%
41 Professional Services 10,000 7,500 - (7,500) 0.00%
43 Travel 1,470 1,470 0.00%
45 Operating Rentals & Leases 10,000 7,500 - (7,500) 0.00%
49 Miscellaneous 2,000 1,500 1,700 200 85.00%
51 Intergovernmental Prof Svcs 30,000 22,500 30,000 7,500 100.00%
Total Drug Seizure Fund 55,000 41,250 34,712 (6,538) 63.11%
Total Expenditures 55,000 41,250' 34,712 (6,538) 63.11 %'
Change in Fund Balance 41,000 30,750 (43,812) (74,562) - 106.86%
Beginning Fund Balance 280,000 280,000 160,125 (119,875) 57.19%
Ending Fund Balance $ 321,000 $ 310,750 $ 116,313 $` (194,437) 36.23%
Cash and investments
$ 116,312
(a) Remittance of 2012 annual drug forfeiture paid to the State of Washington. 10% of what is collected is remitted to the State.
" Variance = Actual over (under) prorated budget Fund 109
21
City of Tukwila
Debt Service Funds 2XX - Revenue and Expenditures
As of September 30 2013
Revenue
Build America Bonds Tax Credit
Miscellaneous Revenue
Investment Earnings
Note Proceeds - MPD
LID Assessment Interest
LID Assessment Principal
Total Miscellaneous Revenue
Transfers In
Total Revenue
Expenditures
80 Debt Service Principal
81 Debt Service Interest/Misc Fees
Total Debt Service Funds
Transfers Among Debt Service Funds
Total Expenditures
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
% of year expired
2013
75.00%
Prorated
Annual Budget Budget
$ 66,657
259,000
600,000
859,000
2,664,688
3,590,345
5,526,000
1,364,031
6,890,031
Actual
Year -To -Date
Variance
% of Annual
Budget
$ 49,993 $
194,250
450,000
644,250
1,998,516
2,692,759
4,144,500
1,023,023
5,167,523
6,890,031 5,167,523
(3,299,686) (2,474,765)
3,308,000 3,308,000
30,429 $ (19,564)
27,425
50,732
158,766
236,922
634,052
901,403
50,732
547,586
598,318
995
599 313
27,425
50,732
(259,000)
(441,234)
(407,328)
(1,364,464)
(1,791,356)
302,090
3,012,381
. _ 8,314 $ : 833,236 = $ 3,314,471
$ 3,314,471
(4,093,768)
(475,437)
(4,569,205)
995
(4,568,210)
2,776,854
(295,619)
2,461,235
45.65% (a)
0.00%
0.00% (b)
0.00%
26.46%
27.58%
23.79%
25.11%
0.92% (c)
40.14%
8.68%
0.00%
8.70%
- 9.16%
91.06%
39866.14%
(a) Tax credit for 2010 BABs bonds. Bonds were issued for the Southcenter Parkway in the Tukwila South Annexation area and for the cost of
emergency preparedness capital and other equipment. Sequestration reduced the tax credit by 8.7% or $2,900.
(b) Note proceeds are from the MPD for payment of the 2013 LTGO bonds.
(c) Principal due for most bonds is in December of each year. Includes payoff of LTGO 2003 bonds of $3,240,000.
" Variance = Actual over (under) prorated budget Fund 2XX
22
City of Tukwila
Land Acquisition, Rec and Park Development Fund 301 - Revenue and Expenditures
As of September 30 2013
% of year expired 75.00%
2013
Prorated Actual % of Annual
Annual Budget Budget Year -To -Date Variance Budget
Revenue
General Revenue
Excess Prop Tax Levy -Dwmsh Hill $ 34,000 $ 25,500 $ 29,967 $ 4,467 88.14%
Real Estate Excise Taxes 130,000 97,500 115,416 17,916 88.78%
Total General Revenue 164,000 123,000 145,383 22,383 88.65%
Charges for Services
Park Impact Fees 60,000 45,000 58,606 13,606 97.68%
Total Charges for Services 60,000 45,000 58,606 13,606 97.68%
Intergovernmental Revenue 915,000 686,250 (686,250) 0.00% (a)
Miscellaneous Revenue
Investment Earnings 10,000 7,500 1,569 (5,931) 15.69%
Rents and Concessions - - 29,115 29,115 0.00%
Total Miscellaneous Revenue 10,000 7,500 30,684 23,184 306.84%
Total Revenue 1,149,000 861,750, 234,673 (627,077) 20.42%
Expenditures
11 Salaries 11,396 11,396 0.00%
21 FICA 856 856 0.00%
23 PERS 900 900 0.00%
24 Industrial Insurance 31 31 0.00%
25 Medical, Dental, Life, Optical 1,524 1,524 0.00%
41 Professional Services 952,000 714,000 181,498 (532,502) 19.06% (b)
43 Travel 12 12 0.00%
44 Advertising 400 400 0.00%
48 Repairs & Maintenance 5,183 5,183 0.00%
64 Capital Outlay 170,000 127,500 30,429 (97,071) 17.90% (b)
Total Park Acquisition Fund 1,122,000 841,500 232,229 (609,271) 20.70%
Total Expenditures 1,122,000 841,500 232,229 (609,271) 20.70%
Change in Fund Balance 27,000 20,250 2,444 (17,806) 9.05%
Beginning Fund Balance 500,000 500,000 1,090,187 590,187 218.04%
Ending Fund Balance $ 527,000 $ 520,250
1,09 .,L=5/M8 1' 207.33%
Cash and investments $ 1,092,236
(a) Grant revenue is tied to projects and invoiced to grantors after project funds are expended. Grants budgeted include DHP $515K. Duwamish
Gardens $350K, and Duwamish Gardens Acquisition $50K. Grant for DHP going to CAP in 4th quarter.
(b) Duwamish Gardens project and Parks, Recreation and Open Space Plan are both in design phase.
Variance = Actual over (under) prorated budget Fund 301
23
City of Tukwila
Fund 301 Land Acquisition, Rec and Park Development
As of September 30, 2013
PROJECT
PROJECT DESCRIPTION
81330101 Parks, Recreation & Open Space Plan
90030104 WRIA 9 Watershed Planning
90330109 Duwamish Hill Preserve
90510403 TUC Pedestrian /Bicycle Bridge
90630102 Duwamish Gardens
91030101 TCC Spray Park Sewer Connection
99830106 Codiga Park
90330107 Fort Dent Park
90730101 Black River Trail Connector
Totals
Other Revenue:
Real Estate Excise Taxes
Park Impact Fees
Investment Earnings
Rents and Concessions
Total Other Revenue
Total Revenue Fund 301
- - -- PROJECT REVENUE - - -- 1 % PROJECT EXPENDITURES
i Actual YTD Over (under) kt
Budget 9-30 -13 Budget BUDGET
I$ $ - !$
I I
624,000 i 79,873 � (544,127) (a)
- 8,700 8,700 (b)'
350,000 - ! (350,000)
" ! ! II
I - rr
- - 1 - 1 l
j $ 974,000 j $ 88,573 j $ (885,427)
IBudget Actual YTD I
$ 130,000 1 $ 115,416 j
I 35,0001 - I(a)
10,000 ' 1,569 '
- 29,115 !
175,000 I 146,1001
$ 1,149,000 j $ 234,673 i
ACTUAL YTD 9 -30 -13 i
Staff Time Other Total
100,000 , $ 210 $ 27,379 $ 27,589 I $
12,0001 - 7,450 7,450
610,000 � - 6,195 6,195 I
350,000 ! 15,053 146,068 161,121 !
30,429 30,429
15,263 $ 217,522 $ 232,785 p, $
Over (under)
Budget
(72,411);
(4,550)1
(603,805)
(188,879)!
-
30,429 i
(27,000).
(23,000)1
(889,215)j
- I
27,000
23,000 I
$1,122 000 ` $
(a) $29,967 revenue from excess property tax levy and $49,906 from park impact fees. Budget for park impact fees is split $25,000 for Duwamish Hill Preserve
project while the balance of the park impact fees will be allocated to other projects.
(b) $8,700 revenue is from park impact fees.
24
City of Tukwila
Facility Replacement Fund 302 - Revenue and Expenditures
As of September 30 2013
% of year expired 75.00%
2013
Prorated Actual % of Annual
Annual Budget Budget Year -To -Date Budget
Revenue
Miscellaneous Revenue
Investment Earnings $ 5,602 $ 4,202 $ 2,776 $ (1,426)
Total Miscellaneous Revenue 5,602 4,202 2,776 (1,426)
Total Revenue
49.55%
49.55%
5,602 4,202 '' 2,776 (1,426) 49.55%
Expenditures
11 Salaries 1,338 1,338 0.00%
21 FICA 101 101 0.00%
23 PERS 111 111 0.00%
24 Industrial Insurance 20 20 0.00%
25 Medical, Dental, Life, Optical 65 65 0.00%
31 Office & Operating Supplies - 324 324 0.00%
41 Professional Services 508,000 381,000 55,107 (325,893) 10.85% (a)
44 Advertising - 636 636 0.00%
47 Public Utility Services 8,500 6,375 6,937 562 81.61 %
48 Repairs & Maintenance 1,500 1,125 224 (901) 14.97%
49 Miscellaneous - - 82 82 0.00%
64 Capital Outlay 72,000 54,000 (54,000) 0.00% (a)
Total Expenditures 590,000 442,500 64,946 (377,554) 11.01%
Total Expenditures 590,000 X442,500 64,946 (377,554) 11.01%
Change in Fund Balance (584,398) (438,299) (62,170) 376,128 10.64%
Beginning Fund Balance 2,000,000 2,000,000 2,005,520 5,520 100.28%
Ending Fund Balance
Cash and investments
1,415,602 $ 1 561702. $ 1943350 $ 381,648 137.28%
$ 2,043,744
(a) City facility needs assessment contract was approved at the June 3, 2013 C.O.W. meeting.
Variance = Actual over (under) prorated budget Fund 302
25
City of Tukwila
General Government Improvements 303 - Revenue and Expenditures
As of September 30 2013
Revenue
Intergovernmental Revenue
Miscellaneous Revenue
Investment Earnings
Other Misc Revenue
Total Miscellaneous Revenue
Transfers In
% of year expired
2013
75.00%
Prorated Actual
Annual Budget Budget Year -To -Date
$ 847,000
842
842
$ 635,250 $ 192 $ (635,058)
632
632
500,000 375,000
of Annual
Budget
0.02% (a)
621 (11) 73.71%
2,934 2,934 -
3,555 2,923 422.17%
(375,000) 0.00% (b)
1,347,842 1,010,882 3,747 (1,007,135) 0.28%
Expenditures
11 Salaries 100,374 75,281 60,091 (15,189) 59.87%
13 Overtime - 1,240 1,240 0.00%
21 FICA 7,665 5,749 4,674 (1,075) 60.98%
23 PERS 8,234 6,176 4,861 (1,315) 59.03%
24 Industrial Insurance 313 235 414 180 132.40%
25 Medical, Dental, Life, Optical 13,351 10,013 10,461 448 78.36%
31 Office & Operating Supplies - - 3,639 3,639 0.00%
35 Small Tools & Minor Equipment - - 8,024 8,024 0.00%
41 Professional Services 20,000 15,000 60,414 45,414 302.07% (c)
48 Repairs & Maintenance 39,504 39,504 0.00% (d)
49 Miscellaneous 125,000 93,750 2,906 (90,844) 2.32%
64 Capital Outlay 1,180,000 885,000 367,965 (517,035) 31.18% (e)
Total Gen Government Improve 1,454,937 1,091,203 564,192 (527,010) 38.78%
Transfers to Debt Service Fund
Total Expenditures
78,089 78,089 0.00% (f)
1,454,937 1,091,203 642,282 (448,921) 44.14%
(80,321) (638,535) (558,214) 596.23%
200,000 913,830 713,830 456.92%
Change in Fund Balance (107,095)
Beginning Fund Balance 200,000
Ending Fund Balance
Cash and investments
92,905 $ 119,679 $ 275,295
$ 309,612
155,616
296.32%
(a) Grant revenue is tied to projects and invoiced to grantors after project funds are expended.
(b) Transfers in are done on an as- needed basis. Transfers to this fund will be done in 4th quarter, after LID proceeds have been received.
(c) Just under $52k in professional services is related to the Hesco removal project.
(d) Repairs & maintenance to fire stations: install security cameras, window replacement, and flooring replacement. Costs to fire
stations budgeted in 2012 but paid for in 2013.
(e) Funds spent are continuation of the project to televise Council meetings. Of the total capital budget of $1,180M, $1 M is for Tukwila
Levee repairs & maintenance. Additionally, the HHD Removal project came in under budget.
(f) Unused 2010 GO bond proceeds transferred to debt service fund to pay principal and interest.
** Variance = Actual over (under) prorated budget Fund 303
26
City of Tukwila
Fund 303 General Government Improvements
As of September 30, 2013
PROJECT
PROJECT DESCRIPTI
10901301 Howard Hansory 11"")arn Rood Response
11030301 2010 MINOR HtDMIE REEPAIR.
Facillity Improvercents
90"130302 Cily IlviaVI Campus Wayfindvng
903730303 George Long Watvvin'/OVV 10
9111:1:V0303 6300 ElvVdg Fire ,A.10nrrn System
911,1.10304 FOre aalvon 51 IFence 9 6 allivng GaVe
912310,306 Tooevilsiing City Gonna .Meenngs
91330301 6300 Bldg, Vaevior Waylinthng Signage
330309 Hernage Center 7011"1.018VITI Upgrade
913303'11 13.0C Fire AVvvvirrn FlepaVIR11091ade
9133031,2 03Vre MvvoinhaVO (Mice 6300 13Vvig ate "11,15
91330V304 1113ayons Otlfice 1:1ernodell
Totals
Other Revenue:
Investment Earnings
Transfers In
Miscellaneous
Total Other Revenue
Total Revenue Fund 303
PROJECT REVENUE ----
i Actual YTD j Over (under) 'el!
Bud et 930-13 : Budget
$ 722,000 , ! $ (722,000)
125,000 I 192 1 (124,808)
PROJECT EXPENDITURES
ACTUAL YTD 9-30-13 j Over (under)
BUDGET :Staff Time Other Total ! Budget
1,000,000 36,967 317,927
200,000 11,644 108,091
9, "V
354,894 I (645,106),
- -
119,736 1 (80,264)i
I !
''111
9V1'■
36
V V
$ 847,000 $ 192 $ (846,808)
Budget Actual YTD
$ 842 1 $ 621
1 500,000 i - I
- . 2,934
1 500,842 1 3,555 1
I $ 1,347 842 1 $ 3,747 I
$1,200,000 j $ 48,611 $ 426,018 $ 474,630 I$ (725,370)
27
City of Tukwila
Fire Impact Fees 304 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
Fire Impact Fees
Total Charges for Services
Investment Earnings
Total Miscellaneous Revenue
Total Revenue
Expenditures
Total Expenditures
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
% of year expired
2013
75.00%
Prorated Actual
Annual Budget Budget Year -To -Date
$ 50,000
50,000
100
100
50,100
50,100
300,000
350,100
$ 37,500 _$ 63,718
37,500 63,718
75 456
75 456
37,575 64,174
37,575
300,000
337,575
Variance = Actual over (under) prorated budget Fund 304
28
64,174
348,010
412,184
412,183
Variance'*
$ 26,218
26,218
381
381
%'of Annual
Budget
127.44%
127.44%
455.66%
455.66%
26,599 128.09%
26,599
48,010
$ 74,609
0.00%
128.09%
116.00%
117.73%
City of Tukwila
Water Fund 401 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
Water Sales
Security
Total Charges for Services
Miscellaneous Revenue
Investment Earnings
Capital contributions
Connection Fees
Other Misc Revenue
Total Miscellaneous Revenue
Transfers In Hydrant Rental
Total Revenue
Expenses
11 Salaries
12 Extra Labor
13 Overtime
21 FICA
23 PERS
24 Industrial Insurance
25 Medical, Dental, Life, Optical
28 Uniform Clothing
31 Office & Operating Supplies
33 Water Purchased for Resale
35 Small Tools & Minor Equipment
41 Professional Services
42 Communication
43 Travel
45 Operating Rentals & Leases
46 Insurance
47 Public Utility Services
48 Repairs & Maintenance
49 Miscellaneous
53 Excise Taxes
54 Interfund utility taxes
64 Capital Outlay
80 Debt Service Principal
81 Debt Service Interest
Total Water Fund
Indirect cost allocation
Total Expenses
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
% of year expired
2013
75.00%
Annual Budget
$ 5,228,000
1,000
5,229,000
Prorated Actual
Budget' Year -To -Date
$ 3,921,000
750
3,921,750
$ 4,606,629
285
4,606,914
6,700 5,025 13,365
672
50,000 37,500 77,081
300 225 320
57,000 42,750 91,438
106,000 79,500 77,760
5,392,000 4,044,000 4,776,111
572,435 429,326 419,744
6,000 4,500
5,738 4,304 3,193
43,634 32,726 32,204
46,940 35,205 33,212
14,235 10,676 9,654
123,273 92,455 86,665
1,330 998 210
92,839 69,629 74,648
2,195,596 1,646,697 2,069,702
11,000 8,250 3,465
270,300 202,725 74,344
2,500 1,875 218
1,500 1,125 55
116,809 87,607 87,198
21,000 15,750 21,656
23,000 17,250 15,918
3,000 2,250 10,458
35,200 26,400 25,684
184,000 138,000 179,846
534,000 400,500 448,101
1,237,000 927,750 21,637
460,181 345,136 425,057
83,852 62,889 79,146
6,085,362 4,564,022 4,122,014
511,447 383,585 383,585
6,596,809 4,947,607 4,505,599
(1,204,809) (903,607) 270,512
4,000.000 4,000,000 6,077,949
Variance N,
$ 685,628.73
(465)
685,164
8,340
672
39,581
95
48,688
(1,740)
% of Annual
Budget
732,111
(9,582)
(4,500)
(1,111)
(522)
(1,993)
(1,022)
(5,790)
(788)
5,018
423,005
(4,785)
(128,381)
(1,657)
(1,070)
(409)
5,906
(1,332)
8,208
(716)
41,846
47,601
(906,113)
79,921
16,257
(442,008)
(0)
(442,008)
1,174,119
2,077,949
88.11%
28.50%
88.10%
199.48%
0.00%
154.16% (a)
106.67%
160.42%
73.36%
88.58%
73.33%
0.00%
55.64%
73.80%
70.75%
67.82%
70.30%
15.79%
80.41%
94.27% (b)
31.50%
27.50%
8.72%
3.68%
74.65%
103.12% (c)
69.21%
348.60% (d)
72.97%
97.74% (e)
83.91%
1.75% (f)
92.37%
94.39%
67.74%
75.00%
68.30%
- 22.45%
151.95%
2,795,191 $ 3,098,393 $ 6,348,461 $ 3,252,068 227.12% ''
$ 5,808,218
(a) Connection fees are related to permit activity or sale of property.
(b) Water purchased for resale includes 10 months of charges rather than 9 months.
(c) Budget for insurance based on 2012 actuals.
(d) Annual maintenance for Eden was budgeted in the Miscellaneous category but charged to Repairs & Maintenance.
(e) Excise tax budget has not been adjusted even though revenue has increased over the last several years.
(f) Andover Park W /Strander new water main project construction has been carried over into 2014.
Variance = Actual over (under) prorated budget Fund 401
29
City of Tukwila
Sewer Fund 402 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
Sewer Sales
Total Charges for Services
% of year expired 75.00%
2013
Prorated Actual %of Annual
Annual Budget Budget Year -To -Date Variance " ' Budget
$ 5,780,000 $ 4,335,000 $ 5,578,437 $ 1,243,437 96.51%
5,780,000 4,335,000 5,578,437 1,243,437 96.51%
Miscellaneous Revenue
Investment Earnings 5,000 3,750 2,945 (805) 58.90%
Connection fees 120,000 90,000 212,946 122,946 177.46% (a)
Total Miscellaneous Revenue 125,000 93,750 215,891 122,141 172.71%
Public Trust Fund Loan Proceeds 750,000 562,500 (562,500) 0.00%
Total Revenue 6,655,000 4,991,250 5,794,328 '! 803,078 87.07%
Expenses
11 Salaries 289,014 216,761 265,342 48,581 91.81%
12 Extra Labor 8,000 6,000 5,347 (654) 66.83%
13 Overtime 3,442 2,582 8,160 5,579 237.07% (b)
21 FICA 21,998 16,499 21,165 4,666 96.21% (b)
23 PERS 23,699 17,774 21,777 4,003 91.89% (b)
24 Industrial Insurance 6,189 4,642 5,551 909 89.69% (b)
25 Medical, Dental, Life, Optical 44,420 33,315 48,344 15,029 108.83% (b)
28 Uniform Clothing 570 428 (428) 0.00%
31 Office & Operating Supplies 22,393 16,795 21,299 4,504 95.11%
33 Metro Sewage Treatment 3,749,000 2,811,750 2,498,297 (313,453) 66.64%
35 Small Tools & Minor Equipment 5,500 4,125 1,662 (2,463) 30.22%
41 Professional Services 241,600 181,200 124,945 (56,255) 51.72%
42 Communication 2,500 1,875 1,694 (181) 67.76%
43 Travel 1,000 750 632 (118) 63.24%
44 Advertising 150 113 144 31 95.67%
45 Operating Rentals & Leases 90,261 67,696 75,117 7,421 83.22%
46 Insurance 15,195 11,396 16,734 5,338 110.13% (c)
47 Public Utility Services 27,050 20,288 21,333 1,046 78.87%
48 Repairs & Maintenance 43,000 32,250 95,655 63,405 222.45% (d)
49 Miscellaneous 30,000 22,500 22,683 183 75.61%
53 Excise Taxes 40,000 30,000 77,944 47,944 194.86% (e)
54 Interfund utility tax 579,000 434,250 557,886 123,636 96.35%
64 Capital Outlay 1,180,000 885,000 74,045 (810,955) 6.27% (f)
80 Debt Service Principal 275,961 206,971 192,261 (14,710) 69.67%
81 Debt Service Interest 78,801 59,101 45,435 (13,666) 57.66%
Total Sewer Fund 6,778,743 5,084,057 4,203,451 (880,606) 62.01%
Indirect cost allocation 385,141 288,856 288,856 (0) 75.00%
7,163,884 5,372,913 4,492,307 , (880,606) 62.71%
Change in Fund Balance (508,884) (381,663) 1,302,022 1,683,685 - 255.86%
Beginning Fund Balance 1,100,000 1,100,000 2,199,821 1,099,821 199.98%
Ending Fund Balance $ 591,116 $ 718,337 $ 3,501,843 $ 2,783,506 592.41 %'
Cash and investments $ 2,541,383
Total, Expenses
(a) Connection charges are directly tied to permit activity and property sales.
(b) Emergency sewer repair work on Andover Park West. Employees from other departments were charged here for the emergency repair.
(c) Budget for insurance based on 2012 actuals.
(d) APW /APE sewer repair in March for $29,884. Additionally, annual maintenance for Eden is budgeted in the Miscellaneous category but
charged to Repairs & Maintenance.
(e) Budget has been $40,000 since 2005 but as revenue increases, so does the excise tax. Need to revise budget to reflect current taxes owed.
(f) The CBD sewer rehab project was delayed due to a sewer main break in the project area. This project has been carried over into 2014.
•* Variance = Actual over (under) prorated budget Fund 402
30
City of Tukwila
Foster Golf Course 411- Revenue and Expenditures
As of September 30 2013
Revenue
General Revenue
Excise Taxes
Total General Revenue
Charges for Services
Sale of Merchandise
Greens Fees, Instruction
Total Charges for Services
Miscellaneous Revenue
Investment Earnings
Rents and Concessions
Other Misc Revenue
Total Miscellaneous Revenue
Transfers In
Total Revenue
Expenses
11 Salaries
12 Extra Labor
13 Overtime
21 FICA
23 PERS
24 Industrial Insurance
25 Medical, Dental, Life, Optical
26 Unemployment Compensation
28 Uniform Clothing
31 Office & Operating Supplies
34 Items Purchased for Resale
35 Small Tools & Minor Equipment
41 Professional Services
42 Communication
43 Travel
44 Advertising
45 Operating Rentals & Leases
46 Insurance
47 Public Utility Services
48 Repairs & Maintenance
49 Miscellaneous
53 Excise Taxes
54 lnterfund admissions tax
64 Capital Outlay
Total Foster Golf Course Fund
Indirect cost allocation
Total Expenses
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
% of year expired
2013
75.00%
Annual
Budget
Prorated Budget
$ 2,617 $ 1,963
2,617 1,963
134,000
977,850
1,111,850
1,130
276,000
277,130
400,000
100,500
733,388
833,888
848
207,000
207,848
300,000
1,791,597 1,343,698
654,633
89,000
2,000
49,577
53,692
14,499
140,818
6,000
1,164
88,750
80,000
2,500
9,600
5,150
750
4,000
82,445
15,195
44,293
19,400
40,950
6,400
54,000
50,000
1,514,816
192,801
1,707,617
490,975
66,750
1,500
37,183
40,269
10,874
105,614
4,500
873
66,563
60,000
1,875
7,200
3,863
563
3,000
61,834
11,396
33,220
14,550
30,713
4,800
40,500
37,500
1,136,112
144,601
1,280,713
83,980 62,985
200,000 200,000
Actual
Year -To -Date
Variance
$ 2,375 $ 412
2,375 412
123,203 22,703
894,057 160,669
1,017,260 183,372
501 (346)
249,708 42,708
(142) (142)
250,067 42,220
300,000
1,569,702
% of Annual
Budget
90.75%
90.75%
91.94%
91.43%
91.49%
44.38%
90.47%
0.00%
90.23%
75.00%
226 004 87.61%
452,816
67,311
1,475
39,185
39,269
14,382
76,745
361
55,453
80,638
635
7,033
1,565
23
2,767
62,571
16,734
41,270
19,735
19,506
4,989
53,691
1,058,155
144,601
1,202,756
(38,159) 69.17%
561 75.63%
(25) 73.75%
2,003 79.04%
(1,000) 73.14%
3,508 99.19%
(28,869) 54.50%
(4,500) 0.00%
(512) 31.02%
(11,109) 62.48%
20,638 100.80% (a)
(1,240) 25.40%
(167) 73.26%
(2,298) 30.38%
(540) 3.05%
(233) 69.18%
737 75.89%
5,338 110.13% (b)
8,050 93.17%
5,185 101.73%
(11,206) 47.63%
189 77.95%
13,191 99.43%
(37,500) 0.00% (c)
(77,957) 69.85%
75.00%
(77,957) 70.43%
366,946 303,961 436.94%
404,389 204,389 202.19%
$ 283,980 $ 262,985 $ 771,335 $ " 508,350 271.62%
Cash and investments
(a) Most items for resale are purchased during the peak summer season.
(b) Budget for insurance based on 2012 actuals.
$ 695,956
(c) It is expected that $40k of capital outlay will not occur in 2013. The 2013 budget amendment will include an entry to carry forward the
$40k into 2014.
Variance = Actual over (under) prorated budget Fund 411
31
City of Tukwila
Surface Water Fund 412 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
Surface Water Sales
Total Charges for Services
Intergovernmental Revenue
% of year expired 75.00%
2013
Prorated Actual % Budget
Annual
Annual Budget Budget Year-To-Date Varirince
S 3,839,309 S 2,879,482 S 3,861,543 $ 982,062 100.58%
3,839,309 2,879,482 3,861,543 982,062 100.589'.
355,000 266,250 (266,250) 0.00% (a)
Miscellaneous Revenue
Investment Eamings 12,591 9,443 15,956 6,512 126.72%
Other Misc Revenue - 120 120 0.00%
Total Miscellaneous Revenue 12,591 9,443 16,076 6,632 127.68
Total Revenue 4,206,900 3,155,175 3,877,619 722,444 92.17%
Expenses
11 Salaries 729,589 547,192 530,282 (16,909) 72.68%
12 Extra Labor 25,000 18,750 30,198 11,448 120.79% (b)
13 Overtime 9,358 7,019 4,483 (2,535) 47.91%
21 FICA 55,149 41,362 42,850 1,488 77.70%
23 PERS 59,837 44,878 44,230 (647) 73.92%
24 Industrial Insurance 15,709 11,782 12,227 445 77.84%
25 Medical, Dental, Lite, Optical 151,768 113,826 103,193 (10,633) 67.99%
28 Uniform Clothing 1,425 1,069 105 (964) 7.37%
31 Office & Operating Supplies 92,130 69,098 26,062 (43,035) 28.29%
35 Small Tools & Minor Equipment 4,000 3,000 9,858 6,858 246.46% (c)
41 Professional Services 953,570 715,178 234,825 (480,353) 24.63%
42 Communication 2,000 1,500 312 (1,188) 15.62%
43 Travel 2,000 1,500 113 (1,387) 5.63%
44 Advertising 500 375 1,655 1,280 330.93% (d)
45 Operating Rentals & Leases 135,301 101,476 99,886 (1,590) 73.82%
46 Insurance 15,195 11,396 16,734 5,338 110.13% (e)
47 Public Utility Services 156,600 117,450 26,867 (90,583) 17.16%
48 Repairs & Maintenance 13,965 10,474 19,595 9,121 140.32% (1)
49 Miscellaneous 18,000 13,500 26,810 13,310 148.94% (g)
53 Excise Taxes 25,000 18,750 40,957 22,207 163.83% (h)
54 Interfund utility tax 385,000 288,750 387,376 98,626 100.62%
64 Capital Outlay 1,485,000 1,113,750 46,143 (1,067,607) 3.11% (i)
80 Debt Service Principal 287,154 215,366 270,929 55,564 94.35%
81 Debt Service Interest 28,503 21,377 22,621 1,244 79.36%
Total Surface Water Fund 4,651,753 3,488,815 1,998,313 (1,490,502) 42.96%
Indirect Cost Allocation 474,941 356,206 356,206 0 75.00%
Total Expenses 5,126,694 3,845,021 2,354,519 (1,490,502) 45.93%
Change in Fund Balance (919,794) (689,846) 1,523,100 2,212,946 165.59%
Beginning Fund Balance 2,000,000 2,000,000 2,329,158 329,158 116.46%
Ending Fund Balance 1,080,206 .51310021 $ 3,652,258 .524542,20.4 356.62%,
Cash and investments 8 3,699,597
(a) Grant revenue is tied to projects and is billed atter project funds expended. The City was not awarded the $310K grant for Lower Duwamish
Surface Water Conveyance project that was budgeted in 2013.
(b) Extra labor was for repairing the break on E Marginal Way. Break occurred 11-19-12.
(c) Purchased seals for storm drains for $3K.
(d) Advertising for bids.
(e) Budget for insurance based on 2012 actual.
(f) Annual maintenance for Eden was budgeted in the Miscellaneous category but charged to Repairs & Maintenance.
(g) The majority of miscellaneous costs are comprised of lien fees and credit card fees.
(h) Excise fax budget has not been adjusted even though revenue has Increased over the last several years.
(i) Late start on the 2013 annual small drainage program and storm lift station #15 has started construction but will continue into 2014.
Variance = Actual over (under) prorated budget Fund 412
32
City of Tukwila
Equipment Rental /Replacement Fund 501 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
ERR O &M Dept Charges
Equipment Replacement Charges
Transportation
Total Charges for Services
Miscellaneous Revenue
Investment Earnings
Other Misc Revenue
Total Miscellaneous Revenue
Sale of Capital Assets
Transfers In
Total Revenue
Expenses
11 Salaries
12 Extra Labor
13 Overtime
21 FICA
23 PERS
24 Industrial Insurance
25 Medical, Dental, Life, Optical
28 Uniform Clothing
31 Office & Operating Supplies
34 Items Purchased for Resale
35 Small Tools & Minor Equipment
41 Professional Services
42 Communication
44 Advertising
45 Operating Rentals & Leases
46 Insurance
48 Repairs & Maintenance
49 Miscellaneous
64 Capital Outlay
Total Equipment Rental Fund
Indirect Cost Allocation
Total Expenses
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
Cash and investments
Annual Budget
$ 1,409,325
972,088
150
2,381,563
14,269
14,269
% of year expired
2013
75.00%
Prorated Actual
Budget Year-To-Date
$ 1,056,994
729,066
113
1,786,172
10,702
10,702
Variance
$ 1,056,994 $
774,066
1,831,060
45,000
(113)
44,887
% of Annual
Budget
75.00%
79.63%
0.00%
76.88%
18,928 8,226 132.65%
6,918 6,918 0.00%
25,845 15,143 181.13%
397,226 297,920 81,428 (216,491) 20.50%
1,030,000 772,500 - (1,030,000) 0.00% (a)
3,823,058 2,867,294 1,938,333 (1,186,460) 50.70%9
364,615
12,000
2,000
27,788
29,902
10,051
77,956
950
2,979
679,000
2,500
1,000
2,000
30,142
10,130
120,781
8,000
2,209,906
3,591,700
291,838
273,461 274,241 780 75.21%
9,000 10,334 1,334 86.11%
1,500 (1,500) 0.00%
20,841 21,609 768 77.76%
22,427 22,414 (13) 74.96%
7,538 7,470 (69) 74.32%
58,467 59,316 849 76.09%
713 89 (624) 9.33%
2,234 1,486 (748) 49.90%
509,250 434,298 (74,952) 63.96%
1,875 3,163 1,288 126.53%
750 440 (310) 43.99%
1,500 984 (516) 49.18%
- 373 373 0.00%
22,607 22,424 (183) 74.39%
7,598 10,828 3,231 106.89% (b)
90,586 22 0743 (67,843) 18.83%
6,000 6,252 252 78.15%
1,657,430 1,971,757 314,328 89.22% (c)
2,693,775 2,870,219 176,444 79.91 %
218,879 218,878
3,883,538 2,912,654 3,089,098
(60,480)
4,000,000
176,444
(45,360) (1,150,764) (1,362,904)
4,000,000 4,132,395 132,395
75.00%
79.54%
1902.72%
103.31%
$ 3,939520 3,954,640 $ 2,98
, $ 1,631 $ (1,230,509) 75.69%
$ 2,998,319
(a) Transfers in are done on an as- needed basis. Transfers to this fund will be done in 4th quarter, after LID proceeds have been received.
(b) Budget for insurance based on 2012 actual.
(c) All equipment except the fire command vehicle have been ordered. Invoices for vehicles ordered will be paid upon delivery of vehicles. The
purchase of the fire command vehicle has been deferred to 2014 as well as $71,000 in costs for the fire pumpers. The deferred costs will be
included in the 2013 budget amendment.
Variance = Actual over (under) prorated budget Fund 501
33
City of Tukwila
Insurance Fund 502 - Revenue and Expenditures
As of September 30 2013
Revenue
Charges for Services
Employee Benefit Programs
Total Charges for Services
% of year expired
2013
75.00%
Prorated
Annual Budget Budget
Actual
Year -To -Date
Variance **
% of Annual
Budget
$ 1,200 $ 900 $ 482 $ (418) 40.17%
1,200 900 482 (418) 40.17%
Miscellaneous Revenue
Investment Earnings 96,000 72,000 121,283 49,283 126.34%
Employer Trust Contributions 4,483,192 3,362,394 3,293,493 (68,901) 73.46%
Employee Contributions 78,000 58,500 50,053 (8,447) 64.17%
Other Misc Revenue 1,000 750 - (750) 0.00%
Total Miscellaneous Revenue 4,658,192 3,493,644 3,464,829 (28,815) 74.38%
Total Revenue 4,659,392 3,494,544 3,465,311 (29,233) 74.37%
Expenses
25 Medical, Dental, Life, Optical 4,892,940 3,669,705 3,350,894 (318,811) 68.48%
41 Professional Services 25,000 18,750 14,783 (3,968) 59.13%
49 Miscellaneous 20,500 15,375 4,100 (11,275) 20.00%
Total 4,938,440 3,703,830 3,369,777 (334,053) 68.24%
Indirect cost allocation 73,709 55,282 55,282 75.00%
Total Expenses 5,012,149 3,759,112 3 425 059 (334,053) 68.34%
Change in Fund Balance (352,757) (264,568) 40,252 304,820 - 11.41%
Beginning Fund Balance 4,500,000 4,500,000 4,794,386 294,386 106.54%
Ending Fund Balance $ 4!147243 $ 4,235,432 $ 4,834,638 $ 599,206 116.57 %'
Cash and investments
** Variance = Actual over (under) prorated budget Fund 502
34
$ 6,028,570
City of Tukwila
LEOFF Insurance Fund 503 - Revenue and Expenditures
As of September 30 2013
Revenue
Miscellaneous Revenue
Investment Earnings
Total Miscellaneous Revenue
Total Revenue
% of year expired 75.00%
2013
Prorated Actual
Annual Budget Budget Year-To-Date
Variance','
% of Annual
Budget
$ 3,340 $ 2,505 $ 2,315 $ (190) 69.32%
3,340 2,505 2,315 (190) 69.32%
3,340 2,505 2,315 (190) 69.32%
Expenses
25 Medical, Dental, Life, Optical 479,372 359,529 372,195 12,666 77.64%
41 Professional Services 19,500 14,625 1,643 (12,983) 8.42%
49 Miscellaneous - 500 500 0.00%
64 Capital Outlay 0.00%
Total 498,872 374,154 374,338 184 75.04%
Indirect Cost Allocation
Total Expenses
Change in Fund Balance
Beginning Fund Balance
Ending Fund Balance
9,619 7,214 7,214 (0) 75.00%
508,491 381,368 381,552 184 75.04%
(505,151) (378,863) (379,237) (373) 75.07%
1,600,000 1,600,000 1,711,532 111,532 106.97%
1,094,849 $ 1,221,137 $ 1,332295 $ 111,159 121.69%
Cash and investments $ 1,541,795
" Variance = Actual over (under) prorated budget Fund 503
35
36
„oftlia
4ifigthw givoltif,;
.00,0,00
7 .0A0,0040/0m4k00404.001010000000,0000400oV 04040000000000004,00400.0000000040000504000000000000/0000000Z 00000000000,00001000 0404000/00ith 4000 AM AiNg MiA11114 ■11I la 1, 0 01 II°
Office of the Mayor
City of Tukwila, Washington
PROCL TION
WHEREAS, the City of Tukwila is committed to creating a highly skilled workforce
that is critical to growing and sustaining a competitive advantage;
WHEREAS, the City recognizes that having a knowledgeable, skilled workforce
improves the performance of an organization;
WHEREAS, learning develops individual and organizational knowledge and expertise;
WHEREAS, the American Society for Training and Development (ASTD) -- the
world's largest association dedicated to the training and development field -- has declared
December 2-6, 2013, as "Employee Learning Week" and designated this time for organizations
to recognize the value of employee learning;
WHEREAS, the ASTD Puget Sound chapter, whose members are workplace learning
and performance professionals and the City of Tukwila have demonstrated their commitment to
developing the skills of employees and the workforce;
NOW THEREFORE, I, Jim Haggerton, Mayor of the City of Tukwila, do hereby
proclaim December 2- 6, 2013 as:
Employee Learning Week
in the City of Tukwila and strongly encourage all employers in Tukwila to join me in supporting
continuing education for employees.
Presented at the City Council meeting this 2nd day of December, 2013.
1,1 00.0000000000,V00001,00100000/000000#"" "0"00001,000000M0(0000010 1100111701110000"00,°,111000,0'00%0001,01' I 000 ' k 01r II IV ' ' '1111 '110
0 I
000;111Pilifel';': "0'"Illiiit''■°'00
0 0 1101
37
38
COUNCIL AGENDA SYNOPSIS
Initiate
Meeting Date
Prepared by ,, ,.
Ma) orr review
Coincil review
12/02/13
BG
1/14 e
E Ordinance
Mtg Date
E Bie L/loard
Mtg Date
El Public Hearing
'Arts Date
El Other
A Its Date
SPONSOR Council 1 Mayor E HR E DCD E Finance Fire E IT E P&R E Police Z PTV
SPONSOR'S This Resolution will approve the updated Surface Water Comprehensive Plan. Additional
SUMMARY components were added to the 2003 Plan that include; changes in regulations required
under the City's National Pollutant Discharge Elimination System (NPDES) Permit, our
current GIS inventory, the Tukwila South annexation area, and completed CIP projects.
New policies and potential hiring may be developed. Council is being asked to approve the
Resolution adopting the 2013 Surface Water Comprehensive Plan.
REVIEWED BY
1 - - - COW Mtg.
E CA&P Cmte F&S Cmte E Transportation Cmte
Cmte 0 Arts Comm. fl Parks Comm. E Planning Comm.
COMMITTEE CHAIR: JOE DUFFIE
'2 Utilities
DATE: 11/18/13
RECOMMENDATIONS:
SPoNsoR/ADmIN.
COMMITTEE
Public Works Department
ITEM INFORMATION
ITEM No.
5.C.
39
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DA1E: 12/02/13
AGENDA ITEM TITLE Resolution Adopting the 2013 Surface Water Comprehensive Plan
CATEGORY Discussion
Mtg Date
E Motion
Mtg Date 1
z Resolution
Mtg Date 12/02/13
E Ordinance
Mtg Date
E Bie L/loard
Mtg Date
El Public Hearing
'Arts Date
El Other
A Its Date
SPONSOR Council 1 Mayor E HR E DCD E Finance Fire E IT E P&R E Police Z PTV
SPONSOR'S This Resolution will approve the updated Surface Water Comprehensive Plan. Additional
SUMMARY components were added to the 2003 Plan that include; changes in regulations required
under the City's National Pollutant Discharge Elimination System (NPDES) Permit, our
current GIS inventory, the Tukwila South annexation area, and completed CIP projects.
New policies and potential hiring may be developed. Council is being asked to approve the
Resolution adopting the 2013 Surface Water Comprehensive Plan.
REVIEWED BY
1 - - - COW Mtg.
E CA&P Cmte F&S Cmte E Transportation Cmte
Cmte 0 Arts Comm. fl Parks Comm. E Planning Comm.
COMMITTEE CHAIR: JOE DUFFIE
'2 Utilities
DATE: 11/18/13
RECOMMENDATIONS:
SPoNsoR/ADmIN.
COMMITTEE
Public Works Department
Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: 412 SUFACE WATER FUND
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/02/13
MTG. DATE
ATTACHMENTS
12/02/13
Informational Memorandum dated 11/15/13
Draft Resolution
Electronic copy of Surface Water Comp Plan on City's website
Minutes from the Utilities Committee meeting of 11/18/13
39
40
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Utilities Committee Vlease reel` ° the
FROM: Bob Giberson, Public Works Director e‘ectrortic coo/ oi the
BY: tiA ace Watef
2013 S
Ccolvpreheasive Vlan
Ryan Larson, Senior Engineer
f I
DATE: November 15, 2013 bekov'T
SUBJECT: Surface Water Comprehensive Plan
Project No. 91041202
Resolution adopting the 2013 Surface Water Comprehensive Plan
ISSUE
Approve Resolution adopting the 2013 Surface Water Comprehensive Plan.
BACKGROUND
The City hired CH2M Hill to update the current Surface Water Comprehensive Plan (SWCP) to
reflect changes in regulatory requirements and drainage needs within the City. The current
SWCP was completed in 2003 and does not reflect changes in regulations required under the
City's National Pollutant Discharge Elimination System (NPDES) Permit, our current GIS
inventory, completed CIP projects, the Tukwila South annexation area, nor newly identified
needs.
DISCUSSION
The 2003 SWCP was reviewed and updated based on current and projected needs. Additional
components were added to provide a more comprehensive review of the City's surface water
system. The updated 2013 SWCP contains the following overall changes:
• Drainage basin limits were revised based on new survey information
• Tukwila South area was added
• A map book was added showing all surveyed drainage facilities
• The CIP project list was revised to reflect new and completed projects
• A review was conducted on existing NPDES requirements to ensure full City compliance
• A field survey was conducted to map culverts that block fish passage
In additional, the 2013 SWCP makes specific policy recommendations designed not only to
meet minimum regulatory requirements, but also to proactively provide improvements to the
overall function of constructed and natural drainage systems. These recommendations are:
• A new/revised list of recommended capital improvement projects
• Increase environmental stewardship and education activities to promote awareness of
and a sense of responsibility for surface water and natural drainage systems
W:\PW Eng\PROJECTS\A- DR Projects\Surface Water Comp Plan (91041202)\info Memo - Plan Adoption .docx
41
INFORMATIONAL MEMO
Page 2
• Provide better documentation, tracking, and reporting of inspections and enforcement
actions
• Provide proactive maintenance activities beyond those currently required to further
reduce sediment loading within stream systems
• Retrofit existing public surface water systems to provide water quality treatment by
establishing an annual water quality capital project and dedicated funding
• Develop a policy concerning ownership of new private drainage systems
• Develop a policy concerning maintenance of existing private drainage systems to
ensure that they are properly maintained
• Develop a vactor decant policy and locate a permanent site to decant solids from
street sweepings and catch basin cleaning
• Further develop an inspection program for privately owned storm water facilities
including hiring necessary staff to ensure private surface water systems are being
properly maintained
• Hire a 'habitat manager' to focus on habitat protection and restoration activities
consistent with the WRIA 9 Salmon Recovery Plan
An electronic copy of the 2013 Surface Water Comprehensive Plan has been placed on the
City's website and is accessible through the following link:
http://www.tukwilawa.gov/pubwks/swcomp/Surface/020Water%20Comprehensive%20Plan.pdf
RECOMMENDATION
Council is being asked to approve the Resolution adopting the 2013 Surface Water
Comprehensive Plan and consider this item on the Consent Agenda at the December 2, 2013
Regular Meeting.
Attachments: Draft Resolution
2013 Surface Water Comprehensive Plan - Please see electronic copy reference above
42 W:\PW Eng \PROJECTSIA- DR Projects\Surface Water Comp Plan (91041202)1Info Memo - Plan Adoption .docx
tY
Washington
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF TUKWILA, WASHINGTON, ADOPTING A
SURFACE WATER COMPREHENSIVE PLAN, AND
REPEALING RESOLUTION NO. 1262.
