HomeMy WebLinkAboutCOW 2015-12-14 COMPLETE AGENDA PACKETTukwila City Council Agenda
in °° ❖ COMMITTEE OF THE WHOLE ❖
Jim Haggerton, Mayor Counci /members: • :" Joe Duffie • :" Dennis Robertson
David Cline, City Administrator •:" Allan Ekberg • :" Verna Seal
Kate Kruller, Council President •:" Kathy Hougardy • :" De'Sean Quinn
Monday, December 14, 2015, 7:00 PM Tukwila City Hall Council Chambers
1. CALL TO ORDER / PLEDGE OF ALLEGIANCE
Recognition of Mayor Haggerton's 30 years of public service.
2. CITIZEN COMMENT
At this time, you are invited to comment on items not included on this agenda
(please 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.
3. SPECIAL ISSUES
a. A resolution in support of the three 2016 Tukwila School District ballot
Pg.1
measures:
Title: Proposition 1 — Renewal of expiring school programs and
operations levy.
Public comments will be accepted. Q
Title: Proposition 2 — Bonds to improve safety, and renovate and
construct schools.
Public comments will be accepted. Q
Title: Proposition 3 — Renewal of expiring technology improvement
levy.
Public comments will be accepted. Q
b. An update on the Facilities Plan funding options.
Pg.9
c. An update on the BNSF Access Study screening criteria.
Pg.51
d. A resolution regarding non - represented employee compensation.
Pg.63
e. Discussion on proposal for Police and Fire budget reporting.
Pg.81
f. An ordinance updating regulations for vehicle parking on residential
Pg.85
properties.
g. An ordinance relating to parking regulations within the City.
Pg.99
4. REPORTS
a. Mayor
b. City Council
c. Staff
d. City Attorney
e. Intergovernmental
5. MISCELLANEOUS
6. EXECUTIVE SESSION
7. ADJOURN TO SPECIAL MEETING
IL(continued...)
SPECIAL MEETING
Monday, December 14, 2015
Page 2
❖ SPECIAL MEETING ❖
•:� Ord #2493 Res #1870
1. CALL TO ORDER / ROLL CALL
2. CONSENT AGENDA
a. Authorize the Mayor to sign a contract with KPG, Inc., for engineering
Pg.129
services for the 2016 Overlay Program in the amount of $133,861.16.
[Reviewed and forwarded to Consent by the Transportation Committee on
1217115.]
b. Authorize the Mayor to sign Supplement #1 to contract #15-139 with
Pg.151
David Evans and Associates, Inc., for additional design services for the
Major Maintenance on Three Bridges 2015 Project in the amount of
$46,769.00 (total contract not to exceed $735,737.00). [Reviewed and
forwarded to Consent by the Transportation Committee on 1217115.]
c. Authorize the acceptance of a grant from the Washington State
Pg.173
Transportation Improvement Board to be used for the 53rd Avenue
South, South 137th Street to South 144th Street Project in the amount
of $2,141,400.00. [Reviewed and forwarded to Consent by the
Transportation Committee on 1217115]
d. Authorize the acceptance of a grant from the Washington State
Pg. 187
Department of Ecology for the 2015 -2017 Biennial Stormwater
Capacity Project to be used towards the Low Impact Development
(LID) Gap Analysis and Implementation in the amount of $50,000.00.
[Reviewed and forwarded to Consent by the Transportation Committee on
1217115.]
e. Authorize the Mayor to sign a contract with Otak, Inc., for the Low
Pg.195
Impact Development (LID) Gap Analysis and Implementation Update
in the amount of $59,006.00. [Reviewed and forwarded to Consent by the
Transportation Committee on 1217115]
f. Accept as complete the Thorndyke Safe Routes to School Project
Pg.217
(contract #14 -196) with Road Construction Northwest; authorize
release of retainage, subject to the standard claim and lien release
procedures (final cost of project, including retainage: $1,116,451.13).
[Reviewed and forwarded to Consent by the Transportation Committee on
1217115.]
g. Authorize the Mayor to sign Amendment #1 to lease agreement
Pg.225
#13 -003 with Sound Cities Association (SCA) for office space (Suite
#206) in the 6300 Building through December 31, 2018. [Reviewed
and forwarded to Consent by the Finance and Safety Committee on 1218115.]
(continued...)
SPECIAL MEETING
Monday, December 14, 2015
Page 3
2. CONSENT AGENDA
h. Authorize the Mayor to sign a contract with R.L. Evans Company, Inc.,
Pg.233
(cost.)
for health care broker services in the amount of $48,750.00. [Reviewed
and forwarded to Consent by the Finance and Safety Committee on 1218115.]
i. Amendment #1 to contract #14 -086 with Public Financial Management
Pg.247
(PFM), Inc., for financial advisor services in the amount of $90,000.00
(total contract amount not to exceed $130,000.00). [Reviewedand
forwarded to Consent by the Finance and Safety Committee on 1218115.]
j. Laserfiche records system upgrade:
Pg.267
(1) Authorize the purchase of the Laserfiche Rio System and
Pg.269
authorize the Mayor to sign the purchase agreement from Cities
Digital in the amount of $93,179.24.
(2) A resolution waiving the bidding requirements and authorizing the
Pg.293
sole- source purchase of the Laserfiche Rio component, and
authorizing the purchase of the same.
[Reviewed and forwarded to Consent by the Finance and Safety Committee
on 1218115]
k. A resolution updating and clarifying the non - represented employees'
Pg.63
compensation and adopting the non - represented salary schedule and
benefits summary, effective January 1, 2016. [Reviewed and forwarded
to Consent by the Committee of the Whole on 12114115]
I. A resolution of the City Council expressing its collective position
Pg.i
supporting approval for Tukwila School District Propositions 1, 2, and 3
on the ballot for the February 9, 2016 Special Election. [Reviewed and
forwarded to Consent by the Committee of the Whole on 12114115.]
3. NEW BUSINESS
4. 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.aov, 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 riles 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 1 st 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:
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.
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.
COUNCIL AGENDA SYNOPSIS
--- - - - - -- Initials
Meetin Date Prepared by Mayors revie Council review
12/14/15 LH
ITEM INFORMATION
ITEM NO.
3.A. &
Spec 21.
STAFFSPONsoiZ: LAUREL HUMPHREY
ORK I 1NAI,AGH'ND,\DATF: 12/14/15
-
AGENDA ITE',,\i Ti,i,j,E A resolution expressing support for Tukwila School District Propositions 1, 2, and 3
on the February 9, 2016 Special Election.
lcvn."GoRy ❑ Discussion
M1
,g Dale
F-1 Motion
jVf/
,g Die
❑ Resolution
All
,g Date 12114115
❑ Ordinance
Nltg Dale
❑ BidAxard
YARS Date
❑ Public Hearing
Aftg Date
❑ Other
MtS Date
SPONSOR ❑ Council ❑ Mayor [].1-IR ❑ DCD E]Finance ❑ Fare [:] IT [:] P&R [:] Police [:] PfV
SPONSOR'S The Tukwila School District Board advanced three ballot measures to the February 9
SUMNIAIZY Special Election to renew the operations levy, issue general obligation bonds for facilities,
and to renew the technology levy. This draft resolution would support the three measures
and encourage eligible voters to do so as well.
State Law requires public comment to be accepted on Council support of ballot measures.
Ri-XIF"WHID BY Z COW Mtg. ❑ CA&P Cmte [:] F&S Cmte ❑ Transportation Cmte
F-1 Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/14/15 COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR /ADMIN. Consideration of attached resolution
CO3NINII"-FI`', Unanimous approval; forward to Consent Agenda
COST IMPACT / FUND SOURCE
Expi,"NDIJURH' RFQUMFID AmoUNT BUDGETED APPROPRIATION REQUIRED
$N/A $N/A $N/A
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memo
Draft resolution
Tukwila School District Informational Flyer
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Committee of the Whole
FROM: Laurel Humphrey, Council Analyst
DATE: December 8, 2015
SUBJECT: Resolution supporting Tukwila School District Propositions
ISSUE
The February 9, 2016 Special Election includes three propositions for the Tukwila School
District, advanced by TSD Resolutions 815, 818, and 820.
BACKGROUND
Proposition 1 — Renewal of Expiring School Programs and Operation Levy
This is a four year renewal of the School Programs and Operations Levy in the approximate
amount of $11.7 million in 2017, $12.2 million in 2018, $12.7 million in 2019, and $13.2 million in
2020. Proceeds account for about 28% of the operations budget and will continue existing
programs and educational essentials.
Proposition 2 — Bonds to Improve Safety, and Renovate and Construct Schools
This would authorize the District to issue $99.16 million in General Obligation School Bonds to
fund construction projects and repairs /renovation. The last bond passed in 1998, and this
proposal was developed by a committee that included many community representatives.
Proposition 3 — Renewal of Expiring Technology Improvement Levy
This is a four year renewal of the Technology Levy at $896,250 per year ($3,585,000 total),
used for various technology needs in the goal of 21St- century classrooms and learning.
DISCUSSION
Because these are renewal measures, the four -year average tax rate is projected to stay the
same. The proposed resolution expresses support for the three propositions and encourages
registered voters in the district to approve them.
State Law requires public comment to be accepted on Council support of ballot
measures.
RECOMMENDATION
The Committee of the Whole is asked to discuss the draft resolution and forward it to the
December 14, 2016 Special Consent Agenda if there is consensus to approve.
ATTACHMENTS
Draft resolution
Tukwila School District Informational Flyer
3
El
� t
5
LEVY FOR LEARNING
• A 4 -year renewal School Programs and Operations Levy in the approximate amount of
$11.7 million in 2017; $12.2 million in 2018; $12,7 million in 2019; and $13.2 million in 2020.'
• Covers the gap between what state funding provides and the actual cost of educating students.
• Accounts for about 28% of our operations budget (28C of every classroom dollar or the equivalent of
more than 140 teaching positions).
• Continues existing programs and essentials such as special education, curriculum, and lower class sizes.
BOND FOR BUILDING
• $99.16 million worth of General Obligation School Bonds to be repaid over the next 20 years.
• Developed by a community -wide committee with parent, student, business, civic, and diverse representation.
• Bonds are needed for any major school construction projects and repairs /renovation. A lot has
happened since we passed our last bond in 1998! We need to:
— Alleviate overcrowding and dependence on portables. We are critically in need of space, according
to demographers who project up to a 44% increase in student enrollment in the next decade.
— Repair /upgrade infrastructure, such as roofs and HVAC systems, that have exceeded their life cycles.`
Upgrade safety systems, including security cameras and secured front-office entrances.
— Provide high- tech, hands -on math and science classrooms at the middle and high school to
train students for the jobs of the future.
— Build an early learning center. We currently must turn away state- and federally funded (free
to us!) preschool classes because of lack of space. Research shows that investing in early
learning is one of the most effective ways to systemically increase student achievement.
3 TECHNOLOGY FOR 21ST- CENTURY LEARNING
• A renewal Technology Levy for $896,250 annually for 4 years (total of $3,585,000).'
• The 2016 Technology Levy will continue our investment in 21st- century classrooms by:
— Upgrading and modernizing laptops so students have computers to engage in real -world
lessons and to help prepare students with technical career skills.
Reshaping traditional classroom tables into collaborative, active - learning spaces with multimedia
displays that support project -based learning in science, math, language arts, social studies, and art.