WHEREAS, surface water management protects people, property, and the general
environment from damage caused by rainfall, water runoff, and waterborne pollution;
and
WHEREAS, the City of Tukwila is regulated under the Washington State
Department of Ecology's Western Washington Phase II Municipal Stormwater Permit;
and
WHEREAS, Tukwila created a Surface Water Utility in 1989 to fund maintenance
and improvements to the natural and constructed surface water systems in the City;
and
WHEREAS, the Surface Water Comprehensive Plan identifies specific actions and
strategies to manage and control the rate and quality of surface water in Tukwila;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The plan and appendices titled "2013 Surface Water Comprehensive
Plan", dated February 2013 and prepared by CH2M HILL, are hereby adopted by this
reference as if set forth in full, and supersede the plan dated November 2003.
Section 2. The timing and budgeting of projects in the City's annual six-year
Capital Improvement Program (CIP) will determine when the capital program listed in
the Surface Water Comprehensive Plan will be done and how the project costs will be
paid.
Section 3. Repealer. Resolution No. 1262 is hereby repealed.
W:\Word Processing\Resolutions\Surface Water Comp Plan adopted 114-13
RL:bjs
Page 1 of 2
43
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2013.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Shelley M. Kerslake, City Attorney
W:\Word Processing \Resolutions\Surface Water Comp Plan adopted 11-4-13
RL:bjs
44
Page 2 of 2
UTILITIES COMMITTEE
Meeting Minutes
November 18, 2013 — 5:00 p.m. — Conference Room 1
City of Tukwila
Utilities Committee
PRESENT
Councilmembers: Joe Duffie, Chair; Allan Ekberg and Verna Seal
Staff: David Cline, Bob Giberson, Frank Iriarte, Gail Labanara, Robin Tischmak, Mike Cusick, Ryan
Larson, Laurel Humphrey
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:02 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. 2013 Annual Sewer Repair Program Change Order No. 1 Approval
Staff is seeking Council approval of a change order to Contract No. 13 -134 with King Construction Co.
Inc., in the amount of $28,825.85 for an expansion to the scope of work involved in the installation of side
sewers at 6532 and 6542 Southcenter Boulevard. After work began on August 19, 2013, three unforeseen
factors were discovered, resulting in necessary changes to the scope of work as follows:
• During excavation, the contractor encountered boulders greater in size than one half cubic yard,
removal of which added an additional three days to the timeline.
• The contractor had to concrete encase a 10 -foot portion of the sewer because it passed under a
water main with less than 18" of clearance, adding additional costs to the project.
• The contractor discovered an additional 2 connections to the existing septic tank in the crawl space
at 6532 Southcenter Boulevard, requiring an addition day of labor.
Contingency for this project was set at 10 %, or $4,905.60. The remaining funds to cover this change order
are available from the 55th Avenue South Sewer Repair Project, which was completed under budget. The
new contract completion date will be December 1, 2013. UNANIMOUS APPROVAL. FORWARD TO
NOVEMBER 25 COMMITTEE OF THE WHOLE.
B. Resolution: Adopting the Surface Water Comprehensive Plan
Staff is seeking Council approval of a resolution adopting the 2013 Surface Water Comprehensive Plan,
which was prepared by CH2M Hill and reflects changes in regulatory requirements and drainage needs
within the City. The updated 2013 Plan contains the following:
*Revised drainage basin limits
*Field survey to map culverts that block fish passage
*New map book showing all surveyed drainage facilities
*Revised CIP project list
*Review of NPDES requirements
*Tukwila South added
In addition, the 2013 Plan includes specific policy recommendations (as described in the information
memo) that go beyond just meeting regulatory requirements by proactively providing improvements to the
overall function of constructed and natural drainage systems. Recommendations regarding staffing could
be considered as part of the 2015 -16 Budget review. Councilmember Ekberg inquired about a potential
terminology issue that overemphasizes residential areas over commercial, when both should be considered.
Staff stated that is not the intent of the Plan and will look into it prior to the Council meeting.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
45
46
COUNCIL AGENDA SYNOPSIS
Imtiais
Meeting Date
Prepared by
Ma ,or's review
Council raven)
12/02/13
CT
1 1 Resolution
AN Date
L Ordinance
Mig Date
1 1 Bid .42Pard
illigDate
Public Hearing
AkgDate
Other
Mig Date
SPONSOR — Council
r HR DCD Finance Fire 1 1 IT — P&R — Police — PW
Mayor
SPONSOR'S The Alliance One Lease Agreement expires on December 31, 2013. Administration is
SUMMARY proposing extending the lease through December 31, 2014 to coincide with the bienniel
budget cycle and proposing a 10% increase in the monthly rent.
REVIEWED BY — COW Mtg. CAM) Cmte
— ..
tilites Cmte 1 1 Arts Comm.
U i
DATE: 11/19/2013
F&S Cmte
Transportation Cmte
Comm. Planning Comm.
CHAIR: DENNIS ROBERTSON
Parks
COMMITTEE
ITEM INFORMATION
ITEM No.
5.D.
47
STAFF SPONSOR: DAVID CLINE
ORIGINAL AGENDA DATi.:: 12/02/13
AGENDA ITEM TITI,I Alliance One Lease Agreement Amendment
CxtEGoRy 1 1 Disaission
AN Date
z Motion
ilkgDate 12/2/13
1 1 Resolution
AN Date
L Ordinance
Mig Date
1 1 Bid .42Pard
illigDate
Public Hearing
AkgDate
Other
Mig Date
SPONSOR — Council
r HR DCD Finance Fire 1 1 IT — P&R — Police — PW
Mayor
SPONSOR'S The Alliance One Lease Agreement expires on December 31, 2013. Administration is
SUMMARY proposing extending the lease through December 31, 2014 to coincide with the bienniel
budget cycle and proposing a 10% increase in the monthly rent.
REVIEWED BY — COW Mtg. CAM) Cmte
— ..
tilites Cmte 1 1 Arts Comm.
U i
DATE: 11/19/2013
F&S Cmte
Transportation Cmte
Comm. Planning Comm.
CHAIR: DENNIS ROBERTSON
Parks
COMMITTEE
RECOMMENDATIONS:
SpoNsoR/ADmIN.
COMMITIEN,
Mayor's Office
Unanimous Approval; Forward to Consent Agenda on 12/02/2013
COST IMPACT / FUND SOURCE
EXPI,INDITURI REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/02/13
MTG. DATE
ATTACHMENTS
12/02/13
Informational Memorandum dated 11/06/13
Copy of Lease Agreeement No.13-147 with Alliance One
Draft Amendment to Lease No. 13-147
Minutes from the Finance and Safety Committee Meeting of 11/19/13
47
48
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
CITY COUNCIL
FROM: David Cline, City Administrator fie
DATE: November 6, 2013
SUBJECT: Alliance One Lease Agreement
ISSUE
The current lease agreement with Alliance One Management Receivables expires on December
31, 2013.
BACKGROUND
Alliance One is the company Tukwila Municipal Court contracts with to provide collection
services for unpaid court fines and fees and also manages long -term payment plans for our
customers not in collections. In May 2009, Alliance One began leasing space with the City of
Tukwila. Per RCW 35A.11.010 and 35A.11.020 all lease agreements must go before City
Council for authorization.
DISCUSSION
Per direction from the Council in August, 2013 Administration continued the lease agreement
with Alliance One Management Receivables through December 31, 2013. We are proposing to
extend the lease agreement through December 31, 2014, to coincide with the biennium budget
cycle, as well as a 10% increase ($75 /month) in the monthly rent as there has not been an
increase since 2011.
FINANCIAL IMPACT
The 10% increase in rent for 2014 means Alliance One would pay the City of Tukwila $825.00 a
month to lease space in the court area.
RECOMMENDATION
The Committee is being asked to move this item forward to the consent agenda of the
December 2, 2013 City Council Meeting for approval and authorization for execution by the
Mayor.
ATTACHMENTS
Copy of Contract 13 -147, Draft of Proposed Amendment
49
50
Agreement Number: 13 -147
City of Tukwila Council Approval 8/5/13
6200 Southcenter Boulevard, Tukwila WA 98188
LEASE AGREEMENT
THIS LEASE AGREEMENT, dated .5 (d1 M4 J'DP.)-1, 2013 is made between the City of Tukwila
( "the City" or "Lessor ") and Alliance One Receivables Management, Inc. ( "Alliance" or "Lessee ").
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto
agree as follows:
1. Premises. Lessor does hereby agree to lease to Lessee, upon the following terms and conditions,
one (1) front counter workspace at the Tukwila Municipal Court located at 6200 Southcenter
Blvd,, Tukwila, Washington ( "Premises ").
2. Term. This agreement shall be in full force and effect for period commencing July 1, 2013 and
ending December 31, 2013 unless sooner terminated under the provisions hereinafter specified.
3. Rent. Lessee covenants and agrees to pay Lessor, at Lessor's address, without deduction or
offset, rent of Seven Hundred Fifty Dollars ($750.00) per month ( "Rental Payment "). The Rental
Payment shall be submitted to Lessor on a monthly basis due by the 15th day of each month. Any
and all ancillary costs associated with Lessee's use of the Premises shall be borne by Lessee.
4. Leasehold Excise Tax. Lessee shall pay any leasehold excise tax due pursuant to RCW 82.29A
to Lessor by the 15's of each month at the rate of 12.84% of rental amount. The Leasehold Excise
tax shall be paid in addition to the monthly rental payment. If the State of Washington changes
the leasehold excise tax and another jurisdiction also imposes this tax, the tax payable by the
Lessee shall be correspondingly modified in compliance with RCW 82.29A.
5. Use of Premises by Lessee. Lessee shall have exclusive use of the Premises for payment
collection and shall provide their own personnel to staff the Premises between 8:30 a.m. a nd 4 :30
p.m. Monday through Friday. Lessee's personnel at the Premises shall provide customer service
at a level satisfactory to the Lessor. Lessor reserves the right to immediately terminate this lease
agreement should the Lessee's customer service levels fail to meet the standards set by Lessor.
6. Utilities, Equipment and Services. Lessee shall provide daily armored car service, Monday
through Friday, to transport deposits from the Premises. Lessee shall provide any equipment
necessary for the prescribed use of the Premises, included but not limited to computers, fax/copy
machines and telephones. Lessee shall be responsible for setting up and maintaining their own
telephone and interne connections.
7. Signage. Lessee shall provide, at their own expense, signage to be placed at the Premises; all
signage shall be pre- approved by Lessor before being posted on the Premises.
8. Assignment and Subletting. Lessee shall not assign this lease or sublet any portion of the
Premises. Any sublease or assignment made in violation of this provision shall be void.
9. Indemnification and Hold Harmless. Lessee shall indemnify, defend and hold harmless Lessor,
its officers, agents and employees, from and against any and all claims, losses or liability,
including attorneys' fees, arising from injury or death to persons or damage to property
occasioned by any act, omission or failure of Lessee, its officers, agents and employees, in
Alliance One Lease Agreement
Page 1 of 3
1 —�f a
51
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
performing the work required by this Agreement. With respect to the performance of this
Agreement as to claims against Lessor, its officers, agents and employees, Lessee expressly
waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance
Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold
harmless provided for in this paragraph extends to any claim brought by or on behalf of any
employee or Lessee. This waiver is mutually negotiated by the parties. This paragraph shall not
apply to any damages resulting from the sole negligence of the Lessor, its agents or employees.
To the extent that any of the damages referenced by this paragraph were caused by or resulted
from the concurrent negligence of Lessor, its agents or employees, this obligation to indemnify,
defend and hold harmless is valid and enforceable only to the extent of the negligence of Lessee,
its officers, agents and employees.
10. Insurance. Lessee shall procure and maintain in full force throughout the duration of the
Agreement Commercial General Liability insurance with limits no less than $1,000,000 each
occurrence, $2,000,000 general aggregate and $2,000,000 products- completed operations
aggregate limit. Commercial General Liability insurance shall be written on ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, independent contractors,
products- completed operations, stop gap liability, personal injury and advertising injury, and
liability assumed under an insured contract. The Commercial General Liability insurance shall be
endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85 or an
equivalent endorsement. There shall be no endorsement or modification of the Commercial
General Liability Insurance for liability arising from explosion, collapse or underground property
damage. The City shall be named as an insured under the Contractor's Commercial General
Liability insurance policy with respect to the work performed for the City using ISO Additional
Insured endorsement CG 20 10 10 01 and Additional Insured - Completed Operations endorsement
CG 20 37 10 01 or substitute endorsements providing equivalent coverage and shall include a
provision prohibiting cancellation or reduction in the amount of said policy except upon thirty
(30) days prior written notice to Lessor. Cancellation of the required insurance shall
automatically result in termination of this Agreement.
Certificates of coverage as required by Paragraph A above shall be delivered to Lessor
within fifteen (15) days of execution of this Agreement.
11. Holding Over. Any holding over on the Premises after the termination of the term of this lease
shall be construed to be a tenancy from month -to -month with the same valuable consideration for
rent being provided on a pro rata basis per month. Such holding over shall otherwise be on all the
terms and conditions of this Lease Agreement.
12. Notices. Notices to Lessor shall be sent to the following address:
City of Tukwila
Attention: City Clerk
6200 Southcenter Boulevard
Tukwila WA 98188
Alliance One Lease Agreement Page 2 of 3
52
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
Notices to Lessee shall be sent to the following address:
Alliance One Receivables, Inc.
Tricia Purcell, Client Service Manager
6565 Kimball Drive, Suite 200
PO Box 2449
Gig Harbor WA 98335
13. Effect of Invalidity. If any provision of this Lease Agreement or the application thereof to any
person or circumstance shall to any extent be invalid, the remainder of this Lease Agreement or
the application of such provision to persons or circumstances other than those as to which it is
held invalid shall not be affected thereby and each provision of this Lease Agreement shall be
valid and enforced to the fullest extent permitted by law.
14. Entire Agreement — Amendments. This printed Lease Agreement together with all exhibits
expressly incorporated herein by reference and attached hereto shall constitute the whole
agreement between the parties. There are no terms, obligations, covenants or conditions other
than those contained herein. Except as otherwise provided, no modification or amendment of this
Lease Agreement shall be valid or effective unless evidenced by an agreement in writing signed
by both parties.
15. Termination. Lessor or Lessee may terminate this lease at any time on or before the expiration of
the lease term upon thirty (30) days prior written notice to the other party.
16. Applicable Law — Venue: Attorney's Fees. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington. In the event any suit,
arbitration, or other proceeding s instituted to enforce any term of this Agreement, the parties
specifically understand and agree that venue shall be properly laid in King County, Washington.
The prevailing party in any such action shall be entitled to its attorneys' fees and costs of suit.
DATED this day of F3e-13-4-C..01.%-P)-)
CITY OF TUKWILA
ATTEST /AUTHENTICATED
.-,,f,
City Clerk
Alliance One Lease Agreement
U
,2013
ALLIANCE ONE RECEWABLE f, INC.
31111
1v rQ -Afz, CCU
APPROVED AS TO FORM J
ager
City Attorney
Page 3 of 3
53
54
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
LEASE AGREEMENT
Amendment #1
Between the City of Tukwila and Alliance One Receivables Management, Inc.
That portion of Contract No. 13 -147 between the City of Tukwila and Alliance One Receivables
Management, Inc. is amended as follows:
Section 2:
Term. This agreement shall be in full force and effect for a period commencing January
1, 2014 and ending December 31, 2014 unless sooner terminated under the provisions
specified in Contract 13 -147.
Section 3: Rent. Lessee covenants and agrees to pay Lessor, at Lessor's address, without
deduction or offset, rent of Eight Hundred Twenty -Five Dollars ($825.00) per month
( "Rental Payment "). The Rental Payment shall be submitted to Lessor on a monthly
basis due by the 15th day of each month. Any and all ancillary costs associated with
Lessee's use of the Premises shall be borne by Lessee.
All other provisions of the contract shall remain in full force and effect.
Dated this
day of ,2013.
CITY OF TUKWILA ALLIANCE ONE MANAGEMENT RECEIVABLES, INC.
Jim Haggerton, Mayor
ATTEST /AUTHENTICATED
City Clerk
Harry Neerenberg, CFO
APPROVED AS TO FORM
City Attorney
Alliance One Management Receivables Inc. Amendment #1 Page 1 of 1
55
56
Finance & Safety Committee Minutes November 19, 2013 — Page 3
E. Contract Amendment with Berk and Associates
Staff is seeking Council approval of an amendment to the contract with Berk and Associates for services
relating to Strategic Plan implementation. This amendment would extend the contract through 2014 and
will not exceed $65,000, funding for which will continue from the Mayor's Office 2013/2014 budget.
Project components include facilitated work sessions with City leadership and the development of action
oriented work plans. Berk has engaged in extensive work with the City thus far and has great
understanding of its unique strengths and challenges.
In response to questions and discussion from Committee members, staff confirmed that Berk does have a
role in public outreach and engagement efforts. After this contract renewal expires at the end of 2014, it is
reasonable to expect that Berk's primary relationship to the Strategic Plan implementation will end. Staff
noted that Brian Murphy's hourly rate will be corrected to $200 /hour in the budget on the second page of
the Scope of Work. This does not affect the dollar amount for the contract amendment. UNANIMOUS
APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
F. Lease Agreement Amendment with Alliance One Receivables
Staff is seeking Council approval of an amendment to the lease agreement with Alliance One Receivables
Management, Inc. that would extend the lease through December 31, 2014 and increase the monthly rent
by 10% to $825. Committee members had no questions. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 2 REGULAR CONSENT AGENDA.
G. Council Review and Approval Process for Vouchers
At its September 17 meeting, the Committee requested staff return with information about the process and
legal standard for Council approval of vouchers. It has been the Council's practice for an individual
Councilmember, selected on a rotating basis, to review and sign off on vouchers prior to the full Council's
approval in a Regular meeting. The RCW and the State Auditor's BARS manual grants the governing
body the responsibility to "ensure that the system of auditing and certifying vouchers is operating in a
manner to provide the greatest possible protection for the governing body members and the municipality."
The City's current financial management system has numerous procedural checks and balances, including
review and approval by the initiating department director, the Accounts Payable Fiscal Specialist, the
Accounts Payable Fiscal Coordinator and the Finance Director. The level of review provided by the
Council is a matter of judgment and confidence placed in the existing controls of the financial management
system. The City's procurement policy and procedures will be reviewed in 2014 and voucher approval
will be re- addressed then.
Further discussion by Committee members revealed that they like having the access and opportunity for
voucher review, but there is disparity between the detail of review provided by each of them. The
Committee asked Finance Director Peggy McCarthy to state her expectation of the individual Council
review. She mentioned that it is a learning opportunity for the Councilmember to learn fund numbers and
gain a general understanding of the City's expenditures. The reviewing Councilmember should understand
the nature of transactions, be comfortable with the business purposes of spending, be alert to large,
unusual, or sensitive items, and gain confidence that transactions are consistent with City policies.
The Committee asked the Council Analyst to work with staff to add similar language to the draft Council
Policy on Voucher Review that is scheduled to come before the Committee of the Whole on November 25.
A related issue regarding Council signoff on payroll expenditures will be further explored in 2014
INFORMATION ONLY.
57
58
COUNCIL AGENDA SYNOPSIS
Meeting Date
12/02/13
Prepared by
Yr
Ma or's rcuiew
Counce7 review
ITEM INFORMATION
ITEM No.
5.E.
59
STAFF SPONSOR: DAVID CLINE
ORIGINAL AGENDA DATE: 12/02/13
AGENDA ITEM TITLE
Strategic
Development
Planning - Contract with Berk Consulting - Implementation and Leadership
Motion
Date 12/2/13
Resolution
Mtg Date
Ordinance
Mtg Date
Bid Award
Mtg Date
Public Hearing
AligDate
Other
Mtg Date
CATEGORY R Discussion
I
Mtg Date
Mtg
SPONSOR Council I Mayor LI HR Lill DCD Finance Fire 111 IT P&R • Police PW
SPONSOR'S The City Administration is recommending amending the contract with Berk & Associates
SUMMARY for continued assistance in the implementation of the City's Strategic Plan. The proposed
amendment would extend the contract through December 31, 2014 and would not exceed
$65,000 for services provided in 2014.
REVIEWED BY COW Mtg. CA&P Cmte
Utilities Cmte Arts Comm.
DATE: 11/19/13
1 F&S Cmte
Li Transportation Cmte
Comm. Lil Planning Comm.
CHAIR: DENNIS ROBERTSON
Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
Commirrm
Mayor's Office
Unanimous Approval; Forward to Consent Agenda on 12/02/2013
COST IMPACT / FUND SOURCE
EXPENDITURE, REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$65,000 $100,000 $65,000
Fund Source: MAYOR'S OFFICE BUDGET, 2013-2014
Comments: Mayor's Office Budget 000.03.513.100.41.02
MTG. DATE
RECORD OF COUNCIL ACTION
12/02/13
MTG. DATE
ATTACHMENTS
12/02/13
Informational Memorandum dated 11/06/2013
Copy of Contract 13-042 with Berk & Associates
Draft Amendment to Contract 13-042
Minutes from the Finance and Safety Committee Meeting of 11/19/2013
59
60
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
FINANCE AND SAFETY COMMITTEE
FROM: Joyce Trantina, Mayor's Offic /
DATE: November 6, 2013
SUBJECT: Strategic Planning Implementation — Draft Amendment to the Berk &
Associates Contract
ISSUE
The City is recommending an extension of the contract with Berk and Associates to continue
assistance to the City in the implementation of the Strategic Plan. As a result of the significant
amount of time spent working across the various stakeholders in our community, Berk staff have
an excellent understanding of the unique challenges and expected outcomes by the various
groups.
BACKGROUND
Berk and Associates have provided excellent leadership and guidance to the City in developing
and implementing the Strategic Plan and we would like to utilize this expertise during 2014 as
we work through the 2015/2016 biennium budget process. These funds are included in the
2013/2014 budget.
DISCUSSION
The project components will include facilitated work sessions with City leadership, engaging City
leaders in a process that builds action oriented workplans. This work will expand the City's
organization and development work by establishing City of Tukwila Values that guide how we
work with one another and how we treat our partners and customers
This contract amendment will extend the contract through December 31, 2014 and will not
exceed $65,000 in 2014. This will continue to be funded by the Mayor's office 2013/2014
budget.
RECOMMENDATION
The Committee is being asked to move this item forward to the consent agenda of the
December 2, 2013 City Council Meeting for approval and authorization for execution by the
Mayor.
ATTACHMENTS
Copy of Contract 13 -042, Draft of Proposed Amendment
61
62
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Contract Number: 13 -042
Council Approval 2/4/13
CONSULTANT AGREEMENT FOR
STRATEGIC PLANNING (CONSULTING) SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City ", and Berk & Associates, hereinafter referred to as "the Consultant ", in
consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform consulting services in
connection with the project titled Strategic Planning,
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor, materials, equipment and supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending December 31, 2013, unless sooner
terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon written notice by the City to the Consultant to proceed. The Consultant shall
perform all services and provide all work product required pursuant to this Agreement no later
than December 31, 2013 unless an extension of such time is granted in writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as outlined in Exhibit
"A" attached hereto, provided that the total amount of payment to the Consultant shall
not exceed $65,000.00 without express written modification of the Agreement signed by
the City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this Agreement and its acceptance by the City.
D. Payment as provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and the state of Washington for a
period of three (3) years after final payments. Copies shall be made available upon
request.
ctt
63
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and
damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, and volunteers, the Consultant's liability,
including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's
negligence. It is further specifically and expressly understood that the indemnification
provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance,
Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement.
8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees. Consultant's maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at
law or in equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the limits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident. Automobile Liability
insurance shall cover all owned, non - owned, hired and leased vehicles. Coverage
shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute
form providing equivalent liability coverage. If necessary, the policy shall be
endorsed to provide contractual liability coverage.
Berk & Associates Consultant Agreement Page 2 of 5
64
2. Commercial General Liability insurance with limits no less than $1,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be written on ISO occurrence form CG 00 01 and shall cover
liability arising from premises, operations, independent contractors and personal
injury and advertising injury. The City shall be named as an insured under the
Consultant's Commercial General Liability insurance policy with respect to the
work performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
4. Professional Liability with limits no less than $1,000,000 per claim and
$1,000,000 policy aggregate limit. Professional Liability insurance shall be
appropriate to the Consultant's profession.
B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they
shall be primary insurance with respect to the City. Any Insurance, self- insurance, or
insurance pool coverage maintained by the City shall be excess of the Consultant's
insurance and shall not be contributed or combined with it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
D. Verification of Coverage. Consultant shall furnish the City with original certificates and
a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Consultant
before commencement of the work. Certificates of coverage and endorsements as required
by this section shall be delivered to the City within fifteen (15) days of execution of this
Agreement.
E. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
F. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds due
the Consultant from the City.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither the Consultant nor any employee of the
Consultant shall be entitled to any benefits accorded City employees by virtue of the services
provided under this Agreement. The City shall not be responsible for withholding or
otherwise deducting federal income tax or social security or for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with respect to
the Consultant, or any employee of the Consultant.
Berk & Associates Consultant Agreement Page 3 of 5
65
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon
or resulting from the award or making of this contract. For breach or violation of this warrant,
the City shall have the right to annul this contract without liability, or in its discretion to
deduct from the contract price or consideration, or otherwise recover, the full amount of such
fee, commission, percentage, brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under
this Agreement, will not discriminate on the grounds of race, color, national origin, religion,
creed, age, sex or the presence of any physical or sensory handicap in the selection and
retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non - Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10)
days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Consultant and the City, if the City so chooses.
15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is
instituted to enforce any term of this Agreement, the parties specifically understand and agree
that venue shall be properly laid in King County, Washington. The prevailing party in any
such action shall be entitled to its attorney's fees and costs of suit. Venue for any action
arising from or related to this Agreement shall be exclusively in King County Superior Court.
16. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any
other provisions hereof and all other provisions shall remain fully enforceable. The provisions
of this Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
Berk & Associates Consultant Agreement Page 4 of 5
66
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila WA 98188
Notices to Consultant shall be sent to the following address:
Berk & Associates
Attn: Brian Murphy
2025 First Avenue Suite 800
Seattle WA 98121
18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
DATED this °17-4 day of h f y , 2013.
CITY OF TUKWILA
Attest/Authenticated:
CONSULTANT
Michael Hodgins
Title: Principal
Approved as to Form:
Office of the City Attorney
Berk & Associates Consultant Agreement Page 5 of 5
67
68
City of Tukwila Agreement Number:
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Amendment #1
Between the City of Tukwila and Berk & Associates
That portion of Contract No. 13 -042 between the City of Tukwila and Berk & Associates is
amended as follows:
Section 3. Duration of Agreement; Time for Performance. The term of this Agreement is
extended to December 31, 2014, unless sooner terminated under the provisions specified in Contract
13 -042. The Consultant shall perform all services and provide all work product required pursuant
to this Agreement no later than December 31, 2014 unless an extension of such time is granted in
writing by the City.
Section 4. Payment. The Consultant shall be paid by the City for completed work and for
services rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as outlined in the
Revised Exhibit "A" attached hereto, provided that the total amount of payment to the
Consultant shall not exceed $65,000 per calendar year without express written
modification of the Agreement signed by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this
day of , 2013.
CITY OF TUKWILA CONTRACTOR
Jim Haggerton, Mayor Printed Name /Title: Michael Hodgins, Principal
ATTEST /AUTHENTICATED APPROVED AS TO FORM
City Clerk City Attorney
69
70
Revised Exhibit A
CITY OF TUKWILA STRATEGIC PLAN
IMPLEMENTATION Proposed Scope of Work: 1/16/13
CT1JETJD R !AN
The City of Tukwila has recently adopted a city -wide
Strategic Plan. This Plan was developed through
extensive community and staff involvement, with a
Steering Committee comprised of community
representatives serving as the primary plan
development body. The Plan establishes a Community
Vision, a City of Tukwila Mission Statement, and five
Goals and supporting Objectives. The Plan also
establishes the City Performance and Accountability
Model that establishes a framework for developing
annual workplans aligned to the Strategic Plan.
The City is now in its first year implementing the
Strategic Plan. The City seeks assistance in tying City
plans and actions to the Strategic Plan, and additional
support to develop the tools, frameworks, and
performance measures to guide and manage this
ongoing process. Tools are needed to support the
development of workplans and to track and publically
communicate progress. The work to be accomplished
in 2013 will establish the framework and tools for the City's annually recurring workplanning process
Performance and Accountability Model.
FE ffs tl ,NCE =ir OUNTA I T' € O EL
mw tp qtr y tOtNr
eggagmeM
Cfzrsar`rrectaf'sd'�r�,nz�rs
per the
City
Over the course of a year, BERK will work closely with City leadership to develop the systems and tools necessary
to align City efforts with the Strategic Plan, building linkages among the Strategic Plan, existing systems, and
ongoing practices of the Tukwila organization. BERK will directly support the City in using these tools during this
first year of implementation, improving them for ongoing use given lessons learned during the 2013 cycle.
We propose a collaborative and responsive approach, and will work closely with City leadership to advance the
effort in the most effective ways possible.
Facilitated Worksessions with City Leadership. BERK will design and facilitate effective worksessions with the
City's Leadership Team and possibly City Council. We will design the worksessions to engage City leaders in
bridging from the Vision and ambitions of the Strategic Plan to action - oriented workplans that direct and evaluate
City actions and investments. The discussions will begin at a City -wide level, considering phasing and prioritization
of the full Strategic Plan over a 5 -year period. Once a conceptual phased approach to implementation is
established, additional work will occur at the department and cross - department level to establish departmental
and cross - functional workplans and performance measures. We will facilitate the Executive Team's work in
71
72
City of Tukwila — Strategic Plan Implementation
Proposed Scope of Work 1/16/13
developing, evaluating, and approving these workplans. Once they are approved, plans will be communicated and
progress evaluated in a transparent process.
Organizational Capacity Development. As described in Goal Four of the Strategic Plan, it is important that the City
of Tukwila develop the organizational culture and capacity to deliver on the promises of the Strategic Plan. BERK
will assist in this process, coordinating with any additional resources the City brings to bear on this important topic.
Communications Support. BERK will support the City in communicating workplans to both internal and external
audiences, ensuring that City staff, residents, business owners, partners, and other interested parties have the
ability to easily understand and track the City's process and progress.
Anticipated Outcomes and Workproducts
Through this process, we anticipate collaborating with the City to develop the following workproducts, which will
be delivered to the City in a format and fashion supportive of the City owning, modifying, and using these tools for
years to come.
• Conceptual phasing of all elements of the Strategic Plan.
• Annual departmental workplans that align with the City's Strategic Plan and budget.
• Additional schematics and frameworks that illustrate alignment, clarify roles, and otherwise provide
information about the relationships between people, processes, and products.
• Performance measures to track and communicate process.
• Communication strategies and collateral pieces for ongoing communication with City residents and other
stakeholders, including web, email, social media, print media, and public meeting formats.
BUDGET
The budget for this effort is not to exceed $65,000, with BERK to invoice the City monthly on a time and materials
basis. BERK project staff will bill at the following rates:
• Brian Murphy: $180 /hour 2013 $200 /hour 2014
• Dawn Couch: $140 /hour
• Associate Support: $115 /hour
• Project Associate Support: $70 /hour
2
Finance & Safety Committee Minutes November 19, 2013 — Page 3
E. Contract Amendment with Berk and Associates
Staff is seeking Council approval of an amendment to the contract with Berk and Associates for services
relating to Strategic Plan implementation. This amendment would extend the contract through 2014 and
will not exceed $65,000, funding for which will continue from the Mayor's Office 2013/2014 budget.
Project components include facilitated work sessions with City leadership and the development of action
oriented work plans. Berk has engaged in extensive work with the City thus far and has great
understanding of its unique strengths and challenges.
In response to questions and discussion from Committee members, staff confirmed that Berk does have a
role in public outreach and engagement efforts. After this contract renewal expires at the end of 2014, it is
reasonable to expect that Berk's primary relationship to the Strategic Plan implementation will end. Staff
noted that Brian Murphy's hourly rate will be corrected to $200 /hour in the budget on the second page of
the Scope of Work. This does not affect the dollar amount for the contract amendment. UNANIMOUS
APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
F. Lease Agreement Amendment with Alliance One Receivables
Staff is seeking Council approval of an amendment to the lease agreement with Alliance One Receivables
Management, Inc. that would extend the lease through December 31, 2014 and increase the monthly rent
by 10% to $825. Committee members had no questions. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 2 REGULAR CONSENT AGENDA.
G. Council Review and Approval Process for Vouchers
At its September 17 meeting, the Committee requested staff return with information about the process and
legal standard for Council approval of vouchers. It has been the Council's practice for an individual
Councilmember, selected on a rotating basis, to review and sign off on vouchers prior to the full Council's
approval in a Regular meeting. The RCW and the State Auditor's BARS manual grants the governing
body the responsibility to "ensure that the system of auditing and certifying vouchers is operating in a
manner to provide the greatest possible protection for the governing body members and the municipality."
The City's current financial management system has numerous procedural checks and balances, including
review and approval by the initiating department director, the Accounts Payable Fiscal Specialist, the
Accounts Payable Fiscal Coordinator and the Finance Director. The level of review provided by the
Council is a matter of judgment and confidence placed in the existing controls of the financial management
system. The City's procurement policy and procedures will be reviewed in 2014 and voucher approval
will be re- addressed then.
Further discussion by Committee members revealed that they like having the access and opportunity for
voucher review, but there is disparity between the detail of review provided by each of them. The
Committee asked Finance Director Peggy McCarthy to state her expectation of the individual Council
review. She mentioned that it is a learning opportunity for the Councilmember to learn fiord numbers and
gain a general understanding of the City's expenditures. The reviewing Councilmember should understand
the nature of transactions, be comfortable with the business purposes of spending, be alert to large,
unusual, or sensitive items, and gain confidence that transactions are consistent with City policies.
The Committee asked the Council Analyst to work with staff to add similar language to the draft Council
Policy on Voucher Review that is scheduled to come before the Committee of the Whole on November 25.
A related issue regarding Council signoff on payroll expenditures will be further explored in 2014
INFORMATION ONLY.
73
74
COUNCIL AGENDA SYNOPSIS
------ - ---------- ----Initial' --
MeetingDate
Prepared by
12/2/13
DCS
Mayor's review
Council review
ITEM INFORMATION
ITEM NO.
5.F.
STAFF SPONSOR: KATHERINE KERTZMAN
ORIGINAL AGENDA DATE: 12/2/13
AGENDA ITEM TITLE Seattle Express Shuttle Service Contract
CATEGORY a Discussion
12/2/13
Motion
Resolution
Mtg Date
Ordinance
Mtg Date
Bid Award
Mt Date
Public Hearirig
Mtg Date
1 Other
Mtg Date
Mtg Date 12/2/13
Mtg Date
SPONSOR 1 Council I Mayor HR • DCD Finance Fire IT • P&R Police • PW
SPONSOR'S Council is being asked to authorize the Mayor to sign a service contract in an amount not
SUMMARY to exceed $120,000 on behalf of Seattle Southside Visitor Service with Miller Schmer, Inc.
doing business as Seattle Express for shuttle services..
REVIEWED BY LI COW Mtg. LI CA&P Cmte
Utilities Crnte Arts Comm.
DATE: 11/19/13
0 F&S Cmte
Transportation Cmte
Comm. Planning Comm.
CHAIR: ROBERTSON
Lil Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Mayor's Office
Unanimous Approval; Forward to Regular Meeting Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE
REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$120,000 $0
$120,000
Fund Source: FUND 101 (LODGING TAX)
Comments.'
MTG. DATE
RECORD OF COUNCIL ACTION
MTG. DATE
ATTACHMENTS
12/2/13
Informational Memorandum dated 10/16/13
Proposed Contract
75
76
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
FINANCE AND SAFETY COMMITTEE
FROM: Katherine Kertzman
TOURISM PROGRAM MANAGER
DATE: October 16, 2013
SUBJECT: SEATTLE EXPRESS SHUTTLE SERVICES CONTRACT
ISSUE
The Council is being asked to authorize the Mayor to sign a shuttle services contract with Miller Schmer Inc.
doing business as "Seattle Express" on behalf of Seattle Southside Visitor Services (SSVS).
BACKGROUND
For over 12 years SSVS has hired Seattle Express to provide regularly scheduled shuttle services from
hotels in the City of SeaTac to Westfield Southcenter, seven days a week (excluding some major
holidays). Currently the City of SeaTac contributes 100% of the shuttle costs as a part of the annually
approved tourism marketing initiatives SSVS provides to the City of SeaTac. The City of SeaTac's Hotel
Motel Advisory Committee members support funding the complimentary shuttle service for their guests
because it conveys added value to selling their properties to potential overnight guests and groups; the City
of Tukwila incurs no cost but receives the sales tax from shoppers. Seattle Express delivered more than
28,000 riders /shoppers to Westfield Southcenter in 2012 resulting in $4,311,900 in estimated visitor
spending at Westfield. The shuttle is wrapped in Seattle Southside branded advertising.
As administrator of Seattle Southside, Tukwila contracts with the shuttle, pays them, and is reimbursed
100% for expenses from the SeaTac lodging tax fund. Currently, the cost is $10,000 per month.
Seattle Express has an Auto Transportation Certificate 01052 issued by the Washington Utilities and
Transportation Commission (WUTC) that gives Seattle Express the sole right to provide a scheduled shuttle
service, at a set rate, on a set route for hotel guests (in our cities) and no other company can provide this
shuttle service in our area which is defined as SeaTac and Tukwila. Therefore a competitive bid process is
not feasible for this contract.
ANALYSIS
The SeaTac Hotel Motel Advisory Committee reviewed the 2013 -2014 Seattle Express shuttle service
marketing initiatives on August 8, 2012 and approved.
The Tukwila Lodging Tax Advisory Committee reviewed the 2013 -2014 Seattle Express shuttle service
marketing initiative at the December 5, 2012 meeting and approved in the 2013 -2014 Seattle Southside
Marketing Initiatives.
Budget impacts: There is no additional budget request for this item because the cost for this work through
2014 was included within the Council approved 2013 -2014 Budget. Services will be paid out of the "SeaTac
Only" account that is funded 100% by the City of SeaTac. However, because the proposal amount is over
$40,000, it requires Council approval. Since this is a tourism program item, the costs will be paid out of
lodging taxes, not the City's general fund.
77
INFORMATIONAL MEMO
Page 2
RECOMMENDATION
The Council is being asked to authorize the Mayor to sign a service contract in an amount not to exceed
$120,000 on behalf of Seattle Southside Visitor Service with Miller Schmer Inc. doing business as Seattle
Express.
The Finance and Safety Committee is being asked to forward this item to the December 2, 2013 Regular
Meeting Consent agenda.
ATTACHMENTS
Proposed contract
78 C:1 Usersl melissa- h1AppDatalLocallMicrosoft\Windows \Temporary Internet Files \Content.Outlook \IIRWBE3Y \Memo to Fin Safety Seattle Express 2014 contract.docx
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Contract Number:
CONTRACT FOR SERVICES
This Agreement is entered into by and between the City of Tukwila, Washington, a non - charter
optional municipal code city hereinafter referred to as "the City," and Seattle Express, hereinafter referred
to as "the Contractor," whose principal office is located at 8028 180th St. SE, Snohomish, WA 98296.
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain
terms and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $120,000 at a rate of $10,000 per month.
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the
City whenever the Contractor desires to amend its budget in any way.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
January 1, 2014, and ending December 31, 2014, unless sooner terminated under the provisions
hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor
with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
CA Revised 1 -2013 Page 1 of 6
79
6. Indemnification. The Contractor shall defend, indemnify and hold the City, its officers, agents,
officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits
including attorney fees, arising out of or in connection with the performance of this Agreement, except
for injuries and damages caused by the sole negligence of the City. Should a court of competent
jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability
for damages arising out of bodily injury to persons or damages to property caused by or resulting from
the concurrent negligence of the Contractor and the City, its officers, officials, employees, and
volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's
negligence. It is further specifically and expressly understood that the indemnification provided herein
constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for
the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The
provisions of this section shall survive the expiration or termination of this Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in connection
with the performance of the work hereunder by the Contractor, their agents, representatives,
employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits
as required herein shall not be construed to limit the liability of the Contractor to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in
equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury and
property damage of $5,000,000 per accident. Automobile liability insurance shall cover all
owned, non - owned, hired and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If
necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $5,000,000 each occurrence,
$5,000,000 general aggregate and $5,000,000 products- completed operations aggregate limit.
Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors, products -
completed operations, stop gap liability, personal injury and advertising injury, and liability
assumed under an insured contract. The Commercial General Liability insurance shall be
endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85 or an
equivalent endorsement. There shall be no endorsement or modification of the Commercial
General Liability Insurance for liability arising from explosion, collapse or underground
property damage. The City shall be named as an insured under the Contractor's Commercial
General Liability insurance policy with respect to the work performed for the City using ISO
Additional Insured endorsement CG 20 10 10 01 and Additional Insured- Completed
Operations endorsement CG 20 37 10 01 or substitute endorsements providing equivalent
coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
CA Revised 1 -2013 Page 2 of 6
80
B. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General
Liability insurance policies are to contain, or be endorsed to contain that they shall be primary
insurance with respect to the City. Any insurance, self - insurance, or insurance pool coverage
maintained by the City shall be excess of the Contractor's insurance and shall not contribute with
it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A: VII.
D. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy
of the amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of the Contractor before commencement of
the work.
E. Subcontractors. The Contractor shall have sole responsibility for determining the insurance
coverage and limits required, if any, to be obtained by subcontractors, which determination shall
be made in accordance with reasonable and prudent business practices.
F. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this
work with written notice of any policy cancellation, within two business days of their receipt of
such notice.
G. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of contract, upon which the City may, after giving five
business days notice to the Contractor to correct the breach, immediately terminate the contract or,
at its discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion
of the City, offset against funds due the Contractor from the City.
8. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW
Chapter 40.14 and by the City.
9. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Termination. This Agreement may be terminated by the City at any time and for any reason by the
City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the
same. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right
to terminate this Agreement immediately.
11. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant
for employment, or any person seeking the services of the Contractor to be provided under this
Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or
presence of any sensory, mental or physical handicap.
CA Revised 1 -2013 Page 3 of 6
81
12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
13. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Contractor and supersedes
all prior negotiations, representations, or agreements written or oral. No amendment or modification
of this Agreement shall be of any force or effect unless it is in writing and signed by the parties.
14. Severability and Survival. If any term, condition or provision of this Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement,
which by their sense and context are reasonably intended to survive the completion, expiration or
cancellation of this Agreement, shall survive termination of this Agreement.
15. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
Seattle Southside Visitor Services
3100 South 176th St.
Seattle, WA 98188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney's fees and costs of suit.
DATED this day of , 20 .
CITY OF TUKWILA CONTRACTOR
By:
Mayor, Jim Haggerton
ATTEST/AUTHENTICATED:
City Clerk, Christy O'Flaherty
APPROVED AS TO FORM:
Office of the City Attorney
Printed Name and Title:
Address:
CA Revised 1 -2013 Page 4 of 6
82
Exhibit A
Scope of Services
1. Provide a complimentary regularly scheduled round trip shuttle service for SeaTac hotel guests to
the Westfield Southcenter.
2. The route schedule will be published online and in printed format to be distributed to all SeaTac
hotels, SSVS and Westfield Southcenter.
3. Seattle Express will not make changes to the published schedule without prior written approval
from SSVS staff.
4. Seattle Express will be responsible for all maintenance and upkeep of shuttle fleet and any
associated fees.
5. Permit SSVS to wrap the shuttle van(s) used for Westfield Shuttle service in Seattle Southside
branded advertising at SSVS's expense.
6. Shuttle service will operate seven days a week, excluding certain holidays.
7. Include Seattle Southside webpage link on Seattle Express website.
8. Promote the Seattle Southside visitor center by providing shuttle riders with SSVS Visitor Guide
and Map and encouraging them to utilize other visitor center services.
9. Shuttle drivers will act as tourism ambassador for the Seattle Southside area.
10. With each monthly invoice, provide a ridership total report for the month being billed.
CA Revised 1 -2013 Page 5 of 6
83
Exhibit B
Compensation
Contractor shall submit invoices to the City within fourteen days of the end of each month. Invoices shall
be mailed to:
Seattle Southside Visitor Services
3100 South 176 Street
Seattle, WA 98188
The total amount to be paid under this contract shall not exceed $120,000 and will be paid at a fixed rate
of $10,000 per month.
CA Revised 1 -2013
84
Page 6 of 6
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
November 19, 2013 — 5:30 p.m.; Conference Room #3
City of Tukwila
Finance and Safety Committee
PRESENT
Councilmembers: Dennis Robertson, Chair; De'Sean Quinn and Verna Seal
Staff: David Cline, Peggy McCarthy, Joyce Trantina, Kimberly Matej, Rick Still, Tracy Gallaway,
Dave Johnson, Warren Orr, Mike Villa, Stephanie Brown, Kim Gilman, Derek Speck,
Katherine Kertzman, Mary Miotke, Ryan Larson, Peter Lau, Cyndy Knighton, Laurel
Humphrey
Guest: Chuck Parrish
CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
Consensus existed to take up item D - A Resolution relating to Non - Represented Employees' Wages and Benefits for
2014 as the second item of business.
A. Contract: Seattle Express Shuttle Service
Staff is seeking Council approval to enter into a contract with Miller Schroer, Inc., (doing business as
"Seattle Express ") to provide regularly scheduled shuttle services from hotels in the City of SeaTac to
Westfield Southcenter in Tukwila at a rate of $10,000 per month. Seattle Southside Visitor Services
(SSVS) has been providing this free shuttle service to hotel guests for over 12. years. As the administrator
of SSVS, Tukwila contracts the services with Seattle Express and the City of SeaTac lodging tax fund
reimburses 100% of the cost. Seattle Express delivered more than 28,000 individuals to Westfield
Southcenter in 2012, resulting in an estimated $4,311,900 in visitor spending. A competitive bid process is
not feasible for this contract since Seattle Express has an Auto Transportation Certificate granting them the
sole right to provide this service in our area. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 2 REGULAR CONSENT AGENDA.