- Providing innovative professional development for our educators to implement new
technology to better support all levels of learners.
— Integrating digital safety and security systems into every school and classroom.: 5
A
k!
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, EXPRESSING ITS COLLECTIVE
POSITION SUPPORTING APPROVAL FOR TUKWILA
SCHOOL DISTRICT PROPOSITIONS 1, 2, AND 3 ON THE
BALLOT FOR THE FEBRUARY 9, 2016 SPECIAL ELECTION.
WHEREAS, the City of Tukwila's Strategic Plan includes a goal of providing "A
Solid Foundation for all Tukwila Residents ;" and
WHEREAS, adequate, stable funding for education is critical to the fulfillment of this
goal; and
WHEREAS, there is a gap between what state funding provides and the actual cost
of educating students, and
WHEREAS, to address the need for funding existing programs and operations, the
Tukwila School Board passed Resolution 815 to place on the ballot for the February 9,
2016 special election a proposition to renew the expiring School Programs and
Operations Levy for an additional four years; and
WHEREAS, to address the need for funding safety improvements, construction
projects and building renovations, the Tukwila School Board passed Resolution 818 to
place on the ballot for the February 9, 2016 special election a proposition to issue
$99.16 million worth of General Obligation School Bonds to be repaid over the next 20
years; and
WHEREAS, to address the need for funding technology needs for 21st-century
learning, the Tukwila School Board passed Resolution 820 to place on the ballot for the
February 9, 2016 special election a proposition to renew the expiring Technology Levy
for an additional four years; and
WHEREAS, educating our students and adequately equipping them to meet the
future is paramount to the success of our community; and
W: \Word Processing \Resolutions \Support for Tukwila Sch Dist propositions 12 -4 -15
LH:bjs Page 1 of 2
7
WHEREAS, because these propositions are renewal measures, the four -year
average tax rate is projected to stay the same if all three pass; and
WHEREAS, on December 14, 2015, the Tukwila City Council accepted comments
from the public in consideration of the proposed resolution pursuant to RCW 42.17A.555;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
The Tukwila City Council expresses support for Tukwila School District Propositions
1, 2, and 3 set for the February 9, 2016 Special Election, and urges all eligible voters in
that district to vote to approve the measures.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Special Meeting thereof this day of , 2015.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Rachel B. Turpin, City Attorney
Kate Kruller, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
W: \Word Processing \Resolutions \Support for Tukwila Sch Dist propositions 12-4 -15
LH:bjs
i
Page 2 of 2
COUNCIL AGENDA SYNOPSIS
IfineWA
Meetin ,g Date P" Pared by Ma or s r iew Council review
12/14/15 BG
ITEM INFORMATION
ITEM NO.
3.B.
CAS NUMBFM:
BOB GIBERSON
ORI<�INAL Ac�r?,NDr� DATI�;; 12/14/15
A(;FND;\ Irh;M Trrl,t3 Facilities Needs Analysis and Feasibility Study - Phase 4 Funding and Phasing
Overview
Cx rj' ,G()Ity ® Discussion
Mtg Date 12114115
❑ Motion
Mtg Date
❑ Resolution
Mtg Date
❑ Ordinance
g Date
Mt
❑ BidAward
Mtg Date
❑ Public Hearing
Mtg Date
❑Other
Mtg Date
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑Tire ❑ IT ❑ P&'R ❑ Police ® PW
SPONS(*'S This Phase 4 presentation will focus on the funding and phasing options for alternative
St�nitiL�RY facility capital projects.
Rt,A]u,:vx'I!D BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN• Public Works
Cc)MNIr 'ITJ N/A
COST IMPACT / FUND SOURCE
EXPJ:NllI'1'URIi Ri?QUIRI:I) AMOUNT BUDGETED APPROPRIATION REQUIRED
$0 $0 $0
Fund Source:
C'on7men1s:
MTG. DATE
RECORD OF COUNCIL ACTION
01/13/14
Work Session
04/14/14
Briefing
05/12/14
Work Session
6/2/14
Briefing
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated December 11, 2015
Power Point Presentation
Facilities Study Executive Summary
Facilities Study 23 -Page Summary
*Please bring Draft Facilities Study binders provided under separate cover*
(draft study is available on the Facilities Study webpage)
10
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
City Council
FROM: Bob Giberson, Public Works Director
DATE: December 11, 2015
SUBJECT: Facilities Study — Draft Report
Steering Committee Recommendation
ISSUE
Discussion of Steering Committee Recommendation
BACKGROUND
Over the last several years, staff and the consultant team have worked with the Steering
Committee and Council to draft this Facilities Study and provide Steering Committee
Recommendations. We have reached consensus on needs, conditions, and alternatives. We
have nearly completed Phase 4 and will be working to communicate the Steering Committee
recommendations for funding and phasing.
DISCUSSION
This presentation will briefly run through a refresher on the four phases of the study and focus
on the Steering Committee recommendations for alternatives, funding and phasing.
RECOMMENDATION
Staff is asking for Council consensus to proceed with community outreach regarding the Steering
Committee recommendation and report back to Council in March 2016.
11
12
ac
and
eas
es �)
Assessient } � \
_ ,_.
� erg�a LER l 1 BERK
R E R I T E E T U R E , PLANNING
Gy :ANALYSIS C ww,,,,,, ,
q
raa 1-a-
5c
: =�
1
w
> u `>
Tonight's Presentation
Process Refresher
Phase 1 Refresher
Phase 2 Refresher
December 14, 015
Phase 3 - Steering Committee Recommended
Alternatives
Phase 4
Steering Committee Recommended Funding and
Phasing
Community Outreach and Engagement
hat's next?
Decernber 14, 015
• Identify current use
• Estimate current space needs
• Project future space needs
• Inventory exi
Decernber 14, 015
Facility Space Needs
5C, 10
150, 200 000 250,
December 14, 015
Assessment of Existing Facilities
rei 0
December 14, 015
Steering Committee Recommended Alternatives
Public Safety Building $25.5
o co o -j s comb! e a new lo au
• 2019 move -in
City Shops Facility 526.2
s dem
y
2019 move -in
City Hall Campus
6300 to be demolished olishec and C an o o c rent
location fs rno e n to r \ IrIc Safet
• 2022 move -in
• 2034 move -in
shed and nom shoos red on a new loca l
after lc Safety I Ing
• 2036 move -in
LO CO 0 N LO CO 0 (-NJ LO CO 0
r1 r-1 N N N N N m m m m m
0 0 0 0 0 0 0 0 0 0 0 0 0
N N N N N N N N N N N N N
December 14, 015
Steering Committee Recommended
Funding and Financing
with UTGO (voted) bonds and with 63 -20 financing.
Site Selection & Entitlements -
Hold
public vote
for
ssue RFP`
for
S
Desi_•n & Build mow( 202
Design & Per Build
LEGEND
Council Decision
Community Input
Construction Phase
0221
December 14, 015
Recommended Community Outreach
TIBAC, COPCAB, Tukwila Rotary, Southcenter Rotary, Southwest King
Chamber of Commerce, Tukwila Historical Society, Equity and Diversity
Commission, Library Advisory Board, Arts Commission, Parks Commission
and Sustain the Pool
Oti
Draft Report and Summary on website
Narrated video of Road Show on website and TukTV
TukTV Tukwila, Your Community episode
Reporter — City Pages
E- Hazelnut
Mailing
Open House
Social media
Internal communications
December 14, 015
What's next?
Council review of Steering Com
Recommendations
Public Outreach
Council Plan Adoption
Council Selection of Funding Program
Pursue Funding Program
ee December 14, 2015
January /February 2016
March 2016
March 2016
April 2016
December 14, 015
Questions?
City oI Fuulk it
INVESTING IN T VV VV V k
�1�,,,, °,'SSEN IAL.. GOVERN M ENT° IEI q 3 1l : : : : :Acx 11ES 11I :::'LAN 201 ,,,,, ,,,,,,,
This Facilities Plan for Essential Government Services provides a roadmap for the City of Tukwila to build
the necessary facilities to ensure long -term financial sustainability, optimize organizational efficiencies, and
maximize public safety. The process was led by a Steering Committee comprised of community volunteers,
City Council members, and City administrators, with architectural and public finance consulting support.
The resulting plan is based on a robust facility needs assessment including an estimate of current and future
facility needs and a defensible assessment of current facility condition and suitability. It includes a
destination, that is, a planning -level description of the City's facilities needs to 2040 as well as potential
funding pathways the City can pursue. The report provides an important knowledge basis and flexible
planning tools to help the City and the community move forward to address the facility needs for essential
government services in a manner that reflects Tukwila's vision and goals.
AS S
Using contemporary space assumptions, Tukwila's current
essential government services need roughly 205,237
square feet of space to support efficient operations.
This includes general office space, shops, fire stations,
and public safety facilities.
Using a conservative estimate of future population and
employment growth, Tukwila is projected to need
235,567 square feet of space by 2040, with the
greatest growth occurring in public safety, fire stations,
and shops.
II "'II UII II!ii II Y'UuUIK IIII.d SPACE INEEDS
ExIisfin
p a''
2101 '3
nl &&l:1s
u�;w ^ ���,�,n,da r �au7,d���:�u7 r ��u,7 „����,u� !1ra1�,,�arnr,� ,� ,u7 1����au7
Current facilities are undersized for current needs, and
projected to be even more undersized in the future.
III L
The City's existing facilities were evaluated by outside experts according to criteria established by the
Steering Committee and staff, and reflecting the priorities set out in the City's Strategic Plan. Based on the
cumulative scores across the criteria the Steering Committee made recommendations on whether the
facilities should be replaced, remodeled, or maintained for continued City use.
II "'II Ull ll!II , Ii : :A'::;Illl..11lrlf ASSESSMENT (.::)F SUuUlI TAIlFllll..lI TY RESULTS
Fire S aafiion u#51
Miinkle r Shop 6300 Bu'ild'ing
Fire SAaafi a
George. Long Fire Slaaflon 5
.� &nczp� � rzu� uF�5A
LhnsuhcAfle condMon
Fire S aafiion u#53
l;Hy Hall Golf Tullcw'ilaa
d'baaa�.a'io eula�.ance. I,;,avgmrnun'Hy CeMe.r
Wtc:Afle coindNof
��1.2/08/1. 23
Based on the cumulative scores across the criteria, the Parks and Golf Maintenance building, the Tukwila
Community Center, and Fire Station #53 all had attributes and strengths that outweighed any deficiencies,
making these facilities suitable for maintaining. Both shops (Minkler and George Long), the 6300 Building,
and the other three Fire Stations all had deficiencies that outweighed their attributes, making these
facilities candidates for demolition and replacement. City Hall had both deficiencies and attributes that
balanced one another. The analysis demonstrated a number of significant deficiencies in City Hall's design
and systems, however the high quality of original construction, familiarity of the public with its location, and
the distinctive architectural character led the Committee to recommend City Hall be remodeled rather than
demolished and replaced.
IIII IIII ° ° °° AS IIII IIII IIII C 0 IIM IIII IIII IIII IIII IIII IIII
Alternatives were developed based on the IP : :IIOullu:.,: 3: IPIRE 9::RRED AILITERNATIVE
condition and suitability of existing buildings, a
study of the ideal adjacencies among workgroups,
and additional criteria set forth in discussions with
the public, City Council, the Steering Committee,
and staff. The Steering Committee
recommendations prioritize public safety functions
early in the project phasing and keep City Hall
functions at the existing site. Siting considerations
are recommended to preserve the long -term
ability for expansion. The Steering Committee also
favors a schedule that is as quick as possible,
provided effective managerial oversight and
financial feasibility, to minimize risk associated with
rising construction costs and interest rates
- Public Safety Building $25.5 IINA
M.M M
�rhr �� < Courk millbiiurd III <a iwvu
2 fit 9 m o v,e-in Police Precinct $4.41 INA
umum/ 2'034 move -in
City Shops Facility $2.6.2 N11
Bolo) wiI( "[if 41iop rd'iruali lu'd ,md iiev, 41rop r oir'ikrihied oil a uw/ Ioc' flor),
'1111 i _oI olin c Mly vv //Hirai <kflr,r I he 1'ial>hvsal lyI'li.dldiiiry,
imu»iiim s 2019 i tCove -in
2036 move -in Ili
S +
City I-�s��l aI'r�p�dS $18.3 IIII
0,M0 I() he deinoli'dled, ,inrl t 11y 11"111 exp,Illred oil (III rei)l Io('flIolII Ifter
�rrn� -In 1�i in Ud I'iihliE "ai`rdy I�uildlilg
2022 move-in�
Illf° Illh ° ° °° AS IIII Illf ° °° U II N G A II N A II IIII IIII
N r,4 N r,4 M ro rn
The Plan represents a 25 year strategy for meeting the City's facility needs for essential government
services. The Plan offers funding and financing options, and is flexible enough to accommodate changes in
city services and circumstances. Four funding and financing alternatives were explored for their overall
impact to the City's planned capital facility projects, impact on debt capacity, impacts to rate payers, and
overall costs. The financial analysis demonstrates the need for debt to finance some or all of the major
facility projects, and likely additional revenue generation to cover debt obligations. 63 -20 financing is also
a feasible option for the Public Safety Building or City Shops Facility. The final Plan provides a funding
decision tree to guide the City's implementation of this facilities plan. Staff recommend funding and
financing this Facilities Plan through a mix of UTGO (voted) bonds for the public safety building, 63 -20
financing for the city shops facility, and LTGO (councilmanic) bonds for the City Hall improvements.
II "'llOUll 11:.I: : ST 9:IRIIN ., d;.;¢:)`vt`vtlllfTEE RE4'`:;¢:)`vt`vtENlD D II:::UuUNDIIN ., IPILAN
Fund 4'm with U TGO (votedldf bonds and Ik with 63 -20 financing.
5Ite se*cticin End lleti iert ui�tnkil G� wi va`v
. a 0 4yiFnn�a'oi���L ^� Irnyt
DosIM &I _ u- . cort l <tioo Filw
Hold
Public Vot
� ,I1 P�rr��id; -� tlr IBuIRrd �avn U��Pu aa2
I° .m .....
mm , ,,, ,,,inn, mmm
iss,uLl FFP
iar
24
�
• 1
CITY OF TUKWILA
ESSENTIAL GOVERNMENT SERVICES FACILITIES PLAN
2015 -2040
Rice Fergus Miller
BERK Consulting
25
26
INTRODUCTION
The City of Tukwila has undergone many changes over the last 45 years, growing from a
community of 1,800 in 1960 to a municipality serving nearly 20,000 residents and a daily
population of over 100,000 employees and visitors in 2015.
This Facilities Plan for Essential Government Services provides a roadmap for the City to build
the necessary facilities to ensure long -term financial sustainability, optimize organizational
efficiencies, and maximize public safety. Figure 1 presents a high -level overview of the facility
planning process undertaken by the City. The process was led by a Steering Committee
comprised of community volunteers, City Council members, and City administrators, with
architectural and public finance consulting support.
II "'II UllIlf3 TI ¢ I UIK IIILdh Il ::A IIIL.II I[ IIES PILdhN NIINc., A PPlli¢:)ACI H
Identify current
use
• Estimate current
space needs
• Project future
space needs
Inventory existing
facilities
Assess suitability
for use
w Assess conditi on
Identify
alternatives (buy,
build, lease)
Assess
alternatives
Identify the
preferred
approach
Phasing and
Funding Plan
The resulting plan is based on a robust facility needs assessment including an estimate of current
and future facility needs and a defensible assessment of current facility condition and suitability.
Following the needs assessment, the Steering Committee examined the City's current fiscal
position and explored funding and finance options. This final report includes a destination, that
is, a planning level description of the City's facilities needs to 2040 as well as potential funding
pathways the City can pursue. The report provides an important knowledge basis and flexible
DRAFT I Submitted to City Council December 14, 2015
27
I VV I I I 'L I I °' I I U' V,,V LP
[Y, I I I I PL I II M I I I I ,LL 1Mr IL CU I IL, I'LL la 2015 20�0
planning tools to help the City and the community move forward to address the facility needs
for essential government services in a manner that reflects Tukwila's vision and goals.
l AS S l
In Phase 1, the consulting team assessed the City's current functions and developed predesign
estimates of current facility needs and projected needs thorough 2040. Current space needs
were determined based on nine workgroups established in collaboration with City staff. The
space needs of each workgroup were estimated using one of two approaches:
uiim The staffing -based approach employs evidence - based, industry standards to
estimate the total square footage, based on the workgroup's staffing.
uiim The program -based approach uses program elements to identify facilities that
support similar functions in other jurisdictions, as a reference for estimating the space
needs.
Appendix A provides the detailed analysis of current and future space needs.
Figure 2 presents the total space needs for each workgroup. Based on the City's current
program and services, the City's current (2013-2014) space needs amount to 205,236 square
feet, assuming updated systems and an optimized layout. This is inclusive of all space needs,
including general office space, fire stations, police functions, and public works (shops). The City
currently supports these essential government functions with 144,044 square feet, much of it not
well designed for its current use and lacking up -to -date systems. The analysis finds that the
City's current facilities are undersized for current needs.
DRAFT I Submitted to City Council December 14, 2015 2
28
II /B I I I I'L II ° °I IU 1' ,,VILI
IY, I I I I L (''IU UR I II M I I I I ,LRVICB II CU I IL, LI Ia 2011) y>>,
l: : :II Uuzu!„ 2:..I..UIKWIILA 11:..:SSE VIII. (:3()VEIRNMENII ERVCES SPACE INEEDs, 201
EKE)
9,030
li'ofall Space INeeds,
I:::u arce
3,870 0
350 III ��11113 CCU
F::ure (adrn nu stra6ve)
4,515
t s, FF
l...lurnan IResources
1,290
nforrnav oni Iec&iuroVogy
2,580
` ayors Office
5,483
Pads & RecreaV oni Adrn nu stray oni
8,708
Pubfic Wod<s (adrn n.)
7,095
PoVuce
IIIIIIIIMMMMM
33,120
counICH
4,440
I:::0C
6,032
Pads & RecreaV oni IMaunteuraurce
7,300
Pubfic Wod<s (shops)
NIMEMINNIMMEMENIMEM
I:::ure (c�pera9:uons)
IIIIIIIIII
VUUUi 43,826
Coufts
5,029
j j Jj- TjN FUTURE: Nj:j:j
1.0,000 20,000 30,000 40,000 50,000 60,000 70,000
The needs assessment includes a planning -level estimate of future space needs to 2040. Future
estimates are based on the same planning assumptions for estimating current space needs, using
expected staffing counts for future years. The main driver in estimating future staffing levels is
population and employment growth. The analysis employees a conservative estimate of future
residential and employment growth based on the City's historical growth patterns and
consideration of likely future land use changes. Figure 3 presents Tukwila's projected growth in
population and employment between 2015 and 2040. Additional detail about the calculations
and an examination of alternative growth scenarios are presented in Appendix A.
DRAFT I Submitted to City Council December 14, 2015 3
29
I /I S I I I" I (I I IPI IU< \/,,lll /"�
Y" I I O /I I11 I I I `, I /O `; 1-/ r H I I H `, I'I /J, 1 201 11) 20"'IM
IP : :i1GUIII1i!„ , ..R.UlKWH.A II:::MPIL()YMH NII AND RESIDEN11 II:::S rH AIES irH-HRC)Uc.,I.. 20AO
60,000
MMMLM
M,N
MMM
49,929
44,124
'°� 46,109......... �`.
30,000 24,4 �2
22 492 21472
1 000
,r12 s uu
19,091 19,160
20,000 w mw ww
www ouWUw wog w.ww W110
MM
JJ
Future space needs were estimated based on the demand drivers (population and employment
growth), adjusted to reflect actual service drivers by department and reasonable estimates of
the economies of scale in staffing. For long -term space planning needs, the city's staffing levels
are expected to grow from 250.25 in 2014 to 402.50 in 2040. The staffing -based estimates
are a straightforward application of the space per employee method used to estimate current
space needs, while the program -based analysis determines space needs by applying the
employee ratios established in the current needs analysis to the future staffing levels for these
functions.
Figure 4 presents the City of Tukwila's future space needs. The largest gains in staffing needs
are in Police, Fire, and Public Works, as demand for services from those departments is sensitive
to changes in population and employment.
DRAFT I Submitted to City Council December 14, 2015 4
30
II : ::1 UaU 111 IVa UuU IK II ILA II "" UuU II UuU 11 E SPACE N NEEDS
f:Iu fic Wod<s Shops
I::ure Opera6onis
f:Iofice
Cory) rr uiniu9:y If:)eveM cyprnenit
f:Iad<s & 11ecrea9 oni Adrn ni stra9 oni
fIad<s & 11ecrea9 oni I` as ini:enianice
f:Iu he Wod<s Adrn ni stray oni
f:::rnery::1enicy Opera6onis Center
` ayor's Office
Courts
1=ureAdrnnir stra6cyni
Cky CounicH
1:::anianicM
niforrna uayni ..I echinioVcygy
I...Iurnani 1Resources
I I /B I I I I'L I I IU 1' ,,VIL /,
[Y, I I I I /1 CIU UR I II M I I I I ,LRVI B II r,ILI I IL, LI Ia 2015 20,,] 0
9
21 „533
1.0,000 20,000 30,000 40,000 50,000 60,000 70,000 W,000
IIII IIII
AS AS IIII III IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII
Tukwila currently has 144,044 square feet of space across ten buildings to support delivery of
essential governmental services. Those buildings include office space for core government
functions, shop facilities to support road crews and fleet maintenance, fire stations, and police
facilities spread across a number of buildings. In collaboration with City staff and leadership,
the Steering Committee established thirteen evaluation criteria to guide an assessment of the
City's current facilities. The evaluation criteria are specific to Tukwila, informed by public and
staff feedback, and aligned with the City's community- driven Strategic Plan. Figure 5 presents
the thirteen criteria. Discussion of each criterion is presented in Appendix B.
DRAFT I Submitted to City Council December 14, 2015 5
31
13„ 1 13
33,120
40„ 141.1
9,030
10 „320
8,708
9,833
,300
7,478
x",095
, 57rg
6,032
5 „032
5,4,83
5,4 ,83
5,02
1 ,.,.