B. Resolution: Relating to Non - Represented Employee 2014 Wages and Benefits
Staff is seeking Council approval of a resolution that would establish the 2014 salary schedule and benefits
for non - represented employees of the City of Tukwila. Pursuant to the compensation policy established by
Resolution No. 1796 in June 2013, Human Resources staff conducted a market study and regression
analysis of the Puget Sound jurisdictions within +/- 50% of Tukwila's assessed valuation. This study
revealed that Tukwila's non - represented wages are above average for the jurisdictions surveyed.
Therefore, staff is recommending no wage adjustment for non- represented employees in 2014. In
accordance with Council's expressed desire to be above average in the provision of benefits, staff is
recommending the following changes to non - represented benefits effective January 1, 2014.
1) An additional floating holiday for a total of two annually.
2) A one -time contribution of $500 per non - represented employee into their individual HRA /VEBA
account.
3) An increase in the clothing allowance for Police Chief, Fire Chief, Assistant Chiefs, and Police Records
Manager by an additional $250 per year.
85
86
COUNCIL AGENDA SYNOPSIS
Meeting Date
Prepared by
Mayors review
Council review
12/02/13
MM
A5NiKL,
ti.,;,
E Ordinance
Mtg Date
Bid Award
Altg Date
Public Hearing
Mtg Date
Other
Mtg Date
Mtg
SPONSOR Council Mayor HR DCD Finance Fire 0 IT E P&R Police PW
SPONSOR'S It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in
SUMMARY 2010 as a three-year agreement. The original licensing phase is now complete and this
renewal will allow the agreement to continue for the next three-years at a reduced rate for
software assurance. It is of benefit to the City to have the latest versions of Microsoft
software and operating systems installed and standardized as they become available, in
alignment with the City's Strategic Plan goal of a high performing organization.
REVIE M BY COW Mtg. CA&P Cmte
Utilities Cmte Arts Comm.
DATE: 11/19/13
0 F&S Cmte
Comm.
CHAIR:
• Transportation
Cmte
ITEM INFORMATION
ITEM NO.
5.G.
87
STAFF SPONSOR: MARY MIOTKE
ORIGINAL AGENDA DATE: 12/02/13
AGENDA ITEM TITLE Microsoft Enterprise Agreement Renewal
CATEGORY Discussion
Mtg Date
1
Motion
Date 12/2/13
Resolution
Mtg Date
E Ordinance
Mtg Date
Bid Award
Altg Date
Public Hearing
Mtg Date
Other
Mtg Date
Mtg
SPONSOR Council Mayor HR DCD Finance Fire 0 IT E P&R Police PW
SPONSOR'S It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in
SUMMARY 2010 as a three-year agreement. The original licensing phase is now complete and this
renewal will allow the agreement to continue for the next three-years at a reduced rate for
software assurance. It is of benefit to the City to have the latest versions of Microsoft
software and operating systems installed and standardized as they become available, in
alignment with the City's Strategic Plan goal of a high performing organization.
REVIE M BY COW Mtg. CA&P Cmte
Utilities Cmte Arts Comm.
DATE: 11/19/13
0 F&S Cmte
Comm.
CHAIR:
• Transportation
Cmte
E Planning Comm.
ROBERTSON
• Parks
COMMITTEE
RECOMMENDATIONS:
SPoNsoR/ADmm.
CommrrniE
IT Department
Unanimous Approval; Forward to Consent Agenda of 12/2/13
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$86,750.28 $85,000 $0
Fund Source: IT DEPARTMENT BUDGET
Comments... Tax included in stated amount, nominal overage will be absorbed by IT Department budget.
MTG. DATE
RECORD OF COUNCIL ACTION
12/02/13
MTG. DATE
ATTACHMENTS
12/2/13
Informational Memorandum dated 11/19/13 with attachments (updated 11/20/13)
Minutes from the Finance & Safety Committee meeting of 11/19/13
87
88
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance & Safety Committee
FROM: Mary Miotke, IT Director
DATE: November 20, 2013
SUBJECT: Microsoft Enterprise Agreement Renewal
(Based on discussion at FS, language modifications are shown below in strike -thru
underlined format; revised attachments included based on updated pricing from
Microsoft)
ISSUE
It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in 2010
as a three -year agreement.
BACKGROUND
The Council authorized the Mayor to sign our first Enterprise Agreement (EA) with Microsoft in
2010, which allowed the licensing and version standardization of Microsoft products on all City
computers. The original purchase was funded by the emergency preparation Limited Tax
General Obligation Bond issued on July 19, 2010 and was substantially lower than purchasing
individual open licensing for 100% of the City's PCs and laptops.
DISCUSSION It has been a great benefit for the City to have all installations of Microsoft Office
standardized, allowing for better collaboration and increased efficiency when editing and
producing important documents, both internally between staff and externally with contractors
and business contacts. The City's implementation plans such as the Strategic Plan;
Comprehensive Land Use Plan; and Capital Improvement Plan (CIP); legislative documents
such as ordinances, resolutions and the Tukwila Municipal Code (TMC); financial reports such
as the Biennial Budget and Comprehensive Annual Financial Report (CAFR); and system plans
such as Water, Sewer, Transportation, Stormwater Management, Parks /Recreation Open
Space (PROS) and City Facilities are all examples of important City documents requiring a
federated effort from multiple staff and departments working with the same version of software.
Through this agreement, the City was also able to implement Microsoft Exchange and Outlook
as our standardized email system.
The original three -year licensing phase is now complete and this renewal will allow the EA to
continue for the next three -years at a reduced rate for software assurance and support the
City's Strategic Plan goal of a high performing and effective organization. We will be able to
continue installing the latest versions of Microsoft software and operating systems as they
become available, and the extended benefits of online training for all users, technical training for
IT staff, a home -use program for all licensed users, and other beneficial items listed in
Attachment C will also be renewed.
FINANCIAL IMPACT
The original EA agreement totaled $103,378 for each of the three years for full licensing of the
software that the City currently uses and depends upon to conduct City business. After adding
several network components to support other system /vendor upgrade requirements and
deleting a few items that are no longer needed, renewal for software assurance will be $59
$79,224 plus tax. The total is $8594 $86,750.28, which is only nominally over the
89
90
INFORMATIONAL MEMO
Page 2
approved 2013 -14 budgeted amount of $85,000. The slight overage is easily absorbed within
the IT budget and no additional funding is required. The good news is that this renewal will
save the City $17,684.36 $16,628 per year on software licensing, or $53953-98 $49,884 for the
three year term.
RECOMMENDATION
Council is being asked to forward this agreement renewal to the consent agenda of the
December 2, 2013 Regular Meeting to approve the Mayor to sign for a three -year Microsoft
Enterprise Agreement in the amount of $86,750.28 per year including tax.
ATTACHMENTS
A. Microsoft Enterprise Agreement Renewal Enrollment Documents
B. Microsoft Enterprise Agreement Pricing Spreadsheet
C. Microsoft Enterprise Agreement Benefit Chart
W:12013 Info Memos- CouncillMicrosoft EA11- 20- 13revised.doc
® Microsoft
Program Signature Form
MBA/MBSA number
Agreement number
01 E73529
Attachment A
Volume Licensing
Note: Enter the applicable active numbers associated with the documents below. Microsoft requires the associated active
number be indicated here, or listed below as new.
For the purposes of this form, "Customer" can mean the signing entity,; Enrolled Affiliate, Government
Partner, Institution, or other party entering into a volume licensing program agreement.
This signature form and all contract documents identified in the table below are entered into between the
Customer and the Microsoft Affiliate signing, as of the effective date identified below.
Contract Document
<Choose Agreement>
<Choose Agreement>
<Choose Agreement>
<Choose Agreement>
Number or Code
<Choose Agreement>
Enterprise Enrollment```'
X20- 03621
<Choose Enrollment/Registration>
<Choose Enrollment/Registration>
<Choose Enrollment/Registration>
<Choose Enrollment/Registration>
EA Product Selection Form
X20 -03622
By signing below, Customer and the Microsoft Affiliate agree that both parties (1) have received, read and
understand the above contract documents, including any websites or documents incorporated by
reference and any amendments and (2) agree to be bound by the terms of all such documents.
Customer
Name of Entity (must be legal entity name)* City of Tukwila
Signature*
Printed First and Last Name* Jim Haggerton
Printed Title* Mayor
Signature Date*
Tax ID
* indicates required field
FrogramSignForm(MSSign)(NA, LatAm)ExBRA,MLI(ENG)(Oct2012)
Page 1 of 3
91
92
Microsoft Affiliate
Microsoft Licensing, GP
Signature
Printed First and Last Name
Printed Title
Signature Date
(date Microsoft Affiliate countersigns)
Effective Date
(may be different than Microsoft's signature date)
Optional 2' Customer signature or Outsourcer signature (if applicable)
Customer
Name of Entity (must be legal entity name)*
Signature*
Printed First and Last Name*
Printed Title*
Signature Date*
* indicates required field
Outsourcer
Name of Entity (must be legal entity name)*
Signature*
Printed First and Last Name*
Printed Title*
Signature Date*
* indicates required field
If Customer requires physical media, additional contacts, or is reporting multiple previous Enrollments,
include the appropriate form(s) with this signature form.
After this signature form is signed by the Customer, send it and the Contract Documents to Customer's
channel partner or Microsoft account manager, who must submit them to the following address. When
the signature form is fully executed by Microsoft, Customer will receive a confirmation copy.
Microsoft Licensing, GP
Dept. 551, Volume Licensing
6100 Neil Road, Suite 210
Reno, Nevada 89511 -1137
USA
ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Oct201 2) Page 2 of 3
Prepared By:Bruce Valentin
bvalenti @compucom.com
ProgramSignForm( MSSign)( NA ,LatAm)ExBRA,MLI(ENG)(Oct2012) Page 3 of 3
93
94
Microsoft
Volume Licensing
Enterprise and Enterprise Subscription Enrollment Product
Selection Form — State and Local
Enrollment Number
Microsoft to complete for initial term
Reseller to complete for renewal
Step 1. Please indicate whether Enrolled Affiliate is ordering Enterprise Products or Enterprise
Online Services on the initial enrollment order. Choose both if applicable.
Enterprise Products.Choose platform option: Enterprise Desktop with MDOP
Qualified Devices: Qualified Users:350
❑Enterprise Online Services'
Step 2. Select the Products and Quantities Enrolled Affiliate is ordering on its initial Enrollment
Order. Quantity may not include any Licenses which Enrolled Affiliate has selected for optional
future use, or to which it is transitioning or stepping up within enrollment term.Products for which
the Enrolled Affiliate has an option to transition or step -up should be listed in Step 3.
Products2
Office Professional Plus
Quantity
Office' Pre Plus r
300
Office Pro Plus for Office 365
Office 365 Plans'
Office 365 (Plan E1)
Office 365 (Plan E2)
Office 365 (Plan E3)
Office 365 (Plan E4)
Client Access License (CAL). Choose 1 Option.
❑Core CAL, including Bridge CAL's (if applicable)
Core CAL
Core CAL Bridge for Office 365
Core CAL Bridge for Windows Intune
Core CAL Bridge for Office 365 and Windows Intune
❑Enterprise CAL (ECAL)
ECAL
350
ECAL Bridge for Office 365
ECAL Bridge for Windows lntune
ECAL Bridge for Office 365 and Windows Intune
The Client Access License selection must be the same across the Enterprise. Specify whether
licensing CAL per Device or User: User
Windows Desktop
Windows OS Upgrade
300
Windows VDA
Windows Intone
Windows lntune
Windows Intune Add -on3
Other Enterprise Products
Microsoft Desktop Optimization Pack (MDOP)4
EA- EASProdSelForm (US)SLG(ENG)(Oct2012)
Page 1 of 2
Document X20 -03622
95
96
If selecting Windows Desktop or Windows Intune option, Enrolled Affiliate acknowledges the
following:
a. The Windows Desktop Operating System Upgrade licenses offered through this Enrollment
are not full licenses. The Enrolled Affiliate and any included Affiliates have qualifying
operating system licenses for all devices on which the Windows Desktop Operating System
Upgrade or Windows Intune licensesare run.
b. In order to use a third party to reimage the Windows Operating System Upgrade, Enrolled
Affiliate must certify that Enrolled Affiliate has acquired qualifying operating system licenses.
See the Product List for details.
Step 3. Indicate new Enterprise Products and Online Services Enrolled Affiliate has selected for
optional future use where not selected on the initial enrollment order (above):
Products2
❑Office Pro Plus for Office 365
❑Office 365 (Plan El)
❑Office 365 (Plan E2)
❑Office 365 (Plan E3)
❑Office 365 (Plan E4)
❑Enterprise CAL (ECAL) Step -up, including Bridge CALs
❑Windows Intune
❑Windows Intune Add -off'
This form must be attached to a signature form
EA- EASProdSelFomi (US)SLG(ENG)(Oct2012) Page 2 of 2
Document X20 -03622
e Microsoft
Enterprise Enrollment
Enterprise Enrollment number
(Microsoft to complete)
Previous Enrollment number
(Reseller to complete)
6216554
Volume Licensing
Proposal ID /Framework ID
Earliest expiring previous
Enrollment end date 1
State and Local
This Enrollment must be attached to a signature form to be valid.'
This Microsoft Enterprise Enrollment is entered into between the entities as identified in the signature
form as of the effective date.Enrollment Affiliate represents and warrants it is the same Customer, or an
Affiliate of the Customer, that entered into the Enterprise Agreement identified on the program signature
form.
This Enrollment consists of: (1) these terms and conditions, (2) the terms of the Enterprise Agreement
identified on the signature form, (3) the Product Selection Form, (4) any supplemental contact information
form or Previous Agreement/Enrollment form that may be required, (5) any order submitted under this
Enrollment. This Enrollment may only be entered into under a 2011 or later Enterprise Agreement.
All terms used but not defined are Iocated at http: / /www.microsoft.com /licensing /contracts. In the event of
any conflict the terms of this agreement control.
Effective date. If Enrolled Affiliate is renewing Software Assurance or Subscription Licenses from one or
more previous Enrollments or agreements, then the effective date will'be the day after the first prior
Enrollment or 'agreement expires or terminates:' Otherwise, the effective date will be the date this
Enrollment is accepted by Microsoft. If renewing Software Assurance, ;the Reseller will need to insert the
previous enrollment or agreement number and end date in the respective boxes above.
Term. This Enrollment will expire on the last day of the month, 36 full calendar months from the effective
date unless otherwise renewed. Any reference in this Enrollment to "day" will be a calendar day.
Product order. The Reseller will provide Enrolled Affiliate with Enrolled Affiliate's Product pricing and
order. Prices and billing terms for all Products ordered will be determined by agreement between Enrolled
Affiliate and the Reseller.The Reseller will provide Microsoft with the order separately from thisEnrollment.
Prior Enrollment(s). If renewing Software Assurance or Subscription Licenses from another Enrollment
or agreement, the previous Enrollment or agreement number and end date must be identified in the
respective boxes above. If renewing from multiple Enrollments or agreements, or transferring Software
Assurance or MSDN details, the Previous Agreement/Enrollment form must be used.
Terms and Conditions
1. Definitions.
Terms used but not defined in this Enrollment will have the definition in the Enterprise Agreement. The
following definitions are used in this Enrollment:
"Additional Product" means any Product identified as such in the Product List and chosen by Enrolled
Affiliate under this Enrollment.
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 1 of 10
Document X20 -03621
97
98
"Enterprise Online Service" means any Online Service designated as an Enterprise Online Service in the
Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Online Services are
treated as Online Services, except as noted.
"Enterprise Product" means any Desktop Platform Product that Microsoft designates as an Enterprise
Product in the Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Products
may only be licensed for all Qualified Devices and Qualified Users on an Enterprise -wide basis under this
program.
"Expiration Date" means the date upon which the Enrollment expires.
"Industry Device" (also known as line of business device) means any device that: (1) is not useable in its
deployed configuration as a general purpose personal computing device (such as a personal computer),
a multi- function server, or a commercially viable substitute for one of these systems; and (2) only employs
an industry or task - specific software program (e.g. a computer -aided design program used by an architect
or a point of sale program) ( "Industry Program "). The device may include features and functions derived
from Microsoft software or third -party software. If the device performs desktop functions (such as email,
word processing, spreadsheets, database, network or Internet browsing, or scheduling, or personal
finance), then the desktop functions: (1) may only be used for the purpose of supporting the Industry
Program functionality; and (2) must be technically integrated with the Industry Program or employ
technically enforced policies or architecture to operate only when used with the Industry Program
functionality.
"Qualified Device" means any device that is used by or for the benefit of Enrolled Affiliate's Enterprise and
is (1) a personal desktop computer, portable computer „workstation, or similar, device capable of running
Windows Professional locally (in a physical or virtual operating system environment),' OR (2) a device
used to access a virtual desktop infrastructure ( "VDI ") :. Qualified Devices doMnot includeany device that
is (1) designated as a server and not used as a personal computer, OR (2) an Industry Device; OR (3)
not managed (as defined in the Product List at the .start of the applicable initial or renewal-- term;of the
Enrollment) as part of Enrolled Affiliate's Enterprise. At its option, the Enrolled Affiliate may designate any
device excluded above (e.g., Industry Device) as a Qualified Device for all or a subset of Enterprise
Products or Online Services the Enrolled Affiliate has selected.
"Qualified User" means a person (e.g., employee; "consultant, contingent staff) who: (1) is a user of a
Qualified Device, or (2) accesses any server software requiring an Enterprise Product Client Access
License or any Enterprise Online Service. It does not include a person who accesses server software or
an Online Service solely under a License identified in the Qualified User exemptions in the Product List.
"Reserved License" means for an Online Service identified as eligible for true -ups in the Product List, the
License' reserved by Enrolled Affiliate prior to use and for which Microsoft will make the Online Service
available for activation.
"Transition” means the conversion of one or more License to or from another License(s). Products
eligible for Transition and permitted Transitions are identified in the Product List.
"Transition Period" means the time between the Transition and the next Enrollment anniversary date for
which the Transition is reported.
2. Purpose.
This Enrollment enables Enrolled Affiliate's Enterprise to obtain, or subscribe to, Licenses for Enterprise
Products, Enterprise Online Services, and Additional Products. Enrolled Affiliate may choose between
on- premise software and Online Services as well as the ability to transition Licenses to Online Services
while maintaining Enterprise -wide coverage. Additionally, Enterprise Online Services may be purchased
without Enterprise -wide coverage.
3. Product Use Rights, Qualifying Systems Licenses and Transitions.
In addition to applicable terms of the Enterprise Agreement, the following terms apply to this Enrollment:
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 2 of 10
Document X20 -03621
a. Product Use Rights. For Enterprise Products, if a new Product version has more restrictive
use rights than the version that is current at the start of the applicable initial or renewal term
of the Enrollment, those more restrictive use rights will not apply to the Enrolled Affiliate's use
of that Product during the term.
b. Qualifying systems Licenses. The operating system Licenses granted under this program
is upgrade Licenses only. Full operating system Licenses are not available under this
program. If Enrolled Affiliate selects any Desktop Platform, Windows Desktop Operating
System Upgrade, or Windows Intune, all Qualified Devices on which Enrolled Affiliate expects
to run the Windows Desktop Operating System Upgrade must be licensed to run, and have
installed on them, one of the qualifying operating systems identified in the Product List. Note
that the list of operating systems that qualify for the Windows Desktop Operating System
Upgrade varies with the circumstances of the order. That list is more extensive at the time of
the initial order than it is for some subsequent orders and system refreshes during the term of
this Enrollment. Exclusions are subject to change when new versions of Windows are
released.
For example: The following are not considered qualifying operating systems: (1) ANY
Windows Home or Starter edition; (2) Embedded Systems; and (3) Linux. These are
examples of exclusions only and may change. Please see Product List for all current
qualifying operating systems.
c. Transitions. The following requirements apply to Transitions:
(i) Licenses with active Software Assurance or Subscription. Licenses may be Transitioned
at any time if permitted in the Product List. While Enrolled Affiliate may Transition any
time it will not be able to reduce Licenses or associated Software Assurance prior to the
end of the Transition Period.
(ii) Enrolled Affiliate must order the, Licenses to which it is transitioning for the year(s)
following the Transition` Period
(iii) If a Transition is made back to a License that had active Software Assurance as of the
date of Transition, then Software. Assurance `will need to be re- ordered for all such
Licenses on a prospective basis following the Transition Period. Software Assurance
coverage may not exceed the quantity of perpetual Licenses for which Software
Assurance was current at the time of any prior Transition. Software Assurance may not
be applied to Licenses transferred by Enrolled Affiliate.
(iv) If a device -based License is Transitioned to a user -based License, all users of the device
must be licensed as part of the Transition.
(v) If a user -based License is Transitioned to a device -based License, all devices accessed
by the user must be licensed as part of the Transition.
d. Effect of Transition on Licenses. Transition will not affect Enrolled Aff'iliate's rights in
perpetual Licenses paid in full.
(i) New version rights will be granted for perpetual Licenses covered by Software Assurance
up to the end of the Transition Period.
(ii) For L &SA not paid in full at the end of the Transition Period, Enrolled Affiliate will have
perpetual Licenses for a proportional amount equal to the total of installments paid versus
total amounts due (paid and payable) for the Transitioned Product.
(iii) For L &SA not paid in full or granted a perpetual License in accordance with the above or
Subscription Licenses, all rights to Transitioned Licenses cease at the end of the
Transition Period.
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 3 of 10
Document X20 -03621
99
100
4. Pricing.
a. Price Levels. For both the initial and any renewal term Enrolled Affiliate's Price Level for all
Products ordered under this Enrollment will be Level "D" throughout the term of the
Enrollment. Price Level's will be captured in the Product Selection Form.
b. Setting Prices. Enrolled Affiliate's prices for each Product will be established by its Reseller.
Microsoft's prices for Resellers are fixed throughout the Enrollment term based upon current
prices at the time of the initial order for the Product. This includes the following:
(i) Any future pricing (if applicable); and
(ii) Prices for Transitions, including any prices related to the use of a Product during the
Transition Period (if applicable).
5. Order requirements.
a. Minimum Order Requirements. Enrolled Affiliate's Enterprise must have a minimum of 250
Qualified Users or Qualified Devices.
(i) Initial Order. Initial order must include at least 250 Licenses from one of the four groups
outlined in the Product Selection Form.
(ii) If choosing Enterprise Products. If choosing Enterprise Products in a specific group
outlined in the Product Selection Form, Enrolled Affiliate's initial; order must include an
Enterprise - wide selection of one or more Enterprise- Products or a mix of Enterprise
Products and corresponding Enterprise Online Services for that group.
(iii) Additional Products. Upon satisfying the minimum order requirements above,f.Enrolled
Affiliate may order Additional Products.
(iv) Country of Usage. Enrolled Affiliate must specify the countries where Licenses will be
used on its initial order and on any additional orders.
b. Adding Products.
(i)
Adding new Products not previously ordered. Enrolled Affiliate may add new
Enterprise Products by entering into a new Enrollment or as part of a renewal. New
Enterprise Online Services may be added by contacting a Reseller. New Additional
Products, other than Online Services, may be used if an order is placed in the month the
Product is first used. For Additional Products that are Online Services, an initial order for
the Online Service is required prior to use.
(ii) Adding Licenses for previously ordered Products.Additional Licenses for previously
ordered Products must be included in the next true -up order. Enrolled Affiliate must order Licenses
for Online Services prior to use, unless the Online Services are (1) identified as eligible
for true -up in the Product List or (2) included as part of other Licenses (e.g., Enterprise
CAL).
c. True -up orders. Enrolled Affiliate must submit an annual true -up order that accounts for
changes since the initial order or last true -up order, including: (1) any increase in Licenses,
including any increase in Qualified Devices or Qualified Users and Reserved Licenses; (2)
Transitions (if permitted); or (3) Subscription License quantity reductions (if permitted).
Microsoft, at its discretion and as permitted by applicable law, may validate the customer
true -up data submitted through a formal product deployment assessment, using an approved
Microsoft partner.
The true -up order must be received by Microsoft between 60 and 30 days prior to the
Enrollment anniversary date. The third -year anniversary true -up order is due within 30 days
prior to the Expiration Date. Enrolled Affiliate may true -up more often than at each
Enrollment anniversary date except for Subscription License reductions.
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 4 of 10
Document X20 -03621
(i) Enterprise Products. Enrolled Affiliate must determine the current number of Qualified
Devices and Qualified Users (if ordering user -based Licenses) and order the License
difference (if any), including any Enterprise Online Services.
(ii) Additional Products. For Products which have been previously ordered, Enrolled
Affiliate must determine the Additional Products used and order the License difference (if
any).
(iii) Online Services. For Online Services identified as eligible for true -up orders in the
Product List, Enrolled Affiliate must first reserve the additional Licenses prior to use.
Microsoft will provide a report of Reserved Licenses in excess of existing orders to
Enrolled Affiliate and its Reseller. Reserved Licenses will be invoiced retroactively for the
prior year based upon the month in which they were reserved.
(iv) Late true -up order. If the true -up order is not received when due:
1) Microsoft will invoice Reseller for all Reserved Licenses not previously ordered.
2) Transitions and Subscription License reductions cannot be reported until the
following Enrollment anniversary date (or at Enrollment renewal, as applicable).
(v) Transitions. Enrolled Affiliate must report all Transitions. Transitions may result in an
increase in Licenses to be included on the true -up order and a reduction of Licenses for
prior orders. Reductions in Licenses will be effective at end of the Transition Period.
Associated invoices will also reflect this change. For Licenses paid upfront, Microsoft will
issue a credit for the remaining months of Software Assurance or Subscription Licenses
that were reduced as part of the Transition.
(vi) Subscription License Reductions. Enrolled Affiliate may reduce the quantity of
Subscription Licenses on a prospective basis if permitted in the Product List as follows:
1) For Subscription Licenses part of an Enterprise wide commitment, Licenses . may be
reduced if the total quantity of Licenses and Software Assurance for an applicable
group meets or exceeds the quantity of Qualified. Devices identified on the Product
Selection Form. Step -up Licenses do not count towards this total count.
2) For Enterprise Online Services not a part of an Enterprise -wide commitment,
Licenses can be reduced as long as the initial order minimum requirements are
maintained.
3) For Additional Products available as Subscription Licenses, Enrolled Affiliate may
reduce the Licenses. If the License count is reduced to zero, then Enrolled Affiliate's
use of the applicable Subscription License will be cancelled.
Invoices will be adjusted to reflect any reductions in Subscription Licenses at the true -up
order Enrollment anniversary date and effective as of such date.
(vii)Update statement. An update statement must be submitted instead of a true -up order if,
as of the initial order or last true -up order, Enrolled Affiliate's Enterprise has not: (1)
changed the number of Qualified Devices and Qualified Users licensed with Enterprise
Products or Enterprise Online Services; and (2) increased its usage of Additional
Products. This update statement must be signed by Enrolled Affiliate's authorized
representative. The update statement must be received by Microsoft between 60 and 30
days prior to the Enrollment anniversary date. The last update statement is due at least
30 days prior to the Expiration Date.
d. Step -up Licenses. For Licenses eligible for a step -up under this Enrollment, Enrolled
Affiliate may step -up to a higher edition or suite as follows:
(i) For step -up Licenses included on an initial order, Enrolled Affiliate may order according to
the true -up process.
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 5 of 10
Document X20 -03621
101
102
(ii) If step -up Licenses are not included on an initial order, Enrolled Affiliate may step -up
initially by following the process described in the Section titled "Adding new Products not
previously ordered," then for additional step -up Licenses, by following the true -up order
process.
(iii) If Enrolled Affiliate has previously ordered an Online Service as an Additional Product
and wants to step -up to an Enterprise Online Service eligible for a Transition, the step -up
may be reported as a Transition.
(iv) If Enrolled Affiliate Transitions a License, it may be able to further step -up the
Transitioned License. If Enrolled Affiliate chooses to step -up and the step -up License is
separately eligible to be Transitioned, such step -up Licenses may result in a License
reduction at the Enrollment anniversary date following the step -up.
6. Payment terms.
For the initial or renewal order, Enrolled Affiliate may pay upfront or elect to spread its payments over the
applicable Enrollment term. If spread payments are elected, unless indicated otherwise, Microsoft will
invoice Enrolled Affiliate's Reseller in three equal annual installments. The first installment will be
invoiced upon Microsoft's acceptance of this Enrollment and on each Enrollment anniversary date.
Subsequent orders are invoiced upon acceptance of the order and Enrolled Affiliate may elect to pay
annually or upfront for Online Services and upfront for all other Licenses.
7. End of Enrollment term and termination.
a. General. At the Expiration Date, Enrolled Affiliate must immediately order and pay for
Licenses for Products it has used but has not previously submitted an order, °except as
otherwise provided in this Enrollment.
b. Renewal Option. At the Expiration Date, Enrolled Affiliate renew Products by renewing
the Enrollment for one additional 36 full calendar month.term.or signing a new Enrollment.
Microsoft must receive a Product 'Selection Form and renewal order prior to or at the
Expiration Date. The renewal term will start on the day following the Expiration Date.
Microsoft will not unreasonably reject any renewal. Microsoft may make a change to this
program that will make it necessary for Customer and its Enrolled Affiliates to enter into new
Agreements and Enrollments.
c. if Enrolled Affiliate elects not to renew.
(i) Software Assurance. If Enrolled Affiliate elects not to renew Software Assurance for any
Product under its Enrollment, then Enrolled Affiliate will not be permitted to order
Software Assurance later without first acquiring L &SA.
(ii) Online Services eligible for an Extended Term. For Online Services identified as
eligible for an Extended Term in the Product List, the following options are available at
the end of the Enrollment initial or renewal term.
1) Extended Term. Licenses for Online Services will automatically expire in accordance
with the terms of the Enrollment. An extended term feature that allows Online
Services to continue month -to -month ( "Extended Term ") is available. During the
Extended Term, Online Services will be invoiced monthly at the then - current
published price for Enrolled Affiliate's price level as of the Expiration Date plus a 3%
administrative fee for up to one year. If Enrolled Affiliate does want an Extended
Term, Government Partner must submit a request to Microsoft. Microsoft must
receive the request not less than 30 days prior to the Expiration Date.
2) Cancellation during Extended Term. If Enrolled Affiliate has opted for the Extended
Term and later determines not to continue with the Extended Term, Government
Partner must submit a notice of cancellation for each Online Service. Cancellation
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 6 of 10
Document X20 -03621
will be effective at the end of the month following 30 days after Microsoft has
received the notice.
(iii) Online Services not eligible for an Extended Term. If Online Services are not
identified as eligible for an Extended Term in the Product List, the Licenses will be
cancelled and will terminate as of the Expiration Date. Any associated media must be
uninstalled and destroyed and Enrolled Affiliate's Enterprise must discontinue use.
Microsoft may request written certification to verify compliance.
(iv) Customer Data. Upon expiration or termination of a License for Online Services,
Enrolled Affiliate must tell Microsoft whether to:
1) disable its account and then delete its Customer Data ( "Data Deletion "); or
2) retain its Customer Data in a limited function account for at least 90 days after
expiration or termination of the License for such Online Service (the "Retention
Period ") so that Enrolled Affiliate may extract its Customer Data.
3) If Enrolled Affiliate indicates Data Deletion, Enrolled Affiliate will not be able to extract
its Customer Data. If Enrolled Affiliate indicates it wants a Retention Period, Enrolled
Affiliate will be able to extract its Customer Data through Microsoft's standard
processes and tools, and Enrolled Affiliate will reimburse Microsoft if there are any
applicable costs to the extent allowed by applicable law. If Enrolled Affiliate does not
indicate either Data Deletion or a Retention Period, Microsoft will retain Enrolled
Affiliate's Customer Data in accordance with the Retention Period.
4) Following the expiration of the Retention Period, M_ icrosoft will disable Enrolled
Affiliate's account and then delete its Customer Data.
5) Enrolled Affiliate agrees that other than as described above, :Microsoft. has no
obligation to continue to hold, export or return Enrolled 'Affiliate's Customer Data.
Enrolled Affiliate agrees Microsoft has no liability whatsoever for deletion of Enrolled
Affiliate's Customer Data pursuant to these terms.
d. Termination for cause. Any termination for cause of this Enrollment will be subject to the
"Termination for cause" Section of the agreement.
e. Early termination. Any Early termination of this Enrollment will be subject to the "Early
Termination" Section of the Enterprise Agreement.
For Subscription Licenses, in the event of a breach by Microsoft, Microsoft will issue Reseller
a credit for any amount paid in advance that would apply after the date of termination.
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 7 of 10
Document X20 -03621
103
104
Enrollment Details
1. Enrolled Affiliate's Enterprise.
Use this section to identify which Agency Affiliates are included in the Enterprise. (Required) Enrolled
Affiliate's Enterprise must consist of entire offices, bureaus, agencies, departments or other entities of
Enrolled Affiliate, not partial offices, bureaus, agencies, or departments, or other partial entities. Enrolled
Affiliate's organization includes . Check only one box in this section:
® Enrolled Affiliate
❑ Enrolled Affiliate and the following Affiliate(s):
❑ Enrolled Affiliate and all Affiliates, with following Affiliate(s) excluded:
Please indicate whether the Enrolled Affiliate's. Enterprise will include all:new: Affiliates acquired after the
start of this Enrollment: Include future Affiliates
2. Contact information.
Each party will notify the other in writing if any of the information in the following contact information
page(s);changes.- The asterisks ( *) indicate required fields. By providing contact information, Enrolled
Affiliate consents to its use for purposes of administering this Enrollment by Microsoft, its Affiliates, and
other -parties that help administer this Enrollment. The personal information provided in connection with
this Enrollment will be used and protected in accordance with the privacy statement available at
https://www.microsoft.com/licensinp/servicecenter.
a. Primary contact. This contact is the primary contact for the Enrollment from within Enrolled
Affiliate's Enterprise. This contact is also an Online Administrator for the Volume Licensing
Service Center and may grant online access to others.
Name of entity (must be legal entity name) *City of Tukwila
Contact name* FirstMaryLastMiotke
Contact email address *mary.miotke @tukwilawa.gov
Street address *6200 Southcenter Blvd
City *Tukwila
State /Province *WA
Postal code *98188 -2544
(For U.S. addresses, please provide the zip + 4, e.g. xxxxx -xxxx)
Country*USA
Phone *(206) 433 -7150
Tax ID N/A
EA201 2EnrGov(US)SLG(ENG)(Oct201 2) Page 8 of 10
Document X20 -03621
* indicates required fields
b. Notices contact and Online Administrator. This contact (1) receives the contractual
notices, (2) is the Online Administrator for the Volume Licensing Service Center and may
grant online access to others, and (3) is authorized for applicable Online Services to add or
reassign Licenses, step -up, and initiate Transitions prior to a true -up order.
® Same as primary contact
Name of entity*
Contact name* First Last
Contact email address*
Street address*
City*
State /Province*
Postal code* -
(For U.S. addresses, please provide the zip + 4, e.g. xxxxx -xxxx)
Country*
Phone*
Language preference. Choose the language for notices. English
❑ This contact is a third party (not the Enrolled Affiliate). Warning: This contact receives
personally identifiable information of the Customer and its Affiliates.
* indicates required fields
c. Microsoft Account Manager. Microsoft Account Manager for this .Enrolled Affiliate is
Microsoft account manager name:
Microsoft account manager email address:
d. Online Services Manager. This contact is authorized-.to manage the Online Services
ordered under the Enrollment and (for applicable Online' Services) to add or reassign
Licenses, step -up, and initiate Transitions prior to a true -up order.
® Same as notices contact and Online'Administrator
Name of entity*
Contact name *: First Last
Contact email address*
Street address*
City*
State /Province*
Postal code*
Country*
Phone*
['This contact is from a third party organization (not the entity). Warning: This contact
receives personally identifiable information of the entity.
* indicates required fields
e. Reseller information. Reseller contact for this Enrollment is:
Reseller company name* CompuCom Systems, Inc.
Street address (PO boxes will not be accepted)* 7171 Forest Lane
City* Dallas
State /Province* TX
Postal code* 75230 -2306
Country* USA
Contact name* Bruce Valentin
Phone* 972 - 856 -4617
Contact email address* bvalenti @compucom.com
* indicates required fields
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 9 of 10
Document X20 -03621
105
106
The undersigned confirms that the information is correct.
Name of Reseller* CompuCom Systems, Inc.
Signature*
Printed name* Bruce E. Valentin
Printed title* Microsoft Licensing Specialist
Date*
* indicates required fields
Changing a Reseller. If Microsoft or the Reseller chooses to discontinue doing business
with each other, Enrolled Affiliate must choose a replacement Reseller. If Enrolled Affiliate or
the Reseller intends to terminate their relationship, the initiating party must notify Microsoft
and the other party using a form provided by Microsoft at least 90 days prior to the date on
which the change is to take effect.
f. If Enrolled Affiliate requires a separate contact for any of the following, attach the
Supplemental Contact Information form. Otherwise, the notices contact and Online
Administrator remains the default.
(i) Additional notices contact
(ii) Software Assurance manager
(iii) Subscriptions manager
(iv) Customer Support Manager (CSM) contact
3. Financing elections.
Is a purchase under this Enrollment being financed through MS Financing? No
EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 10 of 10
Document X20 -03621
Microsoft Enterprise Agreement Renewal
November, 2013
City of Tukwila
Qt
Price
Attachment B
Extended
76A -00016
EntCAL ALNG SA MVL Pltfrm UsrCAL wSrvcs
350
$82.42
$ 28,847.00
269 -12442
OfficeProPlus ALNG SA MVL Pltfrm
300
$79.40
$ 23,820.00
K4U -00265
WinProw /MDOP ALNG SA MVL Pltfrm
300
$35.54
$ 10,662.00
312 -02257
ExchgSvrStd ALNG SA MVL
1
$114.24
$ 114.24
YEG -00634
LyncSvrPlusCAL ALNG SA MVL forECAL UsrCAL (Option
if use)
350
$16.44
$ 5,754.00
5HU -00216
LyncSvr ALNG SA MVL
1
$588.48
$ 588.48
H04 -00268
SharePointSvr ALNG SA MVL
1
$1,096.41
$ 1,096.41
7NQ -00292
SQLSvrStdCore ALNG SA MVL 2Lic CoreLic
2
$578.62
$ 1,157.24
T6L -00238
SysCtrDatactr ALNG SA MVL 2Proc
8
$387.94
$ 3,103.52
T9L -00223
SysCtrStd ALNG SA MVL 2Proc
1
$143.01
$ 143.01
F2R -00010
VDIStew /oMDOP ALNG SubsVL MVL PerDvc
50
$14.10
$ 705.00
P71 -07282
WinSvrDataCtr ALNG SA MVL 2Proc
3
$982.37
$ 2,947.11
P73 -05898
WinSvrStd ALNG SA MVL 2Proc
2
$143.01
$ 286.02
$ 79,224.03
107
wil
Microsoft Enterprise Agreement - Benefits
November, 2013
t
Description
Attachment C
Planning Services
4 Days
Pays Microsoft Partners to perform specific services to assist in
getting the most out of your volume licensing agreement. These
services are based upon best practices from Microsoft with the
objective of reducing cost and complexity while using high levels of
process automation.
Office Multi- Language Pack
1 Pack
Allows organizations to configure Office in multiple languages. It
includes all individual languages, dialects, and proofing and editing
tools.
Windows Fundamentals for
Legacy PCs
1 Kit
The best solution for reducing the total cost of ownership for legacy
PCs.
Technical Training Vouchers
30 Days
Training vouchers may be granted to comapny employees for use at
Microsoft Certified Partner for Learing Solutions, the premier
channel for delivering products and services. Provides technical
employees with the necessary skills and knowledge to unleash
creativity and productivity, providing early access to products and
offering the latest training solutions.
Home Use Program
Per license
Allows employees to obtain a copy of the desktop applications in
Microsoft Office Systems for which they are licensed to install on a
home computer, allowing them to work at home with confidence in
the compatibility of documents they create.
24x7 Problem Resolution
Support
Unlimited
24x7 Problem Resolution Support Incidents enables us to reach
Microsoft support help at any time. Business - critical 24x7 phone
support for all Microsoft server products, Microsoft Windows, and
Microsoft Office Systems is provided. In addition, unlimited web
support for all products covered by Software Assurance can be
accessed.
TechNet SA Subscription
Services
350 Users
The TechNet benefit allows your IT professionals to more easily find
technical information to plan, deploy, manage, and support
Microsoft Products.
TechNet Plus Direct
1 Subscription
E- Learning - Applications
350 Users
Microsoft's E- Learning courses use simulations, demonstrations,
animations, and assessment to provide an engaging, effective
learning experience for employees who need to upgrade their skills
and knowledge. Designed by subject matter experts and updated
on an on -going basis, courses can be used as traditional training or
as a just -in -time reference resource.
E- Learning - Systems
350 Users
E- Learning - Servers
26 Users
108
Finance & Safety Committee Minutes November 19, 2013 — Page 2
Committee Chair Robertson gave a brief summary of the Council's deliberations in arriving at the current
compensation policy. He agreed that the +/- 50% assessed valuation comparables list is not precise, but
represents the closest, best choice after thorough consideration and consultation.
Kimberly Matej, Government Relations Manager, expressed her gratitude to the Council for their
continued support of employees, specifically acknowledging the outstanding medical benefits offered by
the City. With regard to the current compensation policy, she expressed concern with the parameters for
comparable jurisdictions. She requested that the Council reconsider these parameters in future decision -
making about non - represented wages and benefits, particularly if the City's labor unions do not use the
same set of comparables in the current negotiations. Ryan Larson, Senior Engineer, mentioned some of the
complex issues that make the City of Tukwila unique that are not present in jurisdictions currently defined
as comparable.
Committee members were appreciative of the staff's comments, encouraged those present to also attend
the Conunittee of the Whole, and expressed support for the 2014 Finance and Safety Committee to revisit
the compensation policy as well as the related issue of salary compression due to contracted wage
increases. Committee member Quinn noted that salaries for public employees must be strongly defendable,
which should remain at the forefront of any future discussions. UNANIMOUS APPROVAL.
FORWARD TO NOVEMBER 25 COMMITTEE OF THE WHOLE.
C. Agreement: Renewal for Microsoft Enterprise Software
Staff is seeking Council approval to renew the Microsoft Enterprise Agreement for a three -year term in the
amount of $86,750.28 per year including tax. This agreement was first signed in 2010 to allow the
licensing and version standardization of Microsoft products on all City computers, at great benefit to the
City. The Enterprise Agreement is a more cost effective method than purchasing individual licenses, and
this renewal will save the City $16,628.36 per year. While the budgeted amount for 2013 -14 is $85,000,
the overage is easily absorbed by the IT budget and staff is requesting no additional funding. Prior to the
December 4 Regular Meeting, staff will update supporting documents to correct a minor change to the
planning services benefit (4 days instead of 4 hours), the final total amount of the agreement, and specific
examples of benefits to the City. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 4
REGULAR CONSENT AGENDA.
D. Marketing Plan for Foster Golf Links
In response to a request made at the August 20, 2013 discussion of Foster Golf Links (FGL) operations,
staff returned to Committee with detailed information regarding the following:
1) Financial Overview: FGL has been historically self - sustaining, but the indirect cost allocation increase
in 2011 impacted the budget and operational model. Attachment A to the info memo outlines the 2013
revenues and expenditures.
2) Professionally Reviewed Marketing Plan: A consultant was hired and staff has developed a 2014
Marketing Action Plan.
3) Ideas to Increase Revenue: The primary ideas are to implement the new marketing plan, lengthening
the golf season, improve playability, and adjust fees to market levels.
4) Statistics regarding Resident /Non - Resident Use: Approximately 5% of the golfers are residents.
Those who work but do not live in the City, "working residents," make up an estimated additional 7 -10 %.
Resident use will be tracked with the loyalty card program proposed in the marketing plan.
Committee Chair Robertson requested a chart or table indicating the number of rounds played per day in
2013. The same graphic will then be prepared for 2014, providing a simple indicator of growth following
the implementation of the marketing plan. INFORMATION ONLY.
109
110
COUNCIL AG1-;NDA SYNOPSIS
Meeting Date
Prepared by
Mayor's rerien,
Council review
12/02/13
RS
CATEGoRy 1 1Discussion
AN Date
Motion
12/2/13
1 1 Resolution
AltsDate
Ordinance
Afg Date
1 1 Bid /Muir('
A Itg Date
Public Hearing
ilItsDate
1 Other
Alts Date
r1
MtsDate
SPONSOR Council 1 1 Mayor .HR DCD Finance 1 1 Fire IT P/R 1 1 Police P117
SPONSOR'S The City has been awarded a grant for $515,000 from the State of Washington Heritage
SUMMARY Capital Projects Fund for restoration and development at Duwamish Hill Preserve for
Phase IIB. The grant cannot exceed 33.33% of the total costs of the project. Fortunately
funds that were committed to the west parcel acquisition can be used towards the match
($1,050,000) which allowed us to meet the match requirements. Additional in-kind cost
share such as staff salaries and volunteer work enabled us to further exceed match.
REVIEWED BY I 1 COW Mtg.
7 Utilities Cmte
DATE: 11/25/2013
64
CA&P Cmtc
ITEM INFORMATION
ITEM No.
5.H.