Space Needs
X5,7r
1.0,000 20,000 30,000 40,000 50,000 60,000 70,000 W,000
IIII IIII
AS AS IIII III IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII
Tukwila currently has 144,044 square feet of space across ten buildings to support delivery of
essential governmental services. Those buildings include office space for core government
functions, shop facilities to support road crews and fleet maintenance, fire stations, and police
facilities spread across a number of buildings. In collaboration with City staff and leadership,
the Steering Committee established thirteen evaluation criteria to guide an assessment of the
City's current facilities. The evaluation criteria are specific to Tukwila, informed by public and
staff feedback, and aligned with the City's community- driven Strategic Plan. Figure 5 presents
the thirteen criteria. Discussion of each criterion is presented in Appendix B.
DRAFT I Submitted to City Council December 14, 2015 5
31
II /BIIL'L II °' I I PILL
[Y, I I I I PL I I IVL I I I I L CU I IL, I'LL la 2011) y>>,
I: : :1 vUwUl1111 :.i 5..'. I... 4..,III..II fll I�..: ✓d I..0 d fll¢.. E U (JR11I11EIRIIA
Property Marketability
1. Operating and Costs associated with preventive and routine maintenance, corrective repairs,
Maintenance and deferred maintenance.
Costs
2. Property Value Value of the structure and the property.
Property Attributes
3. Work Process The degree to which the property facilitates the nature of the work performed
Efficiency as well as the improvements required to increase the overall efficiency.
4. Facility Quality The original level of construction quality.
5.
Location
0 The efficiency of delivering services from this location
• The convenience of the location to the public
• The compatibility with neighboring occupancies
• The proximity to valuable adjacencies.
Public & Staff Experience
6.
Public Image
The degree to which the property conveys an image commensurate with civic
and Reputation
governance; conveys pride, purpose, and professionalism; and is consistent with
the goals set out in the City of Tukwila's Strategic Plan.
7.
Customer
The degree to which the property encourages public access, is convenient for
Service
citizens, provides a feeling of safety, and reflects community values.
8.
Quality of
The degree to which the property and its work environment is conducive to
Work Life
government work.
Facility
Specifics
9.
Seismic
The rating provided by an extensive seismic analysis of all of the City's
Deficiencies
facilities conducted by Reid Middleton in 2008.
10.
Operational
The degree to which the building's structure and design lend itself to
Flexibility
rearranging work groups and departments without extensive improvements.
11.
Expansion
The degree to which the property design, site configuration, size, topography,
Potential
and access allow increasing the building size either upward or outward.
12.
ADA
The degree to which the property is compliant, or could be improved to be
Compliance
compliant, with current accessibility regulations.
13.
Acoustics
The level of acoustic privacy between individual staff members and individual
functional spaces.
DRAFT I Submitted to City Council December 14, 2015 6
32
I V l S I l , I c1l l,I UJI'\/,,lll /i
I r r I l l I/ I IO /I I11 I IVll I I `,1:1' /O So V r ll I III r I'I /J, 1 20] 11) 20" "40
Each facility was evaluated by outside experts based on the criteria presented in Figure 5. For
each criterion, the expert reviewer assigned a rating on a five -point scale, ranging from -2 for
Unsuitable condition to +2 for Suitable condition.
Based on the cumulative scores across the criteria, the Parks and Golf Maintenance building, the
Tukwila Community Center, and Fire Station #53 all had attributes and strengths that
outweighed any deficiencies, making these facilities suitable for maintaining. Both shops (Minkler
and George Long), the 6300 Building, and the other three Fire Stations all had deficiencies that
outweighed their attributes, making these facilities candidates for demolition. City Hall had both
deficiencies and attributes that balanced one another. The analysis demonstrated a number of
significant deficiencies in City Hall design and systems, however the high quality of original
construction, familiarity of the public with its location, and the distinctive architectural character
led the Committee to recommend City Hall be remodeled rather than demolished and replaced.
A detailed assessment of each individual facility is presented in Appendix B, and a summary of
assessment results is shown in Figure 6.
II "'II UllIlf3 , II "'ACIIII..Iin( ASSESSMENI` R ESUuUll I'S
F fre Sflwfoni tt5I
m iu7kk[ Sfve>Fa FF 300 FiO(fing
Geri ck „earn rr lation±52
^Ih rp e? Station Y 54
Ldirtsu.00IIhla. concliflon
Fi¢ et .Stcifion #53
city Ho I I Golf
ul(wi la
Pw cIntenaln PS c';T.�P1'WII'V1unity Cc11n1 cr
Suitable concNitkn�n
The professional facility assessment was then vetted with City staff to support a common
understanding of the facility strengths and deficiencies across the organization. A summary of
staff engagement and results are presented in Appendix C.
AS 3
II II I III III III
The facility assessment established the suitability of use and condition of the City's existing
properties. That is, it provides an assessment of the current facility assets the City has to work
with. The next phase of analysis explored alternatives for meeting the City's long -term facility
needs using the City's current assets.
Alternatives were developed based on the condition and suitability of existing buildings, a study
of the ideal adjacencies among workgroups, and additional criteria set forth in discussions with
the public, City Council, the Steering Committee, and staff. Figure 7 presents the prioritization
criteria used in evaluating alternatives.
DRAFT I Submitted to City Council December 14, 2015 7
33
II /B I I I I'L II ° °I I 1' 'ILI
L,,LI I /1 LI'I1 M I I I I ,LI /ICB II r,ILI I IL, LP Ia 2011) y>>,
II "'IIGUaUII1IVa C (JR11II16I1\IIA FC)II\ II..:`?✓d`1II..UpA1111N(..', II..I[EIRNA1111VES
Criteria Weighting Value
Public Safety x6
Customer Service x5
Efficient Delivery of City x4
Services
Development Cost x3
On -going Operating Expenses x2
Location X1
Flexibility xl
A key consideration in identifying alternatives is an assessment of which governmental functions
should be adjacent. In the delivery of government services, there are certain departments that
work closely together, while others have little or no interaction. Information on department
relationships, interaction, and potential benefits of adjacency was collected and discussed
among stakeholders. Figure 8 presents the preferred relationship grouping among city functions.
II "'IIU UaUll111 :.i REIILti'Ifll¢:: )NS 11 °N11P R..) IIAU.,IRAAM )F "Y'U,UIK IIILA,S II:::' ,SSEN 111All.. )VU IIiN`vtEN11 SERVICE'S
10 Mdm Of
RIC U'd'�,?wa'.wS
MIL EUi1"
The optimal adjacencies establish the amount of space needed for each functional grouping and
additional siting analysis establishes whether the entire work grouping can be accommodated
DRAFT I Submitted to City Council December 14, 2015 8
34
I I I VV I II I'L II ° °I IU 1'-'ILL,
[Y, I I I I PL I II M I I I I ,LL 1Mr IL r,ILI I IL, I'LL Ia 2015 20,,] 0
on the City's existing properties. A complete discussion of the potential alternatives is presented
in Appendix D.
The Facility Assessment (see Appendix C) concluded that the 6300 Building is a candidate for
replacement, but City Hall could be either renovated or replaced. Deficiencies in City Hall were
equally balanced with positive attributes, including the iconic nature of the building and original
construction quality. If the costs were equal in renovating or replacing the current City Hall
Building, the recommendation is to retain and renovate.
II "'II UaUll1lf3 9: REa`:;( ::)/vt/vtENlD 1111K)NS F( )Ili a.1111 I ° "iAlL.lL.
Current
Preferred Alternative
6200 Southcenter Blvd
Tukwila, Washington
Year Built: 1977
Number of Stories: 2
Floor Area (upper): 13,825 sq. ft.
Floor Area (lower): 11,250 sq. ft.
Floor Area (total): 25,075 sq. ft.
1111111 Function of City Hall remains on the
current site
uiim Current City Hall retained and renovated
(if feasible and cost effective), as
opposed to replacing it with new
construction
1111111 Police & Courts relocated to a new Public
Safety Building on a different site
1111111 Dispose of the 6300 Building after using
it as `interim' space during construction
and renovation
DRAFT I Submitted to City Council December 14, 2015 9
35
I VV I I I I'L I I IU 1' -'ILIA
[Y, I I I I PL I III I I I I ,UI KIr, II CU I IL, LP Ia 2011) y>>,,],()
This recommendation includes a major reorganization and renovation to the City Hall building,
using the 6300 building as interim space during construction and then replacing it with an
expansion to City Hall.
The recommendation provides City Hall services enough growth capacity in property area to
accommodate the identified 40 -year needs (see Appendix A). With the removal of the 6300
Building, the practical approach to expanding the City Hall building in its place to the east. This
addition could be scaled larger or smaller, affording flexibility in timing, phasing, and funding.
This would also provide more efficient delivery of services through a single building as opposed
to the current City Hall /6300 Building arrangement.
Over the course of the study, public safety emerged as the top priority in numerous
conversations. In an emergency, having the right people in the right place with the right
equipment is fundamental. Additionally, in a natural disaster such as a flood or earthquake,
public safety operations must be maintained and able to respond. Given its role of clearing
roads for fire and police response after an event, Public Works is also an agent of public
safety. Finally, planning for future public safety facilities should include consideration of an
Emergency Operations Center.
II "'II UaUll111 :.i 10: II 1RH 9::IlilliED AIIL'lI IRNA'IrIIVd F( ::)Ili IPU,UB11..114'::; SAF9:11Y
A New Public Safety Building to House:
Courts: 5,000 sq. ft.
Police: 33,100 sq. ft.
Emergency Operations Center: 6,000 sq. ft.
Siting Considerations:
Centrally located
Highly visible to the community
Commercially zoned property
Relatively flat site, 4 to 5 acres in size
Convenient access to a major arterial
Outside flood plains and soils subject to
liquefaction
The Public Safety building would be built on a location other than the current City Hall property,
and would primarily house police and courts, but could include Fire Department Administration,
the City's EOC, and the Information Technology Department. Building the Public Safety building
on a new site enables the City to address it first, since construction would not impact current
police and court function or business activity at the main campus, thus reducing disruption to City
operations during construction.
Additionally, the existing City Hall property is already fully used. To maintain all City functions
on the campus during construction would require additional parking on another property
adjacent to or within a reasonable vicinity of City Hall. Moving the public safety and courts
function to a new location prevents the City from having to create structured parking on the City
Hall site and provides enough long -term site capacity to allow future City Hall expansion.
DRAFT I Submitted to City Council December 14, 2015 10
36
I I I VV I II I'L II ° °I IU 1'-'ILI
[Y, I I I I PL I II M I I I I ,IPV1Mr II r,ILI I IL, LP Ia 2011) y>>,
The City of Tukwila is currently exploring the option of merging with the Kent Regional Fire
Authority (KRFA). If the City joins KRFA, the fire stations and other facilities needed to support
fire operations will become the purview of KRFA. The suitability and condition of the City's
current fire stations were considered in the needs assessment, but no recommendation is made
for improvements pending a decision regarding the City's inclusion into KRFA.
The Tukwila Fire Department currently operates four fire stations. All four are undersized and
three have significant deficiencies.
II "'II UaUll111 :.i I I IIiE 11A'111( :)N II : : :ACIIII..II "Irli IN9::6`DS AND C( ::)NDII "IfII( ::)NS
Fire Station 51 Year Built: 1973
Floor Area: 17,700 sq. ft.
Station is undersized for current demand and has significant
seismic deficiencies. Current location unsuitable to meet
growing demand in South Tukwila.
Fire Station 53 Year Built: 1995
Floor Area: 14,000 sq. ft.
Newer facility may be undersized for future demand.
DRAFT I Submitted to City Council December 14, 2015
Fire Station 52 Year Built: 1971
Floor Area: 3,350 sq. ft.
Station is undersized for current demand, is
vulnerable to failure in a seismic event and facility is
outdated for contemporary fire operations.
Fire Station 54 Year Built: 1961
Floor Area: 5,300 sq. ft.
Station size and design unable to accommodate the
apparatus needed at its location. Construction
material would make building modifications very
costly.
rGYA
I I I VV I I I I'L I I I U K ,,VILI
[Y, I I I IU L I II VI I I I I ,IRVIM, II CILI IIL, LP Ia 2011) y>>,
14 °I1011:" S
The Minkler Shops, built in 1972, and the George Long Shop, built in 1965, exhibit significant
maintenance deficiencies and lack key functions to support current and future use. Of particular
concern is the likely loss of service in a seismic or other natural event, limiting the City's ability to
respond to public safety needs during an emergency. Both facilities lack emergency power and
are located in areas prone to flooding and soil liquefaction, thus severely limiting the facilities'
ability to meet their mission in a power outage.
Given the unsuitability of both the shop facilities, and deficiencies associated with the sites, the
Steering Committee recommends replacing both shops on a new consolidated campus to
improve operational efficiencies and reduce development and on -going operating expenses.
Today the shops combined utilize about 5 acres of "useable land area," despite both properties
being considerably larger, but are significantly undersized for today's needs let alone future
needs. To meet current needs and allow for expansion to accommodate future needs, the
Committee recommends pursuing property with 8 to 10 acres of usable land area, which could
be a parcel as large as 10 to 15 areas depending on topography, zoning, and proximity to
sensitive areas.
II ^ :II Ull11Iiii 12: II 1RH 9::IlilliED AlLI[ EIRNAINVE HDIR a.µ11 "I1Y III H¢ Ps
Current
Minkler Shops
Year Built: 1972
Floor Area: 3,961 sq. ft.
Preferred Alternative
George Long Shop
Year Built: 1965
Floor Area: 18,168 sq. ft.
iiim Single consolidated campus
111111 Located outside floodplains and
floodways
111111 Light industrial zoning
iiim Centrally located within the City
DRAFT I Submitted to City Council December 14, 2015 12
38
PHASING AND FUNDING OPTIONS
The preferred alternative for meeting Tukwila's long -term facility needs for essential
government services includes a suite of major facility replacements, including a new public
safety building and future police precinct, city shops facility, and significantly remodeled and
expanded City Hall. These facility investments represent a major capital investment of the City
of Tukwila. The Steering Committee explored the scale and ramifications of the recommended
facility investments in the context of the City's current fiscal situation and current capital
spending. An overview of the City's current operating and capital funding condition is presented
in Appendix E.
An initial analysis of the City's operating budgets and its six -year Capital Improvement Program
(CIP) demonstrated that existing revenues could not support the needed facility investments
without significant displacement of the capital improvements the City has planned. The needed
facility investments for essential government services, as well as the projects listed in the City's
CIP, are not discretionary, and thus require consideration of potential new funding and financing
strategies.
The condition of the City's current facilities imposes a sizable risk to human health and life.
Additionally, current facilities are markedly undersized for current needs and have many
deficiencies that impose costs to the City. For these reasons, the Steering Committee recommends
implementing the preferred alternatives as quickly as is reasonable to manage and financially
feasible. This section considers potential phasing and funding options to meet the City's facility
needs for essential government services, using primarily three tools:
111111 Limited Tax General Obligation (LTGO) or Councilmanic Bonds. Financing bonds that
do not require voter approval and are payable from the issuer's general fund and other
legally available revenue sources.
111111 Unlimited Tax General Obligation (UTGO) or Voted Bonds. Financing bonds that
require voter approval and include the levying of an additional tax to repay them.
111111 63 -20 Design /Build Financing. A financing method that allows a private developer to
use public bonds to construct public facilities that are then acquired by a public agency
through a lease (rent to own) agreement.
This section presents cost estimates of the preferred alternatives, phasing considerations, and
finance options. The City Council is ultimately responsible for making decisions regarding
DRAFT I Submitted to City Council December 14, 2015
13
I VV I I I 'L I I °' I I U' V,,V LP
[Y, I I I I PL I IIV I I I I ,LL KIr, IL CU I IL, I'LL la 2015 20�0
funding or financing capital improvements. This final section presents a decision making tree with
funding pathway alternatives to meet the City's facility needs.
III
L I l"
The project architect, Rice Fergus Miller, provided preliminary cost estimates for the preferred
alternatives in 2015 dollars (2015$). Phasing options considered the ideal sequence for
building projects based on:
iiim Meeting the City's facility needs as quickly as reasonably possible
iiim The availability of suitable land
iiim The degree to which the project required construction in an occupied building
iiim Creating capacity to move work functions during building projects (e.g. creating an
empty chair)
The two funding options are presented in Figure 13 (following page). Additional cost and
phasing detail is presented in Appendix F.
Both phasing options prioritized building the Public Safety Building early in the program, as it is
a pressing need and would relieve the City Hall campus to some degree to allow staging of
subsequent projects. In both phasing options, the Public Works shops are considered a stand-
alone project, not impacting the other projects in terms of sequence. The major difference
between the two phasing options is that Option A calls for redeveloping City Hall and adding a
sizable expansion shortly after development of the Public Safety building. In contrast, Option B
provides a less aggressive, though more costly, option focused on renovating and reconfiguring
the 6300 building in the short term and postponing City Hall expansion 2036.
The Steering Committee expressed a preference for Phasing Option A, to the extent it is
financially feasible, because it:
iiim Addresses the City's most pressing public safety issues sooner rather than later
iiim Minimizes further investments into the 6300 Building, a building identified as a
candidate for demolition
iiim Minimizes the risks associated with inflation and rising construction costs while allowing
the City to take advantage of historically low interest rates
111111 Requires a lower overall financial commitment than Option B
iiim Covers the costs of the facility improvements within the planning horizon, whereas
Option B creates debt obligations past 2040
DRAFT I Submitted to City Council December 14, 2015 14
40
I ' 1 1 \ / I S I I I" I (I I I P I I U <\/,,/l l /"�
Y' 1'1I I O\/I fl', I W I I S1 WO S 1-VVl I I I I S I1I /J, 1 201 11) 20""40
l:::1GU11111:.i 13: PC)IIEN1111AL. PHASINC.3, ONIC)N's
Public Safety Building Police Precinct
2019 Move-in 2034 Move-in $29.8 im
City Shops Facility Facility Addition
2019 Move-in 2039 Move-in s,29.4 m
iiii))))))1'111111111111111111IIAMENMWIIII JUMUMN011111111121110
City Hall Campus
2021 Move-in $18.1 M
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
�,; �O a, 0 ---------------------------
"1 114 1',� 1`1 11 IN 14 "'1 IN M M M M M `1 M 'N 10
00000000000(D 0 CD 0 0 0 0 0 0 0 (D 0 0 '717.3 m
IN IN 1,4 1"11 114 1"14 1"N 114 1"14 `4 IN IN 1"Iq r,q '",i s
($2015)
Public Safety Building Police Precinct
2020 Move-in 2035 Move-in
City Shops Facility Facility Addition 0)
2022 Move-in 2037 Move-in sA.9.4 m
INUMOMMM/0 iiiiiiiiiiiiiiiiiiiiiillillillillillillilliiiiiefll,, ommillillillillijiiiiillillililliiiiiiiiiiiO
Renovation & Reconfigure Seismic Upgrades City Hall Expansion
U11111111111111119 iiiiiiiiiiiiiiiiiiiiiillillillillillillilliiiiiiiiiie
6300 Improvernents 2040 ioiu $342�,..13 M
uiuiuiuiuiuiuiuiuiuiuiuiuiuiuiuiu
-------------------------------------------
0� (D 'D 00 Cl � 0 't �0 " 00 al 0
1 Iq 114 2 '1 11q 10 M In In M 10 M M `t
rvd 14 'N 11 14 rq r� 1�q 14 14 rq 'A Iq 14 1�4 11 I�Q 14 r4 14 1�q r� 1� q 14 s91.6 m
($2015)
Source: Rice Fergus Miller, 2015.
DRAFT I Submitted to City Council December 14, 2015 15
41
I I /[ °, I I I I'L I I I I11' 1'IL /,
[Y, I I I IU L''20 /[R I II M I I I I I r,ILI IIL, LP la 2015 20,,] 0
Illf ° °° U II II A III
The Preferred Alternative represents a significant investment of the City over the 25 year
planning horizon. State regulation dictates the funding and financing tools available to the City
for capital improvement programs. Building new facilities requires large sums of cash in short
time windows. Financing is a way to satisfy the capital needs for a new building in the short term
while amortizing the costs of the building over time. In addition, financing aligns the payees (tax
payers) to the beneficiaries (those benefiting and using the new facilities).
Figure 14 models two "bookend" approaches to funding the preferred alternative.
1. All Cash: This is a pay -as- you -go basis using existing City revenue streams.
2. All Voted Bonds: This option illustrates the full cost of the program if the City were to
ask go to the voters for UTGO bonding authority for the whole building program.
�1 :::1 U.U111113 1 � :::'lINAd` CIINC.,, APPIIyC)A4':::II H Ima(: d)KEND
Funding Program Challenge
All Cash
City Hall
Fund through
City Shops Addition
1111$5,8II0
cash on a a -
{� i�
Cit Shops Facility
°i
as- you -go basis.
City Shops Addition
Finance and
Pol
VIII�ice Precinct
III
fund complete
Public Safet Bullldin
VIII
program via
id 116,000 126,000 136,600 540,000
266%
186%
153%
160%
140% °Sypk ,I CIP"
z6%
26% 60% 10% 14%
2m1 2021 M21 20 016
of
1 '205Fs lU41
�IIIIIVpu Approach is Unfeasible. Funding the facility investments exclusively with cash would
require more cash in short time periods than the City has or would be able to save in time.
This approach would consume too much of the City's funding available for capital
improvements allowing too little capacity for other necessary projects such as streets, bridges,
parks, and sewer facilities.
All Voted
City Hall
Bonds
1110 u0I. 1911!1111111IIIIIIIIIIIIIIIIIII $2,284
City Shops Addition
Finance and
M$5,V2
fund complete
City Shops Facility VIII
program via
Police Precinct
UTGO (voted)
flu °' w
bonds
Public Safet
Buildin
IIIIIIIIIIIIIIIIIIII qi
30 $10,000 326,060 570,606 $40,000
120%
T4rtril D�ICt (1r;.iu4ity (inr 1. (IYC3C7J
80%
60% ...........
1..TGO Debt Cupocity
40%
20%
0%
2016 2021 2026 2031 2036 2041
aNINUAI.. c:OSI 01,1, A ,2 kC},000 I..�Oml:: $222.21
1I11lllul" Approach is not preferred. Funding the three largest facility investments exclusively with
UTGO (voted) bonds would allow the City to fund the Plan without impacting the City's CIP or
general fund. However, the investments are not discretionary and will require investment
regardless of whether the investment is approved by voters.
Source: BERK Consulting, 2015.
DRAFT I Submitted to City Council December 14, 2015 16
42
I /[ °,IIL'L II °' I I 1'I LP
[Y, I I I I PL I II M I I I I L CU I IL, I'LL la 2015 20�0
Neither of these approaches are feasible, and therefore, the Plan recommends the City pursue
a combination of cash, bonds, and other financing tools to implement the Preferred Alternative.