111
STAFF SPONSOR: RICK STILL
ORIGINAL AGENDA DATE: 12/02/13
AGENDA ITI ;:\ I Triv],k Washington
Hill
Preserve
State Heritage Capital Projects Fund grant acceptance for Duwamish
Phase IIB
CATEGoRy 1 1Discussion
AN Date
Motion
12/2/13
1 1 Resolution
AltsDate
Ordinance
Afg Date
1 1 Bid /Muir('
A Itg Date
Public Hearing
ilItsDate
1 Other
Alts Date
r1
MtsDate
SPONSOR Council 1 1 Mayor .HR DCD Finance 1 1 Fire IT P/R 1 1 Police P117
SPONSOR'S The City has been awarded a grant for $515,000 from the State of Washington Heritage
SUMMARY Capital Projects Fund for restoration and development at Duwamish Hill Preserve for
Phase IIB. The grant cannot exceed 33.33% of the total costs of the project. Fortunately
funds that were committed to the west parcel acquisition can be used towards the match
($1,050,000) which allowed us to meet the match requirements. Additional in-kind cost
share such as staff salaries and volunteer work enabled us to further exceed match.
REVIEWED BY I 1 COW Mtg.
7 Utilities Cmte
DATE: 11/25/2013
64
CA&P Cmtc
_ F&S Cmte — Transportation Cmte
1 1 Parks Comm, 1 1 Planning Comm.
COMMITTEE CHAIR: EKBERG
-- Arts Comm.
RECOMMENDATIONS:
SPoNsoR/ADmIN.
CommITIvE
Parks and Recreation Department
Unanimous Approval; Forward to Consent Agenda on 12/2/2013
COST IMPACT / FUND SOURCE
ExpENDITURN RDQUIRIM AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source:
Comments: No additional City funding required, match requirements have already been met.
MTG. DATE
RECORD OF COUNCIL ACTION
MTG. DATE
ATTACHMENTS
12/02/13
Informational Memorandum dated 11/19/13
Heritage Capital Projects Grant Application
Heritage Capital Projects Appropriations Listing
111
112
TO:
FROM:
BY:
DATE:
SUBJECT:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
Rick Still, Parks and Recreation Director
Stephanie Gardner, Parks and Recreation Analyst
November 19, 2013
Washington State Heritage Capital Projects Grant
ISSUE
The City of Tukwila Parks and Recreation Department has been awarded a Washington State
"Heritage Capital Projects Fund" (HCPF) grant in the amount of $515,000.
BACKGROUND
In May 2012 staff applied for a grant from the State of Washington Heritage Capital Projects
Fund for development of the Duwamish Hill Preserve Phase IIB. The City was recommended to
receive a grant for $515,000. The State Capital Budget passed in May 2013 and the City was
officially awarded $515,000.
DISCUSSION
• The grant is managed by the Washington State Historical Society (WSHS), $15,000 is
retained by that agency for administering the grant.
• The grant program states funding cannot exceed 33.33% of the total costs of the project;
therefore, the City is responsible for 66.66% of project costs. Fortunately, we were able
to utilize funds that were committed to the west parcel acquisition ($1,050,000);
therefore, we easily met the match requirements. Additional in -kind cost share such as
staff salaries and volunteer work enabled us to further exceed match requirements, see
page 9 of Attachment A for a complete breakdown.
• The grant period is from June 1, 2013 through June 30, 2015.
FINANCIAL IMPACT
The grant cannot exceed 33.33% of the total costs of the project. Fortunately funds that were
committed to the west parcel acquisition can be used towards the match ($1,050,000) and we
met the match requirements.
RECOMMENDATION
The Community Affairs and Parks Committee is being asked to forward this item onto the
Regular Meeting Consent Agenda on December 2, 2013 to authorize the Mayor to execute the
appropriate documents necessary to accept the HCPF funds.
ATTACHMENTS
A. Heritage Capital Projects Fund Grant Application
B. Excerpt from Washington State Ways and Means Committee 2013 -2015 Capital Budget
Washington State Historical Society: Heritage Capital Projects Appropriations Listing
113
114
Attachment A
Washington State Heritage Capital Projects Fund (HCPF)
Application Form — 2013 -2015
Must be postmarked by May 16, 2012 or received by 4 PM May 16, 2012 at:
State Capital Museum and Outreach Center
21121St Avenue SW
Olympia, Washington 98501
Applicant Entity's Legal Name: City of Tukwila Department of Parks and Recreation
Mailing Address: 12424 — 42nd Avenue S, Tukwila Washington 98168
State Legislative District: 11
http: // apps. leg. wa. gov /DistrictFinder /Default.aspx
Project Contact Person & Title: Rick Still, Director of Parks and Recreation
Telephone: (206) 767 -2344
E -mail: rstill @tukwilaWA.gov
Project Name: Restoration of Duwamish Hill Preserve — Phase IIB
Project Address: 3800 S 115th Street, Tukwila
State Legislative District: 11
http: / /apps.leg.wa. gov /DistrictFinder /Default.aspx
GPS Coordinates: N47° 30.0478', W122° 17.0344'
http: // www. gpsvisualizer .com /geocoding.html
Project Description (100 word maximum):
The Duwamish Hill Cultural Preserve was acquired in 2004 by the City of Tukwila in partnership with
Forterra. Following Phase I restoration, the property opened to the public in 2010 as Tukwila's first
Cultural Preserve, managed by Tukwila Parks and Recreation. The current Preserve includes 8.6 acres
of open space which interprets Native American heritage and other aspects of Duwamish Valley
natural and cultural history. We have raised $1,050,000 to acquire an adjacent 1.9 acre parcel and
add it to the Preserve. Funds are requested for improvements to this new acquisition including low -
impact infrastructure, environmental restoration and heritage exhibits.
1. Amount requested from HCPF : $515,000
(Request must be less than $1,000,000)
2. Amount provided by the Applicant (Cost Share): $1,444,560
(This amount must be at least at 2:1 match of amount of HCPF requested.)
3. Total Cost of the Project: $1,959,560
(The total cost of the project must be more than $25,000.)
4. Cost Share in the project already in hand and /or pledged (50% or more must be cash): $1,129,560
(Amount above must be at least 75% of the Cost Share figure listed on line 2.)
5. Project start and completion dates: January 1, 2012 —June 30, 2015
(Start should be no earlier than July 1, 2007 and completion no later than June 30, 2015.)
6. Federal Employer Identification Number (EIN): 91- 6001915
To apply for an EIN see: http: / /www.irs.gov/ businesses /small /article /0 „id= 98350,00.html
115
7. Washington State Unified Business Identifier Number (UBI): 179000208
To apply for a UBI number see: http:/ /bls.dor.wa.gov /faglicense.aspx
8. Are you applying for a Building for the Arts Grant? (Yes /No): No
9. Name & Title of Application Preparer: Holly Taylor, Cultural Resources Consultant
By signing below, the applicants affirm they are authorized to make this application and certify it is
accurate and complete.
Chief Fiscal Officer Date
Chief Operating Officer Date
2
116
APPLICATION FORM INSTRUCTIONS
• Answer all questions in the spaces provided, retaining instructions. (Websites can be omitted and font
size reduced to a minimum of ten -point type.)
• Please do not change spacing, attach additional sheets, or hand write the application.
• Submit a master and 13 two -sided copies of the Application Form and other required items punched
for a standard 3 -ring binder, clipped together, and without any binder, cover, or staples.
• Do not provide any other attachments.
• Make certain the Project Name and Project Description adequately describe the actual project. This
language is used to briefly portray your project to key decision makers.
• Add required attachments to the signed master copy plus the other 13 copies. Attach via binder clips.
NOTE: Your application and all attachments become public records.
• All signatures must be from persons authorized to sign grant applications on behalf of the applicant.
The project manager and fiscal agent should be two different persons.
• Make certain your total project budget is attached and complete.
• An electronic version of this application is available at
http:// www. washingtonhistory. orR /heritageServices /Rrants.aspx.
CHECKLIST
Required of all applicants and attached to the master application and all copies:
❑ Photographs (can be on CDs) of digital images showing site and conditions of property (up to 7
images)
❑ Architectural and site plans (up to 7 pages, which may be on 11x17 sheets)
❑ Completed HCPF Budget Form
Required of all applicants via one copy attached to master application:
❑ Signed "LEED Certification Declaration" form available at the WSHS website.
Required of non - profit organizations only with one copy attached to master application:
❑ Internal Revenue Service 501 c) 3 determination letter
http: / /www.irs.Rov/ charities / charitable /article /0 „id= 96099,00.html
❑ Current board of directors list
❑ State certificate of incorporation
❑ Most recent annual report or board approved financial statement
Other attachments required if applicable with one copy attached to master application:
❑ If the applicant does not own the property, a signed copy of any purchase and sale agreement or
lease agreement in place for the property.
Optional and if available:
❑ Capital campaign packet — one copy
❑ Historic structure report — one copy
3
117
PROPERTY OWNERSHIP OR LEASE INTEREST
This section is to confirm that the applicant has sufficient property rights to enter into and conduct
the project. This section is not scored, but must be fully completed to confirm eligibility:
• If the applicant owns the real property, structure, building, facility, or object that is the project
focus, indicate below and give exact date of acquisition.
• If a lease has been entered into, describe it briefly. The lease must be for a minimum of 13 years
duration following completion of the project.
• If the property is the subject of a purchase and sale agreement, describe the status of that
transaction.
• In any case, if real property is involved, provide the legal description. To find the legal
description, contact your county assessor or assessor's website. List of Washington County
Assessors: http: / /www.wacounties.org /waco/ 2011 - Directory -of- County- Officials.pdf
The Duwamish Hill Preserve is an 8.6 acre property owned by the City of Tukwila and managed by its Parks and
Recreation Department. Forterra (formerly Cascade Land Conservancy), a non - profit land conservation
organization based in Seattle, holds a stewardship easement on the property, which conveys an ownership
interest in the parcel in perpetuity. The property was purchased from a private developer on March 9, 2004
for $998,000, a sum which was raised collaboratively by the City of Tukwila and Forterra through grants and
donations.
The address of the property is 3800 S 115th Street in Tukwila.
Legal Description of current Preserve (Parcel # 1023049057): LOT 2 OF TUKWILA SHORT PLAT #L03 -065 REC
#20040122900002 SD SP DAF - POR OF GL'S 1 & 2 OF SD SEC LYING W OF C. D. HILLMAN'S MEADOW GARDENS
ADD DIV #3 & LYING E OF SEATTLE CITY LIGHT R/W C/L OF WCH DAF - BAAP ON RGT BANK OF DUWAMISH
RIVER WCH BEARS 5 55 -05 -30 E 1324 FT FR NW COR OF SD SEC TH N 4 -41 W 274 FT TAP TH TO LEFT WITH A 2
CRV 9 -38 OF CRV 482 FT TO NXN WITH N LN OF SD SEC SD PT BEING 986 FT FR NW COR OF SD SEC & TERM OF
SD R/W C/L LESS POR CONDEMNED SUP COURT #469557 DAF - BAAP NXN OF N LN OF SD SEC W ELY MGN
SEATTLE CITY LIGHT R/W TH ELY ALG SD N LN 802.75 FT TH S 6.10 FT TH WLY ALG A STRAIGHT LN 788.36 FT TO
PT OF NXN WITH ELY MGN OF SD SEATTLE CITY LIGHT R/W TH NLY ALG ELY MGN 78.08 FT TO POB LESS POR GL
2 DAF - COMM AT SW COR OF LOT 1 BLK 20 OF CD HILLMAN'S MEADOW GARDENS ADD DIV #3 TH N ALG W LN
OF SD LOT 1 100 FT TH N 86 -15 W 100 FT TH S TO S LN OF GL 2 TH E TAP S OF POB TH N TO POB LESS W 3 FT
THOF ABUTTING ELY MGN OF SEATTLE CITY LIGHT R/W LESS RD
Efforts are underway to acquire two adjacent parcels to expand the preserve by an additional 1.9 acres. A
"Proposal for Purchase and Sale" (included in attachments) has been signed by the seller, and negotiation is
presently underway on a formal Purchase and Sale agreement and subsequent acquisition, which we anticipate
completing in mid -2012.
Legal description of pending west parcel acquisition (Parcel #1023049085): LOT 1 OF TUKWILA SHORT PLAT
#L03 -065 REC #20040122900002 SD SP DAF - POR OF GL'S 1 & 2 OF SD SEC LYING W OF C. D. HILLMAN'S
MEADOW GARDENS ADD DIV #3 & LYING E OF SEATTLE CITY LIGHT R/W C/L OF WCH DAF - BAAP ON RGT BANK
OF DUWAMISH RIVER WCH BEARS S 55 -05 -30 E 1324 FT FR NW COR OF SD SEC TH N 4 -41 W 274 FT TAP TH TO
LEFT WITH A 2 CRV 9 -38 OF CRV 482 FT TO NXN WITH N LN OF SD SEC SD PT BEING 986 FT FR NW COR OF SD
SEC & TERM OF SD R/W C/L LESS POR CONDEMNED SUP COURT #469557 DAF - BAAP NXN OF N LN OF SD SEC
W ELY MGN SEATTLE CITY LIGHT R/W TH ELY ALG SD N LN 802.75 FT TH 5 6.10 FT TH WLY ALG A STRAIGHT LN
788.36 FT TO PT OF NXN WITH ELY MGN OF SD SEATTLE CITY LIGHT R/W TH NLY ALG ELY MGN 78.08 FT TO POB
LESS POR GL 2 DAF - COMM AT SW COR OF LOT 1 BLK 20 OF CD HILLMAN'S MEADOW GARDENS ADD DIV #3 TH
N ALG W LN OF SD LOT 1 100 FT TH N 86-15 W 100 FT TH 5 TO S LN OF GL 2 TH E TAP S OF POB TH N TO POB
LESS W 3 FT THOF ABUTTING ELY MGN OF SEATTLE CITY LIGHT R/W LESS RD
4
118
1. Project Summary Description— 20 Points
• Provide a description of the project. What type of project is being proposed? What is the size & scope of the project?
• Indicate stage of design and status of any project work completed or underway.
• Explain how the project will address high - performance building standards (RCW 39.35D) or indicate an exemption to
LEED Silver has been granted by WSHS or is requested. .
• Indicate the nature of any policies adopted to reduce greenhouse gas emission in compliance with RCW 70.235.070.
Project Background & Work Underway: The City of Tukwila, Forterra (formerly Cascade Land Conservancy),
and the Friends of the Hill began collaborating in 2001 to protect an undeveloped 8.6 acre parcel
known historically as Poverty Hill, after the then -owner proposed industrial development at the site.
Now called Duwamish Hill Preserve, this property features an unusual outcropping of bedrock rising
above the Duwamish River, and 600 feet of shoreline. Culturally significant for its association with
Southern Puget Sound Salish oral tradition, the Hill is a key location in the stories known as the "Epic
of the Winds." Protection of this cultural property has created one of the Puget Sound region's few
public open spaces that honors and interprets Native heritage. Partners raised $1 million, the
property was purchased in 2004, and a Master Plan was completed in 2007 with input from tribes,
local residents and other stakeholders. After raising $860,000 more, Phase I site work was completed
and the property opened to the public in 2010. The Hill is Tukwila's first Cultural Preserve.
Also in 2010, we began fundraising for Phase II improvements to the flat 1.4 acre northwest portion
of the property. A Phase II concept plan was developed, and we were delighted to receive $154,500
from the 2011 -13 HCPF. Since then, the adjacent property owner to the west became willing to sell
his 1.9 property to the City to expand the Duwamish Hill Preserve. We have $1,050,000 committed to
this acquisition ($750,000 in City funds and the rest in local grant funds), we have a Proposal for
Purchase and Sale signed by the owner, and negotiations are underway. Work on Phase II has
temporarily been put on hold, due to this exciting opportunity to double the Phase 11 project area.
Description of Proposed Project: Phase II focuses on restoration of a 136,810 square foot area (3.3
acres) between the base of the Hill to the east, a Seattle City Light property to the north which
includes a wetland, the former Interurban Trail right of way to the west (future regional trail) and the
Duwamish River to the south. Phase II will feature permanent exhibits of native plants selected in
collaboration with the Muckleshoot and Duwamish Tribes, including species used for basket making,
preparation of traditional foods, and other cultural purposes. We hope to re- establish and make
accessible a variety of species with traditional cultural uses, such as wapato (arrowhead plant),
swamp tea, wild cranberries, tules (bulrush), slough sedge and other. Interpretive panels will include
traditional use information that is appropriate to share with the public.
Following creation of the cultural garden, stewardship guidelines and protocols for sustainable
harvest will be developed, with the goal of making some of the plants available for use each year.
Education programs about plants and native culture will provide public benefit in exchange for the
use of these resources. Initial Phase 11 design will begin following purchase of the west parcel, and
restoration / landscaping work will get underway when HCP funds are available in 2013. In addition
to the cultural garden and interpretive panels, Phase 11 infrastructure and visitor amenities include
paths and boardwalks meeting ADA standards, additional plantings, benches and other landscaping.
LEED standards & greenhouse gas reduction: Since the Preserve is a landscape, not a building, we
requested a LEED exemption. Our project incorporates sustainable design elements such as habitat
restoration, storm water control, and water efficiency landscaping. We do not have policies specific
for greenhouse gases, but the Hill is included in Tukwila's "Walk & Roll" Plan for non - motorized
access to public facilities, and it is close to the regional Green River Trail (bike /ped) and Sound Transit
light rail. Most site work is done with non - mechanized hand tools which produce no emissions.
5
119
2. Heritage Interpretation and Preservation -20 Points
• Describe how the project preserves and interprets heritage sites and /or resources.
• Indicate whether the property or object central to the application is listed or eligible for listing on the National
Register of Historic Places or the Washington Heritage Register and, if so, how relevant Secretary of the Interior's
Standards will be followed. Please refer to pages 5 and 6 in the Application Instructions for more information.
• Describe any consultation tribal consultation or responses to the project to date.
Preservation: This project contributes to the preservation of Washington's heritage by protecting, in
perpetuity, a geological landmark that is associated with Puget Sound Salish culture. By protecting
Duwamish Hill Preserve from development, and interpreting its cultural significance for the public,
the project also helps to preserve and perpetuate traditional knowledge about Native American
geography, history, language, and stories in the region's broader historic record. Phase II activities
will include preservation of traditional ethnobotanical knowledge and practices.
Interpretation: The site is associated with the "Epic of the Winds" stories from oral tradition, which
were documented by early 20th century anthropologist Arthur Ballard and other ethnographers, from
stories told by tribal elders. The site is an important part of the Duwamish River cultural landscape
which includes both ethnographic and archaeological sites. This entire landscape is visible from the
Preserve. Through consultation with the Muckleshoot and Duwamish tribes, Duwamish Hill has been
identified as a strategic lookout and vision quest site, and traditional fishing sites have been noted
nearby. Interpretation for the Preserve is based on input from tribal members, educators,
community members, and published and archival documentation. Interpretation will highlight Native
stories and place names, as well as early non - native land claims, river history, geology and habitat.
Interpretive content will be available at on -site kiosks, in self - guided tour brochures, and on the web
(www.duwamishhill.org), and will be incorporated into Tukwila School District programs.
National Register status & cultural significance: Ethnographic documentation identifies Duwamish
Riverbend Hill as having the Lushootseed or Southern Puget Sound Salish place name of stgaxW or
"Beaver Lodge." While the property is not yet listed in the National Register, it is potentially eligible
for listing as a contributing resource to the Duwamish River Valley Traditional Cultural Property
district. Such a listing would also include three related ethnographic sites in the immediate area:
sq''alac (also called Grandmother), sxiyaq"' (Beaver), and stubla7 (North Wind's Fish Weir). The
cultural significance of these sites was comprehensively documented in "Winds, Waterways and
Weirs: Ethnographic Study of the Central Link Light Rail Corridor" (2004). Site development work is
consistent with the Secretary of the Interior's Guidelines for the Treatment of Cultural Landscapes
including identification of character - defining features, assessment of how the landscape has changed
over time, and preservation of historic fabric. An archaeological survey was completed for Phase I,
and a pre- design survey is planned for the expanded Phase II project area. Briefings for parks staff,
contractors and volunteers provide instructions regarding potential inadvertent discoveries.
Tribal consultation: The project team has consulted regularly with the Muckleshoot Cultural
Committee and the Duwamish Tribal Council since preservation efforts began a decade ago. The
Muckleshoot Tribe contributed funding, and representatives of both tribes participated in the Hill's
2004 public dedication ceremony. Tribal representatives have visited the site on other occasions, and
have hosted presentations by the project team about the project, including the specific Phase II
project components. Stories shared by elders will enrich site interpretation. For example, the
shoreline of the Hill Preserve is the furthest upriver reach of salt water and tidal currents, and so this
area was where upriver people would leave their shovel -nose river canoes, and join relatives in larger
canoes for travel on open water. Future consultation is anticipated regarding Phase II plant selection,
education programs, interpretation, and long -term stewardship policies.
6
120
3. Plans, Capacity, Mission and Public Benefit -10 Points
• Describe how the project fulfills the mission and strategic plans of the applicant organization.
• What is the capacity of the applicant to complete the project? What experience does the applicant have in
completing capital projects?
• Identify key project personnel, such as an architect, and provide their qualifications.
• Describe the role of key partners and any written agreements verifying their participation in the project.
• Describe the audience for this project and how the public will benefit.
Mission, Plans & Capacity: The City of Tukwila's mission, in the spirit of partnership with its
community, is "preserving and enhancing a vibrant and healthy quality of life by providing caring,
effective and efficient service." The role of the Tukwila Parks and Recreation Department is to
provide fun, convenient, quality programs that promote healthy living, and serve as a steward for
recreational and historical properties. The City is a recognized leader in innovative programs
involving diverse community partners. We anticipate that the stewardship guidelines and protocols
for sustainable harvest related to Duwamish Hill Preserve Phase II will set a statewide precedent for
incorporating access to traditional cultural resources into management of conservation lands.
Key Project Personnel: Phase II development will be directed by Rick Still, City of Tukwila Director of
Parks and Recreation and Robert Eaton, Tukwila Parks Capital Projects Coordinator. Rick and Robert
have directed Phase I work on the Hill in partnership with Forterra, led the Hill management team's
efforts, managed project budgets, and managed community outreach for the project. Senior
Landscape Architect Nate Cormier of SvR Design provides design services, permit oversight, budget
development and assistance with construction management. Forterra Land Stewardship Director
Hayes Swinney provides project guidance and grant management support, serves as liaison to
Forterra's acquisition legal team, and coordinates with Friends of the Hill to recruit and manage
volunteers. Heritage consultant Holly Taylor of Past Forward provides preservation planning
services, leads tribal consultation efforts and develops heritage interpretive content.
Key Partners: Forterra is our primary partner in acquiring, expanding and restoring the Preserve.
They hold a permanent stewardship easement on the property, and a statement of principles guides
our collaboration. The Friends of the Hill is a neighborhood group that holds monthly work parties,
and the Tukwila Historical Society assists with interpretation. We also hope to work with the
Northwest Native American Basket Weavers Association regarding selection of plant materials,
development of harvest guidelines, and future use of the site including education programs.
Audiences: Neighbors have long visited the Hill to enjoy views of Mount Rainier and the Seattle
skyline. Each year, over 500,000 people use nearby recreational facilities, such as Starfire Sports
Complex, Foster Golf Course, and the Green River Trail, and these people will be encouraged to visit
the Preserve through directional signage and kiosks. As the Hill's cultural significance becomes
known through media, interpretive materials, and educational programs, those who want to learn
about local Native heritage will seek out the site. Residents and tourists who visit cultural facilities
such as the Duwamish Longhouse may learn about the Preserve through outreach materials.
Educators can integrate the Preserve into their curriculum on Native cultures, Washington State
history, and environmental studies. If even a small percentage of area residents, and users of nearby
parks and cultural facilities visit the site, the Preserve's annual audience is estimated at 50,000.
Public Benefit: The Preserve benefits the public by providing opportunities for residents and visitors
to learn about Native heritage in an outdoor setting that is part of an indigenous cultural landscape.
Site interpretation offers visitors insight regarding the cultural values and traditional geographic and
environmental knowledge of Puget Sound Salish people. The Preserve may also serve as a model for
the protection and restoration of other cultural properties, in both rural areas and urban landscapes.
7
121
4. Readiness -20 Points
• Describe why now is the best time for HCPF grant support and the applicant's ability to begin the project by July 2013
and complete it by June 2015.
• Provide a brief timeline for the project to completion, noting important milestones.
• Discuss legal, permitting, zoning, or other issues that might delay the project.
Timeliness of Project: Past grants from the HCPF (awarded to Forterra /CLC, for this project) partially
supported a Master Plan (completed 2007), and Phase I design and construction / restoration
(completed 2010). An additional HCPF grant in 2011 (B2011-13) provided partial support for our
originally conceived Phase II project to restore 1.4 acres within the original Preserve boundaries. This
task was temporary put on hold pending acquisition of the additional 1.9 acre West Parcel, and
addition of this land to the Preserve. Because state grants cannot be shown as matching funds, we
have segregated this HCPF B2011 -13 grant along with the required 2:1 match in a separate Phase IIA
budget and it is not include in our attached Phase IIB project budget. By deferring this project
component, we anticipate significant savings with design, site preparation and mobilization costs.
Our current HCPF B2013 -15 request is for Phase IIB, focused on restoration /construction activities on
the new acquisition parcel, for which we plan to begin design work in mid -2012 and construction in
2013. HCPF funds represent a critical piece of our Phase IIB budget, and we will be ready to begin
work as soon as funds are available. Without these funds, we face significant delays in completing
our project. With several years of work invested in protecting the Preserve and securing funding for
its future, the project has good momentum and visibility, and outstanding community participation.
With the recent opening of the nearby Duwamish Longhouse and tribal museums around the region,
and increasing visibility of the annual Canoe Journey, we anticipate that public interest in Native
American heritage will grow. Duwamish Hill Preserve offers a unique opportunity for the public to
visit a place that celebrates both the antiquity and the survival of Native heritage in our region.
Timeline
2000 Neighbors learn that the owner of the Hill Property has proposed demolition and
redevelopment; they contact Tribes and conservation groups about protecting the site.
2001 -03 Forterra & City of Tukwila form a partnership to preserve the Hill; Seattle Times article
brings visibility to the preservation effort; major funding commitments toward acquisition.
2004 Hill property acquired for $998,000; dedication event draws over 100 community members.
2005 -09: Fundraising for Phase I capital improvements; site preparation with volunteer; Master Plan
completed, including extensive public involvement; Phase I construction begins.
2010 Phase I construction completed; upland portion of property opens to the public.
2011 Project receives King County's John D. Spellman Award for Excellence in Historic Preservation;
Phase II planning and fund raising begins; effort to acquire adjacent property begins.
2012 Goals: Complete acquisition of adjacent parcel and expansion of Preserve; complete
fundraising for expanded Phase II (3.3 acres) restoration / construction.
2013 Goals: Complete expanded Phase II design, begin Phase II restoration /construction.
2014 Goals: Complete Phase II restoration /construction, open Phase II area to the public. Phase III
shoreline restoration will be a long -term project involving federal, state and local agencies.
Site Development Issues: The Tukwila Parks & Recreation Department follows the City of Tukwila's
permitting process (including SEPA checklist) in developing the Preserve. No changes in zoning or
land use designation are required. Phase II design does not trigger any potential delays with the
City's Public Works or Community Development Departments. The community has been deeply
involved in the effort to preserve this property and strongly supports the project.
8
122
5. Fund Raising Plan & Status -10 points
• Describe how the applicant's cost share, or match of $2 non -state to $1 state, will be met.
• Describe any state grants received for the project and the status of all prior HCPF grants to the applicant.
• Name and describe your key capital campaign leaders.
• Provide the plan for future operation and maintenance of the project following its completion.
Cost share: Based on our current HCPF request of $515,000, our minimum cost share would be
$1,030,000, but we have identified our actual cost share for Phase IIB as $1,444,560. Of that cost
share, we have $1,129,560 or 78% already in hand or committed, including $1,050,000 in cash (93 %)
and $79,560 (7 %) in kind.
Secured cash match includes $750,000 from the City of Tukwila's REET (Real Estate Excise Tax) fund
for open space acquisition, $250,000 from King County's Conservation Futures program, and $50,000
from 4Culture's Heritage Cultural Facilities Program. Pending cash match ($315,000) includes a
request for $50,000 already submitted to the King Conservation District, a request for another
$50,000 from 4Culture to be submitted in September 2012, and additional grant proposals to be
submitted to King County's Wild Places in City Spaces program, the Muckleshoot Indian Tribe, REI,
Sabey Corporation, Raisbeck Engineering, and private donors.
Committed in -kind contributions from City of Tukwila staff are valued based on actual hourly rates for
Parks and Recreation Director and Capital Projects Coordinator, and total $15,600 per year during the
project period (2012 -14). Volunteer coordinator, Friend of the Hill and Tukwila Planning Commission
member Brooke Alford donates 10 hours per month of landscaping services, valued at a discounted
professional rate of $35 /hour, or $4,200 per year during the project period. Dozens of neighborhood
volunteers who are Friends of the Hill or who attend bi- annual volunteer events such as Duwamish
Alive have provided up to 2,000 volunteer hours per year in past years. We conservatively estimated
volunteer participation at 672 hours per year during the project period (2012 -14), valued according to
HCPF instructions at $10 per hour or $6,720 per year. [For comparison, the Corporation for National
and Community Service's current value for volunteer labor is $20.85 per hour, and the Seattle
Department of Neighborhoods' is $20 per hour, so volunteer time may be under - valued by the HCPF.]
Past State Support and Status of Previous HCPF grants are described in detail on the previous page
under "Timeliness of Project."
Capital Campaign: Tukwila Planning Commissioner and Friend of the Hill Brooke Alford leads the
local fund raising campaign, with support from Forterra and City of Tukwila staff.
Operations and Maintenance Plan: Following completion of Phase 11 capital improvements, the City
of Tukwila will manage operations and maintenance and Forterra will focus on raising funds to
support education programs, from sources such as 4Culture and the Ferguson Foundation. CLC will
also continue to conduct regular work parties to continue restoration efforts and maintenance. The
Tukwila City Council values the Tukwila Park System, and recognizes its contribution to the quality of
life for residents and visitors. In addition to the portion of real estate excise taxes which is dedicated
to park acquisition, maintenance and operations funds including support for the Preserve are part of
the city's updated six year financial plan.
An important aspect of site operation is worth noting: Since Phase I was completed in 2010 and the
Preserve was opened to the public, Tukwila Parks and Recreation and Forterra have collaborated to
host visiting school groups from the Tukwila School District, including classes of 2nd,
graders which have visited every spring and fall.
9
3rd, 6th and 7th
123
6. Budget -20 points
• Describe how the figures on the BUDGET FORM were determined.
• Provide a detailed description, including amounts of cost share already in the project, in hand, or pledged, consistent
with amounts in the BUDGET FORM.
Budget Figures: The Phase IIB site development budget was based on our Master Plan, and updated
with detailed cost estimates prepared by landscape architect Nate Cormier of SvR Design in
consultation with project staff. SvR Design was also responsible for Phase I tasks, having developed
that phase of the budget, supervised construction, and worked closely with the management team to
ensure all work was completed within budget.
Costs for landscape architecture ($160,000) and engineering fees ($27,000) including geotechnical
and hydrological studies are based on estimates from qualified firms, taking into account the size of
the project area, unusual terrain and experience with similar projects. Construction / rehabilitation
costs ($211,000 total) are itemized (per square foot) in the Phase II Concept Plan and Estimate of
Probable Costs developed by SvR Design in November 2011. Site mobilization includes prep, limited
clearing and grading, erosion control and wetland protection. Hardscape elements include crushed
rock surfaces and boardwalks that will meet ADA standards, and boulders (some salvaged from site)
for traffic control. Property acquisition ($1,050,000) includes fee ownership, closing costs,
commercial appraisal, and environmental assessment. Landscaping ($245,000 total) includes
woodland areas, habitat restoration, soil amendments and native plantings.
Permanent exhibits includes preparation and planting of the "cultural garden" area – the focal point
of Phase IIB – as well as a rain garden to manage runoff and strengthen connectivity to adjacent
wetland (north side), shrub and tree buffers (west side), mulch treatment, and a temporary irrigation
system (required by environmental funders). Also included in exhibits are interpretive bench panels
similar to what was created for Phase I of the project.
Personnel costs are described on the previous page under "Cost Share."
Community support for the project has been strong, and volunteer participation includes a
professional landscape architect, Friends of the Hill monthly work parties and large scale public
events twice per year. This work has allowed us to stretch grant dollars significantly, and will likely
save $75,000 in Phase IIB expenditures for labor, by involving volunteers instead of paying
professional landscapers for all clearing and planting work.
Secured and pending cash match is described in detail on the previous page under "Cost Share."
The project period for Phase IIB cost share is a three year period from January 2012 to December
2014. Although the project completion date listed on page one is June 2015, we anticipate that most
of the project activities will be completed in 2014 and so we have confined our in -kind calculations to
that three year period. Project activities in prior to 2012, including both in -kind contributions and
grants, were listed as match to previous HCPF grants awarded to Forterra /Cascade Lad Conservancy
for this project, and so are not included in our current budget or cost share figure.
10
124
7. Geographic Diversity -5 points
• Describe how your project provides geographic and cultural diversity.
The primary impact of the project is to make Puget Sound Salish heritage more visible to residents
and visitors in the greater Seattle area. By working collaboratively with the Muckleshoot and
Duwamish Tribes, the project has and will continue to re- connect tribal communities with their
traditional lands, provide access to those lands and build stronger relationships between
contemporary tribal and non - tribal communities.
Geographically, the Duwamish Hill Preserve is one of the only remnant features of the pre- contact
Duwamish River Valley landscape that is still visible and visit -able, and still characterized by native
plant communities. The Green - Duwamish watershed which stretches from the crest of the Cascades
to Puget Sound and includes most of the land area between Seattle and Tacoma was once home to
dozens of Puget Sound Salish villages and a landscape productive for gathering, fishing and hunting
and richly known through oral tradition and Lushootseed place names. The landscape is now
dominated by commercial, industrial and residential development and infrastructure. Preservation
and restoration of the Preserve provides access, physically and through interpretive information, to
the indigenous geography of the Puget Sound basin in a way that is different and in some ways more
immediate than museum displays or other forms of historical information. The Preserve represents a
unique opportunity as an "outdoor museum" interpreting this endangered aspect of local heritage.
While the audience for this project is potentially regional, the Preserve directly serves the ethnically
diverse, working class community of Tukwila, where 74% of the students in the school district qualify
for free or reduced -price meals. The school district population includes 35% transitional bilingual
speakers, an indication of the high proportion of the population who are recent immigrants and
refugees. School field study trips bring elementary, middle and high school students to the Preserve,
and on -site activities include such topics as Puget Sound Salish oral tradition and place names, and
provides students with opportunities to share stories drawn from their cultural traditions in Somali,
Russia, Mexico, Vietnam and many other places. Students also participate in hands -on environmental
restoration working with native plant communities at the site.
Our proposed Phase IIB, for which HCPF funds are requested, will provide a richer Phase 11 restoration
with broader impact, from a cultural, habitat and recreational perspective. It will include a greatly
expanded cultural garden exhibiting plants for basket making, preparation of traditional foods, and
other cultural purposes, interpreted through displays, narrative guides and public programs. Future
interpretation of the surrounding Duwamish River Valley cultural landscape, including the nearby
North Wind Fish Weir and other places of ethnographic and historical interest, will also be featured at
the Preserve through storytelling, artwork and display of resources such as the Duwamish River
Cleanup Coalition's Green Duwamish River Map.
11
125
126
HCPF PROJECT BUDGET FORM
City of Tukwila / Forterra: Duwamish Hill Preserve
Cost Category
Cash Match
In-kind
HCPF
FUNDS
Total
Project staff
$0
$40.800
Not Eligible
S46.000
Architecture/Engineering Services
$27.000
$0
$100.000
S187.000
Construction/ Rehabilitation Costs
$118.000
$0
$93.000
$211.000
Property acquisition
$1.050.000
$0
$0
$1.050.000
Bride Loans/Financing (after Governor Signs budget)
$0
$0
$0
$0
Equipment
$0
$0
$0
B0
Furnishings
$0
$0
$0
$O
Landscaping
S170.000
$0
$75.000
$245.000
Permanent exhibitions
$0
$0
$172,000
8172.000
Consultants
$0
$0
$0
$0
Integral Art Pr jec1s
$0
$0
$0
S0
LEED Silver Certification Costs
$0
$0
$0
$0
Project Travel Costs
$0
$0
$0
$0
Donated Labor or Materials
$0
$32.760
$0
$32,760
Pre-design
Not Eligible
$0
Not Eligible
S0
Market Value of lease
Not Eligible
$0
Not Eligible
$O
Administration — 3%
Not Eligible
Not Eligible
$15.000
815.000
TOTALS
81.305.000
878.560
$515,000
$1,959,560
Total Cash Match and In-Kind Contribution
81.444.500
Percentage ofTotal
73.72%
26.28Y6
100Y6
Note: The categories given above are the ones typical for HCPF grants. If a category does not apply to
your grant, please enter zero in the field. If you have categories that are not listed, please contact
Susan Rohrer at Susan.Rohrer@wshs.wa.gov for additional instructions. Other state government grants
and related match should not be included in this budget. Please round to nearest dollar.
FOOTNOTES:
City of Tukwila Department of Parks and Recreation & Forterra
Duwamish Hill Preserve Concept Plan
‹, West parcel acqution current Di-tP site
adjacent wetlr1d
,N‘
c
o
ij
0
DUWAMISH HILL PRESERVE
PHASE 2 CONCEPT PLAN
APRIL 2012
main trailhead
on S 115th Street
Prepared by Nate Cormier, Landscape Architect, SvR Design, Seattle.
Nate and his firm also served as lead designers for Phase I of this project, completed in 2011.
128
City of Tukwila Department of Parks and Recreation & Forterra
Duwamish Hill Preserve Site Plan & Locator Maps
Main
entrance
TUK ;ALA
A C+CE S. RD
PYcserve
Tukwila
Community,
,, 'C rater
129
City of Tukwila Department of Parks and Recreation & Forterra
Duwamish Hill Preserve Photos
Tukwila School District 2nd and 3rd graders participate in restoration work, planting native plants and removing
invasives, at Duwamish Hill Preserve during field study trips to the site.
2. Visiting students also learn about oral tradition and storytelling, with a focus on Puget Sound Salish stories, in
the outdoor classroom which was partially funded through an HCP grant in 2004.
One of eight "storytelling benches," with original etched metal artwork by Mette Hanson highlighting
interpretive themes — in this case, the Puget Sound Salish story "North Wind and South Wind." Other historical
themes include the Italian American farming community in the vicinity, and the Interurban route along the
Duwamish River. Interpretive guide content is keyed to these artworks.
4. An example of trail improvements completed on site. Benches and trails completed during Phase I were
partially funded through an HCP grant in 2004. This portion of the property opened to the public in 2010.
130
Page 2 of 2
5. Phase IIA area current conditions (foreground): This area which is currently in City of Tukwila ownership has
been cleared of blackberries, but we are waiting to move forward on Phase II design until the adjacent (west)
parcel is acquired, which will expand the Phase II project area from 1.4 to 3.3 acres. Part of the Phase I project
area in shown in the background.
6. Phase IIB current conditions: We are working to acquire the industrial parcel in the foreground of this image,
which is currently used for equipment storage. The entire Phase 11 area will undergo extensive restoration to
establish a native plant garden for display and harvest. Part of Phase I area is shown in the background.
7. The Duwamish Hill Preserve was featured on the Green - Duwamish River map produced by the Duwamish River
Cleanup Coalition (cover shown above). Over 60,000 copies of this map have been distributed free to the public,
promoting environmental restoration, cultural heritage protection and recreation on the Green Duwamish River.
131
132
LEED Certification Declaration
Heritage Capital Projects Fund
Directions: All recipients of Heritage Capital Projects Fund (HCPF) grants are required to fill out this form. See our
website for information about when the completed form needs to be submitted. Please type your responses in the
electronic version of this form (see httg://www.washinqtonhistorv.orq/heritaqeServices/qrants.aspx) and fax or mail it to
us. Please do not e-mail it to us because this is a certification that requires signature(s).
Project Name: Duwamish Hill Preserve —Phase 11 Restoration
Organization: City of Tukwila Department of Parks and Recreation
STEP 1: Is your project an exempt facility type?
1.1 Does your project only involve an acquisition, and does not include any construction or renovation?
Yes ❑ No E
1.2 If your project is new construction, is it less than 5,000 gross square feet of occupied or conditioned space *?
Yes Eg No 0 If yes, what is the square footage?
1.3 If your project is a renovation, is it less than 50 percent of the facility's assessed value, and less than 5,000 gross
square feet of occupied or conditioned space *? Yes 0 No 0
If yes, what is the renovation total budget? $ What is the facility's assessed value? $
1.4 Is your facility a hospital or research facility * *? Yes ❑ No
Is it a similar building type? Yes No E
.............. .
If yes, describe
You are exempt if you answered yes to ANY question in Step 1. If you are exempt you may skip Steps 3 and 4,
but please fill out the rest of this form and sign it.
* Gross square feet as defined by the state Energy Code; assessed value includes the building and land.
** Primarily used for laboratory experimentation, laboratory research, or lab training in research methods.
STEP 2: Is meeting the LEED silver standard 'not practicable'?
WSHS may exempt HCPF grant awardees who demonstrate that it would not be practicable to meet the LEED silver
standard. We are not permitted to offer this exemption solely because of cost, but may due to:
a. If a renovation is piecemeal in nature; and /or
b. Unusual aspects of the building do not lend themselves to LEED standards.
2.1 Has design begun? Yes No 0 If yes, what was date? 2010
Percentage of pre- design or design complete: 10%
Has construction begun? Yes 0 No If yes, date construction began
Percentage of construction complete: 0"/0
2.2 Is your project a renovation to an existing building, and not a separate facility? Yes [] No 'E
1
133
2.3 Would you Ike to apply for this exemption? Yes i- No 0 If yes, please explain why.
The project is not a building :It is:primaril a passive open space conservation property, with
environmental restoration and exhibit development components.
STEP 3: Are you planning to enter the LEED process?
3.1 Have you already entered the LEED certification process? Yes 0 No E As of what date?
3.2 If you answered no to 3.1, were you planning to enter the LEED certification process? Yes ❑ No EI
3.3 If you are entering the LEED process, what standard are you attempting to reach?
Certified ❑i Silver 0 Gold ❑ Platinum E.
STEP 4: Complete the high-performance building checklist
You are not required to fill out this step if you receive an exemption. You are required to complete this section if you
plan to enter LEED and achieve the silver standard (Step 2) and are currently working with an architect. In other
words, you do not need to complete this step if you do not have an architect under commission because your project's
design has been completed and/or the project is piecemeal in nature.
HOWEVER
Please fill out this information to collect data on energy savings activities associated with HCPF projects. Preservation
is a LEED friendly energy activity, and you should get credit for your commitment to preserving historic structures and
places. WSHS is required to report data collected on energy savings from grant recipients to the legislature on a bi-
annual basis
http://www.usqbc.orq/DisplayPaqe.aspx?CMSPaqeID=220
THEN:
Click on Checklist XLS to reach an active form to fill out and include with your LEED Certification Declaration.
You may then have your architect estimate the number of LEED points that the project is anticipated to receive.
Total estimated LEED points:
Comments & Clarifications:
STEP 5: Certification of LEED Declaration
Applicant Representative's Name Rick Still
Title Director
Signature Date 5/14/12
Phone (206) 767-2344
E -mail Rick.Stilk TukwilaWA.gov
Applicant Organization City of Tukwila Department of Parks and Recreation
Applicant Mailing Address 12424 - 42nd Avenue S, Tukwila State WA Zip Code 98168
Project location (if different from above) 3800 South 115 Street, Tukwila State WA Zip Code 98168
2
134
Applicant architect's name Nate Cormier, PLA, LEED AP Title Senior Landscape Architect, SvR
Signature
Date 1'1May 2012
The applicant and /or its architect, by the above signatures, certify that all of the information provided in this LEED
certification declaration is accurate and complete to the best of their knowledge. The applicant understands that
WSHS staff may independently verify information provided, and that the discovery of incomplete, false, and /or
misleading information is grounds for withholding awarded funds.
3
135
136
DRAFT PROPOSAL FOR PURCHASE AND SALE AGREEMENT
October 16, 2011
Purchaser /Assignee: Cascade Land Conservancy /City of Tukwila (hereinafter, "Purchaser"
refers to Purchaser and /or Assignee)
Seller: James White, Jr.
Property: Approximately 1.9 acres consisting of two parcels located along South
115th Street, near East Marginal Way in Tukwila, Washington. The main
parcel — King County Tax ID #102304 -9085 — is a flat piece of cleared,
open land currently used to store cranes and other industrial
equipment. The other, smaller parcel — Tax ID #102304 -9002 — consists
of a narrow strip of land between 115th Street and the Green River and
an even narrower, very small strip on the other side of 115th Street.
Purchase Price: Fair Market Value (FMV) as determined by an MAI appraisal. Purchaser
will pay for the appraisal.
Purchase Method:
To be determined, although Purchaser shall make at least a $750,000
cash payment towards the Purchase Price at closing. The difference
between Purchaser's cash payment at closing and the FMV of the
Property shall be made up by such purchase method as the parties may
mutually agree upon in a formal Purchase and Sale Agreement (PSA).
Seller hereby affirms that one agreeable option for making up the
difference would have Seller holding a mortgage secured by a Deed of
Trust on the Property in the amount of the difference, with such
mortgage carrying an interest rate tied to a comparatively rated
Municipal bond. Any financing terms shall be mutually agreed upon by
the parties and included in a PSA.
Earnest Money: $5,000 non - refundable promissory note with conversion to cash upon
completion of below - detailed review period.
Review Period: Purchaser shall have 120 days from execution of a PSA to perform a
feasibility review on the site. At the end of the 120 -day period,
Purchaser may elect to:
1) Remove contingencies, convert the Earnest Money Promissory Note
to cash, and move towards closing; or
137
Contingencies:
Review Period Extensions:
2) Identify irreconcilable contingencies and terminate the PSA with
cancellation of the Promissory Note. In the event Purchaser and Seller
may reach mutually agreeable terms to identifiable contingencies, they
may modify the PSA accordingly at that point.