Different finance tools create different types of financial obligations over the long term, which
impact the City's operating costs, its debt capacity, and the ability for it to react to unforeseen
emergencies requiring City funds.
This Plan presents four financing programs that represent possible funding pathways for the
preferred alternative. These funding programs use a mix of funding (cash) and financing (LTGO
[councilmanic], UTGO [voted] bonds, and 63 -20 financing) tools to fund this Facilities Plan.
Execution of each of these programs would allow the City to successfully replace these facilities
on their desired schedule. Each of these financing options have different impacts to:
iiim The City's existing Capital Improvement Plan,
iiim Consumption of statutorily authorized debt capacity, and,
iiim Costs to residents from additional taxes.
Each financing tool imposes different financing costs (including interest rates, bond issuance fees,
and management fees) and impact the City's annual budget (the effective annual cost to the
general fund) in specific ways. These financing tools can be combined with funding tools (for
instance, utilization of the City's existing CIP) to create Funding Programs. We have developed
four Funding Programs that present workable options for the City of Tukwila in their execution
of this Facilities Plan.
1. Voted Bonds: Finance and fund the Public Safety Building and the City Shops Facility
via UTGO (voted) bonds. Finance City Hall through LTGO (Councilmanic) bonds.
2. Voted Bond & Design /Build Finance: Finance and fund Public Safety Building via
UTGO (Voted) bond, City Shops via 63 -20 financing, and City Hall via LTGO
(Councilmanic) bonds
3. Voted and No -vote Bonds: Finance and fund Public Safety Building via UTGO (Voted)
bond, and both City Shops and City Hall via LTGO (Councilmanic) bonds
4. No -vote Bond & Design /Build Finance: Finance and fund City Shops via 63 -20 and
both Public Safety Building and City Hall via LTGO (Councilmanic) bonds
These options do not represent the full universe of options the City has to funding or financing its
preferred options. Appendix G offers a broader, more detailed analysis of the funding and
financing options available to the City. The four financing programs offer potential funding
pathways to illustrate tradeoffs among different finance tools and the sequence of funding
decisions the City will have to make.
DRAFT I Submitted to City Council December 14, 2015 17
43
l:::1GU11111:3 15: OVERVIEW )F I:::11NANOW..', APPIR( )A0 es
11::Vinding 11:1rograirn I
4 UTGO (voted) Bonds
1:::undhng 11:1rograirn 2
UTGO (voted) Bonds
1:::undhng 11:1rograirn 3
UTGO (voted) Bonds
11::Vinding 11:1rograirn 4
LTGO (councilmanic) Bonds
�X UTGO (voted) Bonds
63-20 Financing
LTGO (councilmanic) Bonds
63-20 Financing
LTGO (councilmanic) Bonds
LTGO (councilmanic) Bonds
LTGO (councilmanic) Bonds
LTGO (councilmanic) Bonds
Facility Costs by Source ($1,000s)
...........
LIGO Dcbr (,,p,-ty
060 Debt Capaciry
City Hall
City Hall
City Hall
city H.11
$6,7140
�
1011021111/112111111 3101
Cit Shops Addition
Cit Shops Addition
Cit Shops Addition
City Shops Addition
$!"
$5 ,812
$5, a 2
C*
$636
C&j?,ffd�ftW $1, 36
&
ppppppppp
C (01111 $6 14
Cit Sh F It
Police Precinct
1'
Police Precinct
Police Precinct
Police Precinct
Public f t B
�Illlllllllllllllllll
P blj S f t B
III
P
W
5,ic,ow
Impact to CIP (cash and debt as
11 %
% of typical CIP spend)
"I %
ic, %
14Q% "Iyp—d C/I`
iM
i.
111-
16-
14Q% 'Iyp-d Oil"
'2-
lx%
111-
16-
14Q% "Iyp—d C/I`
'2-
lx%
Ill,
1 .....
20% 18% 9%
2- ... .. .. ... — — — — — — — - ^--% ..........
MIC, 2Q21 MM 2031 2031, 2041
El-
6 %
M
2-
201E 2021 202C, M31 M36 M41
?4% X, I 1A
2-
201E M21 M26 2031 2036 2041
.. . . ...... ... .
Impact to Debt Capacity
11110titstarudirugLI"GOE)el,)t(%ofCal'.)acity) M New LTGO Debt (% ofCal.)acity) 1111111111 New UTGO Debt (%ofCaj.)acity)
4AM Oobt trip —ly ('„:r Uir,(i)
.........................................................
r,A,rnerrt Ep,,rrt rrY C/ MGil)
4A,l Oobt Mp ?y (,n,/ Uir,(?)
311-
urnuant li,,O)
Oc 0 O,b, "'P
L7GO D,bt clp-ity
...........
LIGO Dcbr (,,p,-ty
060 Debt Capaciry
01
I's
Or 1010 2021 2026 2031 2036 2—
2.16 2021 2021, 2033 23L 204J
2016 2021 22L 2031 2036 20A1
1.6% $0.80 7.9% $3.95 6.1% $3.07 7.9% $3.95
AV1::1,',A(;1:: ANNUAI A:AS'AYM1::N 1 ::01,1, 20Y1::A1,, I 1::::ASI:::: AS% 01:::: ANNUAI (;1::1,1:1,1,A1 :U1,11D (ANID ANNUAI I Asl:::: :'AYM1::N 1)
0.90% $1.77 M
Source: BERK Consulting, 2015.
0.90% $1.77 M
DRAFT I Submitted to City Council December 14, 2015 18
44
I /[ °,IIL'L II °' I I 1'I LP
[Y, I I I I PL I II M I I I I L CU I IL, I'LL la 2015 20�0
THEE OTY SHOPS j--ACjj-jTY VjA UTGO (VOTEED) BONDS. RNANCEE OTY HALL
THROUGH LTGO (COUNCH-MAMC) BONDS.
Funding Program 4 is primarily an "Ask the Voters" option in which the two largest projects in
this Facilities Plan (Public Safety Building and City Shops) would be funded through UTGO
(voted) bonds and smaller cash payments and City Hall would be funded through LTGO
(Councilmanic) bonds.. Given the reliance on bonds, the program has minimal impact to the
current CIP. However, the impact to debt capacity is significant, as it absorbs much of the City's
overall debt capacity in the short term, though leaving some capacity in both bonds. Within this
funding program, the UTGO bonds would increase the Levy Rate by $0.54 (Tukwila's current
levy rate is $2.98, meaning it would be raised to $3.52), resulting in an annual cost of $135.34
per year for a $250,000 home.
The reliance on UTGO may not be feasible, given the challenge of passing a UTGO bond for
core government services.
iiim Validation may be hard to achieve during elections with low turnout.
111111 It will be critical to consider timing and additional bond requests on the ballot (such as
KRFA or the School District).
iiim The facility needs are critical and non - discretionary. Voted bonds present a significant
political risk because the City will have to remedy its deficient facilities whether the
public supports the bond or not.
This Program requires passage of a significant public election, which with the combination of
both the Public Safety Building and City Shops projects may be somewhat unlikely.
There are also cost impacts to ratepayers, including an approximately $0.80 on an average
$50 monthly utility bill based on an anticipated utility tax increase of 6.1 % and a levy rate
increase of $0.54 per $1,000 of assessed value resulting in an annual $135.34 increase in
property taxes on a $250,000 home.
S1 Eu01�'�uFfl 0 0 01 011°01�'E I - UNj)jNG PROGRAM RAD : RNANCEE AND FUND PUIBUC SASTETY13UH-UN j
01 01�'u 0 0 01�'uIC 01� 01�'u01� llllU>»
UTGO ( TEEM) BOND, OTYSHOPS I--ACjj-jTYVjA63-20, AND OTY HALLM
NFIFIFMA01 LTGO (COUNOLMAMC) BONDS
Funding Program 3 involves funding the Public Safety Building via UTGO (voted) bond, the
City Shops Facility via 63 -20 financing, and City hall via LTGO (Councilmanic) Bonds, as
summarized in Figure 15.
This Program requires two types of debt: UTGO (voted) for the Public Safety Building and
LTGO (Councilmanic) debt for the City Hall. Given the public- focused nature of police and
courts, the Steering Committee felt that the Public Safety Building would have the highest
appeal to voters. In this funding program, the bonds do not consume enough of the City's debt
capacity to over - burden the City with debt payments or impact its bond ratings.
The financing tools impose additional costs to the facilities program including debt service, or in
the case of 63 -20 financing, lease payments. There are also cost impacts to ratepayers,
including an approximately $3.95 on an average $50 monthly utility bill based on an
DRAFT 1 Submitted to City Council December 14, 2015 19
45
I VV I I I I'L I I °' I IU 1' V,,V LP
[Y, I I I I PL I II M I I I I ,IRV1Mr II CU I IL, LP la 2015 20�0
anticipated utility tax increase of 7.9% and a levy rate increase of $0.26 per $1,000 of
assessed value resulting in an annual $65.82 increase in property taxes on a $250,000 home.
7UTr_ JPM=, /AIWIMI19-rTT-T7FUFF-/AI70-rTT-T7T/M- 77TT/7 M=7=74U M/Alwi
BONDS
Funding Program 2 involves funding the Public Safety Building via UTGO (voted) bond and the
City Shops Facility and City hall via LTGO (Councilmanic) Bonds, as summarized in Figure 15.
This Program requires two types of debt: UTGO (voted) for the Public Safety Building and
LTGO (Councilmanic) debt for the City Shops Facility and City Hall. Given the public- focused
nature of police and courts, the Steering Committee felt that the Public Safety Building would
have the highest appeal to voters. In this funding program, bonds consume enough of the City's
debt capacity that the potential to over - burden the City with debt payments or impact its bond
ratings is a valid consideration.
The financing tools impose additional costs to the facilities program including debt service. As a
result, the cost of the overall Funding Program is just over $124 million. There are also cost
impacts to ratepayers, including an approximately $3.07 on an average $50 monthly utility bill
based on an anticipated utility tax increase of 6.1 % and a levy rate increase of $0.26 per
$1,000 of assessed value resulting in an annual $65.82 increase in property taxes on a
$250,000 home.
Funding Program 1 involves funding the City Shops Facility via 63 -20 financing, and the Public
Safety Building and City hall via LTGO (Councilmanic) Bonds, as summarized in Figure 15.
This Program requires one type of debt: LTGO (councilmanic) for the Public Safety Building and
City Hall. In this funding program, bonds consume enough of the City's debt capacity that the
potential to over - burden the City with debt payments or impact its bond ratings is a valid
consideration.
The financing tools impose additional costs to the facilities program including debt service, or in
the case of 63 -20 financing, lease payments. As a result, the cost of the overall Funding
Program is just over $127 million. There are minimal impacts to ratepayers of approximately
$3.95 on an average $50 monthly utility bill based on an anticipated utility tax increase of
7.9 %.
DRAFT I Submitted to City Council December 14, 2015 20
46
IMPLEMENTATION DECISION TREE
III °
The Facilities Plan represents a 25 year strategy for meeting the Tukwila's facilities needs for
essential government services. The Plan offers funding and finance options, and is intended to
be flexible enough to accommodate changes in City services and circumstances. This section
presents an Implementation Decision Tree to guide the City's implementation of the facilities
plan.