Purchaser shall utilize the initial review period to conduct feasibility
studies, paid for by Purchaser, that may include but are not limited to:
geotechnical soils analysis, toxic /hazardous waste review, wetlands and
groundwater studies, and mitigation requirements analysis. Purchaser
in its sole discretion shall determine during the review period whether
to remove contingencies based on its feasibility studies.
Purchaser and Seller may negotiate to extend the Review Period as
necessary to complete feasibility studies and /or negotiations related to
the Property.
Closing: Purchaser shall close on the Property within thirty (30) days of the
removal or other satisfactory resolution of all contingencies.
Feasibility Studies:
In the event Purchaser declines to close on the Property, copies of all
feasibility studies shall be provided to Seller upon Seller's written
request.
Acceptance: This offer to purchase is conditioned upon mutual execution of a
formalized PSA.
Expiration: This offer shall expire unless responded to in writing by November 30,
2011.
By signing below, Seller affirms that he is willing to enter into a formal Purchase and Sale Agreement to
sell the Property to Purchaser on the above terms.
Property Owner:
138
17 Cc-TO
Date
6.< Zo/f
2013 -15 Capital Budget
Senate Ways and Means Committee Passed
* Includes Alternative Finance Projects
(Dollars In Thousands)
New Appropriations
Attachment B
Bonds Total
Minor Public Works
Total
1,000 1,000
1,000 1,000
Washington State Historical Society
Facilities Preservation - Minor Works Projects 3,064 3,064
Heritage Capital Grants Projects 9,831 9,831
Tacoma Chinese Reconciliation Park 400 400
Mabton High School Historic Restoration 800 800
1912 Metaline Falls School 34 34
Restoration of Duwamish Hill Preserve 515 515
The Coastal Salish Institute at Northwest Indian College 1,000 1,000
Washington Hall Restoration 290 290
Construction of Maritime Heritage Education Center at Lake Union 990 990
Public Access to the Mary Olsen Farm 286 286
Paramont Theatre 146 146
Chambers Prairie Schoolhouse 39 39
Coastal Heritage Alliance 82 82
Historical Dash Point School 25 25
Nordic Heritage Museum 1,000 1,000
Washington State Holocaust Museum 150 150
Highline Hertiage Museum 338 338
Vancouver National Historic Reserve Trust 283 283
Archives Building at the Island Heritage Museum 52 52
Western Forest Industries Museum 385 385
Jacob & Emma Reard House 40 40
Chinook School Rehabilitation 115 115
Shoreline Historical Museum 219 219
Eddon Boat Restoration 128 128
Yamasaki Couryard Renewal 654 654
Railway History Center 789 789
Covenant Beach Bile Camp Historic Dining Hall 850 850
Virginia V Hull Restoration 221 221
Stadium Way Research Center Renovation and Addition 248 248
Total 13,143 13,143
Senate Ways and Means Committee - B0001
Page 15 4/7/2013 1:07 PM
139
140
Community Affairs & Parks Committee Minutes November 25, 2013 — Pape 2
C. Grant Acceptance: Duwamish Hill Preserve
Staff is seeking Council approval for the Mayor to accept on behalf of the City a Washington State
Historical Society "Heritage Capital Projects Fund" grant in the amount of $515,000 for the Duwamish
Hill Preserve Phase fib. The grant program states that funding cannot exceed 33.33% of the total cost, and
the City's match will come from funds for the west parcel acquisition, other grants, and in -kind
contributions. Phase Itb focuses on the restoration of 3.3 acres as a "cultural garden" area to feature
permanent exhibits of native plants and interpretive education programs about plants and native culture.
The project completion date is June 2015, with most activities being completed by the end of 2014.
UNANIMOUS APPROVAL. FORWARD TO THE DECEMBER 2 REGULAR CONSENT
AGENDA.
III. MISCELLANEOUS
Meeting adjourned at 5:24 p.m.
Next meeting:
Minutes by LH.
Monday, December 9, 2013 — 5:15 p.m. — Conference Room #3
Committee Chair Approval
141
142
COUNCIL AGENDA SYNOPSIS
Imtia/s
tVleeti nsDate
Prepared by
illal:, r's euiew
Council reme )
12/02/13
B ,
r--
/1, ,
E Ordinance
AN Date
E Bid a 1 Award
Mg Date 0
E Public f fearins
illtg Date
E Other
Mtg Date
SPONSOR Council E Mayor 0 HR 0 DCD E Finance Ill Fire E IT E P&R E Police
■1 PTV
SPONSOR'S These two items are for construction management of the Tukwila Urban Center Transit
SLIMNLkRY Center and Andover Park West Street and Water Improvements. Eight consultant firms
submitted proposals and three were interviewed. AECOM Technical Group was chosen as
the most qualified. A Supplement is also needed from the design consultant, IBI Group, for
on-call engineering support. Council is being asked to approve the contract with AECOM for
$739,350.06 and Supplement No. 21 with IBI Group for $80,000.00.
RI NIEWIM BY
E COW Mtg,
E CA&P Cmte E F&S Cmte
Cmte E Arts Comm. E Parks Comm.
COMMITTEE CHAIR: KATE
W. Transportation
Cmte
EM INFORMATION
ITEM No.
5.1.
CAS NUMBER:
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 12/02/13
AGENDA ITEM TITLE TUC Transit Center/Andover Park West Street & Water Improvements
1) Construction Management Contract with AECOM Technical Services
2) Construction Management Supplement No 21 with IBI Group
CATEGORY Discussion
AltegDate
Z Motion
Mtg Date 12/02/13
E Resolution
AltgDate
E Ordinance
AN Date
E Bid a 1 Award
Mg Date 0
E Public f fearins
illtg Date
E Other
Mtg Date
SPONSOR Council E Mayor 0 HR 0 DCD E Finance Ill Fire E IT E P&R E Police
■1 PTV
SPONSOR'S These two items are for construction management of the Tukwila Urban Center Transit
SLIMNLkRY Center and Andover Park West Street and Water Improvements. Eight consultant firms
submitted proposals and three were interviewed. AECOM Technical Group was chosen as
the most qualified. A Supplement is also needed from the design consultant, IBI Group, for
on-call engineering support. Council is being asked to approve the contract with AECOM for
$739,350.06 and Supplement No. 21 with IBI Group for $80,000.00.
RI NIEWIM BY
E COW Mtg,
E CA&P Cmte E F&S Cmte
Cmte E Arts Comm. E Parks Comm.
COMMITTEE CHAIR: KATE
W. Transportation
Cmte
Planning Comm.
KRULLER
• Utilities
DATE: 11/26/13
RECOMMENDATIONS:
SpoNsoR/ADmIN.
COMMUTEE
Public Works
Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$739,350.06 & $80,000.00 $1,022,460.00 $0.00
Fund Source: 104 & 401 FUNDS (PAGES 16, 17 AND 65, PROPOSED 2014 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/02/13
MTG. DATE
ATTACHMENTS
12/02/13
Informational Memorandum dated 11/22/13
Construction Management Selection Scoring Sheet
Consultant Agreement with AECOM Technical Services
Supplemental Agreement No. 21 to Contract No. 06-019 with IBI Group
Minutes from the Transportation Committee meeting of 11/26/13
143
144
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director,
BY: Peter Lau, Senior Program Manager
DATE: November 22, 2013
SUBJECT: TUC Transit Center Project; Andover Park West Street and Water Projects
Project Numbers 90610402, 98810404 and 99840105
1) Construction Management Contract with AECOM Technical Services, and
2) Supplemental Agreement No. 21 to Contract No. 06 -019 with IBI Group
ISSUE
Approve Construction Management (CM) contract with AECOM Technical Services and Supplemental
Agreement No. 21 to Contract No. 06 -019 with IBI Group for the Tukwila Urban Center (TUC) Transit Center;
Andover Park West Street and Water Improvement Projects (Transit Center Project).
BACKGROUND
The Transit Center Project is scheduled for construction in early 2014 as the bid was awarded by Council on
November 18, 2013 for $6,037,510. While in -house City staff will provide lead CM for the project, a significant
amount of additional CM resources is required to supplement the in -house capabilities. The City solicited for
consulting services and received eight CM proposals. The top three firms were then interviewed and included;
AECOM, URS and WHPacific, AECOM was rated the highest by the cumulative scores of the selection panel.
Along with AECOM's CM support, a new Supplemental Agreement is also needed from IBI Group, the design
consultant, to provide design support during the construction phase.
DISCUSSION
The AECOM contract will include field engineering and inspection documentation compliance support, as well
as on -call specialty sub - consultants, The fee of $739,350.06 is reasonable for the scope of work provided by
AECOM for this complex project. For the IBI Group, Supplemental Agreement No. 21 for $80,000.00 will supply
on -call engineering support. The construction management budget is $1,022,460.00.
CM Expenses Budget
AECOM Contract CM & Inspection $739,350.06 $1,022,460.00
IBI Sup No. 21 - Construction Eng Support 80,000.00
City CM Staff, WSDOT & Misc. Expenses 200,000.00
Total Contract and Budget $1,019,350.06 $1,022,460.00
RECOMMENDATION
Council is being asked to approve the Construction Management contract with AECOM in the amount of
$739,350.06 and Supplemental Agreement No. 21 to Contract No. 06 -019 with IBI Group in the amount of
$80,000.00 and consider these items on the Consent Agenda at the December 2, 2013 Regular Meeting.
Attachments: CM Consultant Selection Scoring Sheet
CM Consultant Contract with AECOM
IBI Group Supplemental Agreement No. 21 to Contract No. 06 -019
W:IPW EngIPROJECTSIA- RW & RS Projects\Transit Center (90610402)1Construction - City use only\CM Consultant Selectionllnfo Memo for AECOM CM & IBI CM support 11 -19 -13 gl.doc
145
146
Tukwila Urban Center Transit Center Project; Andover Park West Street and Water Improvement Projects
Rankings
Cyndy (Proposal)
Cyndy (Interview)
Mike (Proposal)
Mike (Interview)
Peter (Proposal)
Peter (Interview)
Final Ranking
Translated Final Ranking
40%
60%
40%
60%
40%
60%
AEC
0.4
0.6
0.8
0.6
1.2
1.2
4.8
U"
0.8
1.8
1.2
1.2
0.4
1.8
7.2
3
'ac fic
1.2
1.2
0.4
1.2
0.8
0.6
5.4
2
NOTE: The lowest ranking is the highest qualified.
148
Local Agency
Standard Consultant
Agreement
Consultant/Address/Telephone
AECOM Technical Services
710 Fifth Avenue, Suite 1000
Seattle, WA 98004
206.624.9349
r Architectural /Engineering Agreement
❑ Personal Services Agreement
Agreement Number
Project Title And Work Description
Tukwila Urban Transit Center, Construction
Management Services
Federal Aid Number
FTA Grant No. WA040081
Agreement Type (Choose one)
❑ Lump Sum
Lump Sum Amount $
%
►i4 Cost Plus Fixed Fee
Overhead Progress Payment Rate
DBE Participation
%
Overhead Cost Method
❑ Actual Cost
%
❑ Yes @ No
Federal ID Number or Social Security Number
95- 2661922
• Actual Cost Not To Exceed
❑ Fixed Overhead Rate
%
Do you require a 1099 for IRS?
0 Yes • No
Completion Date
March 1, 2015
Fixed Fee $ 81,328.27
❑ Specific Rates Of Pay
Total Amount Authorized $
Management Reserve Fund $
Maximum Amount Payable $
739,350.06
• Negotiated Hourly Rate
• Provisional Hourly Rate
739,350.06
❑ Cost Per Unit of Work
Index of Exhibits (Check all that apply):
® Exhibit A -1 Scope of Work
❑ Exhibit A -2 Task Order Agreement
❑ Exhibit B -1 DBE Utilization Certification
® Exhibit C Electronic Exchange of Data
❑ Exhibit D -1 Payment - Lump Sum
® Exhibit D -2 Payment - Cost Plus
❑ Exhibit D -3 Payment - Hourly Rate
❑ Exhibit D -4 Payment - Provisional
® Exhibit E -1 Fee - Lump/Fixed/Unit
❑ Exhibit E -2 Fee - Specific Rates
® Exhibit F Overhead Cost
❑ Exhibit G Subcontracted Work
❑ Exhibit G -1 Subconsultant Fee
THIS AGREEMENT, made and entered into this
❑ Exhibit G -2 Fee -Sub Specific Rates
❑ Exhibit G -3 Sub Overhead Cost
Exhibit H Title VI Assurances
® Exhibit I Payment Upon Termination of Agreement
® Exhibit J Alleged Consultant Design Error Procedures
® Exhibit K Consultant Claim Procedures
❑ Exhibit L Liability Insurance Increase
® Exhibit M -la Consultant Certification
® Exhibit M -lb Agency Official Certification
® Exhibit M -2 Certification - Primary
® Exhibit M -3 Lobbying Certification
® Exhibit M -4 Pricing Data Certification
❑ App. 31.910 Supplemental Signature Page
between the Local Agency of City of Tukwila
day of , 2013 ,
and the above organization hereinafter called the "CONSULTANT ".
DOT Form 140 -089 EF
Revised 09/2013
Page 1 of 8
, Washington, hereinafter called the "AGENCY" ,
149
WITNESSETH THAT:
WHEREAS, the AGENCY desires to accomplish the above referenced project, and
WHEREAS, the AGENCY does not have sufficient staff to meet the required commitment and therefore deems it
advisable and desirable to engage the assistance of a CONSULTANT to provide the necessary services for the PROJECT;
and
WHEREAS, the CONSULTANT represents that he /she is in compliance with the Washington State Statutes relating to
professional registration, if applicable, and has signified a willingness to furnish Consulting services to the AGENCY,
NOW THEREFORE, in consideration of the terms, conditions, covenants and performance contained herein, or attached
and incorporated and made a part hereof, the parties hereto agree as follows:
I General Description of Work
The work under this AGREEMENT shall consist of the above described work and services as herein defined and
necessary to accomplish the completed work for this PROJECT. The CONSULTANT shall furnish all services, labor, and
related equipment necessary to conduct and complete the work as designated elsewhere in this AGREEMENT.
II Scope of Work
The Scope of Work and projected level of effort required for this PROJECT is detailed in Exhibit "A" attached hereto and
by this reference made a part of this AGREEMENT.
III General Requirements
All aspects of coordination of the work of this AGREEMENT with outside agencies, groups, or individuals shall receive
advance approval by the AGENCY. Necessary contacts and meetings with agencies, groups, and /or individuals shall be
coordinated through the AGENCY. The CONSULTANT shall attend coordination, progress and presentation meetings
with the AGENCY and /or such Federal, State, Community, City or County officials, groups or individuals as may be
requested by the AGENCY. The AGENCY will provide the CONSULTANT sufficient notice prior to meetings requiring
CONSULTANT participation. The minimum required hours or days notice shall be agreed to between the AGENCY and
the CONSULTANT and shown in Exhibit "A."
The CONSULTANT shall prepare a monthly progress report, in a form approved by the AGENCY, which will outline in
written and graphical form the various phases and the order of performance of the work in sufficient detail so that the
progress of the work can easily be evaluated.
The CONSULTANT, and each SUBCONSULTANT, shall not discriminate on the basis of race, color, national origin, or
sex in the performance of this contract. The CONSULTANT, and each SUBCONSULTANT, shall carry out applicable
requirements of 49 CFR Part 26 in the award and administration of USDOT- assisted contracts. Failure by the
CONSULTANT to carry out these requirements is a material breach of this AGREEMENT that may result in the
termination of this AGREEMENT.
Participation for Disadvantaged Business Enterprises (DBE), if required, per 49 CFR Part 26, or participation of Minority
Business Enterprises (MBE), and Women Business Enterprises (WBE), shall be shown on the heading of this
AGREEMENT. If D/M /WBE firms are utilized, the amounts authorized to each firm and their certification number will be
shown on Exhibit `B" attached hereto and by this reference made a part of this AGREEMENT. If the Prime
CONSULTANT is a DBE firm they must comply with the Commercial Useful Function (CUF) regulation outlined in the
AGENCY'S "DBE Program Participation Plan ". The mandatory DBE participation goals of the AGREEMENT are those
established by the WSDOT'S Highway and Local Programs Project Development Engineer in consultation with the
AGENCY.
All Reports, PS &E materials, and other data furnished to the CONSULTANT by the AGENCY shall be returned. All
electronic files, prepared by the CONSULTANT, must meet the requirements as outlined in Exhibit "C."
All designs, drawings, specifications, documents, and other work products, including all electronic files, prepared by the
CONSULTANT prior to completion or termination of this AGREEMENT are instruments of service for this PROJECT,
and are the property of the AGENCY. Reuse by the AGENCY or by others, acting through or on behalf of the AGENCY
of any such instruments of service, not occurring as a part of this PROJECT, shall be without liability or legal exposure to
the CONSULTANT.
Page 2 of 8
150
IV Time for Beginning and Completion
The CONSULTANT shall not begin any work under the terms of this AGREEMENT until authorized in writing by the
AGENCY.
All work under this AGREEMENT shall be completed by the date shown in the heading of this AGREEMENT under
completion date.
The established completion time shall not be extended because of any delays attributable to the CONSULTANT, but
may be extended by the AGENCY in the event of a delay attributable to the AGENCY, or because of unavoidable
delays caused by an act of GOD or governmental actions or other conditions beyond the control of the
CONSULTANT. A prior supplemental agreement issued by the AGENCY is required to extend the established
completion time.
V Payment Provisions
The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under this
AGREEMENT as provided in Exhibit "D" attached hereto, and by reference made part of this AGREEMENT. Such
payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies,
equipment, and incidentals necessary to complete the work. The CONSULTANT shall conform to all applicable
portions of 48 CFR Part 31.
A post audit may be performed on this AGREEMENT. The need for a post audit will be determined by the State
Auditor, WSDOT External Audit Office and /or at the request of the AGENCY'S PROJECT Manager.
VI Sub - Contracting
The AGENCY permits sub - contracts for those items of work as shown in Exhibit "G" attached hereto and by this
reference made part of this AGREEMENT.
Compensation for this sub - consultant work shall be based on the cost factors shown on Exhibit "G."
The work of the sub - consultant shall not exceed its maximum amount payable unless a prior written approval has been
issued by the AGENCY.
All reimbursable direct labor, overhead, direct non -salary costs and fixed fee costs for the sub - consultant shall be
substantiated in the same manner as outlined in Section V. All sub - contracts shall contain all applicable provisions of
this AGREEMENT.
With respect to sub - consultant payment, the CONSULTANT shall comply with all applicable sections of the Prompt
Payment laws as set forth in RCW 39.04.250 and RCW 39.76.011.
The CONSULTANT shall not sub - contract for the performance of any work under this AGREEMENT without prior
written permission of the AGENCY. No permission for sub - contracting shall create, between the AGENCY and sub-
contractor, any contract or any other relationship. A DBE certified sub - consultant is required to perform a minimum
amount of their sub - contracted agreement that is established by the WSDOT Highways and Local Programs Project
Development Engineer in consultation with the AGENCY.
VII Employment
The CONSULTANT warrants that they have not employed or retained any company or person, other than a bona fide
employee working solely for the CONSULTANT, to solicit or secure this contract, and that it has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the CONSULTANT, any fee,
commission, percentage, brokerage fee, gift, or any other consideration, contingent upon or resulting from the award or
making of this contract. For breach or violation of this warrant, the AGENCY shall have the right to annul this
AGREEMENT without liability or, in its discretion, to deduct from the AGREEMENT price or consideration or
otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee.
Any and all employees of the CONSULTANT or other persons while engaged in the performance of any work or
services required of the CONSULTANT under this AGREEMENT, shall be considered employees of the
CONSULTANT only and not of the AGENCY, and any and all claims that may arise under any Workmen's
Compensation Act on behalf of said employees or other persons while so engaged, and any and all claims made by a
Page 3 of 8
151
third party as a consequence of any act or omission on the part of the CONSULTANT'S employees or other persons
while so engaged on any of the work or services provided to be rendered herein, shall be the sole obligation and
responsibility of the CONSULTANT.
The CONSULTANT shall not engage, on a full- or part-time basis, or other basis, during the period of the contract, any
professional or technical personnel who are, or have been, at any time during the period of the contract, in the employ
of the United States Department of Transportation, or the STATE, or the AGENCY, except regularly retired
employees, without written consent of the public employer of such person.
VIII Nondiscrimination .
During the performance of this contract, the CONSULTANT, for itself, its assignees, and successors in interest agrees
to comply with the following laws and regulations:
Title VI of the Civil Rights Act of 1964
(42 USC Chapter 21 Subchapter V Section 2000d through 2000d -4a)
Federal -aid Highway Act of 1973
(23 USC Chapter 3 Section 324)
Rehabilitation Act of 1973
(29 USC Chapter 16 Subchapter V Section 794)
Age Discrimination Act of 1975
(42 USC Chapter 76 Section 6101 et seq.)
Civil Rights Restoration Act of 1987
(Public Law 100 -259)
American with Disabilities Act of 1990
(42 USC Chapter 126 Section 12101 et. seq.)
49 CFR Part 21
23 CFR Part 200
RCW 49.60.180
In relation to Title VI of the Civil Rights Act of 1964, the CONSULTANT is bound by the provisions of Exhibit "H"
attached hereto and by this reference made part of this AGREEMENT, and shall include the attached Exhibit "H" in
every sub - contract, including procurement of materials and leases of equipment, unless exempt by the Regulations or
directives issued pursuant thereto.
IX Termination of Agreement
The right is reserved by the AGENCY to terminate this AGREEMENT at any time upon ten (10) days written notice to
the CONSULTANT.
In the event this AGREEMENT is terminated by the AGENCY other than for default on the part of the
CONSULTANT, a final payment shall be made to the CONSULTANT as shown in Exhibit "I" for the type of
AGREEMENT used.
No payment shall be made for any work completed after ten (10) days following receipt by the CONSULTANT of the
Notice to Terminate. If the accumulated payment made to the CONSULTANT prior to Notice of Termination exceeds
the total amount that would be due when computed as set forth herein above, then no final payment shall be due and the
CONSULTANT shall immediately reimburse the AGENCY for any excess paid.
If the services of the CONSULTANT are terminated by the AGENCY for default on the part of the CONSULTANT,
the above formula for payment shall not apply.
Page 4 of 8
152
In such an event, the amount to be paid shall be determined by the AGENCY with consideration given to the actual
costs incurred by the CONSULTANT in performing the work to the date of termination, the amount of work originally
required which was satisfactorily completed to date of termination, whether that work is in a form or a type which is
usable to the AGENCY at the time of termination, the cost to the AGENCY of employing another firm to complete the
work required and the time which may be required to do so, and other factors which affect the value to the AGENCY
of the work performed at the time of termination.
Under no circumstances shall payment made under this subsection exceed the amount, which would have been made
using the formula set forth above.
If it is determined for any reason that the CONSULTANT was not in default or that the CONSULTANT'S failure to
perform is without the CONSULTANT'S or it's employee's default or negligence, the termination shall be deemed to
be a termination for the convenience of the AGENCY. In such an event, the CONSULTANT would be reimbursed for
actual costs in accordance with the termination for other than default clauses listed previously.
In the event of the death of any member, partner or officer of the CONSULTANT or any of its supervisory personnel
assigned to the PROJECT, or dissolution of the partnership, termination of the corporation, or disaffiliation of the
principally involved employee, the surviving members of the CONSULTANT hereby agree to complete the work under
the terms of this AGREEMENT, if requested to do so by the AGENCY. This subsection shall not be a bar to
renegotiation of the AGREEMENT between the surviving members of the CONSULTANT and the AGENCY, if the
AGENCY so chooses.
In the event of the death of any of the parties listed in the previous paragraph, should the surviving members of the
CONSULTANT, with the AGENCY'S concurrence, desire to terminate this AGREEMENT, payment shall be made as
set forth in the second paragraph of this section.
Payment for any part of the work by the AGENCY shall not constitute a waiver by the AGENCY of any remedies of
any type it may have against the CONSULTANT for any breach of this AGREEMENT by the CONSULTANT, or for
failure of the CONSULTANT to perform work required of it by the AGENCY. Forbearance of any rights under the
AGREEMENT will not constitute waiver of entitlement to exercise those rights with respect to any future act or
omission by the CONSULTANT.
X Changes of Work
The CONSULTANT shall make such changes and revisions in the complete work of this AGREEMENT as necessary
to correct errors appearing therein, when required to do so by the AGENCY, without additional compensation thereof.
Should the AGENCY find it desirable for its own purposes to have previously satisfactorily completed work or parts
thereof changed or revised, the CONSULTANT shall make such revisions as directed by the AGENCY. This work
shall be considered as Extra Work and will be paid for as herein provided under Section XIV.
XI Disputes
Any dispute concerning questions of fact in connection with the work not disposed of by AGREEMENT between the
CONSULTANT and the AGENCY shall be referred for determination to the Director of Public Works or AGENCY
Engineer, whose decision in the matter shall be final and binding on the parties of this AGREEMENT; provided,
however, that if an action is brought challenging the Director of Public Works or AGENCY Engineer's decision, that
decision shall be subject to de novo judicial review. If the parties to this AGREEMENT mutually agree, disputes
concerning alleged design errors will be conducted under the procedures found in Exhibit "J ", and disputes concerning
claims will be conducted under the procedures found in Exhibit "K ".
XII Venue, Applicable Law, and Personal Jurisdiction
In the event that either party deems it necessary to institute legal action or proceedings to enforce any right or
obligation under this AGREEMENT, the parties hereto agree that any such action shall be initiated in the Superior
court of the State of Washington, situated in the county in which the AGENCY is located. The parties hereto agree that
all questions shall be resolved by application of Washington law and that the parties to such action shall have the right
of appeal from such decisions of the Superior court in accordance with the laws of the State of Washington. The
CONSULTANT hereby consents to the personal jurisdiction of the Superior court of the State of Washington, situated
in the county in which the AGENCY is located.
Page 5 of 8
153
XIII Legal Relations
The CONSULTANT shall comply with all Federal, State, and local laws and ordinances applicable to the work to be
done under this AGREEMENT. This contract shall be interpreted and construed in accordance with the laws of the
State of Washington.
The CONSULTANT shall indemnify and hold the AGENCY and the STATE and its officers and employees harmless
from and shall process and defend at its own expense all claims, demands, or suits at law or equity arising in whole or
in part from the CONSULTANT'S negligence or breach of any of its obligations under this AGREEMENT; provided
that nothing herein shall require a CONSULTANT to indemnify the AGENCY or the STATE against and hold
harmless the AGENCY or the STATE from claims, demands or suits based solely upon the conduct of the AGENCY or
the STATE, their agents, officers and employees; and provided further that if the claims or suits are caused by or result
from the concurrent negligence of (a) the CONSULTANT'S agents or employees, and (b) the AGENCY or the
STATE, their agents, officers and employees, this indemnity provision with respect to (1) claims or suits based upon
such negligence (2) the costs to the AGENCY or the STATE of defending such claims and suits shall be valid and
enforceable only to the extent of the CONSULTANT'S negligence or the negligence of the CONSULTANT'S agents
or employees.
The CONSULTANT'S relation to the AGENCY shall be at all times as an independent contractor.
The CONSULTANT shall comply with all applicable sections of the applicable Ethics laws, including RCW 42.23,
which is the Code of Ethics for regulating contract interest by municipal officers. The CONSULTANT specifically
assumes potential liability for actions brought by the CONSULTANT'S own employees against the AGENCY and,
solely for the purpose of this indemnification and defense, the CONSULTANT specifically waives any immunity under
the state industrial insurance law, Title 51 RCW.
Unless otherwise specified in the AGREEMENT, the AGENCY shall be responsible for administration of construction
contracts, if any, on the PROJECT. Subject to the processing of a new sole source, or an acceptable supplemental
agreement, the CONSULTANT shall provide On -Call assistance to the AGENCY during contract administration. By
providing such assistance, the CONSULTANT shall assume no responsibility for: proper construction techniques, job
site safety, or any construction contractor's failure to perform its work in accordance with the contract documents.
The CONSULTANT shall obtain and keep in force during the terms of the AGREEMENT, or as otherwise required,
the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to
Title 48 RCW.
Insurance Coverage
A. Worker's compensation and employer's liability insurance as required by the STATE.
B. Commercial general liability written under ISO Form CG 00 01 12 04 or its equivalent with minimum limits of
one million dollars ($1,000,000) per occurrences and two million dollars ($2,000,000) in the aggregate for each
policy period.
C. Vehicle liability insurance for any automobile used in an amount not less than a one million dollar ($1,000,000)
combined single limit.
Excepting the Worker's Compensation Insurance and any Professional Liability Insurance secured by the
CONSULTANT, the AGENCY will be named on all policies as an additional insured. The CONSULTANT shall
furnish the AGENCY with verification of insurance and endorsements required by the AGREEMENT. The AGENCY
reserves the right to require complete, certified copies of all required insurance policies at any time.
All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. The
CONSULTANT shall submit a verification of insurance as outlined above within fourteen (14) days of the execution of
this AGREEMENT to the AGENCY.
No cancellation of the foregoing policies shall be effective without thirty (30) days prior notice to the AGENCY.
The CONSULTANT'S professional liability to the AGENCY shall be limited to the amount payable under this
AGREEMENT or one million ($1,000,000) dollars, whichever is the greater, unless modified by Exhibit "L ". In no
case shall the CONSULTANT'S professional liability to third parties be limited in any way.
Page 6 of 8
154
The AGENCY will pay no progress payments under Section V until the CONSULTANT has fully complied with this
section. This remedy is not exclusive; and the AGENCY and the STATE may take such other action as is available to it
under other provisions of this AGREEMENT, or otherwise in law.
XIV Extra Work
A. The AGENCY may at any time, by written order, make changes within the general scope of the AGREEMENT in
the services to be performed.
B. If any such change causes an increase or decrease in the estimated cost of, or the time required for, performance of
any part of the work under this AGREEMENT, whether or not changed by the order, or otherwise affects any other
terms and conditions of the AGREEMENT, the AGENCY shall make an equitable adjustment in the (1) maximum
amount payable; (2) delivery or completion schedule, or both; and (3) other affected terms and shall modify the
AGREEMENT accordingly.
C. The CONSULTANT must submit any "request for equitable adjustment ", hereafter referred to as "CLAIM ", under
this clause within thirty (30) days from the date of receipt of the written order. However, if the AGENCY decides
that the facts justify it, the AGENCY may receive and act upon a CLAIM submitted before final payment of the
AGREEMENT.
D. Failure to agree to any adjustment shall be a dispute under the Disputes clause. However, nothing in this clause
shall excuse the CONSULTANT from proceeding with the AGREEMENT as changed.
E. Notwithstanding the terms and conditions of paragraphs (A) and (B) above, the maximum amount payable for this
AGREEMENT, shall not be increased or considered to be increased except by specific written supplement to this
AGREEMENT.
XV Endorsement of Plans
If applicable, the CONSULTANT shall place their endorsement on all plans, estimates, or any other engineering data
furnished by them.
XVI Federal and State Review
The Federal Highway Administration and the Washington State Department of Transportation shall have the right to
participate in the review or examination of the work in progress.
XVII Certification of the Consultant and the Agency
Attached hereto as Exhibit "M -1(a and b)" are the Certifications of the CONSULTANT and the AGENCY, Exhibit "M
-2" Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions,
Exhibit "M -3" Certification Regarding the Restrictions of the Use of Federal Funds for Lobbying and Exhibit "M -4"
Certificate of Current Cost or Pricing Data. Exhibit "M -3" is required only in AGREEMENTS over $100,000 and
Exhibit "M -4" is required only in AGREEMENTS over $500,000.
XVIII Complete Agreement
This document and referenced attachments contain all covenants, stipulations, and provisions agreed upon by the
parties. No agent, or representative of either party has authority to make, and the parties shall not be bound by or be
liable for, any statement, representation, promise or agreement not set forth herein. No changes, amendments, or
modifications of the terms hereof shall be valid unless reduced to writing and signed by the parties as an amendment to
this AGREEMENT.
XIX Execution and Acceptance
This AGREEMENT may be simultaneously executed in several counterparts, each of which shall be deemed to be an
original having identical legal effect. The CONSULTANT does hereby ratify and adopt all statements, representations,
warranties, covenants, and agreements contained in the proposal, and the supporting material submitted by the
CONSULTANT, and does hereby accept the AGREEMENT and agrees to all of the terms and conditions thereof.
Page 7 of 8
155
In witness whereof, the parties hereto have executed this AGREEMENT as of the day and year shown in the
"Execution Date" box on page one (1) of this AGREEMENT.
By
Consultant %ti Z 2."%
DOT
156
By
Agency
Page 8 of 8
Tukwila Transit Center Project
City of Tukwila
Exhibit A -1
SCOPE OF SERVICES
Construction Management and Contract Administration Services for the
Tukwila Transit Center Project
City of Tukwila
AECOM Technical Services, Inc. ( "Consultant ") proposes to provide to the City of Tukwila, Washington
( "Client ") construction management services for the Tukwila Transit Center Project (hereinafter called
"Project "). These services will include inspection, construction management, and contract administration
assistance during the construction of the project as detailed in the following:
I. INTRODUCTION
The following scope of services is based upon the assumptions outlined herein. Associated costs are
detailed in EXHIBIT E -1.
Assumptions:
• The proposed project team will include a part-time resident engineer and document administrator;
and a full -time assistant resident engineering and construction inspector. Allowances for materials
testing and surveying are included in this scope.
• A standard working week for project staff is 40 hrs. Should the Client direct fewer hours, the
Consultant will not guarantee to perform all of the scope items included in the corresponding subtask
during the time spent off the project.
• Services will be performed in accordance with the Local Agency Guidelines (LAG) and the WSDOT
Construction Manual. The man -hours proposed by the Consultant are an estimate only and are
subject to change based on the actual construction schedule and working hours of the Contractor.
• Mileage charges will be invoiced at the current USGAO rates.
• Design by Others: It is understood and agreed that the Consultant did not prepare the Contract
Documents for the project, and the Client will provide the Consultant the support of the Engineer -of-
Record during the course of the Consultant's work.
I. DETAILED SCOPE OF WORK
Subtask 1 — Administration /Quality Control
Consistent with the hours shown in EXHIBIT E -1, the Consultant shall provide overall project
management and contract administration associated with the service agreement between the Consultant
and the Client. This effort will include the following elements:
1.1 Prepare of Consultant invoicing and progress reporting to the Client.
1.2 Perform internal administration of the Consultant's Task Order.
1.3 Prepare any supplements to the Consultant's Task Order.
1.4 Attend pre- construction conference.
1.5 Make periodic field visits and conduct project reviews for the quality of services provided by
AECOM and consistency with AECOM's project quality plan.
Page 1 of 5
Updated: 11 /18/2013
157
Tukwila Transit Center Project
City of Tukwila
Subtask 2 — Document Control
Consistent with the hours shown in EXHIBIT E -1, the Consultant shall provide document control services
including the following elements:
2.1 Process; track and archive construction records including: Inspectors Daily Reports (IDR's);
Requests for Information (RFI's); Submittals; Requests for Approval of Materials (RAM's);
Statements of Working Days. Consultant shall maintain submittal and RFI logs to track when
documents are received and returned to the contractor.
2.2 Compile and review inspector pay quantity and force account records, and prepare monthly
contractor progress estimates.
2.3 Review and archive project record documentation associated with prevailing wage reporting,
including Requests to Sublet, Intents to Pay Prevailing Wage, Certified Payroll, Affidavits of
Wages Paid, and Contractor employee wage interviews.
2.4 Review and archive Certificates of Materials Origin tracking and reconcile against the Projects
Record of Materials.
2.5 Review and archive DBE participation and training goals documentation.
2.6 Prepare and assist with 1 mid - project audit and 1 final regulatory audit of the construction
project record.
2.7 Attend and provide minutes for the preconstruction conference and up to 40 weekly contractor
construction progress meetings.
2.8 Maintain a material testing log that tracks the test date, type of material test, test result,
specification requirement and action taken if a failed result is received from the material testing
consultant.
2.9 Maintain a list of approved change orders and potential change orders. Potential change orders
will have a force account estimate of the extra work related to that item(s), until an approved
change order is executed.
Subtask 3 — Field Inspection
The Consultant shall provide construction inspection services for up to 280 full -time days, consistent
with the hours shown in. EXHIBIT E -1. This effort will include the following elements:
3.1 Prepare daily construction reports recording the contractor's operations performed for each day
the Consultant is on site; measure the quantities of materials installed, log equipment and staff
present, weather conditions, and any observed problems or construction issues.
3.2 Prepare Daily Payment Notes, Statements of Working Days, and Force Account Records (if
necessary).
3.3 Respond to contractor questions which may arise as to the quality and acceptability of
furnished materials or work performed.
3.4 Respond to general questions raised by adjacent property owners, businesses, or general
public. Complaints or detailed questions shall be referred to the Client.
3.5 Prepare field records and documents in accordance with Projects Record of Materials.
3.6 Coordinate with Resident Engineer and Client for changes and updates to the ROM.
3.7 For each day the Consultant is on site, provide photographs of traffic control set -up and work
activities during the course of construction. Photographs will be in digital format and cataloged
by date.
3.8 Facilitate coordination with property owners, businesses, King County Metro, and other project
stakeholders.
3.9 Facilitate the Contractor's coordination of existing utilities within the project boundaries.
Page 2 of 5
158
Updated: 11/18/2013
Tukwila Transit Center Project
City of Tukwila
3.10 Review the Record of Materials (ROM) against the material testing results provided by the
Project's material testing consultant, and advise the Contractor accordingly.
3.11 Monitor the Contractor's compliance with water quality permits and the requirements of the
TESC and SPCC Plans.
3.12 Attend weekly construction meetings up to 40 weekly meetings.
3.13 The Construction Inspector shall review monthly pay estimates with the Contractor and provide
recommendations to the Resident Engineer and Client.
3.14 Review the Contractor's construction record drawings on a weekly basis. Upon project
completion, verify Contractor provided markups accuracy and forward to the Client. The
Consultant Inspector will track and record field changes on drawings and use this information to
verify the Contractor's construction record drawings.
3.15 Participate in the Project's final inspection and assist in developing a list of any remaining
deficiencies.
3.16 Attend pre- construction conference.
3.17 For the days present on site, the construction inspector shall observe day -to -day construction
activities. By providing inspection oversight, the Consultant shall assume no responsibility for
proper construction techniques or job site safety but will report to the Contractor and Client any
known public safety concerns immediately. The presence of the Consultant's personnel at the
construction site is for the purpose of providing to the Client a greater degree of confidence that
the completed work will generally conform to the Contract Documents and that the integrity of
the design concept as reflected in the Contract Documents has been implemented and
preserved by the Construction Contractor.
3.18 The Consultant will endeavor to protect all parties against defects and deficiencies in the work
of the Contractor, but cannot guarantee the Contractor's performance and shall not be
responsible for construction means, methods, measurements, techniques, sequences of
procedures, or for safety precautions and programs in connection with the work performed by
the Construction Contractor and any subcontractors.
Subtask 4 — Construction Management
Provide construction management services, consistent with the hours shown in EXHIBIT B. This effort
will include the following elements:
4.2 Supervise the Consultant's field personnel assigned to the project.
4.3 Liaison between the Contractor's management and the Client's management personnel, acting
as the direct point of contract for both parties.
4.4 Organize and chair the Pre - construction conference
4.5 Review and approve daily construction reports prepared by the construction inspector.
4.6 Respond to contractor questions which may arise as to the quality and acceptability of
furnished materials, work performed, and to general questions raised by adjacent property
owners or general public.
4.7 Respond to Contractor RFI's, and defer to the Engineer of Record for a response when
appropriate.
4.8 Review Contractor submittals, and defer to the Engineer of Record for a review when
appropriate.
4.9 Coordinate off -site fabrication inspection by others.
4.10 Review ROM and material testing results and advise the Contractor accordingly.
Page 3 of 5
Updated: 11 /18/2013
159
Tukwila Transit Center Project
City of Tukwila
4.11 Review the Contractor's baseline project schedule, and then monitor that schedule throughout
the course of the project for compliance with the provisions of the Contract. Monitoring shall
include review of periodic schedule updates submitted by the Contractor.
4.12 Facilitate coordination between the Contractor, Client and project stakeholders regarding status
and issues of construction activities.
4.13 Facilitate utility coordination for existing and new utility improvements.
4.14 Chair up to 40 weekly construction meetings.
4.15 Prepare official correspondence to the Contractor and issue upon the Client's approval.
4.16 Issue field directives and stop work notices to the Contractor when necessary, with the Client's
approval.
4.17 Issue Correction Notices when appropriate.
4.18 Review monthly pay estimates with the Contractor and provide recommendation to the Client
for release of payment.
4.19 Supervise contract close -out activities including as -built drawings, final payment, and
completion notices. Consultant shall provide the Client, at contract close -out, construction
records to the all applicable funding agencies.
4.20 The Consultant shall assume no responsibility for proper construction techniques or job site
safety but will report to the Contractor and Client any observed public safety concerns
immediately. The presence of the Consultant's personnel at the construction site is for the
purpose of providing to the Client a greater degree of confidence that the completed work will
generally conform to the Contract Documents and that the integrity of the design concept as
reflected in the Contract Documents has been implemented and preserved by the construction
Contractor.
4.21 The Consultant will endeavor to protect all parties against defects and deficiencies in the work
of the Contractor, but cannot guarantee the Contractors' performance and shall not be
responsible for construction means, methods, measurements, techniques, sequences of
procedures, or for safety precautions and programs in connection with the work performed by
the construction contractor and any subcontractors.
Subtask 5 — Public Outreach / Client Meetings
The Consultant's construction inspector shall provide limited assistance with project outreach consistent
with the following:
The Consultant shall, under direction of the Client, assist with delivering informational flyers for the
upcoming construction activities, road closures, temporary traffic controls, and other pertinent information.
The Consultant shall also assist the Client in responding to questions and issues raised by private
citizens and local businesses relative to the Project.
Subtask 6 — Materials Testing
The Consultant will retain a materials testing subconsultant to perform soil and concrete testing which
includes: gradations, in -place density, Proctor compaction tests, concrete air entrainment, concrete test
cylinders, and asphalt composition. These services are budgeted as an allowance and the actual costs of
the testing effort may vary. The Consultant shall advise the Client regarding the status of the materials
testing budget to allow funds to be added or removed as necessary.
Page 4 of 5
160
Updated: 11 /18/2013
Tukwila Transit Center Project
City of Tukwila
Subtask 7 — Survey Verification
The Consultant will retain a surveying subconsultant to perform verification surveys of two existing
permanent benchmarks and temporary benchmarks established by the Contractor. These services are
budgeted as an allowance and the actual costs of the surveying effort may vary. The Consultant shall
advise the Client on the surveying budget status to allow funds to be added or removed as necessary.
Subtask 8 — Change Order Resolution
The Consultant shall provide services up to 80 hours for preparing change order packages, this includes
independent cost estimates (ICE), change order forms; and, force account records.
Subtask 9 — Claims /Disputes Support
No services are provided under this section.
III. Consultant Deliverables; including but not limited to:
Inspector Daily Reports
ii. Construction Photographs — 1 Set
Weekly Meeting Minutes and Agendas
iv. Submittal, RFI, and Material Testing Logs
v. Change Order and Potential Change Order Log
vi. Declaration of Substantial Completion
vii. Monthly Contractor Pay Requests with field note record and quantity documentation
viii. Punch -lists and tracking documentation
ix. Physical Completion Letter and Recommendation of Final Acceptance Letter
x. All Project Records received from the Contractor described under Subtask 2
xi. Other records generated as a result of this Contract, when demanded by the Client, or as
deemed necessary by a public record request.
IV. Responsibilities of the Client
Provide CM oversight and approval authority for all construction activities.
ii. Manage the Designer -on- Record team as part of the Project Designer's on -call design
support and architectural submittal review.
Process all contract documents through the City's approval process (e.g. CM services
invoices, construction contract, monthly pay estimates, change order execution, cost
reduction proposals, time extensions, etc.).
iv. Provide preferred forms and formats, and filing structure to the Consultant.
v. Oversee the Consultant on conducting schedule evaluation, monitoring, and evaluate Time
Impact Analysis for changes.
vi. Provide and assist the Consultant in utility coordination with third -party utilities under project
specific or franchise agreements.
vii. Review the Pre - Construction Conference agenda and all hand -out materials, before the
Consultant conducts the Pre - Construction Conference.
viii. Coordinate and schedule any public meetings required before, during and after construction.
ix. Provide operations & maintenance interface with other City Staff for ongoing project issues.
x. Provide CM tools for Team use including: Project ROM, IDR, Project File Index, Change
Order, Force Account tracking and Pay Estimate forms.
Page 5 of 5
Updated: 11/18/2013
161
162
Exhibit C
Electronic Exchange of Engineering and Other Data
In this Exhibit the agency, as applicable, is to provide a description of the format and standards the
consultant is to use in preparing electronic files for transmission to the agency. The format and standards to
be provided may include, but are not limited to, the following:
I. Surveying, Roadway Design & Plans Preparation Section
A. Survey Data
B. Roadway Design Files
C. Computer Aided Drafting Files
D. Specify the Agency's Right to Review Product with the Consultant
E. Specify the Electronic Deliverables to Be Provided to the Agency
F. Specify What Agency Furnished Services and Information Is to Be Provided
II. Any Other Electronic Files to Be Provided
DOT Form 140 -089 EF Exhibit C
Revised 10/2013
163
III. Methods to Electronically Exchange Data
A. Agency Software Suite
B. Electronic Messaging System
C. File Transfers Format
DOT Form 140 -089 EF Exhibit C
Revised 10/2013
164
Exhibit D -2
Payment (Cost Plus a Fixed Fee)
The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under this
AGREEMENT as provided hereinafter. Such payment shall be full compensation for work performed or
services rendered and for all labor, materials, supplies, equipment, and incidentals necessary to complete the
work specified in Section II, "Scope of Work." The CONSULTANT shall conform to all applicable portions of
48 CFR Part 31.
A. Actual Costs: Payment for all consulting services for this PROJECT shall be on the basis of the
CONSULTANT'S actual cost plus a fixed fee. The actual cost shall include direct salary cost,
overhead, direct non -salary costs, and fixed fee.
1. Direct Salary Costs: The Direct Salary Cost is the direct salary paid to principals,
professional, technical, and clerical personnel for the time they are productively
engaged in work necessary to fulfill the terms of this AGREEMENT. The
CONSULTANT shall maintain support data to verify the direct salary costs billed
to the AGENCY.
2. Overhead Costs: Overhead Costs are those costs other than direct costs, which are
included as such on the books of the CONSULTANT in the normal everyday
keeping of its books. Progress payments shall be made at the rate shown in the
heading of this AGREEMENT under "Overhead Progress Payment Rate." Total
overhead payment shall be based on the method shown in the heading of the
AGREEMENT. The two options are explained as follows:
a. Fixed Rate: If this method is indicated in the heading of the AGREEMENT the
AGENCY agrees to reimburse the CONSULTANT for overhead at the
percentage rate shown. This rate shall not change during the life of the
AGREEMENT.
b. Actual Cost: If this method is indicated in the heading of the AGREEMENT the
AGENCY agrees to reimburse the CONSULTANT the actual overhead costs
verified by audit, up to the Maximum Total Amount Payable, authorized under
this AGREEMENT, when accumulated with all other Actual Costs.
A summary of the CONSULTANTS cost estimate and the overhead
computation is shown in Exhibit "E" attached hereto and by this reference made
part of this AGREEMENT. When an Actual Cost method is used, the
CONSULTANT (prime and all sub - consultants) will submit to the AGENCY
within six (6) months after the end of each firm's fiscal year, an overhead
schedule in the format required by the AGENCY (cost category, dollar
expenditures, etc.) for the purpose of adjusting the overhead rate for billing
purposes. It shall be used for the computation of progress payments during the
following year and for retroactively adjusting the previous year's overhead cost
to reflect the actual rate.
DOT Form 140-089 EF Exhibit D -2
Revised 6/08
165
Failure to supply this information by either the prime CONSULTANT or any of their sub -
consultants shall cause the AGENCY to withhold payment of the billed overhead costs until
such time as the required information is received and an overhead rate for billing purposes is
approved.
The AGENCY, STATE and/or the Federal Government may perform an audit of the
CONSULTANT'S books and records at any time during regular business hours to determine
the actual overhead rate, if they so desire.
3. Direct Non -Salary Costs: Direct Non -Salary Costs will be reimbursed at the Actual Cost to
the CONSULTANT. These charges may include, but are not limited to, the following
items: travel, printing, long distance telephone, supplies, computer charges and sub -
consultant costs.
a. Air or train travel will be reimbursed only to economy class levels unless
otherwise approved by the AGENCY. The CONSULTANT shall comply with
the rules and regulations regarding travel costs (excluding air, train, and rental
car costs) in accordance with the AGENCY'S Travel Rules and Procedures.
However, air, train, and rental car costs shall be reimbursed in accordance with
48 CFR Part 31.205 -46 "Travel Cost
b. The billing for Direct Non -Salary Costs shall include an itemized listing of
the charges directly identifiable wh the PROJECT.
c. The CONSULTANT shall maintain the original supporting documents in their
office. Copies of the original supporting documents shall be supplied to the
AGENCY upon request.
d. All above charges must be necessary for the services provided under this
AGREEMENT.
4. Fixed Fee: The Fixed Fee, which represents the CONSULTANT'S profit, is shown in the
heading of this AGREEMENT under Fixed Fee. This amount does not include any
additional Fixed Fee, which could be authorized from the Management Reserve Fund. This
fee is based on the Scope of Work defined in this AGREEMENT and the estimated person -
hours required to perform the stated Scope of Work. In the event the CONSULTANT
enters into a supplemental AGREEMENT for additional work, the supplemental
AGREEMENT may include provisions for the added costs and an appropriate additional
fee. The Fixed Fee will be prorated and paid monthly in proportion to the percentage of
work completed by the CONSULTANT and reported in the Monthly Progress Reports
accompanying the billings. Any portion of the Fixed Fee earned but not previously paid in
the progress payments will be covered in the final payment, subject to the provisions of
Section IX entitled "Termination of Agreement."
5. Management Reserve Fund: The AGENCY may desire to establish a Management Reserve
Fund to provide the Agreement Administrator with the flexibility to authorize additional
funds to the AGREEMENT for allowable unforeseen costs, or reimbursing the
CONSULTANT for additional work beyond that already defined in this AGREEMENT.
Such authorization(s) shall be in writing and shall not exceed
166
the lesser of $100,000 or 10% of the Total Amount Authorized as shown in the heading
of this AGREEMENT. The amount included for the Management Reserve Fund is
shown in the heading of this AGREEMENT. This fund may not be replenished. Any
changes requiring additional costs in excess of the Management Reserve Fund shall be
made in accordance with Section XIV, "Extra Work. "6. Maximum Total Amount
Payable: The Maximum Total Amount Payable by the AGENCY to the
CONSULTANT under this AGREEMENT shall not exceed the amount shown in the
heading of this AGREEMENT. The Maximum Total Amount Payable is comprised of
the Total Amount Authorized, and the Management Reserve Fund. The Maximum
Total Amount Payable does not include payment for Extra Work as stipulated in
Section XIV, "Extra Work." No minimum amount payable is guaranteed under this
AGREEMENT.
B. Monthly Progress Payments: The CONSULTANT may submit billings to the AGENCY for
reimbursement of Actual Costs plus the calculated overhead and fee on a monthly basis during the
progress of the work. Such billings shall be in a format approved by the AGENCY and
accompanied by the monthly progress reports required under Section III, "General Requirements"
of this AGREEMENT. The billings will be supported by an itemized listing for each item including
Direct Salary, Direct Non - Salary, and allowable Overhead Costs to which will be added the
prorated Fixed Fee. To provide a means of verifying the billed salary costs for CONSULTANT
employees, the AGENCY may conduct employee interviews. These interviews may consist of
recording the names, titles, salary rates, and present duties of those employees performing work on
the PROJECT at the time of the interview.
C. Final Payment: Final Payment of any balance due the CONSULTANT of the gross amount earned
will be made promptly upon its verification by the AGENCY after the completion of the work
under this AGREEMENT, contingent upon receipt of all PS &E, plans, maps, notes, reports,
electronic data and other related documents which are required to be furnished under this
AGREEMENT. Acceptance of such Final Payment by the CONSULTANT shall constitute a
release of all claims for payment, which the CONSULTANT may have against the AGENCY
unless such claims are specifically reserved in writing and transmitted to the AGENCY by the
CONSULTANT prior to its acceptance. Said Final Payment shall not, however, be a bar to any
claims that the AGENCY may have against the CONSULTANT or to any remedies the AGENCY
may pursue with respect to such claims.
The payment of any billing will not constitute agreement as to the appropriateness of any item
and at the time of final audit, all required adjustments will be made and reflected in a final payment.
In the event that such final audit reveals an overpayment to the CONSULTANT, the
CONSULTANT will refund such overpayment to the AGENCY within thirty (30) days of notice of
the overpayment. Such refund shall not constitute a waiver by the CONSULTANT for any claims
relating to the validity of a finding by the AGENCY of overpayment. The CONSULTANT has
twenty (20) days after receipt of the final POST AUDIT to begin the appeal process to the
AGENCY for audit findings.
D. Inspection of Cost Records: The CONSULTANT and their sub - consultants shall keep available for
inspection by representatives of the AGENCY, STATE and the United States, for a period of three
(3) years after receipt of final payment, the cost records and accounts pertaining to this
AGREEMENT and all items related to or bearing upon these records with the following exception:
if any litigation, claim or audit arising out of, in connection with, or related to this contract is
initiated before the expiration of the three (3) year period, the cost records and accounts shall be
retained until such litigation, claim, or audit involving the records is completed.
167
168
AZCOM
Exhibit E -1
Consultant Fee Determination Summary Sheet
City of Tukwila - Tukwila Transit Center
AECOM Labor - Home Office
Employee Classification Hours Rate Cost
Mike Horton PM / QC 188.00 $ 72.43 $13,616.88
188.00 $13,616.88
$13,616.88
Overhead (OH Cost -- Including Salary Additives):
OH Rate x DSC of 156.22% x $13,616.88 $21,272.29
Fee
Fee Rate x DSC of 30.00% x $13,616.88 $4,085.06
Labor Subtotal - Home Office $38,974.23
AECOM Labor - Field Office
Employee Classification Hours Rate Cost
Jim Fillis RE 800.00 $ 82.02 $65,614.56
Janet Lee ARE 1,712.00 $ 42.84 $73,342.08
Tom Bowers Field Lead 1,600.00 $ 52.31 $83,688.96
Silvia Manescu Documentation 300.00 $ 39.92 $11,976.84
Leroy Clark Inspection 320.00 $ 49.66 $15,892.42
Jesse Rogers Arch. Inspection 200.00 $ 34.81 $6,962.52
Jim Mulhearn Scheduling 0.00 $ 70.00 $0.00
4,932.00 $257,477.38
Total DSC $257,477.38
Overhead (OH Cost -- Including Salary Additives):
OH Rate x DSC of 122.43% x $257,477.38 $315,229.56
Fee:
Fee Rate x DSC of 30.00% x $257,477.38 $77,243.21
Labor Subtotal - Field Office
Labor Subtotal
Reimbursable
Vehicles - Mileage
Expenses
Subconsultant
Materials Testing Allowance
Surveying
$649,950.15
$688,924.38
Cost
$ 16,000.00
$ 6,425.68
$22,425.68
Cost
$20,000.00
$8,000.00
$28,000.00
Agreement Total (including fee)
$739,350.06
Fixed Fee Total
$81,328.27
169
170
Exhibit F
Breakdown of Overhead Cost
Please see the attached sheets.
171
172
Ir-71Washington State
Department of Transportation
Paula J. Hammond, P.E.
Secretary of Transportation
July 17, 2012
John McNamara, Government Accounting & Cost Compliance
AECOM
701 Edgewater Drive
Wakefield MA 01880 -6242
RE: Aecom Technical Services, Inc. Overhead Schedules
Fiscal Year End September 30, 2011
Dear Mr. McNamara:
Transportation Building
310 Maple Park Avenue S.E.
P.O. Box 47300
Olympia, WA 98504 -7300
360 - 705 -7000
TTY: 1 -800- 833 -6388
wvnv.wsdot.wa.gov
We have completed a desk review of your overhead schedule for the above referenced
fiscal year. Our review included the documentation provided by Aecom Technical
Services, Inc.
The schedule was audited by the Cleary & Gill, LLC for compliance with Part 31 of the
Federal Acquisition Regulations. Cleary & Gill, LLC accepted an overhead rate for the
year ended September 30, 2011, home office rate at 156.22% of direct labor and a field
office rate at 122.43% of direct labor.
The reviewed data included, but was not limited to; the schedule of the indirect cost rate,
a description of the company, basis of accounting and description of Aecom Technical
Services, Inc. accounting system and the basis of indirect costs.
Based on our work, we are issuing this letter of review establishing Aecom Technical
Services, Inc. overhead rate for the fiscal year ending September 30, 2011. The
Company Wide Rate (Composite Rate) is 147.66% of direct labor. Included within this
rate are the Home Rate of 156.22% of direct labor, and the Field Rate of 122.43% of
direct labor. Costs billed to actual agreements will still be subject to audit of actual costs.
Please check with the WSDOT Consultant Services Office (HQ) and /or the WSDOT
Area Consultant Liaison to determine when this reviewed rate will be applicable to your
WSDOT agreement(s).
Also, remember that when you provide next year's overhead schedule to our office, you
will also need to submit either your internally prepared Compensation Analysis for our
review, or use the National Compensation Matrix (NCM) format to prepare your
alternate analysis and we will review that. The NCM is a tool that establishes
compensation amounts presumed reasonable for certain executive positions. The
173
Mr. McNamara
July 17, 2012
Page 2
Compensation Analysis and NCM are described further in the AASFITO Audit Guide,
Chapter 7. We will need your Compensation Analysis, or alternative analysis based on
use of the NCM, in order to complete our review of your overhead schedule,
If you, or any representatives of Aecom Technical Services, Inc., have any questions,
please contact Martha Roach, Jeri Sivertson, or Steve McKemey at (360) 705 -7003.
Sincerely,
az(.6a.,fLklokeyrzp.t,
Martha S. Roach
Agreement Compliance Audit Manager
MR:ds
Enclosure
cc: Steve McKerney, Director of Internal Audit
Jeri Sivertson, Assistant Director of Internal Audit
Larry Schofield, MS 47323
Jessica Goldsberry, Aecom US West Region Finance & Accounting
File
174
Exhibit H
Title VI Assurances
During the performance of this AGREEMENT, the CONSULTANT, for itself, its assignees, and successors in
interest agrees as follows:
1. Compliance with Regulations: The CONSULTANT shall comply with the Regulations relative to non-
discrimination in federally assisted programs of the AGENCY, Title 49, Code of Federal Regulations, Part
21, as they may be amended from time to time (hereinafter referred to as the "REGULATIONS "), which
are herein incorporated by reference and made a part of this AGREEMENT.
2. Non - discrimination: The CONSULTANT, with regard to the work performed during the
AGREEMENT, shall not discriminate on the grounds of race, color, sex, or national origin in the selection
and retention of sub - consultants, including procurement of materials and leases of equipment. The
CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by
Section 21.5 of the REGULATIONS, including employment practices when the AGREEMENT covers a
program set forth in Appendix B of the REGULATIONS.
3. Solicitations for Sub - consultants, Including Procurement of Materials and Equipment: In all solicitations
either by competitive bidding or negotiations made by the CONSULTANT for work to be performed
under a sub- contract, including procurement of materials or leases of equipment, each potential sub -
consultant or supplier shall be notified by the CONSULTANT of the CONSULTANT'S obligations under
this AGREEMENT and the REGULATIONS relative to non - discrimination on the grounds of race, color,
sex, or national origin.
4. Information and Reports: The CONSULTANT shall provide all information and reports required by the
REGULATIONS or directives issued pursuant thereto, and shall permit access to its books, records,
accounts, other sources of information, and its facilities as may be determined by AGENCY, STATE or
the Federal Highway Administration (FHWA) to be pertinent to ascertain compliance with such
REGULATIONS, orders and instructions. Where any information required of a CONSULTANT is in the
exclusive possession of another who fails or refuses to furnish this information, the CONSULTANT shall
so certify to the AGENCY, STATE or the FHWA as appropriate, and shall set forth what efforts it has
made to obtain the information.
5. Sanctions for Non - compliance: In the event of the CONSULTANT'S non - compliance with the non-
discrimination provisions of this AGREEMENT, the AGENCY shall impose such AGREEMENT
sanctions as it, the STATE or the FHWA may determine to be appropriate, including, but not limited to:
• Withholding of payments to the CONSULTANT under the AGREEMENT until the
CONSULTANT complies, and/or;
• Cancellation, termination, or suspension of the AGREEMENT, in whole or in part
DOT Form 140 -089 EF Exhibit H
Revised 6/05
175
6. Incorporation of Provisions: The CONSULTANT shall include the provisions of paragraphs (1) through
(5) in every sub- contract, including procurement of materials and leases of equipment, unless exempt by
the REGULATIONS, or directives issued pursuant thereto. The CONSULTANT shall take such action
with respect to any sub - consultant or procurement as the AGENCY, STATE or FHWA may direct as a
means of enforcing such provisions including sanctions for non - compliance.
Provided, however, that in the event a CONSULTANT becomes involved in, or is threatened with,
litigation with a sub - consultant or supplier as a result of such direction, the CONSULTANT may request
the AGENCY and the STATE enter into such litigation to protect the interests of the AGENCY and the
STATE and, in addition, the CONSULTANT may request the United States enter into such litigation to
protect the interests of the United States.
176
Exhibit 1
Payment Upon Termination of Agreement
By the Agency Other Than for
Fault of the Consultant
(Refer to Agreement, Section IX)
Lump Sum Contracts
A final payment shall be made to the CONSULTANT which when added to any payments previously made shall
total the same percentage of the Lump Sum Amount as the work completed at the time of termination is to the
total work required for the PROJECT. In addition, the CONSULTANT shall be paid for any authorized extra
work completed.
Cost Plus Fixed Fee Contracts
A final payment shall be made to the CONSULTANT which when added to any payments previously made, shall
total the actual costs plus the same percentage of the fixed fee as the work completed at the time of termination is
to the total work required for the Project. In addition, the CONSULTANT shall be paid for any authorized extra
work completed.
Specific Rates of Pay Contracts
A final payment shall be made to the CONSULTANT for actual hours charged at the time of termination of this
AGREEMENT plus any direct nonsalary costs incurred at the time of termination of this AGREEMENT.
Cost Per Unit of Work Contracts
A final payment shall be made to the CONSULTANT for actual units of work completed at the time of
termination of this AGREEMENT.
DOT Form 140 -089 EF Exhibit!
Revised 6/05
177
178
Exhibit J
Alleged Consultant Design Error Procedures
The purpose of this exhibit is to establish a procedure to determine if a consultant's alleged design error is of a
nature that exceeds the accepted standard of care. In addition, it will establish a uniform method for the resolution
and/or cost recovery procedures in those instances where the agency believes it has suffered some material damage
due to the alleged error by the consultant.
Step 1 — Potential Consultant Design Error(s) is Identified by Agency's Project Manager
At the first indication of potential consultant design error(s), the first step in the process is for the Agency's
project manager to notify the Director of Public Works or Agency Engineer regarding the potential
design error(s). For federally funded projects, the Region Highways and Local Programs Engineer
should be informed and involved in these procedures. (Note: The Director of Public Works or Agency
Engineer may appoint an agency staff person other than the project manager, who has not been as
directly involved in the project, to be responsible for the remaining steps in these procedures.)
Step 2 - Project Manager Documents the Alleged Consultant Design Error(s)
After discussion of the alleged design error(s) and the magnitude of the alleged error(s), and with the
Director of Public Works or Agency Engineer's concurrence, the project manager obtains more detailed
documentation than is normally required on the project. Examples include: all decisions and
descriptions of work; photographs, records of labor, materials and equipment.
Step 3 — Contact the Consultant Regarding the Alleged Design Error(s)
If it is determined that there is a need to proceed further, the next step in the process is for the project
manager to contact the consultant regarding the alleged design error(s) and the magnitude of the alleged
error(s). The project manager and other appropriate agency staff should represent the agency and the
consultant should be represented by their project manger and any personnel (including sub - consultants)
deemed appropriate for the alleged design error(s) issue.
Step 4 — Attempt to Resolve Alleged Design Error with Consultant
After the meeting(s) with the consultant have been completed regarding the consultant's alleged design
error(s), there are three possible scenarios:
• It is determined via mutual agreement that there is not a consultant design error(s). If
this is the case, then the process will not proceed beyond this point.
•
DOT Form 140 -089 EF Exhibit J
Revised 6/05
It is determined via mutual agreement that a consultant design error(s) occurred. If this
is the case, then the Director of Public Works or Agency Engineer, or their
representatives, negotiate a settlement with the consultant. The settlement would be
paid to the agency or the amount would be reduced from the consultant's agreement
with the agency for the services on the project in which
the design error took place. The agency is to provide H &LP, through the Region
179
•
Local Programs Engineer, a summary of the settlement for review and to make
adjustments, if any, as to how the settlement affects federal reimbursements. No
further action is required.
There is not a mutual agreement regarding the alleged consultant design error(s). The
consultant may request that the alleged design error(s) issue be forwarded to
the Director of Public Works or Agency Engineer for review. If the Director of
Public Works or Agency Engineer, after review with their legal counsel, is not able
to reach mutual agreement with the consultant, proceed to Step 5.
Step 5 — Forward Documents to Highways and Local Programs
For federally funded projects all available information, including costs, should be forwarded through the
Region Highways and Local Programs Engineer to H &LP for their review and consultation with
the FHWA. H &LP will meet with representatives of the agency and the consultant to review the
alleged design error(s), and attempt to find a resolution to the issue. If necessary, H &LP will
request assistance from the Attorney General's Office for legal interpretation. H &LP will also
identify how the alleged error(s) affects eligibility of project costs for federal reimbursement.
• If mutual agreement is reached, the agency and consultant adjust the scope of work
and costs to reflect the agreed upon resolution. H &LP, in consultation with FHWA,
will identify the amount of federal participation in the agreed upon
resolution of the issue.
• If mutual agreement is not reached, the agency and consultant may seek settlement
by arbitration or by litigation.
180
Exhibit K
Consultant Claim Procedures
The purpose of this exhibit is to describe a procedure regarding claim(s) on a consultant agreement. The following
procedures should only be utilized on consultant claims greater than $1,000. If the consultant's claim(s) are a total
of $1,000 or less, it would not be cost effective to proceed through the outlined steps. It is suggested that the
Director of Public Works or Agency Engineer negotiate a fair and reasonable price for the consultant's claim(s)
that total $1,000 or less.
This exhibit will outline the procedures to be followed by the consultant and the agency to consider a potential
claim by the consultant.
Step 1 — Consultant Files a Claim with the Agency Project Manager
If the consultant determines that they were requested to perform additional services that were outside of the
agreement's scope of work, they may be entitled to a claim. The first step that must be completed is the
request for consideration of the claim to the Agency's project manager.
The consultant's claim must outline the following:
• Summation of hours by classification for each firm that is included in the claim;
• Any correspondence that directed the consultant to perform the additional work;
• Timeframe of the additional work that was outside of the project scope;
• Summary of direct labor dollars, overhead costs, profit and reimbursable costs associated with
the additional work; and
• Explanation as to why the consultant believes the additional work was outside of the
agreement scope of work.
Step 2 — Review by Agency Personnel Regarding the Consultant's Claim for Additional Compensation
After the consultant has completed step 1, the next step in the process is to forward the request to the
Agency's project manager. The project manager will review the consultant's claim and will met with
the Director of Public Works or Agency Engineer to determine if the Agency agrees with the claim. If
the FHWA is participating in the project's funding, forward a copy of the consultant's claim and the
Agency's recommendation for federal participation in the claim to the WSDOT Highways and Local
Programs through the Region Local Programs Engineer. If the claim is not eligible for federal
participation, payment will need to be from agency funds.
If the Agency project manager, Director of Public Works or Agency Engineer, WSDOT Highways and
Local Programs (if applicable), and FHWA (if applicable) agree with the consultant's claim, send a
request memo, including backup documentation to the consultant to either supplement the agreement,
or create a new agreement for the claim. After the request has been approved, the Agency shall write
the supplement and/or new agreement and pay the consultant the amount of the claim. Inform the
consultant that the final payment for the agreement is subject to audit. No further action in needed
regarding the claim procedures.
DOT Form 140 -089 EF Exhibit K
Revised 6/05
181
If the Agency does not agree with the consultant's claim, proceed to step 3 of the procedures.
Step 3 — Preparation of Support Documentation Regarding Consultant's Claim(s)
If the Agency does not agree with the consultant's claim, the project manager shall prepare a summary
for the Director of Public Works or Agency Engineer that included the following:
• Copy of information supplied by the consultant regarding the claim;
•
Agency's summation of hours by classification for each firm that should be included in the
claim;
• Any correspondence that directed the consultant to perform the additional work;
• Agency's summary of direct labor dollars, overhead costs, profit and reimbursable costs
associated with the additional work;
•
Explanation regarding those areas in which the Agency does /does not agree with the
consultant's claim(s);
• Explanation to describe what has been instituted to preclude future consultant claim(s); and
• Recommendations to resolve the claim.
Step 4 — Director of Public Works or Agency Engineer Reviews Consultant Claim and Agency
Documentation
The Director of Pubic Works or Agency Engineer shall review and administratively approve or
disapprove the claim, or portions thereof, which may include getting Agency Council or
Commission approval (as appropriate to agency dispute- resolution procedures). If the project
involves federal participation, obtain concurrence from WSDOT Highways and Local Programs
and FHWA regarding final settlement of the claim. If the claim is not eligible for federal
participation, payment will need to be from agency funds.
Step 5 — Informing Consultant of Decision Regarding the Claim
The Director of Public Works or Agency Engineer shall notify (in writing) the consultant of their final
decision regarding the consultant's claim(s). Include the final dollar amount of the accepted claim
(s) and rationale utilized for the decision.
Step 6 — Preparation of Supplement or New Agreement for the Consultant's Claim(s)
The agency shall write the supplement and /or new agreement and pay the consultant the amount of the
claim. Inform the consultant that the final payment for the agreement is subject to audit.
182
I hereby certify that I am
representative of the firm of
Exhibit M -1(a)
Certification Of Consultant
,//ke,‘,,
AECOM Technical Services, Inc.
710 Second Avenue, Suite 1000, Seattle, WA 98104
firm I here represent has:
Project No.
Local Agency
and duly authorized
whose address is
and that neither I nor the above
(a) Employed or retained for a commission, percentage, brokerage, contingent fee, or other
consideration, any firm or person (other than a bona fide employee working solely for me or the
above CONSULTANT) to solicit or secure the AGREEMENT;
(b) Agreed, as an express or implied condition for obtaining this contract, to employ or retain the
services of any firm or person in connection with carrying out this AGREEMENT; or
(c) Paid, or agreed to pay, to any firm, organization or person (other than a bona fide employee
working solely for me or the above CONSULTANT) any fee, contribution, donation, or
consideration of any kind for, or in connection with, procuring or carrying out this AGREEMENT;
except as hereby expressly stated (if any);
I acknowledge that this certificate is to be available to the Washington State Department of
Transportation and the Federal Highway Administration, U.S. Department of Transportation in
connection with this AGREEMENT involving participation of Federal -aid highway funds, and is
subject to applicable State and Federal laws, both criminal and civil.
4//3
Date Signature
DOT Form 140 -089 EF Exhibit M -1(a)
Revised 6/05
183
184
Exhibit M -1(b)
Certification Of Agency Official
I hereby certify that I am the AGENCY Official of the Local Agency of City of Tukwila
Washington, and that the consulting firm or its representative has not been required, directly or indirectly as an
express or implied condition in connection with obtaining or carrying out this AGREEMENT to:
(a) Employ or retain, or agree to employ to retain, any firm or person; or
(b) Pay, or agree to pay, to any firm, person, or organization, any fee, contribution, donation, or
consideration of any kind; except as hereby expressly stated (if any):
I acknowledge that this certificate is to be available to the Washington State Department of
Transportation and the Federal Highway Administration, U.S. Department of Transportation, in
connection with this AGREEMENT involving participation of Federal -aid highway funds, and is
subject to applicable State and Federal laws, both criminal and civil.
Date Signature
DOT Form 140 -089 EF Exhibit M -1(b)
Revised 6/05
185
186
Exhibit M -2
Certification Regarding Debarment, Suspension, and Other Responsibility
Matters - Primary Covered Transactions
I. The prospective primary participant certifies to the best of its knowledge and belief, that it and its
principals:
A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or agency;
B. Have not within a three -year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission or fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or
contract under a public transaction; violation of federal or state antitrust statues or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (I)
(B). of this certification; and
D. Have not within a three (3) year period preceding this application/proposal had one or more
public transactions (federal, state, or local) terminated for cause or default.
II. Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Consultant (Firm): AECOM Technical Services, Inc.
/1//9/3
(Date) (Signatur- President or Authorized Official of Consultant
DOT Form 140 -089 EF Exhibit M -2
Revised 6/05
187
Exhibit M -2 Attachment
Certification Regarding Debarment, Suspension, and Other Responsibility
Matters - Primary Covered Transactions
AECOM Technical Services, Inc. (ATS) performs thousands of contracts each year. From time to
time, occasions arise when ATS does not complete the performance of an awarded contract resulting
in its termination. These situations include (i) where a client is unsuccessful in securing funding for a
particular project that is then terminated, (ii) where a client terminates a contract for convenience, (iii)
where ATS ceases performance for nonpayment or other breach of contract in accordance with
contract terms, or (iv) for default.
Within the past three (3) years, ATS (i) has not failed to complete a contract where the other party to
such contract was not in breach unless the contract afforded ATS that right, and (ii) ATS has not had a
contract terminated by a client wherein that termination was ultimately determined to be other than for
convenience with the exception of the following instance:
a) In November of 2012, AECOM received a notice from the City of Sarasota, Florida, notifying
AECOM that it has terminated its contract with AECOM for the design of a sewer lift station
for default. AECOM disagrees with the termination and will look to contest it. Meanwhile,
AECOM is working with the City to resolve any issues in an amicable manner.
188
Exhibit M -3
Certification Regarding The Restrictions
of The use of Federal Funds for Lobbying
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her
knowledge and belief, that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of any Federal
agency, a member of Congress, an officer or employee of Congress, or an employee of a member
of Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan,
or cooperative agreement.
2.If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any Federal agency, a member of
Congress, an officer or employee of Congress, or an employee of a member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall
complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance
with its instructions.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making
or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and
not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall
require that the language of this certification be included in all lower tier subcontracts which
exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
Consultant (Firm): AECOM Technical Services, Inc.
30)9 //3
( ate
DOT Form 140 -089 EF Exhibit M -3
Revised 6/05
(Signatur resident or Authorized Official of Consultant
189
Exhibit M -4
Certificate of Current Cost or Pricing Data
This is to certify that, to the best of my knowledge and belief, the cost or pricing data (as defined in
section 15.401 of the Federal Acquisition Regulation (FAR) and required under FAR subsection 15.403 -4)
submitted, either actually or by specific identification in writing, to the contracting officer or to the
contracting officer's representative in support of Tukwila Urban Center Transit Center Project *
are accurate, complete, and current as of November 18, 2013 * *. This certification includes
the cost or pricing data supporting any advance agreements and forward pricing rate agreements between
the offeror and the Government that are part of the proposal.
Firm AECOM Technical Services, Inc.
Name //!/ .elleZei�
Title C�/oZOdS /y%4d4cpr/' 4, 7 ' rha:,
Date of Execution*** /J// ij
* Identify the proposal, quotation, request for price adjustment, or other submission involved,
giving the appropriate identifying number (e.g., RFP No.).
* * Insert the day, month, and year when price negotiations were concluded and price agreement
was reached.
* * * Insert the day, month, and year of signing, which should be as close as practicable to the date
when the price negotiations were concluded and the contract price was agreed to.
DOT Form 140 -089 EF Exhibit M-4
Revised 6/05
190
SUPPLEMENTAL AGREEMENT NUMBER 21
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City ", and IBI Group, hereinafter referred to as "the
Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
The City desires to supplement the agreement entered into with the Consultant and executed on,
February 23, 2006 and identified as Agreement No. 06 -019. All provisions in the basic
agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
1. Scope of Services, is hereby changed to include work described in Attachment B for On-
Call Construction Support services on the Tukwila Transit Center, Andover Park West
Street and Water Improvement project.
2. Payment, shall be amended as follows:
A. Payment for the work provided by the Consultant shall be made as provided on
Exhibit "C" attached hereto, provided that the total amount of payment to the Consultant
shall not exceed $80,000 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $1,790,922.
3. Time for Performance, shall be amended as follows:
The Consultant shall perform all services and provide all work product required pursuant
to this Agreement by December 31, 2014, unless an extension of such time is granted in
writing by the City.
DATED this
day of , 20
CITY OF TUKWILA CONSULTANT
Jim Haggerton, Mayor
By:
Printed Name: PCw La v �e-
Title: 0) U.eC_TU V { I i 7 (2-v 15
191
192
IBI
GROUP
ATTACHMENT B
Scope of Work
Agreement No 06 -019; City Project No 90610402, 98810404, 99840105
Tukwila Transit Center; Andover
Park West & Water Improvement
Project
On -Call Construction Support
Services
Prepared for City of Tukwila
by IBI Group
November 18, 2013
193
194
181 GROUP SCOPE OF WORK
TUKWILA TRANSIT CENTER; ANDOVER PARK WEST & WATER IMPROVEMENT PROJECT
ON -CALL CONSTRUCTION SUPPORT SERVICES
Prepared for City of Tukwila
November 18, 2013
Table of Contents
Introduction 1
Task 16: Construction Administration Support Services 1
Assumptions 1
Work Activities 1
IBI GROUP SCOPE OF WORK
TUKWILA TRANSIT CENTER; ANDOVER PARK WEST & WATER IMPROVEMENT PROJECT
ON -CALL CONSTRUCTION SUPPORT SERVICES
Prepared for City of Tukwila
Introduction
This scope of work includes services to provide on -call construction phase support services on
design and architectural fronts, defined in the following sections and necessary to accomplish
the work by the City.
The following scope describes the work to be conducted and assumptions and deliverables to be
provided. The term "Consultant" or "Consultant Team" refers to IBI Group and its team of sub -
consultants including KPFF, Shannon & Wilson, Nakano Landscape Architects, and Tres West
Engineers. "City" refers to the City of Tukwila, the client organization responsible for the project.
Task 16: Construction Administration Support Services
This supplemental agreement includes services related to On -Call Construction Support
services. The Consultant conducts these services at the request of the City to support
construction of the project. Support services shall include but not be limited to architectural,
urban and landscape design and aesthetic elements of the project as well as environmental
hazards, geotechnical review and other specialty expertise by the design team. Special
Provisions sections are included in the work activities below for reference to more detailed
information about the support services and areas of work to be performed.
Assumptions
Work under this task shall consist of providing support to the City's Construction Team during
the construction phase for the project as described below. We will work under the direction of the
City's Construction Project Manager.
Work Activities
16.1 Project Management
Work under this task includes the following:
• Consultant shall submit monthly invoicing and progress reports
• Consultant shall execute all sub - consultant supplemental agreements
• Consultant shall coordinate and manage all sub - consultant work, including ad hoc
meetings as necessary to resolve RFIs (Requests for Information)
• Consultant shall communicate proactively with the City including calls and ad hoc
coordination meetings as necessary
• Consultant shall conduct all necessary quality management activities such as
checking and coordinating all design reviews and review of all submittals to the City
16.2 Submittal Review
The following design elements identified within the Special Provisions for this project require
specialized review and approval:
November 18, 2013
1 195
196
181 GROUP SCOPE OF WORK
TUKWILA TRANSIT CENTER; ANDOVER PARK WEST & WATER IMPROVEMENT PROJECT
ON -CALL CONSTRUCTION SUPPORT SERVICES
Prepared for City of Tukwila
16.5 Construction Meetings
The Consultant will attend various Project related meetings for this task. Work under this task
may include the following:
• Attend the Pre - construction Conference
• Attend coordination and progress meetings with the Contractor, City staff, project
stakeholders or utility providers, when requested by the City
• Attend construction meetings and field reviews when requested by the City
16.6 Deliverables
Items provided by the Consultant may include:
• Documentation from site meetings, changes, RFI responses and field directives
• Sketches and drawings to support change requests
November 18, 2013 3
IBI GROUP SCOPE OF WORK
TUKWILA TRANSIT CENTER; ANDOVER PARK WEST & WATER IMPROVEMENT PROJECT
ON -CALL CONSTRUCTION SUPPORT SERVICES
Prepared for City of Tukwila
• Shop drawings of architectural and landscape architectural elements related to
custom transit shelter, transit center planters, and transit plaza areas (see Sections
8 -26, 8 -27, 8 -30 through 8 -53)
• Submittals for all attachments to the transit shelters including but not limited to
electrical and communication access points, CCTV cameras, light fixtures.
• Samples for architectural and landscape architecture elements related to custom
transit shelters (see Sections 8 -26, and 8 -30 through 8 -53)
Selection of stone features for the transit plaza areas (see Section 8 -27)
Mockups of architectural elements related to custom transit shelter, transit center
planters, and transit center features (see Sections 8 -26, 8 -27, 8 -30 through 8 -53)
• Additional civil, electrical and structural submittals as requested by City's
Construction Project Manager
16.3 Pre - installation Conferences
The following products are identified within the Special Provisions for this project as requiring
pre - installation /pre- construction conferences with the City and Contractor(s):
• Architectural elements related to customer transit shelter, transit center planters,
and transit center features (see Sections 8 -30, 8 -32, 8 -33, 8 -35, 8 -50, 8 -51, and 8-
53)
Work under this task may include the following:
• Attendance at pre - installation conferences with installers, manufacturers or
fabricators as required for the particular activity to review progress or other
construction activities, preparations and coordination requirements
• Coordination with City on scheduling of pre - installation conferences, review of
Contractor's proposed attendees, agenda, and participation in the meeting
16.4 General Construction Support Services
Work under this task shall include performing construction support for the architectural, urban
and landscape design, and other engineering support services as requested during construction.
Specific items of work may include the following:
• Responding to Contractor's requests for Information
• Provide design review and recommendations on proposed Contractor change
orders, substitutions or other construction changes
• Provide design support and recommendations for Field Directives to the City
Construction Team
• Review tests results to confirm compliance with requirements specified when
requested by the City to assist with solutions to problems.
• Review shop and site mockups to demonstrate aesthetic effects, verify material
selections from Sample submittals, to review installation coordination and to confirm
compliance with specified installation requirements
• Support the City in preparation for Disputes Review Board meetings as needed.
• Support the City in schedule review and updates, as needed.
Support the City in public outreach, as needed.
November 18, 2013
2 197
198
November 18, 2013
EXHIBIT C
Fee
The Consultant shall provide on -call services on a Time and Materials basis for the not -to-
exceed amount of $80,000. The Consultant shall invoice the on -call construction support
services for each of the City's project numbers to comply with the funding sources of the project.
1
199
200
TRANSPORTATION COMMITTEE - Meeting Minutes
November 26, 2013 — 5:15 p.m. — Conference Room #1
City of Tukwila
Transportation Committee
PRESENT
Councilmembers: Kate Kruller, Chair; Joe Duffle, Dennis Robertson
Staff: Bob Giberson, Robin Tischmak, Gail Labanara, Nora Gierloff, Frank Iriarte, Gail Labanara,
Peter Lau, Cyndy Knighton, Derek Speck, Grant Griffin, Kimberly Matej, Laurel Humphrey
Guest: Nancy Coogan, Superintendent, Tukwila School District Adrian Lago,
CALL TO ORDER: Committee Chair Kruller called the meeting to order at 5:15 pan.
Excerpt from minutes:
D. Transit Center Project Contracts
1. Staff is seeking Council approval to enter into a construction management contract with AECOM
Technical Services in the amount of $739.350.06 for the Tukwila Urban Center (TUC) Transit
Center, Andover Park West Street and Water Improvement Projects (Transit Center Project). The
Transit Center Project is scheduled for construction in early 2014. The City determined a need for
construction management services to supplement the in -house staff, solicited consultants, and
received eight proposals. Of the top three firms who were interviewed, AECOM was rated the
highest by the selection panel. This contract will include field engineering, inspection documentation
compliance support, and on -call consulting.
2. Staff is also seeking Council approval of Supplemental Agreement No. 21 to Contract No. 06 -019
with IBI Group in the amount of $80,000 to provide on -call design engineering support during the
construction phase of the Transit Center Project.
The total construction management budget for the project is $1,022,460.00. UNANIMOUS
APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
Minutes by LIB
Committee Chair Approval
201
202
COUNCIL AGENDA SYNOPSIS'
MeetinsDate
Prepared by , ,
Mayor's rerkr
Council review
11/25/13
BG ,
E Ordinance
Mg Date
12/02/13
BG
,
A Itg Date
SPONSOR Council E Mayor E FIR 0 DCD E Finance E Fire E IT E P&R E Police Z PIV
SPONSOR'S King Construction was awarded the contract for installation of side sewers at 6532 and
Sumi\L\RY 6542 Southcenter Blvd. After work began, three unforeseen changes occurred that
included large boulders, concrete work, and additional septic connections. Change Order
No. 1 is for $28,825.85, which is over the $4,905.60 contingency. Council is being asked to
approve Change Order No. 1 to Contract No. 13-134 with King Construction in the amount
of $28,825.85.
RI ,'\ TIEWED BY
COW Mtg.
E CA&P Cmte
Cmte E Arts Comm.
El F&S Cmte
E Transportation Cmte
Comm. E Planning Comm.
CHAIR: JOE DUFFIE
2 Utilities
ITEM INFORMATION
ITEM No.
5.J.
203
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE 2013 Annual Sewer Repair Program
Approve Change Order No. 1 to Contract No. 13-134 with King Construction
CkTEGORY Z Discussion
Mfg Date 11/25/13
Z Motion
Mg Date 12/02/13
E Resolution
ilitgDate
E Ordinance
Mg Date
0 Bi cl Award
AltgDate
0 Public Hearing
ANDate
• Other
A Itg Date
SPONSOR Council E Mayor E FIR 0 DCD E Finance E Fire E IT E P&R E Police Z PIV
SPONSOR'S King Construction was awarded the contract for installation of side sewers at 6532 and
Sumi\L\RY 6542 Southcenter Blvd. After work began, three unforeseen changes occurred that
included large boulders, concrete work, and additional septic connections. Change Order
No. 1 is for $28,825.85, which is over the $4,905.60 contingency. Council is being asked to
approve Change Order No. 1 to Contract No. 13-134 with King Construction in the amount
of $28,825.85.
RI ,'\ TIEWED BY
COW Mtg.
E CA&P Cmte
Cmte E Arts Comm.
El F&S Cmte
E Transportation Cmte
Comm. E Planning Comm.
CHAIR: JOE DUFFIE
2 Utilities
• Parks
DATE: 11/18/13
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Public Works Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$28,825.85 $0.00 $28,825.85
Fund Source: 402 SEWER FUND (SEE PAGES 116 AND 118, 2013 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
Forward to the consent agenda at the next Regular Meeting.
12/02/13
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/15/13
Change Order No. 1 to Contract No. 13-134
Photos of large rocks found during excavation
Minutes from the Utilities Committee meeting of 11/18/13
12/02/13
Same as above
203
204
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Utilities Committee
FROM: Bob Giberson, Public Works Director
BY: Mike Cusick, P.E., Program Manager
DATE: November 15, 2013
SUBJECT: 2013 Annual Sewer Repair Program
Project No. 91340201, Contract No. 13 -134
Change Order No. 1 Approval
ISSUE
Approve Change Order No. 1 to Contract No. 13 -134 with King Construction Co., Inc.
BACKGROUND
King Construction Co., Inc was awarded the contract for installation of side sewers to 6532 and 6542 Southcenter
Blvd on August 6, 2013. Work began on the side sewer installation on August 19, 2013.
DISCUSSION
1. During the first day of work, King Construction Co., Inc. began excavating for the sewer line up the hill from
old Macadam Rd. The contractor encountered buried boulders greater in size than one half cubic yard. The
boulders and ledge rock were found in remaining trenching for the project. The contractor's schedule allowed
for 4 working days for excavating and installation of piping. With the removal of the boulders, an additional 3
days was needed to complete the project.
2. The Contractor had to concrete encase a 10 -foot portion of the sewer because it passed under a water main
with less than 18" of clearance.
3. The Contractor was required to rotate the soil pipe at the 6532 Southcenter Blvd's crawl space so that it
would exit in the front yard. When the contractor was in the crawl space, he determined that instead of 1
point of connection to the existing septic tank, there were 3. The contractor's schedule allowed 1 working day
for installation of piping in the crawl space of the house. The change in scope required an additional day to
complete the connection to the house.
FINANCIAL IMPACT
Contingency was set at 10% or $4,905.60 for this side sewer project. The additional scope of work included the
extra time and effort required to excavate the unforeseen rock; plus the costs for concrete encasing the sewer line
and rotating of the soil pipe under the house at 6532 Southcenter Blvd. The funds to cover this change order will
come from the 55th Ave S Sewer Repair Project as that project had $31,964.50 remaining from the original
$55,000.00 budget and the project was completed with no change orders.
RECOMMENDATION
Approve Change Order No. 1 in the amount of $28,825.85, including sales tax, to Contract No. 13 -134 with King
Construction Co., Inc, for installation of the side sewer to 6532 and 6542 Southcenter Blvd and consider this item
at the November 25, 2013 Committee of the Whole and subsequent December 2, 2013 Regular Meeting.
Attachments: Change Order No. 1
Photos showing large rocks found during excavation
W: \PW Eng \PROJECTSW- SW Projects \2013 Annual Sewer Repair (91340201) \Desimone Side Sewer Installation \Info Memo KING CON Change Orderl- sb.doc
205
206
CITY OF TUKWILA
CONTRACT CHANGE ORDER NO. 01
13/2013 BUDGET NO.:
91340201 13-134
13 ANNUAL SEWER REPAIR DESIMOI\IE SI
PROJECTNJ.._
TO: BRAD K
Sheet 1 of 2
You are hereby directed to make the herein described changes to the plans and specifications or do
the following described work not included in the plans and specifications on this contract:
NOTE: This change order is not effective until approved by the "Owner" and a notice to proceed is
issuer]
Conditions: A. The following change, and work affected thereby, are subject to all
contract stipulations and covenants;
B. The rights of the "Owner" are not prejudiced; and
C. All claims against the "Owner" which are incidental to or as a consequence of this
change are waived.
0. The Contractor Must Submit all Field Overhead and Home Office Overhead rates
for approval in advance of all Change Orders.
CHANGE:
See attached sheet detailing the required change
There is no time extension with this Change Order.
We the undersigned Contractor, have given careful consideration to the change proposed and
hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials,
except as may otherwise be noted above, and perform all services necessary for the work above
specified, and will accept as full payment therefore the prices shown above and below.
ACCEPTED: Date 913 Contractor /-.-11-) Cot,/,‘A-L)`1/4,
By Title
Original Contract (without tax) $ 44,800.00 APPROVED BY THE CITY OF TUKWILA
Previous Change Order
$ 0.00 Date
This Change Order (without tax) $ 26,324.98 By
REV. CONTRACT AMOUNT $ 71,124.98
Mayor
ORIGINAL: City Clerk (1 of 2) Contractor (2 of 2)
cc: Finance Department (w/encumbrance); Construction Inspector; Construction Engineer; file:
207
CONTRACT CHANGE ORDER NO. 01
CHANGE:
Sheet 2 of 2
1. During the first day of work, King Construction began excavating for the sewer line up the hill from old
Macadam Road. They encountered buried boulders greater than one half cubic yard in size. The boulders
and ledge rock were found in remaining trenching for the project. The contractor's schedule allowed 4
working days for excavating and for installation of piping but the boulders and ledge rock added over 3
additional days of construction time required to complete the installation of the sewer line.