DRAFT I Submitted to City Council December 14, 2015
21
EYA
Tukwila Facilities Funding and Phasing Decision Tree
Adopt Fac €l tics fording
anti Plying Plan
L
FUNINNG
PROGRAM 1:
Fund e !?
x with UTGC
voted) .bonds?
FUND €N
PROGRAM 2:
Fund e
TG€0 d7
bonds and
with 63 -e ?'
FUN13*NG
FROGAM 3:
Fund - with
i1'TC-O ,:voted)
bonds and
with UGC.'
tc =uundmanicl
bonds?
FU.NI
PROGRAM 4:
Ft1,
with LTGC
1cuu7Imani =c
buns
53-20?
En erns -
Selettie' &. E tr �z•-,ts- - `=�C
LEGEND
.�.,
PutAic S =fete = pile =n Ccmmu.: ty
lit City Sh Fa [F Council L :isic
,114.
CJ' F-u crrp-n = Project
Ce st-uctie Phas€• Seq .e€epeno dy
x n & Build
:.L & F'e = Fu €le
Rem m LTG° onPir=r UC
(ro-F ilman c ,-el norm
bo-. capacity for capacity for t-n City
Poke Precinct. Shops adc" ticn.
14-old;
pEvlic'.. _.
Redd
�Fsld
public vote
t_ RFP
DRAFT 1 Submitted to City Council December 14, 2015
Ds °° {+fin
A Chas,
-.. Fund =-^1 sir
eon n & Per-n t
Retznfirm LTA
!ca€ €ilrri n ntil
hmtl puni v- €apactyTo
Pal _n Precinct. Slim atie ---.
Ede- -Iau d - ., =,q9'
., &e- ld -
Recottlim LTC Rec,ntir:r LTC-�C
lc td-nan I cnjricilmu
bcr- capacity n-e capacity fn J -n
Poke Precinct. Sh on ad do -.
Re f r-n LTC° Reconfirm 1750
(cc ilman cc nci €n-u ict thand
bond capacity for capacity tot the City
Police Precinct Shop:. addition.
22
APPENDICES
APPEENMX A: TUMLA CURREENT AND FUTUREE SPACE NEEEDS
11011 1 11411111i -UpIgEffm
APPEENDV D: TUMLA FAUUTYALTEERNATMES
APPEENDV G: FUNUNG AND FNANONG OPflONS
APPEENDV k UST OF OTY OWN PROPEERTY
DRAFT I Submitted to City Council December 14, 2015 23
49
50
COUNCIL AGENDA SYNOPSIS
Meelin
,g Date Prepared by Mayor's review Council review
12/14/15 BG
ITEM INFORMATION
ITEM NO.
3-C.
51
STAFF SPONSOR: BOB GIBERSON
�ORI(',INIU, AGENDA DA'1'1,": 12/14/15
AGI?NDA ITFAi Trri,i,', BNSF Intermodal Access Study
Project Update
CxJ'I"'(;()IzY Z.Discussion
tlltg Date 12114115
❑ Motion
A TIS Dale
F-1 Resolution
Ali
,g Date
❑ Ordinance
All
,g Date
❑ BidAward
Mt
,g Date
❑ Public Hearing
Alt
,g Date
El 011)er
Allg Dole,
S1'()NS()1Z ❑ Council ❑ Mayor [:] I-TR ❑ DCD ❑Finance [:] Fire ❑ IT ❑ P&R [:J Police Z ]JIF
SP( INS BR'S The Committee of the Whole was presented with initial results of the Access Study
community outreach at the August 10, 2015 Committee of the Whole. Since then, the study
team has developed screening criteria that will be presented and explained.
R i :X I 1,"W1,J) BY z cow mtg. ❑ CA&P Cmte [:] F&S Cmte ❑ Transportation Cmte
F-1 Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/14/15 COMMIT-fEE CHAIR:
RECOMMENDATIONS:
SPONSOIZ/Al),\41N. Public Works Department
C01MMI'l'I'VIE'
COST IMPACT / FUND SOURCE
El X 1) FIN 1) 1'I'uIu,RI `Q U I RI J) AMOUNT BUDGETED APPROPRIATION REQUIRED
$0 $ $0.00
Fund SOL11-Ce:
Coinnients:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
Presentation of project update and screening criteria
MTG. DATE
ATTACHMENTS
12/14/15
Slide Presentation
51
52
BNSF Access Study
Project Update
December 14, 2015
Overview
• Partnering with BNSF Railway
• Currently, trucks travel through
Allentown, near the community center
• Studying alternative routes to BNSF's
South Seattle Intermodal Facility
• Study is essential for seeking future
funding from State and Federal sources
Developing the report
• Building upon previous studies
• Five routes being studied
o A "no- action alternative" (maintaining
the existing route)
o Four alternative access routes
• Screening criteria used to potentially
help choose a preferred alternative
Developing the screening criteria
• Initial input received from:
o City Council & staff
o Consultant team
o Community
• Consultant and City staff collaborate on refining the list
o Technical reports
o Professional judgement and best practices
Draft screening criteria categories
• Construction
• Railroad
• Environmental
• Right of way
Scoring Philosophy
• Evaluate each alternative independently
o How challenging will it be?
o Not weighted against other alternatives
• Color code scoring
o Scoring range: 1 to 9 (low to high challenge)
• Low ( ): 1 to 3
• Medium ( ): 4 to 6
• High (red): 7 to 9
Sample color code for scoring
SELECTION CRITERIA MATRIX
Sample #1
Alternatives
(0
0
a
N
#1
#2
#3
#4
#5
0
0
0
0
0
ff
rffffffi
Sample #2 Sample #3 Sample #4 ® Total
R
0
6
Criteria #2
M
R
0
V
R
0
U
R
0
V
s
in
R
0
V
M
R
0
U
R
0
V
R
0
U
(0
0
a
q)
0
0
0
0
0
0
0
0
0
0
Cost
R
0
U
R
0
U
R
0
U
.0
m
Total Score
N
G
O
N
0
0
c
O
U
3
N
0
O
U
tC
0
cc
ion Cost (Millions)
Railroad Yard Con
Total Project Cost (Millions)
0
0
0
0
0
Legend:
1 -3 Low Complexity
4-6 Medium Complexity
7 -9 High Complexity
Draft screening criteria
8
SELECTION CRITERIA MATRIX
Right-of-Way Construction
Railroad H Environmental H Total
Cost
•
--
•
,-m
.-m
,-.
ig
Alternatives
Residential
Commercial
Vacant Land
Subtotal
111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111
Utilities Relocation
Road Construction
Impacts Traffic during Construction
Subtotal
Railroad Yard Access to and from Freeway
BNSF Yard Access Reliability
Impacts to Railroad Operations
Subtotal
EffiffinfiffEMEMEFEMEMBIBEIMI
Air Quality
Noise
Historic, Cultural, and Archaeological Resources
Critical/Sensitive Areas
Geotechnical
Traffic - Operations
Subtotal
Total Score
Roadway Construction Cost (Millions)
Railroad Yard Construction Cost (Millions)
Total Project Cost (Millions)
#i
H
11
H
#2
.
---
#3
.-
#4
.
i
_
#5
.
8
Timeline
Fall 2015
• Receive input on the
selection criteria
• Ongoing outreach to
the community
Early 2016
• Finalize draft access
study report
• Present draft report to
the community and
receive input
• Present draft report to
and receive input from
the City Council
• City Council asked to
approve resolution
choosing preferred
alternative
• Ongoing outreach to
the community
Moving Forward
Depending on the
recommendations,
further project phases
may include:
• Environmental studies
• Identify funding
sources
• Design
• Construction
Questions?
COUNCIL AGENDA SYNOPSIS
nitials
Meetin Date Pre ared by Ma or's revi Council review
12/14/15 SB
ITEM INFORMATION
ITEM NO.
3.D. &
Spec 2.K.
W,
STAFF SPONSOR: STEPHANIE BROWN
1NAj, AGENDA DATF'1: 12/14/15
A<;I,,NDA ITFIM Trri.i,. 2016 Non - Represented Compensation
CxjI7 CiURY ® Discussion
Mtg Date 12114115
❑ Motion
Mtg Date
®.resolution
Mtg Date 12114115
❑ Ordinance
Mtg Date
❑ Bid ward
Mtg Date
❑ Public Hearing
Mtg Date
❑Other
Mtg Date
SPONSOR ❑ Council ❑ Mayor ® HR ❑ DCD ❑ .Finance ❑ Fire ❑ IT ❑ P&'R ❑ Police ❑ PIY
SPONSCnt'S The Council is being asked to consider adoption of a resolution that applies a 1% across
SUM "\I; \RY the board increase for all bands, and correct the regression line for the Non - Represented
Salary structure phased in over a 2 year period.
Ri;xi ?v +m BY ❑ COW Mtg. ❑ CA &P Cmte ® F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 11/17&12/8 COMMIT -fEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Human Resources Department
Comm"' rF' Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXJIFINDI'rURI' R1 "QUIRi?1) AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memo dated November 10, 2015, Updated December 2, 2015:
Resolution in Draft Form
Attachment A -Draft 2016/2017 Non - Represented Wage Schedule
Attachment B -Draft 2016 Non - Represented Schedule of Benefits
Attachment C -Draft 2016 Non - Represented Longevity Pay Schedule
Finance & Safety Committee Minutes 11/17/15 and 12/8/15
W,
m
City of Tukwila
Jim Haggerton, Mayor
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Stephanie Brown, Human Resources Director
DATE: November 17, 2015 ( Updated Memorandum memo December 2, 2015)
SUBJECT: 2016 Non - Represented Wages and Benefits
BACKGROUND
In May of 2012, the City Council adopted Resolution No. 1769 which applied different wage
adjustments to specific bands of the Non - Represented salary structure. Over the past few years
this has affected the salary structure line of regression creating compression at bands C43,
D61 -F102. The compression has resulted in employees at lower bands earning more than
employees in higher bands.
nISCtISSInN
Upon review of the existing (2015) salary structure it was discovered that the regression line is
out of alignment causing compression to occur at bands C43, D61 -F102. To determine what
caused this misalignment, we looked back at wage adjustments that have been given to non -
represented compensation, since 2012. It appears that when the different percentage
adjustments were applied to the different bands within the salary structure, it created this
misalignment.
Council Resolution No. 1796 states "the goal of the City is to mitigate or avoid salary
compression issues where possible. An example of salary compression would be when a non -
represented supervisor earns less or is projected to earn less than those that he /she supervises
due to contracted wage increases."
With the represented groups expected to receive their contractual wage adjustments in 2016,
we will begin to see internal equity compression with the lower bands of the non - represented
group if we do not provide for a wage adjustment that is comparable. Therefore, the
Administration is recommending a threefold approach to address this issue, and would like to
discuss the recommendation in more detail with the Finance and Safety Committee.
RECOMMENDATION
• A 1 % pay increase for all non - represented employees which will preserve internal equity
as this will be in alignment with what will be received by some of our represented
groups;
• Changes to the salary structure line of regression, phased in over two years to address the
compression between the lower and upper bands due to previous wage adjustments not
applying to all bands. The data to show how phasing of the line over two years was not
completed in time for this meeting. Administration requests to bring it for review at the
next Finance and Safety Committee meeting on December 8. Alternatively, if the
Finance and Safety committee is comfortable with these recommendations, this proposal
could go directly to the next Council of the Whole meeting on November 23 with the final
schedule. 65
INFORMATIONAL MEMO
Page 2
• A commitment during the 1st quarter of 2016 to review the City Council's compensation
policy related to non-represented wages and benefits, which would include an
opportunity for input from non-represented staff. In addition, this review could include a
review of the application of this policy for represented staff.