2. The Contractor had to concrete encase a 10 foot portion of the sewer because it passed under a water main
with less than 18" of clearance required by the Washington State Department of Health.
3. The Contractor was required to rotate the soil pipe at the house at 6532 Southcenter Blvd. in the crawl space
under the house so that it would exit in the front yard. When the contractor was under the house in the crawl
space, he determined instead of one point of connection, there were three points of connection to the existing
septic tank. These extra connections required about an additional days labor so the house would be connected
to the sewer system.
4. Extend the contract with King Construction, Co. Inc. to December 1, 2013, so that Change Order No. 1 can be
completed.
208
King Construction Co., Inc.
August 12, 2013
Project: 2013 Annual Sewer Repair - 2 Side Sewer Installations
City project #: 91340201
RE: This spreadsheet lists the T & M costs requested for the differing site condition at the project
for rock excavation. The crew was directed to encase the side sewer pipe in concrete at the
water main crossing. This spreadsheet also includes the invoiced cost of the concrete as this
work was done at the same time as the rock excavation occurred.
This spreadsheet includes the excess cost of hauling the rock spoils for disposal beyond the amount
included in the bid for dirt spoils. There is no excess dump fees as we found a site that would
accept the rock spoils for reuse.
Labor:
ST /OT
Total
Rate
Extension
Russ Taylor
ST
26
26
$ 60.35
$ 1,569.10
Komatsu, PC 128UU -2, excavator
OT
26
0
$ 81.78
$ -
Rex Taylor
ST
46
46
$ 59.21
$ 2,723.66
6x4 dump, 70,000 #, 12 -18cy, diesel
OT
26
0
$ 80.06
$ -
Bernie Montano
ST
20
20
$ 59.21
$ 1,184.20
Komatsu PC 078 excavator
OT
26
0
$ 80.06
$
Pipe layer
ST
21
21
$ 47.86
$ 1,005.06
Allied 1600 compactor w /swivel
OT
26
26
$ 66.20
$ -
Subtotal
29% markup
Labor total
$ 6,482.02
$ 1,879.79
$ 8,361.81 f/
Equipment:
Date
Inv. #
Amount
Hwy flatbed, diesel, 20,000 #, 4x2
26
26
$ 29.80
$ 774.80
Komatsu, PC 128UU -2, excavator
26
26
$ 66.50
$ 1,729.00
8x4 dump,85,000 #,15 -18cy, diesel
46
46
$ 101.40
$ 4,664.40
6x4 dump, 70,000 #, 12 -18cy, diesel
26
26
$ 88.50
$ 2,301.00
4x2 dump, 25,000 #, 5 -6cy, diesel
26
26
$ 41.80
$ 1,086.80
Komatsu PC 078 excavator
26
26
$ 44.00
$ 1,144.00
Okada OKB304B breaker
4
4
$ 11.65
$ 46.60
Allied 1600 compactor w /swivel
26
26
$ 11.80
$ 306.80
Trench box, 6x8
26
26
$ 6.00
$ 156.00
Steel plate 8x10
26
26
$ 1.20
$ 31.20
Kent, E 208 breaker
26
26
$ 15.50
$ 403.00
Subtotal $ 12,643.60
21% markup $ 2,655.16
Equipment total $ 15,298.76 r/
Materials & Misc.
Date
Inv. #
Amount
Staging area
$ 203.88
Sanikan
$ 15.87
HD Supply, DI pipe & fittings
08/21/2013
6364747
$ 1,234.20
Contractor stock, adt gaskets
$ 31.02
Stoneway Concrete
08/21/2013
806140
$ 83.50
Subtotal
21% markup
Material total
Summary:
Labor
Equipment
Material total
Total
$ 1,568.47
$ 329.38
$ 1,897.85 V
$ 8,361.81
$ 15,298.76
$ 1,897.85
$ 25,558.41
209
King Construction Co., Inc.
August 12, 2013
Project: 2013 Annual Sewer Repair - 2 Side Sewer Installations
City project #: 91340201
The project required the contractor to turn the plumbing 180 degrees and to exit out the front of the house
for connection to the new side sewer. It was discovered that not all of the active plumbing connected
under the house. The kitchen and laundry exited under the footing and connected the septic tank.
This spreadsheet tracks the additional labor, equipment and materials to connect the additional lines to the
rotated plumbing line.
Labor:
ST /OT
# # # # # # # ##
# # # # # # # ##
Total
Rate
Extension
Bernie Montano
ST
2
2
$ 59.21
$ 118.42
McLendon
OT
0
$ 80.06
$ -
Pipe layer
ST
5
5
$ 47.86
$ 239.30
OT
$ 66.20
$ -
Subtotal
29% markup
Labor total
$ 357.72
$ 103.74
$ 461.46
Equipment:
Hwy flatbed, diesel, 20,000 #, 4x2
2
5
7
$ 29.80
$ 208.60
Subtotal $ 208.60
21% markup $ 43.81
Equipment total $ 252.41
Materials & Misc.
Date
Inv. #
Amount
Lowes
08/27/2013
$ 2.04
McLendon
08/28/2013
$ 7.58
Lowes
08/28/2013
$ 33.94
Summary:
Labor
Equipment
Material total
Total
210
Subtotal
21% markup
Material total
43.56
9.15
52.71
$ 461.46
$ 252.41
$ 52.71
$ 766.57
lc'HE::: `��
212
UTILITIES COMMITTEE
Meeting Minutes
November 18, 2013 — 5:00 p.m. — Conference Room 1
City of Tukwila
Utilities Committee
PRESENT
Councilmembers: Joe Duffle, Chair; Allan Ekberg and Verna Seal
Staff: David Cline, Bob Giberson, Frank Iriarte, Gail Labanara, Robin Tischmak, Mike Cusick, Ryan
Larson, Laurel Humphrey
CALL TO ORDER: Committee Chair Duffle called the meeting to order at 5:02 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. 2013 Annual Sewer Repair Program Change Order No. 1 Approval
Staff is seeking Council approval of a change order to Contract No. 13 -134 with King Construction Co.
Inc., in the amount of $28,825.85 for an expansion to the scope of work involved in the installation of side
sewers at 6532 and 6542 Southcenter Boulevard. After work began on August 19, 2013, three unforeseen
factors were discovered, resulting in necessary changes to the scope of work as follows:
• During excavation, the contractor encountered boulders greater in size than one half cubic yard,
removal of which added an additional three days to the timeline.
• The contractor had to concrete encase a 10 -foot portion of the sewer because it passed under a
water main with less than 18" of clearance, adding additional costs to the project.
• The contractor discovered an additional 2 connections to the existing septic tank in the crawl space
at 6532 Southcenter Boulevard, requiring an addition day of labor.
Contingency for this project was set at 10 %, or $4,905.60. The remaining funds to cover this change order
are available from the 55th Avenue South Sewer Repair Project, which was completed under budget. The
new contract completion date will be December 1, 2013. UNANIMOUS APPROVAL. FORWARD TO
NOVEMBER 25 COMMITTEE OF THE WHOLE.
B. Resolution: Adopting the Surface Water Comprehensive Plan
Staff is seeking Council approval of a resolution adopting the 2013 Surface Water Comprehensive Plan,
which was prepared by CH2M Hill and reflects changes in regulatory requirements and drainage needs
within the City. The updated 2013 Plan contains the following:
*Revised drainage basin limits
*Field survey to map culverts that block fish passage
*New map book showing all surveyed drainage facilities
*Revised CIP project list
*Review of NPDES requirements
*Tukwila South added
In addition, the 2013 Plan includes specific policy recommendations (as described in the information
memo) that go beyond just meeting regulatory requirements by proactively providing improvements to the
overall function of constructed and natural drainage systems. Recommendations regarding staffing could
be considered as part of the 2015 -16 Budget review. Councilmember Ekberg inquired about a potential
terminology issue that overemphasizes residential areas over commercial, when both should be considered.
Staff stated that is not the intent of the Plan and will look into it prior to the Council meeting.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
213
214
COUNCIL AGENDA SYNOPSIS
AleeliugDate
Prepared by
Ma orr rep/en;
Councilrel,iem
11/12/13
PMC
,
Motion
.Alrg Dale
12/02/13
PMC
1 1 Bid Award
2117,9, Date
Public Heariug
Other
Itit,g Date
1 1-i Date 12/02/13
A Its Dale 11/12/13
SP ONSOR 6.0101i/ Alcryor 1 1 HR DCD Finance 1 1 Fire — IT P&R L Police 11Pir
SPONSOR'S The City Council is being asked to approve an ordinance amending the 2013-2014 biennial
Summ,\Ry budget for unanticipated costs or projected departmental deficits for fiscal year 2013.
This item is scheduled for Council consideration at the 11/12/13 C.O.W. and 12/02/13
Regular Council meeting.
RIWIl'AVI 1.) HY — COW M _ tg. CA&P Cmte Z F&S Cmte Transportation Cmte
1 Utilities Cmte P1 Arts Comm. Parks Comm. 1 1 Planning Comm.
DATE: 11/05/13 COMMITTEE CHAIR: ROBERTSON
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTIT,
Finance Department
ITEM INFORMATION
ITEM No.
6.A.
215
STAFF SPONSOR: PEGGY MCCARTHY
ORIGINAL AGNINDA DATF,: 11/12/13
AGENDA IIENI TITI,N An Ordinance amending the 2013-2014 biennia budget.
Civri V, 0 RY Difiussion
.A.ttDate 11/12/13
Motion
.Alrg Dale
I 1 Resolution
7\1t Date
Ordinance
1 1 Bid Award
2117,9, Date
Public Heariug
Other
Itit,g Date
1 1-i Date 12/02/13
A Its Dale 11/12/13
SP ONSOR 6.0101i/ Alcryor 1 1 HR DCD Finance 1 1 Fire — IT P&R L Police 11Pir
SPONSOR'S The City Council is being asked to approve an ordinance amending the 2013-2014 biennial
Summ,\Ry budget for unanticipated costs or projected departmental deficits for fiscal year 2013.
This item is scheduled for Council consideration at the 11/12/13 C.O.W. and 12/02/13
Regular Council meeting.
RIWIl'AVI 1.) HY — COW M _ tg. CA&P Cmte Z F&S Cmte Transportation Cmte
1 Utilities Cmte P1 Arts Comm. Parks Comm. 1 1 Planning Comm.
DATE: 11/05/13 COMMITTEE CHAIR: ROBERTSON
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTIT,
Finance Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXPENDITURE RiX;21J1R1.1L) AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source: MISCELLANEOUS FUNDING SOURCES, SEE DETAIL
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/12/13
Forward to Regular Meeting
MTG. DATE
ATTACHMENTS
11/12/13
Informational Memorandum dated 10/30/13
Draft Ordinance
City of Tukwila, 2013-2014 Budget Amendment Summary (narrative)
City of Tukwila, 2013-2014 Budget Amendment Detail (spreadsheet)
Minutes from the Finance & Safety Committee Meeting of 11/05/13
12/02/13
Ordinance in final orm
215
216
290B
Citv of Tukwila
Washington
Ordinance No.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AMENDING ORDINANCE NO. 2389,
WHICH ADOPTED THE CITY OF TUKWILA'S BIENNIAL
BUDGET FOR THE 2013 -2014 BIENNIUM, TO ADOPT AN
AMENDED MID - BIENNIUM BUDGET; PROVIDING FOR
SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, on November 26, 2012, the City Council of the City of Tukwila adopted
Ordinance No. 2389, which adopted the 2013 -2014 biennial budget of the City of
Tukwila; and
WHEREAS, a mid - biennium budget amendment was presented to the City Council
in a timely manner for their review, in accordance with RCW 35A.34.130; and
WHEREAS, on November 12, 2013, following required public notification, the City
Council conducted a public hearing on the proposed mid - biennium budget amendment;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Ordinance Amended. Tukwila Ordinance No. 2389 is hereby
amended with the City Council's adoption of the document entitled "City of Tukwila
2013 -2014 Mid - Biennium Budget Amendment," attached hereto and incorporated by
this reference as if fully set forth herein, in accordance with RCW 35A.33.075.
Section 2. Estimated Revenues and Appropriations. The totals of the estimated
revenues and appropriations for each separate fund and the aggregate totals are as
follows:
FUND
EXPENDITURES
REVENUES
000 General
$122,930,819
$122,930,819
101 Hotel/Motel Tax
$3,532,082
$3,532,082
103 Residential Street
$2,600,000
$2,600,000
104 Arterial Street
$41,577,820
$41,577,820
105 Contingency
$5,278,632
$5,278,632
W: Word Processing \Ordinances \Budget amendment -2013 -2014 mid - biennium 10 -28 -13
JF /PM:bjs
(continued...)
Page 1 of 2
217
FUND
EXPENDITURES
REVENUES
206 LID Gurantee
$680,000
$680,000
301 Land & Park Acquisition
$5,607,000
$5,607,000
303 General Governmental Improvements
$2,623,684
$2,623,684
401 Water
$18,814,000
$18,814,000
402 Sewer
$15,401,000
$15,401,000
Section 3. Copies on File. A complete copy of the final budget for 2013-2014, as
adopted, together with a copy of this amending ordinance, shall be kept on file in the
City Clerk's Office, and a copy shall be transmitted by the City Clerk to the Division of
Municipal Corporations of the Office of the State Auditor and to the Association of
Washington Cities.
Section 4. Corrections by City Clerk or Code Reviser. Upon approval of the
City Attorney, the City Clerk and the code reviser are authorized to make necessary
corrections to this ordinance, including the correction of clerical errors; references to
other local, state or federal laws, codes, rules, or regulations; or ordinance numbering
and section/subsection numbering.
Section 5. Severability. If any section, subsection, paragraph, sentence, clause
or phrase of this ordinance or its application to any person or situation should be held to
be invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 6. Effective Date. This ordinance or a summary thereof shall be
published in the official newspaper of the City, and shall take effect and be in full force
and effect five days after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2013.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Office of the City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
Attachment: City of Tukwila 2013-2014 Mid-Biennium Budget Amendment
W: Word Processing \Ordinances\Budget amendment-2013-2014 mid-biennium 10-28-13
JF/PM:bjs
218
Page 2 of 2
2013-2014 MID-BIENNIUM BUDGET AMENDMENT DETAIL
Type ; Dept /Fun
i mm |
Accounting CNCL 000 PERS
Acct Desc
Explanation
BFB . 2013
oegFdBa| Revenue Expense
Increase | Increase Increase
(Decrease) I (Decrease) (Decrease)
Increase Increase
(Decrease) (Decrease)
2013-2014
nev nue
Expense srmmaa|
/noe�e
Increase | Increase
(Decrease) (Decrease) I (Decrease)
PERS on excess wages pa d to employee
----'-------'-----'---'-----'—'—'—'---------'---'-----'
2 Approved CNCL 000 SALARY & BENEFITS $200 monthly salary increase forfour Council
members in 2014; healthcare benefit estimate of
$600 per month for 7 Council members change
results from Affordable Care Act.
PROFESSIONAL Berk meeting facilitation for Council retreat /
SERVICES workshops.
3 Approved CNCL
----------'-----'---------'---'--------------
4 Approved CNCL 000 TRAVEL increase to 2007-2010 lev |
5 Accounting HS 000 MINOR HOME REPAIR- Record CDBG grant in General Fund inste d of capital
CDBG project fund
15,000 �
----------'—'—'—
6 Accounting HS 000
----- —'— - — - -- — ' —
------------------'-----'----------'
�m�xmw x�mx n�omc�ama�ms�eo��m��m�pital
project fund
SALARY & BENEFITS Reinstate 25 FTE for the Admin Support Coordinator
(Digital Records Center) beginning 1/1/2014.
------------'-----------'-------'-----------'---'------
8 Approved Clrk 000 MISCELLANEOUS Reduction in costs for external digital record services;
supplanted by in-house addl .25 FTE for the Admin
Supp Coord
_ _______ _____ ___ _ ___ _________ _ _________ _ _ _
9 Carryover HR 000 PROFESSIONAL CompensationstudywiH be undertaken in 2014
SERVICES instead of 2013
----------------'---'---------'---'—'—'--
10 Revenue FIN 000 LID ADMIN FEE .5% of bond issue
Backed
--------'---------'—'-----'--------------
11 Revenue FIN 000 EXTRA LABOR Extra Iaborfor LID administration
Backed
12 Approved REC 000 SALARY & BENEFITS
_______________
13 Approved REC 000 SUPPLIES
14 Approved REC 000 PROGRAM REVENUE
______________
15 Approved REC 000 SALARY & BENEFITS
I 60,000
15,000�
125 000
'~-
. ^
125,000
|
15 000
5,000
_____
I 125,000
125,000
37,271
- 15,000
--'-------------
-
250,000 (250,000)
-
'
'
(30,000)
� . .
; |_33\500L����u��
-a -- -��_���_
Preschool program to start 2014;
_____ ______________
Preschool program to start 2014;
____________________
Preschool program to start 2014
20,000
(17,271)
30,000
31,300
20,000 �
________________
Rec Analyst position upgrade
16 New DCD 000 EXTRA LABOR Comprehensive plan update and increased plan
review activity.
'---'—'---'-----------'-----'---------'—'----
DCD 000 PROFESSIONAL Comprehensive plan update and increased plan
SERVICES review activity.
18 Approved CRT 000 SALARY & BENEFITS Court Administrator position upgrade approved
through non-rep compensation analysis completed in
December 2012
17 New
----
4 800 �
19 Revenue CRT 000 SMA EQUIPMENT AOC purchase authorization and reimbur—sement of
Backed computer equipment
25,000
250,000
- >'^
_z�c
(17,271)i 17,271
64,800
' 0 220000 (_5,6,4206000))
56, 20
22'0,Ooq (.2
-
'~---
-
'
—7 '
4 300
4,660
2013-2014 MID-BIENNIUM BUDGET AMENDMENT DETAIL
Type Dept / :Fund: Acct Desc
PRJ 1
20 Revenue
Backed
Explanation
A
[BFB ; 2013
BegFdBal i Revenue Expense
Increase : Increase Increase
(Decrease) I (Decrease) (Decrease)
F
G
H
CRT 000 AOC INFORMATION AOC purchase authorization and reimbursement of .
TECHNOLOGY EQUIP computer equipment
GRANT
4,660
21 New CRT 000 SALARY & BENEFITS Judge's FTE revised to .85 from .75 I i
i 25,000
-12-2 --A- ec-e-tin-td-ng---961-1; —60-6 MISCELLANEOUS- Record 6761--,--Rel-i-ew-al budget as transfer out to
ADMIN Facilities or debt service rather than Police budget I
23 Carryover POL 000 CAPITAL
24 Carryover POL 000 CAPITAL
25 Over Fire 000 SUPPRESSION
budget OVERTIME
— - - - - — - - — - -
26 New Fire 000 PROFESSIONAL
SERVICES
27 New IT -066 5ALARY&BENEFITS
28 New IT 000 SALARY & BENEFITS
29 Accounting PW 000 EQUIPMENT
Move funding for vehicle purchase to 2014
— - — — — — — -
Move funding for canine purchase to 2014
long term vacancies and illnesses created need for
overtime to fully staff
Trakit Phase 11, digitize records
IT Help Desk position upgrade
IT database administrator position upgrade
Replacement of mobile, emergency radios required
for compatibility with Puget Sound Emergency Radio
Network (PSERN) mobile system.
30 Accounting PW 000 UNALLOCATED BUDGET Dept not in danger of going overbudget; budget
ADJUSTMENT reallocation for radio replacement funding
31 Over Prk 000 PUBLIC UTILITY public utility costs have been underbudgted in the
budget SERVICES past; actual expenditures through Sept 30 exceed
budget by %9
32 Accounting Dpt 20 000 TRANSFER OUT Record Urban Renewal budget as transfer out
(Facilities or debt service) rather than Police budget
33 Accounting
(400,000)
(63,000)
(19,000)
200,000
1,100
_
30,000
-1-
g
(30,000)
000 UTILITY TAX REVENUE Revenue budget increases are offset with a decrease
in utility tax revenue
34 Accounting Dpt 20 000 UNALLOCATED BUDGET Dept 20 can absorb additional costs; changes in
ADJUSTMENT capital project costs and revenues reduce need for GF
transfers; $550K savings in HHD mitigation
35 Revenue Dpt 20 000 GO BOND PROCEEDS MPD bond proceeds for capital improvements to pool.
Backed
36 Revenue Dpt 20 000 INTERGVTL-GO BOND Advancement of bond proceeds to MPD for capital
Backed MPD POOL improvements
37 Accounting Dpt 20 000 BEGINNING FUND Adjust BFB based on actual results
BALANCE
40 , 000
400,000
(163,160).
(342,860)
I 1,000,000
1,000,000
2,200,000 I
2014
Revenue Expense
Increase Increase
(Decrease) (Decrease
30,000
(400,000)
63,000
19,000
50,000
5,400
5 ' 700
30,000
(30,000),
45,000
400,000
2013-2014
Revenue Expense EndFdBal
Increase Increase Increase
(Decrease) (Decrease) (Decrease)
(202,760)
(579,600).
- 4-
4,660 - 1 4,660
55,000 (55,000)
- (800,000), 800,000
1
1
_ -
- 200,000 I (200,000)
- 50,000 (50,000)
- 6,500 I (6,500),
5,700 I (5,700)
t1.
.;"
;
(922,460) 922,460
- 60,000 ' (60,000)
- (60,000): 60,000
-17
- 85,000 (85,000)
(365,920)
800,000 (800,000)
- (365,920)
1,000,000 1,000,000
- 1,000,000 (1,000,000)
- - 2,200,000
38 TOTAL GENERAL FUND 000
,200,000 I 1 000,000 1,000,000
,000,000 1,000,000 2,200,000
2o 5
2013-2014 MID-BIENNIUM BUDGET AMENDMENT DETAIL
Type Dept /:Funu
| pm | |
.
39����I�_
40 Approved
Acct Desc
mp anation
0 ������S��pmenty Supplies SatelliteyIC Setup 101 EXTRA LABOR Staffing VIC with temparary part time and temp
----'—'---'—'_'_'_'_'_'_'_'_����������`������9e!'_'_'_-_'
41 Approved 101 COMMUNICATIONS Internet/Phones/Arrival moena�umsuuon��n
42 Approved 101 MEDIA BUY Vinyl Wall Beauty Shots/Posters
---- --- —'--- —'— —'— —'-----'--- ---'--- —'--------
SPONSORSHIPS
43 Approved 101 MISC. Contingency
----------'-----'—'—'—'—'---'—'—~—^-------'—'—'—'—'--
44 Approved Share of Citywide Aiiowabie Costs 6.2% of ViC
--------'---'—'---'—'—'— ---
45 Approved 101 KENT REVENUE
46 Approved 101 MEDIA BUY
— _______ _ _ _ _ _____ _ _
47 Approved 101 MARKETING
MAGAZINES &
BROCHURES
_ _ _
48 Approved 101 �Axxr_ _ nms_o`ECmL
— — —
PROJECTS
-- p Approved — zn— — n— cr/—
o
50 Approved 101 SEATAC SPECIAL
PROJECT
--'—'---'----
101 SEATAC COMMUNITY
SERVICES
52 Approved 101 PROFESSIONAL
SERVICES
'—'--------
51 Approved
------'
Expenses_
/LA Terminated
Lower membership in Seattle Sports Commission
'--------------------
------'—'——'—'----
_____
on|mempnn m�
Conversion Study moved from 2013 into 2014
A o c
BFB | 2013
aeup ua| ' Revenue Expense
Increase | Increase Increase
(Decrease) ! (Decrease) (Decrease)
o
s
2014
p �
2013-2014
Revenue Expense
Increase
(Decrease)
Increase
(Decrease)
Revenue Expense
Increase Increase
(Decrease)
*
EFB
EndFdBal
Increase
(Decrease
) (Decrease)
Conversion Study moved from 2013 into 2014
Conversion Stud and other smali projects delayed
moved from 2013 into 2014
53 TOTAL MOTEL/HOTEL TAX FUND 101
4,000�
15 000 - 57,000
1,600
1ao�oNi �� (120,000):
"�
| mz`uoo/
.
(52,000)
__�._.
|` 15,000
.. '-
_15,000 _
1,937
(27,000)
(15,000)
-115,000)
(25,000)
(75,000); (72 ,100)
25,000
'
1;_ �m����m
1 600
'
'
'
-
---
�
�-1�
'
---�`r
- (54,000): 54,000
''
52,000
54 Approved CV
PROJECT COSTS
Cascade View - Transfer budget to 2014 from 2013
up
--------'—'-------'---------'—'-------'---------'-----'
55 Approved CV 103 STATE GRANT-CASCADE Cascade View Transfer budget to 2014 from 2014
c/p VIEW
56 Approved Sm 103 PROJECT COSTS Small roadways New projec barrier on 42nd Ave in
op Road Allentown
'—'-------------'—'—'—'---'—'—'—'-----'—'—'—'---'--
57 Accounting 103 BEGINNING FUND Adjust BFB based on actual results
BALANCE
58 TOTAL RESIDENTIAL STREET FUND 103
59 Accounting
104 BEGINNING FUND
Adjust BFB based on actual results
BALANCE
_ _ _____________-------- __________________
60 Approved IU 104 BOND PROCEEDS Interurban- GO bond proceeds
op
'—'—'---'—
61 Approved m
op
--'—'—'—'—'-------'—'—'—'-------'—'---'—'—'—'—'--
62 Approved - m um FEDERAL GRANT interurban reduced grant funding
op
-
----
--
--'-----'-----'-----------'
104 PWTF /mEnuxoxwme/n�mnon pwrL
5
300,000
250 000 ;
(590,000)
295,000
110,000
'
-
--r - 300,000
-
-/ 110,000 190,000
- - 250,000
3,400000 : � -�� 3,400,000 /�_
-
' rm�m�m���
(2,100,000)[� -� (2s00,000|����' -
—__
_
.--_^
�6
2013-2014 MID-BIENNIUM BUDGET AMENDMENT DETAIL
Type Dept /;Fund xrctmesc
63 Approved 144th 104 CONCURRENCY FEES s/4*m Phase n
Explanation
op
--------'-------------'---'-------'—'---'---'---'--
64 Approved- Ped 104 FEDERAL GRANT Pedestrian Bridge Carryover to 2013
op
'—'---'-------'—'—'---'—'-----'---'-----'——
65 Approved Ped 104 CONSTRUCTION MGTM Pedestrian Bridge Carryover mz—oz21——
op
'---'—'---'—'—'—'—'—'—'—'—'—'—'—'—'---'—'—'----
66 Approved TC 104 KING COUNTY GRANT Transit Center, New KC FTA Grant
op
67 Approved TC 104 REGIONAL MOBILITY Transit Center Carryover to 2011
CIP GRANT
68 Approved TC 104 CONSTRUCTION MGTM Transit Center Carryover to 2014
_ op _ _ __
69 Approved TC 104 CONSTRUCTION Transit Center Carryover to 2014
-'
op -----'---'—'-----'-------'---'—'---'—'------------
70 Approved EMW 104 CONSTRUCTION MGTM East Marginal Wa Overlay - Carryover to 2014
op
--'-------'-------'---------'—'---------'--------------
71 Approved EMW 104 CONSTRUCTION East Marginal Way Overlay - Carryover to 2014
�
�
BegFdBal Revenue
Expense
Increase � Increase |noe�e
�
(Decrease) / (Decrease) (Decrease)
___ _ _
____
A
p
*
2014
201 -2014 ' EFB
Revenue � |
Increase Increase 0 Increase Increase | moea�
(Decrease) (Decrease) | (oeoe ~�
«58��
243,000 -
-----r
- '
____ ____
" 7 000 - - i :,1 „ , .00
—_—__" ,„_____
op
----------'-----------------------'---'----------
72 Approved APW 104 TIB GRANT ,�m���n���mzz
or
--'-------------'---'---'-----------'---------'---
73 Approved APW 104 CONSTRUCTION MGTM Andover Park West Carryover to 2014
(150,000)
(1,200,000)
or
----------------'-----'—'---'—'---'—'-------'—'—'--
74 Approved APW 104 CONSTRUCTION Andover Park West Carryover to 2014
op
75 Approved - BAR `m BOND PROCEEDS Boeing Access Road Bridg GO bond
op
76 Approved BAR zcw BAR BRIDGE PWTF Boeing Access Road bridge PWTFL
op
77 Approved BAR 104 CONSTRUCTION MGTM Boeing Access Road Bridge Carryover to 2014
op
------'---------'-------'---------'---------------'—
78 Approved BAR 104 CONSTRUCTION Boeing Access Road Bridge Carryover to 2014
op
79 Approved BAR 104 CONSTRUCTION Boeing Access Road Bridge Construction Carryov r to
op m1s
80 Approved - BAR 104 FEDERAL GRANT Boeing Access Road Bridge - Federal Grant carryover
' (163,000)
163,000 �
(1X596,000):
,�'�^px
. ., �.�..
.'^
'
' 1
op
-- -- - -- — - — - —'— - — --- ---'
81 Approved BSNF 104 DESIGN
c/p
82 TOTAL ARTERIAL STREET FUND 104
— CONTINGENCY
to 2015
--'—'-------'----
BNSF Regional Center Access
(100 000)
`_°
(1,120,000|��'�����
r,��
/'---^�
1,596,000 - - -
^
| ` ^
250,000 "(7,548,000)�9,768,000)
: 380,000
83 Accounting 105 TRANSFER Fund Police records software reserve from Police
budKet rather than Dept 20-_-_-_-_'_-
84 Accounting /���spcxOUT enupv|xr�mmsmn�m��me*nmPolice
___��____�����____����_�����������
85 Approved 206 TRANSFER IN LID Guarantee fund
--'-----'—'-------------------------'---'---'--------
75,000
86 TOTAL CONTINGENCY FUND 105, DRUG SEIZURE FUND 109 AND LID GUARANTEE FUND 206
680,000 "
755,000 ! 75,000
755,000 75,000 1, 680,000
2013-2014 MID-BIENNIUM BUDGET AMENDMENT DETAIL
�
�
Type :Dept /:Funu Acct Desc
| pm | |
. .
Explanation
A
/
B� ��
BegFdBal Revenue Expense
I mcnoo | Increase Increase
(Decrease) ! (Decrease) (Decrease
r
20 3- 014
Revenue Expense ' EndFdBal
Increase Increase | Increase
(Decrease) (Decrease) (Decrease)
EFB
' |
87 Accounting 301 BEGINNING FUND Adjus BFB based on actual results
BALANCE
______________
88 Approved Ft 301 DESIGN
----'—'—'—'-----------'--
Ft Dent Paving - Addition
CIP
89 Approved - Ft 301 CONSTRUCTION MGTM Ft Dent Paving - Addition
CIP Dent
_ _ ___ _ ___ _____ _ _ ___ _____ _ _ _ ___ _
90 Approved - Ft 301 CONSTRUCTION Ft Dent Paving - Addition
CIP Dent
--'—'—'—'—'—'-------'—'
91 Approved - DHP 301 DESIGN
CIP
--------'---'—'---'
��m�xmpn�me'�uwm
su Approved DHP 301 CONSTRUCTION MGTM Duwamjsh Hill Preserve Addition
c/p
93 Approved DHP 301 CONSTRUCTION Duwamish Hill Preserve Addition
CIP
------'----------------
94 Approved DHP 301 GRANT
CIP
----'-----'-------'----
95 Approved DHP 301 GRANT
CIP
'—'—'—'
Duwamish Hill Preserve Addition
___________
ou=amux*mpe�me xuumun
500,000
30,000
500,000
20,000
30\oon
200,000
370,000
15 o?«
smm
30,000
500,000
500/000
20u00 | o0,0011 �
30,000 (a\»«(
. .
200,000 ' PnnoQ■
|
370,000 P70/001 �
15,000 � (15,0011
445,000 | (445,0011 �
»o,0n"
500,0011
500,000
530\000 Ixonuo
530,000 1,080/000 ' (50n0,|
GENERAL GOVERNMENTAL IMPRO
97 xcmvnunu ao3 MINOR HOME REPAIR- Record CDBG grant in General Fund inste d ot cap ta
CDBG project fund
98 Accounting 303 MINOR HOME REPAIR Record CDBG grant in General Fund inste d of capital
project fund
99 Accounting 303 BEGINNING FUND Adjust BFB based on actual results
BALANCE
700,000
(125,000)
(1 ?.s,0ou
(125,000)
1zzs,0on.
(250,000 250,000
(250,000)
700,000
100 TOTAL GENERA GOVERNMENT IMPROVEMENTS FUND 303
125 '5,000 125,000> » (250,000) p50,000! 700,000 i
10 Approved
New Fire Station costs LID assessment for 2013,
surface water charges for both years
60,000 (60,000)
WATER
02 Accounting
401 BEGINNING FUND Adjust BFB based on actual results
BALANCE
- —' ' ' ' '—'—' - - — —'—'—' '—'—' ' '—'— —'
103 Accounting 402 BEGINNING FUND Adjust BFB based on actual results
BALANCE
__
104 Carryover 411 CAPITAL-,
Move $40K capital expenditure to 2014
105 TOTAL WATER FUND 401, SEWER FUND 402 AND GOLF COURSE FUND 411
2,000,000
1,000,000
(40,000)
10,000
40,000
�
�
- i 2,000,000
. '
4n»oxmo
3,000,000 1
106 501 CAPITAL _________ Move funding car
_
Addtl funding for pumpers in 2014
cja 108 TOTAL EQUIPMENT RENTAL & REPLACEMENT FUND 501
m�o
(71,000 8 )1,000
224
2013 -2014 BUDGET AMENDMENT SUMMARY
(Amounts provided below represent biennial changes)
GENERAL FUND 000
New proposals
Community Development (DCD). An additional $45K in extra labor and professional services has
been budgeted to assist with the comprehensive plan update and to provide plan review services in
response to increased building activity.
Court (CRT). An additional $55K in budget authority has been added to reflect increased workload
and hours needed for the judge of the Tukwila Municipal Court. The 2014 employment agreement
renewal will change the judge's compensation from .75 FTE paid on an hourly basis to .85 FTE paid
as an exempt employee.
Information Technology (IT). Council approval is required for any changes to the salary plan
specified in the adopted budget. The two Information Technology department position upgrades
contemplated through the amendment process are (1) upgrade the help desk technician position
from Technology Assistant to Technology Specialist to allow for broader coverage and assistance to
all departments, but especially Police and Fire; (2) upgrade the Database Administrator position to a
higher pay grade to attract qualified candidates. When the Database Administrator position was
advertised earlier in 2013 at the existing salary level, no candidates applied. A position study,
undertaken as a result of this recruitment effort, supports the position upgrade. The biennial budget
impact of the position upgrades, combined, is $12K.
Fire (FIRE). The Fire Department will be implementing the fire permitting module of the new Trakit
permit system in 2014. Budget of $50K has been added for this endeavor.
Expenditures exceeding budget
Fire (FIRE). The Fire Department experienced a staffing shortage as a result of several disability
leaves, the retirement of four firefighters, and staff participation in special assignments. Overtime
was necessary to maintain standard staffing levels. The staffing issues have improved but six staff
remain on leave for jury duty, FMLA and disability. The Fire department budget cannot absorb the
additional overtime costs and an additional $200K budget has been appropriated. Overtime will be
monitored closely for the remainder of the year and in 2014.
Parks (PRK). Expenditure budget of $85K is added for public utility costs comprised mainly of water
and some power charges; these costs have historically been under budgeted. The situation is noted
and will be rectified with next biennial budget.
Council Decisions /Approvals
Council (CNCL). Additional budget has been added for compensation and benefits ($60K), meeting
facilitation ($30K) and travel ($5K). A salary increase was approved by Council (see legislative
documentation for details) and the Councilmembers' benefit plan will change effective 2014 as a
result of the Affordable Care Act. Meeting facilitation was used for the 2013 Council retreat and is
planned for the 2014 retreat; additional travel budget was added to provide more flexibility to
Councilmembers in carrying out their responsibilities.
City Clerk (CLRK). In support of the new Trakit permit system, the Administrative Support
Coordinator position has been increased from .75 FTE to 1 FTE to expand the digital record services
provided by this position. The additional $37K of salary and benefits will be offset by a $17K
reduction in outside digital recording service costs. The new permit technology fee is structured to
fund a portion of this position as well.
Recreation (REC). Additional revenue of $46K and expenditures of $66K have been budgeted for
the Preschool program which is scheduled to open at the Tukwila Community Center in 2014.
225
Recreation and Court (REC), (CRT). Additional salary and benefits have been budgeted for position
upgrades for the Recreation Analyst, $14K, and Court Administrator, $15K, following Council
direction and in connection with the 2012 compensation study.
Revenue Backed Expenditures
Finance (FIN). Budget of $40K for LID administration will be funded by the .5% additional interest
charge to LID property owners with outstanding assessment balances; revenue is estimated at
$64K.
Court (CRT). Computer equipment of $4.6K was purchased for Court operations with funding from
an AOC grant (Administrative Office of the Courts).
Department 20 (Dpt20). Bonds were issued in 2013 for the Tukwila Metropolitan Park District capital
improvement project; however this transaction was budgeted in 2012. Budget of $1 M is established
both for receipt of the bond proceeds and for the subsequent lending of the bond proceeds to the
Tukwila Metropolitan Park District.
Accounting Changes
Council (CNCL). The Department of Retirement Systems charged the City $15K for the cost of
PERS benefits associated with excess wages paid to a former employee.
Human Services (HS). The accounting for the $250K CDBG grant was moved to the Mayor's
department, Human Services Division, from a capital project fund because these expenditures do
not constitute capital transactions. There is no net budgetary effect.
Police (POL). The urban renewal budget of$800K is moved from the Police Department to
Department 20- transfers out. The funds will be used for the Tukwila International Boulevard motel
acquisition activities in conjunction with the Crime Reduction and Urban Renewal Initiative. There is
no net budgetary effect.
Public Works (PW). Budget of $60K will be reallocated within the Public Works department to fund
the purchase of replacement emergency mobile radios. The radio replacement is necessary to
maintain compatibility and functionality with the Puget Sound Emergency Radio Network. There is
no net budgetary effect.
Department 20 (Dpt20). The budgeted 2013 beginning fund balance was increased by $2.2M to
reflect actual 2012 results. Additions to other departmental budgets are offset by a reduction to Dept
20 transfers out to capital project funds.
Carryover
Human Resources (HR). The $30K compensation study for Teamster positions will be undertaken
in 2014 rather than 2013.
Police (POL). Unused budget of $63K and $19K for purchase of a vehicle and canine unit will be
moved from 2013 to 2014.
226
FUNDS OTHER THAN GENERAL FUND
Council Decisions /Approvals
Hotel /Motel Fund 101. Budget of $100K is appropriated for the establishment of a satellite Seattle
Southside visitor center at Westfield's Southcenter mall. Other revenue and expenditure budget
changes net to zero and reflect the diminished participation by the City of Kent in the tourism
consortium.
LID Guarantee Fund 206. Budget establishes the LID Guarantee fund; funds will be transferred in
from the Arterial Street fund in an amount equal to 10% of bond proceeds or approximately $680K.
Capital Project Funds * *. Budget amendments reflect changes made in the 2014 — 2019 Capital
Improvement Program (CIP). Budget is added to the Fire Equipment Fund 304 for costs associated
with land acquired through the Tukwila South development agreement for a new fire station; costs
include $50K LID assessment and $10K for surface water charges.
Accounting Changes
Capital Project Funds. Budgeted 2013 beginning fund balances are adjusted for actual 2012 results
for the Residential Street Fund 103 by $300K, Arterial Street Fund 104 by $250K, Land & Park
Acquisition Fund 301 by $500K, and General Government Improvements Fund 303 by $700K.
Contingency Fund 105 and Drug Seizure Fund 109. Budget for the Police records system set -aside
of $75K is moved to the Contingency fund from the Drug Seizure Fund.
General Governmental Improvements Fund 303. CDBG grant budget of $250K is moved from this
capital project fund to the Human Services division of the Mayor's department because these
expenditures are operating in nature and do not constitute capital transactions.
Water Fund 401 and Sewer Fund 402. Budgeted 2013 beginning fund balances are adjusted for
actual 2012 results for the Water Fund 401 by $2M and Sewer Fund 402 by $1M.
Carryover
Golf Fund 411 and Equipment Rental & Replacement Fund 501. Unused budget for capital
expenditures of $40K and $157K respectively is moved to 2014.
** Capital project funds comprise Residential Street Fund 103, Arterial Street Fund 104, Land & Park
Acquisition Fund 301, Facilities Fund 302, General Government Improvements Fund 303, and Fire
Equipment Reserve Fund 304.
227
228
COUNCIL AGENDA SYNOPSIS
Meeting Date
Prep area' by
Ma '-'s re vie It
Council , enjoy
11/12/13
PMC
CATEGORY Discussion
Alts Date 11/12/13
Motion
i 1 4 ig Date
12/02/13
PMC
Z Public Hearing
All,g Date 11/12/13
1 1 01 her
3Lg Date
Resolution
Mtg Date 12/02/13
SPONSOR 1 1 Council 1 Mayor 1 I HR
IT 1 1 Re'R 1 1 Po/e — P11"
1 1 DCD Finance I 1 1-7re
SPONSOR'S The City Council is being asked to approve a resolution adopting the 2014-2019 Financial
SUMMARY Planning Model and Capital Improvement Program. This item is scheduled for a Public
Hearing and Council discussion at the November 12, 2013 Committee of the Whole
Meeting and consideration at the December 2, 2013 Regular Meeting.
Rim kwiq) ID COW Mtg. CA&P Cmte
] Utilities Cmte 7 Arts Comm.
DATE: 11/05/13
n F&S Cmte
ITEM INFORMATION
ITEM No.
6.B.
229
STAFF SPONSOR: PEGGY MCCARTHY
ORIGINAL AG INDA DX1E: 11/12/13
AC;ENDA ITLM TITLE An Resolution adopting
Improvement Program.
the 2014-2019
Financial Planning Model and Capital
CATEGORY Discussion
Alts Date 11/12/13
Motion
i 1 4 ig Date
Ordinance
Mtg Date
1 1131d Aniara
Mtg Date
Z Public Hearing
All,g Date 11/12/13
1 1 01 her
3Lg Date
Resolution
Mtg Date 12/02/13
SPONSOR 1 1 Council 1 Mayor 1 I HR
IT 1 1 Re'R 1 1 Po/e — P11"
1 1 DCD Finance I 1 1-7re
SPONSOR'S The City Council is being asked to approve a resolution adopting the 2014-2019 Financial
SUMMARY Planning Model and Capital Improvement Program. This item is scheduled for a Public
Hearing and Council discussion at the November 12, 2013 Committee of the Whole
Meeting and consideration at the December 2, 2013 Regular Meeting.
Rim kwiq) ID COW Mtg. CA&P Cmte
] Utilities Cmte 7 Arts Comm.
DATE: 11/05/13
n F&S Cmte
1 fransportation Cmte
Comm. 1 Planning Comm.
CHAIR: ROBERTSON
1 1 Parks
COMMUTEE
RECOMMENDATIONS:
SPoNseR/ADmIN.
COMMITTEE
Finance Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXPINDITURI RI-,UIRIM AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source: MISCELLANEOUS FUNDING SOURCES, SEE DETAIL
Coinments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/12/13
Forward to Regular Meeting
MTG. DATE
ATTACHMENTS
11/12/13
Informational Memorandum dated 10/15/13 with attachments
Draft Resolution
Revisions to Draft CIP
Minutes from the Finance & Safety Committee Meeting of 11/05/13
12/02/13
Resolution in final form
229
230
City of Tukwila
Washington
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, ADOPTING THE 2014-2019
FINANCIAL PLANNING MODEL AND THE CAPITAL
IMPROVEMENT PROGRAM FOR GENERAL GOVERNMENT
AND THE CITY'S ENTERPRISE FUNDS.
WHEREAS, when used in conjunction with the biennial City budget, the Capital
Improvement Program (CIP) and the Financial Planning Model for the period 2014-2019
are resource documents to help plan directions the City will consider for the future; and
WHEREAS, the Financial Planning Model and Capital Improvement Program are not
permanent fixed plans, but are guidelines or tools to help reflect future goals and future
resources at the time budgets are being planned; and
WHEREAS, the commitment of funds and resources can only be made through the
budget process;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The City Council hereby adopts the 2014-2019 Financial Planning Model
and accompanying Capital Improvement Program, incorporated by this reference as if
fully set forth herein.
Section 2. A copy of the 2014-2019 Financial Planning Model and accompanying
Capital Improvement Program shall be kept on file in the City Clerk's Office.
Section 3. The assumptions, revenues and expenditures will be reviewed and
updated biennially, or as necessary, by the City Council.
Section 4. The detail of Capital Improvement Program projects will be reflected in
the published Financial Planning Model and Capital Improvement Program 2014-2019.
W:\Word Processing-CityResolutionsTinancial Planning Model & CIP 10-28-13
PM:bjs
Page 1 of 2
231
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2013.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Attachment: Financial Planning Model and Capital Improvement Program 2014-2019
W:\Word Processing-City\Resolutions\Financial Planning Model & CIP 10-28-13
PM:bjs
232
Page 2 of 2
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
30
31
32
33
CITY OF TUKWILA
ATTACHMENT A
REVENUES & EXPENDITURES GOVERNMENTAL FUNDS
2014 - 2019 Analysis in 000's
Reserve fund balance
$ 1,458 $ 1,458
3,000 $ 5,203
$ 5,206 $ 5,325
$ 5,470 $ 5,620
$ 5,620
r6!
Sales and Use Taxes - includes retail sales and use tax, natural gas use tax and criminal justice sales tax
Gambling and other taxes - includes gambling tax, admission tax and leasehold excise tax
Licenses & permits - includes business licenses, residential rental licenses, building and other permits
Intergovernmental - includes streamlined sales tax mitigation, grants, state shared revenues and entitlements
Dedicated Revenues (Capital) - includes REET, Greenbelt property tax levy, parking tax, motor vehicle tax, investment income earned in the
capital funds
One -time revenue - represents the LID bond proceeds in 2013 and sale of land currently used for storage by utility funds in 2016
Arterial Street - 2014 and 2015 net revenue derives from Tukwila Village; 2016 and 2017 net revenue derives from urban renewal property
sales.
0844 nn +n
2 3, ,nn,nn•
-------------
- = - - -- 6 Year Plan ---- ---_-_-_----------
REVENUES (See A -1)
HISTORICAL
ESTIMATES
PROJECTIONS
Totals
2014 -2019
2010
2011
2012
fi 2013
2014
2015
2016
2017
2018
2019
General Revenues
Sales and Use Taxes
$ 15,609
$ 16,114
$ 15,674
$ 16,299
$ 16,770
$ 17,263
$ 17,771
$ 18,293
$ 18,832
$ 19,386
$ 108,315
Property Taxes
13,189
13,427
13,830
13,814
14,160
14,514
14,876
15,248
15,630
16,020
90,448
Utility Taxes
4,064
4,052
4,001
4,018
4,087
4,169
4,252
4,338
4,424
4,513
25,784
Interfund Utility Tax
1,498
1,372
1,535
1,486
1,586
1,665
1,748
1,835
1,927
2,024
10,784
Gambling and other taxes
2,693
2,038
3,045
2,709
2,819
2,876
2,933
2,992
3,052
3,113
17,785
RGRL
-
1,641
1,756
1,750
1,768
1,812
1,857
1,903
1,951
2,000
11,290
Licenses & permits
1,619
1,833
1,605
1,867
1,896
1,949
2,004
2,060
2,118
2,178
12,206
SCL Agreement
2,071
2,110
2,147
2,206
2,250
2,307
2,364
2,424
2,484
2,546
14,375
Intergovernmental
2,405
2,646
2,663
2,545
2,102
2,121
2,141
2,161
2,181
2,202
12,907
Charges for Services
2,471
2,614
2,438
2,954
3,036
3,127
3,221
3,317
3,417
3,519
19,637
Indirect cost allocation
1,696
1,903
1,775
2,036
2,085
2,137
2,191
2,246
2,302
2,359
13,320
One -time revenue
-
-
-
8,500
-
1,500
1,500
Sub -total
47,314
49,751
50,468
60,185
52,559
53,939
56,859
56,818
58,317
59,860
338,351
Dedicated Revenues (Capital)
1,045
1,024
1,613
900
857
882
909
936
964
993
5,540
TOTAL REVENUES
48,359
50,775
52,082
61,085
53,415
54,822
57,767
57,753
59,282
60,853
343,892
EXPENDITURES
Operating & Maintenance
(see Attachment B)
44,740
43,701
45,291
47,742
48,524
50,312
51,570
52,859
54,180
55,534
312,979
Debt Service
2,307
2,569
3,075
5,964
3,426
3,414
3,187
3,189
3,183
3,322
19,722
Reserve Fund
-
566
-
1,500
2,200
3
119
146
150
150
2,768
Operating transfers
160
1,078
225
' 475
675
323
329
316
283
283
2,209
Adm /Engineering
552
516
641
414
429
440
451
463
474
474
2,731
Subtotal Available
600
2,344
2,849
4,990
(1,839)
329
2,111
780
1,011
1,090
3,482
Capital Projects (Attachment C)
Residential Street
300
0
108
# 276
625
3,221
100
100
750
750
5,546
Arterial Street
294
6,089
7,668
3,713
1,958
5,733
2,028
2,118
2,208
2,263
16,308
Land & Park Acquisition
272
98
938
(1)
716
117
42
37
41
71
1,024
Governmental
Facilities
13
9
- 15
245
(3,170)
(1,320)
(2,695)
(1,700)
-
-
(8,885)
General Government
517
830
667
303
200
200
200
200
200
200
1,200
Fire Improvements
-
(158)
(34)
(80)
(50)
(50)
(50)
(50)
(50)
(50)
(300)
Sub total Capital
1,396
6,869
9,362
4,456
279
7,901
(375)
705
3,149
3,234
14,893
Change in fund balance
(796)
(4,524)
(6,512)
534
(2,118)
(7,572)
2,486
75
(2,138)
(2,144)
(11,411)
Beginning fund balance
26,759
25,963
21,439
14,926
15,460
13,341
5,769
8,256
8,331
6,193
15,460
Ending Fund Balance
$ 25,963
$ 21,439
$ 14,927
$ 15,460
$ 13,341
$ 5,769
$ 8,256
$ 8,331
$ 6,193
$ 4,049
$ 4,049
Reserve fund balance
$ 1,458 $ 1,458
3,000 $ 5,203
$ 5,206 $ 5,325
$ 5,470 $ 5,620
$ 5,620
r6!
Sales and Use Taxes - includes retail sales and use tax, natural gas use tax and criminal justice sales tax
Gambling and other taxes - includes gambling tax, admission tax and leasehold excise tax
Licenses & permits - includes business licenses, residential rental licenses, building and other permits
Intergovernmental - includes streamlined sales tax mitigation, grants, state shared revenues and entitlements
Dedicated Revenues (Capital) - includes REET, Greenbelt property tax levy, parking tax, motor vehicle tax, investment income earned in the
capital funds
One -time revenue - represents the LID bond proceeds in 2013 and sale of land currently used for storage by utility funds in 2016
Arterial Street - 2014 and 2015 net revenue derives from Tukwila Village; 2016 and 2017 net revenue derives from urban renewal property
sales.
0844 nn +n
2 3, ,nn,nn•
CITY OF TUKWILA
ATTACHMENT A
DEBT SERVICE
2014 - 2019 Analysis in 000's
- 6YearPlan
Operating Transfer:
DEBT SERVICE
LTGO 2003
Use of Debt Proceeds
ESTIMATES
PROJECTIONS
2013 2014
2015 2016
2017 2018
2019
TOTAL
2014 -2019
LTGO 2003 Refunding
LTGO 2008 Refunding
LTGO 2010
LTGO 2011 Refunding
SCORE 2009
Valley Com 2010
Refunding
LTGO 2014, proposed
LTGO 2014, proposed
Golf course club house
Community center and Fire station
#53
`ICC
Fire Statir?n 953
City Hall Annex, 6300 bldg, and
Urban revitalization - Tukwila
Village; 12 /1/2019
City I Ir'.rll Annex, 5300 bldg;
1 ukri•rla
Southcenter Parkway Extension,
emergency management;
12/1/2024 (a)
n5:.r
1::rxrrargency ManageuFent
Arterial street portion of 2003
bond -- South Park bridge
transaction; 12 /1/2023
South County Corretional Entity,
SCORE Jail facility; 1/1/2039
Valley Communications Center
operating facility
Arterial Street Projects, 2024
Interurban Ave South, 5,13,465M
I3t>r malt, Access Road bridge, 32.551
Pedestrian 1yrscict;e 51.6621v1
Urban Renewal
$ 3,380 $ -
491 488
392
391
48
737 812
33'7
405
31)3
447
518 518
168 548
430 431
241 229
400
811 811
365 365
34)> 440
520 520
'381 .451
139 39
546 548
431 431
229
477 477
277 777
2.1))) 200
400 400
809 809
364 364
445 445
520 519
1390
] 45
552 549
431 429
477 477
277
277
200
400 400
811
365
449
520
;t81
i3r
552
429
477
277
200
533
488
4,863
2,188
2,675
3,117
2,286
3,295
2,582
458
2,386
1,383
1,000
2,533
TOTAL Estimate / Projections
$ 5,964 $ 3,426
$3,414 $ 3,187
$ 3,189 $ 3,183
$ 3,322
$ 19,722
(a) Amount is net of tax credit.
234
COUNCIL AGI4,NDA SYNOPSIS
MeetiqDate
Prepared by
Mayor's review
Cotara7 review
11/25/13
KG
Non-Represented Market Study
W44
12/02/13
KG
Ordinance
Aitg Date
Bid Aiwa'
AligDale
Public Hearing
AligDate
Other
Alt; Dale
CATEGORY ■ Discussion
rl Resolution
AN Dale
A4gDate 12/2/13
SPONSOR 1 1 Council
ITEM INFORMATION
ITEM No.
6.C.
235
STAN; SPONSOR: STEPHANIE BROWN
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE
A resolution relating
to the 2013
Non-Represented Market Study
11/25/13
I
Alts
I Motion
Date
Ordinance
Aitg Date
Bid Aiwa'
AligDale
Public Hearing
AligDate
Other
Alt; Dale
CATEGORY ■ Discussion
rl Resolution
AN Dale
A4gDate 12/2/13
SPONSOR 1 1 Council
1 1 DCD F11147/?e Fire 7 IT P&R 1 I Police — Pir/
Mayor
R I-IR
SPONSOR'S Recommendation to set the Non-Represented Employees' Wages and Benefits for 2014.
SUMMARY
*In response to a request at the Committee of the Whole, the recommendation for the
floating holiday is based on aligning the City with the market study. There is no direct cost
for the additional floating holiday since most non-represented employees are salaried, but if
the costs were based on hourly rates, the cost could be approximately s16,000 per year.*
RINTIWED BY —I COW Mtg. CA&P Cmte
Utilities Cmte 7 Arts Comm.
DATE: 11/19/13
F&S Cmtc
7 Transportation Cmtc
Comm. Planning Comm.
CHAIR: ROBERTSON
7 Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITIEll
Human Resources Department/ Mayor's Office
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
ExpHNDITuRN REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source:
Comments..
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
Forward to next Regular Meeting
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/20/13, with minor language changed after FS
Attachment 1: 2013 Wage & Benefit Data from Association of Washington Cities
Resolution in Draft Form
Attachments A-C
Minutes from the Finance and Safety Committee meeting on 11/19/13
12/2/13
Resolution in final form
235
236
Citv of Tukwila
Washington
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, UPDATING AND CLARIFYING
THE NON-REPRESENTED EMPLOYEES' COMPENSATION
AND ADOPTING THE NON-REPRESENTED SALARY
SCHEDULE AND BENEFITS SUMMARY, EFFECTIVE
JANUARY 1, 2014.
WHEREAS, the Tukwila City Council has conducted a review of the non-
represented employees' compensation system that was originally implemented in
January 1998; and
WHEREAS, the City Council recognizes that current economic conditions and
forecasts are a consideration in actions that deal with the compensation of employees;
and
WHEREAS, the City Council has made a determination to review the non-
represented compensation for even-numbered years and provide COLAs in odd-
numbered years; and
WHEREAS, a compensation study has been conducted of cities using +1- 50% of
Tukwila's Assessed Valuation per the direction of Resolution No. 1796; and
WHEREAS, the recommended non-represented wage schedule and benefit
information has been prepared for implementation on January 1, 2014;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The following statements have been used for the purpose of adopting
the non-represented employees' wages for 2014 and consideration for future years.
A. The following basic plan elements remain the same:
1. Decision Band Methodology (DBM) for creating classifications.
W:\Word Processing-CitylResolutions \Non-Represented Employees Compensation-2014 11-13-13.doc 11-13-13
KG:bjs
Page 1 of 3
237
2. Market analysis using comparable jurisdictions' top -step wages.
3. Data was gathered through use of the "Association of Washington Cities
(AWC) Salary and Benefits Survey" for cities that are +1- 50% of Tukwila's Assessed
Valuation.
4. Regression line analysis did not recommend a wage increase based on
data provided.
5. Steps below the Control Point (Wage Schedule Top Step) are automatic as
individuals move through the system.
6. Ranges for all bands All - F102 of the Decision Band Methodology will
remain at 2013 levels.
B. The City shall continue to conduct in -house market analysis of the non -
represented compensation system during odd - numbered years, using outside
assistance on regression line analysis calculations as needed. The results of the
analysis will be considered for implementation on January 1 of the following even -
numbered year.
C. A COLA increase shall be considered for application each January 1 during
odd - numbered years, based on the Seattle- Tacoma - Bremerton Consumer Price Index
CPI -W (June).
D. The Decision Band method of job evaluation will be used to establish
classifications and the relative internal value and relationship of non - represented jobs
within the City of Tukwila.
E. Merit will continue to be eliminated from the plan at this time and may be
reconsidered as a plan element in subsequent years.
F. Step increases from the minimum to the control point for all positions shall be
given annually on the employee's performance review date. There will be no step
increases for employees at or above the control point.
Section 2. Non - represented salary schedule and benefits summary.
A. The "Non- Represented Salary Schedule — 2014," Attachment A hereto, shall
be approved, effective January 1, 2014.
B. The "Non- Represented Employee Benefits Summary — 2014," Attachment B
hereto, shall be approved, effective January 1, 2014.
C. The "Longevity Pay Plan for Non - Represented Employees — 2014," Attachment
C hereto, shall be approved, effective January 1, 2014.
W: \Word Processing - City \ Resolutions \Non-Represented Employees Compensation -2014 11- 13- 13.doc 11 -13 -13
KG:bjs
238
Page 2 of 3
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2013.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Shelley M. Kerslake, City Attorney
Attachments:
- Attachment A, Non - Represented Salary Schedule — 2014
- Attachment B, Non - Represented Employee Benefits Summary — 2014
- Attachment C, Longevity Pay Plan for Non - Represented Employees — 2014
W: \Word Processing -City \ Resolutions \Non - Represented Employees Compensation -2014 11- 13- 13.doc 11 -13 -13
KG:bjs
Page 3 of 3
239
240
Attachment A (Page 1 of 3)
City of Tukwila
Non - Represented Salary Schedule - 2014
Classification Title
Job Title
Range
Administrative Support Technician
Administrative Support Technician
Al2
Office Technician
Human Resources Technician
B21
Office Specialist
Assistant to the Chief
B22
Administrative Assistant
Deputy City Clerk
Executive Assistant
Assistant to the Director
Council Administrative Assistant
B23
Program Coordinator
Systems Administrator
Human Resources Assistant
C41
Management Coordinator
City Clerk
Police Records Manager
C42
Management Analyst
Council Analyst
Government Relations Manager
Human Resources Analyst
Parks & Recreation Analyst
Project Analyst
Public Works Analyst
C42
Program Administrator
Internal Operations Manager
Public Works Coordinator
Emergency Manager
C43
Program Manager
Assistant City Administrator
Senior Program Manager
Building Official
D61
Administrative Manager
Maintenance Operations Manager
D62
Assistant Director
Deputy Community Development Director
Deputy Finance Director
Deputy Public Works Director
Deputy Parks & Recreation Director
Municipal Court Administrator
D63
Department Manager
Assistant Fire Chief
Assistant Police Chief
City Engineer
D72
241
Attachment A (Page 2 of 3)
City of Tukwila
Non - Represented Salary Schedule - 2014
Department Administrator
Economic Development Administrator
E81
Department Head
Human Resources Director
DCD Director
Finance Director
IT Director
Parks & Recreation Director
i E83
Department Director
Fire Chief
Police Chief
Public Works Director
E91
City Administrator
L
City Administrator
F102
242
Attachment A (Page 3 of 3)
2014 - Non - Represented Salary Structure
Non - Represented Salary Structure (Monthly)
DBM
Rating
(Minimum)
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
All
3,860
3,981
4,103
4,223
4,343
Al2
4,166
4,299
4,432
4,562
4,691
A13
4,483
4,621
4,761
4,902
5,040
B21
4,682
4,858
5,035
5,210
5,389
B22
4,987
5,174
5,361
5,549
5,738
B23
5,287
5,487
5,686
5,884
6,086
B31
5,550
5,793
6,036
6,279
6,522
B32
5,992
6,255
6,519
6,781
7,045
C41
6,173
6,418
6,666
6,914
7,161
7,408
C42
6,520
6,783
7,043
7,304
7,565
7,829
C43
6,810
7,083
7,357
7,629
7,901
8,177
C51
7,032
7,347
7,663
7,980
8,294
8,614
C52
7,516
7,854
8,192
8,531
8,871
9,137
D61
7,436
7,808
8,180
8,554
8,925
9,294
D62
7,570
7,946
8,325
8,702
9,082
9,459
D63
7,834
8,226
8,618
9,011
9,403
9,793
D71
8,015
8,453
8,893
9,332
9,771
10,212
D72
8,411
8,870
9,330
9,789
10,251
10,710
E81
8,499
8,924
9,351
9,773
10,229
10,688
11,126
E82
8,812
9,254
9,696
10,137
10,580
11,022
11,463
E83
9,071
9,526
9,978
10,433
10,886
11,340
11,795
E91
9,387
9,857
10,327
10,798
11,267
11,738
12,208
E92
9,774
10,265
10,756
11,244
11,734
12,225
12,714
F101
10,168
10,676
11,183
11,694
12,204
12,710
13,220
F102
10,051
10,552
11,056
11,561
12,064
12,567
13,069
The rates for 2014 will remain at 2013 rates.
243
244
Attachment B (Page 1 of 2)
Non - Represented Employee Benefits - 2014
Social Security (FICA): Social Security benefits shall be provided as contained in Section
2.52.010 of the Tukwila Municipal Code (TMC).
State -Wide Employee Retirement System (PERS): Retirement shall be provided as contained
in Section 2.52.020 of the TMC.
Holidays: Holidays shall be provided as contained in Section 2.52.030 of the TMC. Regular
part -time employees shall be entitled to benefits on a pro -rata basis. One additional floating
holiday (for a total of two floating holidays) shall be provided to each non - represented
employee starting in 2014.
Sick Leave: Sick leave shall be provided as contained in Section 2.52.040 of the TMC. Regular
part -time employees shall be entitled to benefits on a pro -rata basis.
Medical Insurance: The City shall pay 100% of the 2014 premium for regular full -time
employees and their dependents under the City of Tukwila self - insured medical/ dental plan.
Premium increases above 8% per year shall result in a modified plan document to cover the
additional cost above 8 %, or a premium shall be implemented for the difference, at the City's
discretion. The City reserves the right to select all medical plans and providers. Regular part -
time employees shall be entitled to benefits on a pro -rata basis. Employees who choose
coverage under the Group Health Cooperative plan shall pay the difference between the City of
Tukwila plan full- family rate and the rate charged to them by Group Health.
Dental Insurance: The City shall provide 100% of the 2014 premium for the regular full -time
employees and all dependents under the City of Tukwila self - insured medical /dental plan for
dental coverage. Regular part -time employees shall be entitled to the same benefits on a pro -
rata basis.
Life Insurance: For regular full -time employees, the City shall pay the premium for Plan C
(Multiple of annual earnings) or similar group life and accidental death and dismemberment
insurance policy. Said plan shall be at 100% of annual earnings rounded up to the next $1,000.
Regular part -time employees that work at least 20 hours per week shall be entitled to benefits
on a pro -rata basis (per insurance program requirements).
Vision/Optical: To non - represented regular full-time employees and their dependents at the
rate of $200 per person, to a maximum of $400 per family unit each year. Regular part -time
employees and their dependents shall be entitled to benefits on a pro -rata basis.
Disability Insurance: The City shall provide 100% of the premium for regular full -time
employees for a comprehensive long -term disability policy. Regular part -time employees that
work at least 20 hours per week shall be entitled to benefits on a pro -rata basis (per insurance
program requirements).
Health Reimbursement Arrangement /Voluntary Employee Benefit Association (HRA/VEBA):
VEBA benefits shall be provided as contained in Resolution No. 1445 and as amended. In 2014,
there will be a one time contribution of $500 made to each active non - represented employee's
individual account by the City.
245
Attachment B (Page 2 of 2)
Non - Represented Employee Benefits - 2014
Vacation: Following the sixth month of continuous employment, annual vacation leave of six
full days (each day is calculated at eight hours, regardless of schedule worked) shall be granted.
Thereafter, an additional day of annual leave shall accrue each month, up to a total of 12 days.
Three additional days of annual leave shall be granted on the employee's anniversary date after
the third, fourth and fifth years. After six years, the employee shall be granted one day per year
additional annual leave to a maximum of 24 days per year. The maximum number of accrued
hours is 384 or 48 days.
Years of Service
Vacation Accrual
Years of Service
Vacation Accrual
0 -1 years
12 days*
10 years
19 days
1 -2 years
12 days
11 years
20 days
3 -6 years
15 days
12 years
21 days
7 years
16 days
13 years
22 days
8 years
17 days
14 years
23 days
9 years
18 days
15 years
24 days (maximum)
*Six full days will be granted following the sixth month of continuous employment.
(Days accrue at eight hours, regardless of schedule worked.) Regular part -time
employees shall be entitled to benefits on a pro -rata basis.
Uniform Allowance: An annual uniform allowance of $600 shall be granted to the following
employees: Fire Chief, Assistant Fire Chief, Police Chief, Assistant Police Chief, and Records
Manager.
246
Attachment C
Longevity Pay Plan for Non - Represented Employees - 2014
The monthly longevity flat rates shall be as follows for regular full -time employees after the
completion of the number of years of full time employment with the City set forth below.
Regular part -time employees shall receive longevity on a pro -rata basis.
Completion of 5 years
$75
Completion of 10 years
$100
Completion of 15 years
$125
Completion of 20 years
$150
Completion of 25 years
$175
Completion of 30 years
$200
247
248
COUNCIL AGENDA SYNOPSIS
Meeting Date
Prepared by
Mayor's rOew
Council review
11/25/13
LH
, ,-.
12/02/13
LH
1 1 Public - I earing
Alto, Date
14
CATI;GORY VI a:I-cuss/on
AN Dale
SPONSOR Council I Mayor — HR Z DCD — Finance Fin' IT P&R Police P11"
SPONSOR'S The Council is being asked to review and approve six draft Operating Policies,
SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council
retreat, in which Councilmembers requested written policies and procedures for a list of
designated topics. A policy on electronic devices was adopted by the Council earlier in the
year.
RiNI I ,\X11,11.) BY COW Mtg. 1 1 CA&P Cmte 1 1 F&S Cmte — Transportation Cmte
1 1 Utilities Cmtc Arts Comm. Parks Comm. Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPoNsoRIADNITN.
Commilim
Council
ITEM INFORMATION
ITEM NO.
6.D.
249
STAFF SPoNsoit: COUNCILMEMBER HOUGARDY
ORIGINAL AciADA 1).v1'I: 11/25/13
AG E,NDA ITUNI TITI,I Council Policies and Procedures
11/25/13
Z Motion
AI/,g Date 12/2/13
— Reso/ution
Alts Date
—I Ordinance
AItg Date
1 1 Bi d Aniard
\f ts Date
1 1 Public - I earing
Alto, Date
Other
Altg Date
CATI;GORY VI a:I-cuss/on
AN Dale
SPONSOR Council I Mayor — HR Z DCD — Finance Fin' IT P&R Police P11"
SPONSOR'S The Council is being asked to review and approve six draft Operating Policies,
SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council
retreat, in which Councilmembers requested written policies and procedures for a list of
designated topics. A policy on electronic devices was adopted by the Council earlier in the
year.
RiNI I ,\X11,11.) BY COW Mtg. 1 1 CA&P Cmte 1 1 F&S Cmte — Transportation Cmte
1 1 Utilities Cmtc Arts Comm. Parks Comm. Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPoNsoRIADNITN.
Commilim
Council
COST IMPACT / FUND SOURCE
Exim:NDITURN RI (),UIRF;I) AMOUNT BUDGETED APPROPRIATION REQUIRED
$none $none $none
Fund Source: N/A
Connnents: no general fund impact
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
Forward to next Regular Meeting as amended
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/20/13.
Draft Policies: Voucher Review, Planned Committee Absence, Council Travel, Requests
for Staff Assistance, Duties in Supervising Council Analyst, Election of Council
President
12/2/13
Policies as amended
249
250
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -02
Page 1 of 1
TITLE: INDIVIDUAL COI C 4L E BER REQUESTS FOR AD NISTRATION
STAFF ASSISTANCE
PURPOSE:
Requests for Administration staff assistance by Councilmembers should be made through
appropriate channels, which are determined based upon the nature of the request. Because
individual Councilmembers do not have the authority to direct the work of City staff, this policy
describes how to obtain majority consensus when appropriate. Staff assistance requests can be
either:
• General = minimal impact on staff time
• Significant = affecting schedules, work assignments, or staffing levels.
Significant requests of staff can include technical assistance, report development, research requests,
and more. Such requests should be made during a Council meeting so that majority consensus can
be easily requested and the outcome is clear. The Council should consider existing City priorities and
current staffing levels when deliberating on such a request.
STATEMENT OF POLICY AND /OR PROCEDURES:
1. Requests for general staff assistance can be made in person, by phone, during a
committee meeting or via email with a copy to the Council President, Council
Analyst, Department Head, and City Administrator.
2. Requests for significant staff assistance should be identified during a
Committee of the Whole or Regular Meeting and must receive majority consensus.
3. If a request for significant staff assistance is approved by the full Council in a
Committee of the Whole or Regular Council meeting, it will be noted on an
appropriate committee work plan.
4. If an item is time - sensitive and cannot wait for the next Committee or Council
meeting, the Councilmember and Council President will work with the City
Administrator on the best course of action.
5. Regardless of the level of staff assistance, written information provided by staff
should be distributed to all Councilmembers via email or hard copy.
END
Title: INDIVIDUAL COUNCILMEMBER REQUESTS FOR ADMlNISTR!.TION STAFF ASSISTANCE
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
251
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: POL -CC -03
Page 1 of
TITLE: ELECTION OF COUNCIL PRESIDENT
PURPOSE:
Tukwila Municipal Code 2.04.070 provides for the election of the Council President at the
first Regular Meeting each January, generally determined by order of seniority. This policy
describes exceptions to the seniority provision.
REFERENCES:
TMC 2.04.060(B)
TMC 2.04.070
STATEMENT OF POLICY AND /OR PROCEDURES:
1. In general, Council Presidents serve in a rotation based upon seniority, determined in
the following order: 1) Greatest consecutive number of years served; 2) Greatest
consecutive number of years plus months or years served prior to the current term;
3) Number of votes when elected.
2. If the Councilmember who is next in line to serve as Council President (pursuant
to the order of seniority) is unable to serve, he or she will notify the Council
President in writing during the preceding year. This "opt -out" request will be
forwarded to the Full Council for approval.
3. Service as Council President will fall to the next Councilmember in the order of
seniority.
4. The Councilmember whose opt -out was accepted by the Full Council will remain
at the top of the rotation with the opportunity to serve as Council President- -
during the following year.
END
Title: ELECTION OF COUNCIL PRESIDENT
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
252
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -04
Page 1 of 2
TITLE: SUPERVISING COUNCIL ANALYST
PURPOSE:
The Council Analyst is the City's full -time staff member dedicated to providing research,
analytical, and administrative support to the members of the City Council. The Council Analyst
supports work responsibilities established by the Council as a whole under the direction and
supervision of the Council President.
REFERENCES:
N/A
STATEMENT OF POLICY AND /OR PROCEDURES:
Following are the responsibilities of the Council President in supervising the Council Analyst
(CA):
Timesheet and Leave Requests
A. Approve the CA's electronic time sheet in accordance with the procedure and
schedule established by the Finance Department.
B. Authorize leave requests submitted by the CA.
II. Training and Travel Approvals
A. Authorize training and travel requests submitted by the CA.
III. Workload Guidance
A. Provide guidance in matters relating to the CA's workload and assigned duties.
The CA works independently and is expected to manage his or her workload
with a minimum of supervision.
B. Make decisions to resolve conflicts when issues arise.
IV. Performance Evaluation
A. Coordinate and conduct the CA's performance evaluation process.
1. In early December, obtain the current evaluation input form from HR,
and distribute copies to Councilmembers and City Administrator;
distribute self - evaluation form to Council Analyst.
2. Collect and review completed input forms no later than December 31.
253
3. Complete performance evaluation form provided by Human Resources
Department, considering input received as well as own experience from
the eva/uation year.
4. Schedule performance evaluation meeting no later than January 31 to
also include the newly elected Councit President.
5. Provide copies of completed evaluation form to incoming Council
President and Council Analyst at Jeast one week prior to meetin.
6. File completed form signed by all parties with the Human Resources
Department.
7. Consult with Human Resources Department for assistance as needed.
V. Designation of Backup
A. If the Council President is unable to perform any of the duties listed in this
procedure due to vacation or other short-term basis, he or she will designate
another Councilmember to serve as backup.
END
Title: SUPERVISING COUNCIL ANALYST
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of ,
City Attorney:
Council President:
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -05
Page 1 of
TITLE: PLANNED COMMITTEE MEETING ABSENCE
PURPOSE:
Meetings of standing committees must have a minimum of two Councilmembers and a maximum of
three in attendance in order for the meeting to be held. It is a Councilmember's responsibility to
seek a replacement if he or she plans to miss a meeting of a standing committee. This procedure
details the steps that should be taken to do so.
REFERENCES:
TMC 2.04.180
STATEMENT OF POLICY AND /OR PROCEDURES:
As soon as possible after a Councilmember knows that he or she will be unable to attend a meeting
of a standing committee, he or she will:
1. Notify the Council Analyst, the Committee Chair, and the Council President.
2. The Council President is given the first opportunity to attend the meeting as
replacement for the committee member.
3. If the Council President is unable to attend, ask another Councilmember to see if
he or she is available to attend
4. If the Councilmember is the Committee Chair, he or she will appoint the temporary
Chair for that meeting, preferably an existing member of the standing committee.
5. If no replacement can be found, and the other two Committee members are
planning to attend, the meeting can still take place.
END
Title: PLANNED COMMITTEE MEETING ABSENCE
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
255
256
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: [C-P[)[-06
Page 1 of 2
TITLE: COUNCILMEMBER TRAVEL
PURPOSE:
Councilmembers are encouraged to be actively involved in city, county, state, regional and
national organizations that affect Tukwila, its residents, and its businesses. Education,
lobbying, professional responsibilities, (e.g. policy boards, offices, and committees), public
relations, and relationship-building with other agencies are examples of activities for which
travel funds can be used. While the entire Council approves the travel budget, it is up to
individual Councilmembers to decide how best to use their own travel allotment.
REFERENCES:
N/A
Travel Budgets
A. Budgets for Council travel will be set during the biennial budget process and
adjusted during the second year, if necessary.
B. Review of the preceding year's travel may serve as a guide in allocating travel
for the following year.
C. The Council will consider the City's financial situation in setting its annual travel
budget.
U.
Travel Decisions
A. Beginning each year, after funds for local meetings, the Council retreat, and
meals are subtracted, each Councilmember will be allotted an equal share of
the remaining Council travel budget for use during the remainder of the year.
That amount shall be communicated to all Councilmembers as soon as
available.
B. Any Councilmember's travel funds which are not planned to be used in that
year may be returned to the shared travel fund for use by other
Councilmembers.
C. Upon returning from a class or conference, Councilmembers will prepare an
oral or written report for the Council. If more than one Councilmember
attends, a consolidated report may be presented.
D. Sister City related travel is not budgeted separately and will be funded from the
individual Councilmember's travel allocation.
E. The entire Council, by majority, will make the final decision on use of funds if
issues arise.
U|. Travel Expenses
A. The City will pay for airfare, ground transportation, registration, hotel, and
meals when a Councilmember is on official travel.
B. The City will not assume costs for a spouse^JD:l[tIelorguest.
C. A daily record of expenses for lodging, meals, transportation, and incidental
expenses should be maintained, with receipts attached to the record. An
itemized bill should be kept for meals. The record and receipts will be submitted
to the Finance Department and processed in accordance with current
procedures.
IV. Travel Arrangements
A. City Council travel will be coordinated through the Council Analyst, who will
monitor the travel budget as well as make travel arrangements if desired by the
[ounci|rnenober.
B. Intention for out-of-state travel should be communicated to the Council
President.
C. Significant effort will be made to secure the best value for airfare and lodgings.
V. Miscellaneous
A. When a City vehicle is available, it may be reserved by Councilmembers for
appropriate business-related travel.
B. If a Councilmember uses his or her personal vehicle for City-related travel,
mileage will be reimbursed according to IRS rules.
END
Title: COUNCILMEMBER TRAVEL
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of ,
City Attorney:
Council President:
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -07
Page 1 of
TITLE: COUNCILMEMBER VOUCHER REVIEW
PURPOSE:
The purpose of this policy is to assist the City with timely processing and release of payment claims
vouchers and to distribute the responsibility equally among Councilmembers. Vouchers are the warrants
or checks with which the City pays its bills. Before the entire Council approves vouchers at a Regular
Council Meeting, the vouchers undergo review by the initiating department Director, the Accounts
Payable Fiscal Specialist, the Accounts Payable Fiscal Coordinator, the Finance Director, and one
individual Councilmember. These thorough checks and balances protect the City and provide assurance
that all claims presented for payment are complete and in compliance with established policies.
REFERENCES:
Revised Code of Washington 42.24
Administrative Policy 300 -06
STATEMENT OF POLICY AND /OR PROCEDURES:
1. In December of each year, the Council Analyst will draw up a schedule for the next
year so the task is rotated among the Council members.
2. The vouchers are available for review no later than noon on Friday; the review
needs to be completed before Monday's Regular Council Meeting.
3. Vouchers are located on the table by the Finance Director's office.
4. If the designated Councilmember is unable to review vouchers on his or her
assigned dates, he or she will inform the Council Analyst, who will assist in
obtaining a substitute.
5. The obligation of the Councilmember providing the review is to gain a general
understanding of City expenditures and confidence that the transactions are
consistent with City policies with a particular emphasis on large, unusual, or
sensitive items.
6. Questions that arise during this stake of review should be addressed to the
Finance Director or the City Administrator,
7. Voucher review traininP will be provided to new Councilmembers under the
direction of the Council President.
END
Title: COUNCILMEMBER VOUCHER REVIEW
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
259
260
mon
City of Tukwila
CITY ADMINISTRATOR REPORT
The City of opportunity, the community of choice
TO: Mayor Haggerton
Councilmembers
FROM: David Cline, City Administrator
DATE: November 26, 2013
SUBJECT: Report for December 2, 2013 Regular Council Meeting
Jim Haggerton, Mayor
The City Administrator Report is meant to provide the Council, staff and community an update
on the activities of the City and on issues that concern Tukwila. Please let me know if you have
any questions or need additional information about any of the following items.
Intergovernmental Update
• Joint Human Services /Community Development Planner Meeting: On November 20,
Human Services, joined by Department of Community Development (DCD) staff,
participated in a joint human services /community development planner meeting to talk
about the housing element of the comprehensive plan.
• Family Homelessness Planning Meeting: On November 22, Human Services
participated in the regional Family Homelessness planning meeting which is reviewing
the system to provide a more coordinated responsive that moves families into
permanent housing more quickly.
• Soundside Alliance Executive Committee: On November 20, Council President
Hougardy and staff attended the bi- monthly meeting of the Soundside Alliance Executive
Committee and reviewed progress on the Alliance's business attraction program.
• Tour of the Bakaro Mall: Economic Development staff gave representatives of the
Southeast Effective Development (SEED) a tour of the Bakaro Mall highlighting the
business model of small retail spaces. SEED is a community development corporation
based in Seattle that may have resources to help development along Tukwila
International Boulevard.
• New Senior Housing Assistance Group (SHAG) Development: Economic
Development staff toured the new SHAG development that recently opened at 14002
Interurban Avenue North in Seattle.
• South Kinq County Food Access Working Group: Staff attended the regular meeting,
joining staff from SeaTac, Seattle /King County Public Health, the Des Moines Area Food
Bank, Forterra, Urban Food Link, King County Agriculture Program, and Lutheran
Community Services. Forterra provided an update on the status of adoption of food
policy regulations in Federal Way, and also provided information on the Regional Equity
Summit held in Renton November 8 and 9.
• South Kinq County Mobility Coalition: Staff attended the regular meeting of this group
on Thursday. King County Metro provided an overview of the proposed reduction to
transit service starting in the middle of 2014 and the organization of a website Metro has
created to provide information to the public (http: / /metro e kingcountyegov /am /future /). Metro
will hold a series of informational public meetings in the coming months. However, the
meetings are not meant to result in adjustments to planned cuts in service. The
proposed changes to service will be decided based on the updated Metro Service
261
City Administrator Report
Page 2
Guidelines. Service cuts may be prevented if Metro is successful in obtaining additional
funding from the state legislature or from another funding option.
• Kind County Metro Transit Access Study Work Plan Development Meeting: Staff
attended the November 15 work plan development meeting for an upcoming Metro
access study. City staff emphasized to Metro the importance of studying access issues
to non -Metro controlled transit access points heavily used by Metro, citing Tukwila
International Boulevard Station as an example.
• Salmon Habitat Restoration — Duwamish: DCD staff participated in a planning
meeting for a new Duwamish Transition Zone Blueprint Working Group. The group
consists of representatives from Seattle and Tukwila and King County, as well as the
tribes, federal agencies, the Port of Seattle, Boeing and others. The purpose of the
group is to develop a plan to guide salmon habitat restoration work in the Duwamish
transition zone as part of the Water Resource Inventory Area (WRIA) 9 restoration
efforts.
• Highline School District: Staff attended the kickoff for Career Pathway Partners — an
effort by the Highline School District to partner with businesses to prepare students for
entering the workplace.
11. Community Events
• Thorndyke Elementary Care Niqht: Human Services staff participated in Thorndyke
Elementary School's Care night on November 20.
• The Spirit of Givinq Donation Drive was held at Westfield Southcenter Mall on
Saturday, November 23. The Police, Fire, and Parks and Recreation Departments as
well as the Police Explorers, Tukwila Children's Foundation and Westfield Mall joined
efforts to collect donations of toys and monetary donations totaling more than $3,300.
Monetary donations will be used to purchase holiday gifts for Tukwila families in need.
• 23tl Annual Thanksgiving Dinner for seniors was held on Thursday, November 21.
The event is sponsored by the Tukwila Rotary. More than 160 local senior citizens,
community volunteers and City staff came together for a wonderful Thanksgiving meal.
Several local businesses supported the event with food and gift donations including the
Doubletree Guest Suites, California Pizza Kitchen, Barnes & Noble, Interurban
Starbucks and AARP.
111. Staff Updates
Public Safety
• Tukwila Police Department: During the past couple of weeks, several new employees
began their training at the police department. Entry-Level Officer Daniel Luebke
graduated from the police academy and began his Field Training Program as well as
Lateral Officer Isaiah Harris. Records Specialists Chandra Reiter and Joanna Rogge
also began their training in the front office. There are currently 17 lateral candidates in
the application process.
November 13 -14, 2013, two staff engagement meeting sessions were held where police
department staff had the opportunity to provide input to department leadership and the
Strategic Plan Planning Committee, on the five tentative topic areas for the police
department Strategic Plan. The feedback will be discussed at our second retreat
scheduled on December 4, 2013, as part of the development of our final strategies and
goals for the Tukwila Police Department Strategic Plan.
262
City Administrator Report
Page 3
Project Updates
• South 1841—" Place Ribbon Cuttinq Ceremony: Mayor Haggerton, Council President
Hougardy, Councilmembers Duffie and Kruller, City Administrator Cline and several staff
were joined by representatives from Segale Properties and Puget Sound Energy for the
South 184th Place Ribbon Cutting.
• Tukwila Villaqe: On November 14 the Board of Architectural Review (BAR) held the
public hearing on the design of the first phase of Tukwila Village and the new Tukwila
library. The BAR approved the design for the new library and is scheduled to consider,
and possibly approve, the first phase of the Village on November 26.
• Update on 3736 Southcenter Blvd. — Nuisance Property: The tenants have moved
off the property. The house and garage has been secured. A
Criminal Trespass Agreement has been signed with the Police
Department and NO TRESPASSING signs have been put up. The
inside of the house has been completely cleaned out and a dumpster
is onsite to finish the exterior clean up. Once cleanup is complete,
Code Enforcement will contact Public Works to request two concrete
blocks be placed in the driveway to prevent future illegal dumping.
• Sound Transit's Lonq Ranqe Plan Update Letter of Comment:
Department of Community Development staff in conjunction with Public Works prepared
a letter of comment to send to Sound Transit to help with their Long Range Plan Update.
The letter focuses on area projects that would enhance regional mobility and help the
region meet Puget Sound Regional Council's Vision 2040 growth and development
goals.
• Local Improvement District (LID) Bonds: The bonds for LID 33 were sold on
November 5 with an interest rate of 5.021 %, well below the 6% authorized by the bond
ordinance. The rate charged to the property owners, those owners who did not prepay
their assessment, will be 5.521 %, reflecting the .5% administrative fee allowed.
• Parks, Recreation and Open Space (PROS) Plan: The draft PROS Plan was
presented to the Council on November 25. Comments will be accepted until January 13,
2014 with the final plan presented to the Community Affairs and Parks (CAP) Committee
on January 27, 2014.
• Trakit Permit System: Staff from the Department of Community Development will
schedule a presentation for the City Council on the new system in January or February,
2014. This will include an update on the citizen response module.
263
264
Upcoming Meetings & Events
December 2013
2nd (Monday)
3rd (Tuesday)
4th (Wednesday)
5th (Thursday)
6th (Friday)
7th (Saturday)
> Civil Service
Commission,
5:00 PM
(CR #3)
➢ Utilities Crate,
5:00 PM
(CR #1)
➢ Tukwila
Metropolitan
Park District
Board of
Commissioners
Special Meeting
6:00 PM
(Council
Chambers)
➢ City Council
Regular Mtg.,
7:00 PM
(Council
Chambers)
➢ Finance &
Safety Crate,
5:30 PM
(CR #3)
So. Arts
Commission,
5:30 PM
(Community
Center)
➢ Library
Advisory
Board,
7:00 PM
(Community
Center)
➢ Equity &
Diversity
Commission,
5:15 PM
(CR #3)
9th (Monday)
10th (Tuesday)
11th (Wednesday)
12th (Thursday)
13th (Friday)
14th (Saturday)
➢ Community
Affairs & Parks
Crate,
5:15 PM
(CR #3)
➢ City Council
Committee of
the Whole Mtg.,
7:00 PM
(Council
Chambers)
To be
immediately
followed by a
Special Meeting.
➢ Transportation
Crate,
5:15 PM
(CR #1)
➢ Tukwila
International
Boulevard
Action Crate,
7:00 PM
(Community
Center)
➢Tukwila
Metropolitan
Park District
Board of
Commissioners
Special
Meeting
6:00 PM
(Council
Chambers)
➢ Tukwila
Historical
Society,
7:00 PM
(The Nelsen
House, 15643
West Valley
Hwy.)
Rescheduled
from 12/19/13.
Council Chat
10:00 AM to
12:00 NooN
Stop by and informally
talk with a Tukwila
City Councilmember
about anything on
your mind regarding
Tukwila.
Foster Golf Links
Clubhouse
(13500 Interurban Ave S)
Music and a Movie
Holiday Event
Enjoy a concert by local
elementary school
choirs and a free indoor
movie!
Choir begins at
6:00 PM
Movie (Elf) begins at
7:30 PM.
Foster HS Performing
Arts Center
For more information
call the Community
Center 206 - 768 -2822.
> Arts Commission: 1st Tues., 5:30 PM, Tukwila Community Center. Contact Stephanie Gardner at 206 -767 -2342.
> City Council Committee of Whole (C.O.W.) Meeting: 2nd & 4th Mon., 7:00 PM, Council Chambers at City Hall.
> City Council Regular Meeting: 1st & 3rd Mon., 7:00 PM, Council Chambers at City Hall.
➢ Civil Service Commission: 1st Mon., 5:00 PM, Conf. Room #3. Contact Kim Gilman at 206 - 431 -2187.
> Community Affairs & Parks Committee: 2nd & 4th Mon., 5:15 PM, Conf Room #3
> Equity & Diversity Commission: 1st Thurs., 5:15 PM, Conf Room #3. Contact Joyce Trantina at 206 - 433 -1868.
> Finance & Safety Committee: 1st & 3rd Tues., 5:30 PM, Conf. Room #3. (A) Status of options to enhance revenues. (B) A lease for
Engineering Solutions (tenant at 6300 Southcenter Blvd). (C) An agreement with King County relating to Institutional Network (I -NET)
Services. (D) An Interlocal Agreement for support services between City and Tukwila Metropolitan Park District. (E) An update on
Community Schools Collaboration funding issues.
> Library Advisory Board: 1st Tues., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206 -767 -2342.
> Parks Commission: 3rd Wed., 5:30 PM, Meeting Room B at Community Center. Contact Dave Johnson at 206 - 767 -2308.
> Transportation Committee: 2nd & 4th Tues., 5:15 PM, Conf Room #
> Tukwila Historical Society: 3rd Thurs., 7:00 PM , Tukwila Heritage & Cultural Center, 14475 59th Avenue S. Contact Pat Brodin at
206 - 433 -1861
>Tukwila Int'l. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Villa at 206 - 433 -1815.
> Utilities Committee: 1st & 3rd Mon., 5:00 PM, Conf. Room #1.
265
Tentative Agenda Schedule
MONTH
MEETING 1-
REGULAR
MEETING 2 -
C.O.W.
MEETING 3 -
REGULAR
MEETING 4 -
C.O.W.
December
2
9
16
23
See agenda packet
Special Issues:
cover sheet for this
-An ordinance
week's agenda
updating the Tukwila
(December 2, 2013
Municipal Code
Regular Meeting).
regarding the Arts
Commission.
-A resolution for 41st
Street Vacation.
- Naming of Pea Patch
site as "Gully
Gardens ".
- Collective Bargaining
Contract.
- Discussion on
Supplement No. 10
with KPFF for design
services relating to the
Tukwila Urban Center
Pedestrian/Bicycle
Bridge Project.
Special Meeting:
-An ordinance
updating the Tukwila
Municipal Code
regarding the Arts
Commission.
-A resolution for 41st
Street Vacation.
- Collective Bargaining
Contract.
- Authorize the Mayor
to sign Supplement
No. 10 to Contract No.
07 -123 with KPFF for
the Tukwila Urban
Center
Pedestrian/Bicycle
Bridge Project in the
amount of $221,419.54.
266