The F=inaRGe-ap4--gafety--Gon4m#tee-4s beiRg asked t on i&tr-r
reGOMMe tiOR fer nen FepreSeRted e peRsat;GR effeGtive jaRuaFy 1, 2016,
that AdmwRistration Feturn to the
tl -S- Gornrni_ttee-nieet� __Gn DeGembeF 8, oF
altem- ive ly 1—i 're--tly to the 1 of the Whole m on Novembef 231, te provide the data
Gn4he phased apprearh te G_0FFeGt the misalig-Rment
At the Finance and Safety Committee meeting held on November 17, the Committee requested
that Administration return on December 8, and provide additional data to support correction to
the regression line for the non-represented salary structure. Attached are the minutes from the
November 17, Finance and Safety Committee.
The Finance and Safety Committee is being asked to forward this resolution to the Committee
of the Whole meeting on December 14, for discussion and the special meeting to follow for
possible adoption, -.
We look forward to discussing this information with you further. Thank you.
N
W
DRAFT
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, 2016.
WHEREAS, the City Council has made a determination to review the non -
represented compensation for even - numbered years and provide cost -of- living
adjustments (COLAs) in odd - numbered years; and
WHEREAS, per Resolution No. 1769, adopted May 21, 2012, different wage
adjustments were applied to specific bands of the Non - Represented Salary Structure
affecting the structure's line of regression, creating compression over time at bands
C43 - F102; and
WHEREAS, City Administration recommends a 1% across the board increase to
the Non - Represented Salary Structure effective January 1, 2016 to maintain internal
equity and reduce compression; and
WHEREAS, City Administration recommends correcting the line of regression for
the Non - Represented Salary Structure to be phased in over two years, effective
January 1, 2016, and on January 1, 2017;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. Non - Represented Wage Plan.
A. The 2016 wage schedule for non - represented employees shall increase by 1%
across the board, with additional increases to be given to the affected bands at D61 -
F102, such increases not to exceed 3.35% each; and on January 1, 2017, additional
increases, not to exceed 2.7% each, shall be applied to the affected bands D62, D63,
and F102, to bring the line of regression back into alignment as reflected in Attachment
A, "Non- Represented Salary Structure 2016/2017 ".
W: \Word Process ing \Resolutions \Non - Represented Employees Compensation -2016 12 -2 -15
KG:bjs Page 1 of 2
67
B. In addition, during the 1st quarter of 2016, City Administration will meet with the
City Council to review and discuss City Council Resolution No. 1796 (related to a
compensation policy for City employees), specific to comparability related to non -
represented employees' compensation and benefits.
Section 2. Non - represented salary schedule, benefits summary and longevity
pay plan.
A. The "Non- Represented Salary Schedule — 2016/2017," Attachment A hereto, is
approved, effective January 1, 2016.
B. The "Non- Represented Employee Benefits Summary — 2016," Attachment B
hereto, is approved, effective January 1, 2016.
C. The "Longevity Pay Plan for Non - Represented Employees — 2016," Attachment
C hereto, is approved, effective January 1, 2016.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2015.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
Rachel B. Turpin, City Attorney
Attachments:
Kate Kruller, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
- Attachment A, Non - Represented Salary Schedule — 2016/2017
- Attachment B, Non - Represented Employee Benefits Summary — 2016
- Attachment C, Longevity Pay Plan for Non - Represented Employees — 2016
W: \Word Process ing \Resolutions \Non - Represented Employees Compensation -2016 12 -2 -15
KG:bjs
• i
Page 2 of 2
Attachment A (Page 1 of 4)
City of Tukwila
Non - Represented Salary Schedule - 2016/2017
Classification Title
job Title
Range
Office Technician
Human Resources Technician
B21
Office Specialist
Assistant to the Chief
B22
Administrative Assistant
Deputy City Clerk
B23
Executive Assistant
Assistant to the Director
Council Administrative Assistant
Program Coordinator
Systems Administrator
C41
Human Resources Assistant
Management Coordinator
City Clerk
C42
Police Records Manager
Management Analyst
Council Analyst
C42
Human Resources Analyst
Parks & Recreation Analyst
Public Works Analyst
Program Administrator
Economic Development Liaison
C43
Emergency Manager
Project Manager
Project Development Manager
C51
Program Manager
Building Official
D61
Commuiucations /Government Relations
Manager
Administrative Manager
Maintenance Operations Manager
D62
Assistant Director
Deputy Community Development Director
D63
Deputy Finance Director
Deputy Public Works Director
Municipal Court Administrator
Department Manager
Assistant Fire Chief
D72
City Engineer
Department Administrator
Economic Development & Strategic Planning
E81
Manager
Deputy Police Chief
Deputy Police Chief
E82
M
Attachment A (Page 2 of 4)
City of Tukwila
Non - Represented Salary Schedule - 2016/2017
Classification Title
Job Title
Range
Department Head
Human Resources Director
E83
DCD Director
Finance Director
IT Director
Parks & Recreation Director
Department Director
Fire Chief
E91
Police Chief
Public Works Director
City Administrator
City Administrator
L F102
70
Attachment A (Page 3 of 4)
Non - Represented Salary Structure (Monthly) - 2016
DBM
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
A 11
$3,976
$4,102
$4,227
$4,351
$4,474
Al2
$4,291
$4,429
$4,565
$4,700
$4,833
A13
$4,619
$4,760
$4,905
$5,050
$5,192
B21
$4,824
$5,005
$5,187
$5,367
$5,552
B22
$5,138
$5,330
$5,524
$5,717
$5,912
B23
$5,447
$5,652
$5,857
$6,061
$6,270
B31
$5,718
$5,968
$6,218
$6,468
$6,719
B32
$6,173
$6,444
$6,715
$6,986
$7,258
C41
$6,359
$6,612
$6,867
$7,123
$7,377
$7,633
C42
$6,717
$6,987
$7,256
$7,525
$7,794
$8,066
C43
$7,015
$7,297
$7,579
$7,860
$8,140
$8,424
C51
$7,245
$7,569
$7,894
$8,221
$8,545
$8,874
C52
$7,744
$8,091
$8,440
$8,789
$9,138
$9,413
D61
$7,661
$8,044
$8,427
$8,812
$9,195
$9,786
D62
$8,058
$8,460
$8,864
$9,269
$9,671
$10,071
D63
$8,342
$8,759
$9,177
$9,596
$10,013
$10,427
D71
$8,516
$8,981
$9,449
$9,916
$10,381
$10,850
D72
$8,814
$9,296
$9,780
$10,263
$10,745
$11,230
E81
$8,878
$9,322
$9,768
$1 0,209
$1 0,686
$11,165
$11,623
E82
$9,188
$9,647
$10,109
$10,565
$11,059
$11,555
$12,029
E83
$9,511
$9,986
$10,464
$10,936
$11,447
$11,961
$12,451
E91
$9,843
$10,335
$10,830
$11,318
$11,847
$12,378
$12,886
E92
$10,188
$10,696
$11,209
$11,714
$1 2,262
$1 2,812
$13,337
F101
$10,544
$11,071
$11,601
$12,124
$12,691
$13,260
$13,804
F102
$10,629
$11,160
$11,695
$12,222
$12,793
$13,367
$13,915
71
Attachment A (Page 4 of 4)
Non - Represented Salary Structure (Monthly) - 2017
DBM
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
A 11
$3,976
$4,102
$4,227
$4,351
$4,474
Al2
$4,291
$4,429
$4,565
$4,700
$4,833
A13
$4,619
$4,760
$4,905
$5,050
$5,192
B21
$4,824
$5,005
$5,187
$5,367
$5,552
B22
$5,138
$5,330
$5,524
$5,717
$5,912
B23
$5,447
$5,652
$5,857
$6,061
$6,270
B31
$5,718
$5,968
$6,218
$6,468
$6,719
B32
$6,173
$6,444
$6,715
$6,986
$7,258
C41
$6,359
$6,612
$6,867
$7,123
$7,377
$7,633
C42
$6,717
$6,987
$7,256
$7,525
$7,794
$8,066
C43
$7,015
$7,297
$7,579
$7,860
$8,140
$8,424
C51
$7,245
$7,569
$7,894
$8,221
$8,545
$8,874
C52
$7,744
$8,091
$8,440
$8,789
$9,138
$9,413
D61
$7,661
$8,044
$8,427
$8,812
$9,195
$9,786
D62
$8,104
$8,509
$8,915
$9,322
$9,727
$1 0,129
D63
$8,387
$8,807
$9,227
$9,648
$10,067
$10,483
D71
$8,516
$8,981
$9,449
$9,916
$10,381
$10,850
D72
$8,814
$9,296
$9,780
$10,263
$10,745
$11 ,230
E81
$8,878
$9,322
$9,768
$10,209
$10,686
$11,165
$11,623
E82
$9,188
$9,647
$10,109
$10,565
$11,059
$11,555
$12,029
E83
$9,511
$9,986
$10,464
$10,936
$11,447
$11,961
$12,451
E91
$9,843
$10,335
$10,830
$11,318
$11,847
$12,378
$12,886
E92
$10,188
$10,696
$11,209
$11,714
$12,262
$12,812
$13,337
F101
$10,544
$11,071
$11,601
$12,124
$12,691
$13,260
$13,804
F102
$10,913
$11,458
$12,007
$12,548
$13,135
$13,724
$14,287
72
Attachment B (Page 1 of 2)
Non - Represented Employee Benefits - 2016
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. An
additional floating holiday has been granted to each non - represented employee, for a total of 2
floating holidays. Regular part -time employees shall be entitled to benefits on a pro -rata basis.
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 2016 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 2016 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: Benefits provided to all 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 Arrangernent/Voluntary Employee Benefit Association (HRA/VEBA):
VEBA benefits shall be provided as contained in Resolution No. 1445 and as amended.
73
Attachment B (Page 2 of 2)
Non - Represented Employee Benefits - 2016
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 $650 shall be granted to the following
employees: Fire Chief, Assistant Fire Chief, Police Chief, Deputy Police Chief, and Records
Manager.
74
Attachment C
Longevity Pay Plan for Non - Represented Employees -- 2016
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
75
76
Finance & Safety Committee Minutes November 17, 2015 - Page 2
the budget amendment currently under Council review. UNANIMOUS APPROVAL.
FORWARD TO NOVEMBER 23, 2015 COMMITTEE OF THE WHOLE.
D. Non- Represented Emolovee Compensation
Staff briefed the Committee on a proposal for 2016 compensation for non - represented
employees. The proposal includes a 1% pay increase and a commitment to review the
compensation policy in the first quarter of 2016, including input from affected staff. In addition,
staff proposes to phase in over two years changes to the salary structure line of regression to
address the compression between the lower and upper bands. Data and analysis to support
this is not yet ready. The Committee asked staff to return to the December 8 meeting with this
information. They also expressed support for the proposed policy review in 2016. RETURN TO
COMMITTEE.
E. Ordinance: Adopting the 2015 -2016 Budget Amendment
Staff is seeking Council approval of an ordinance to authorize the 2015 -2016 mid - biennium
budget amendments as required by state law. Proposed amendments are categorized as
existing service levels, backed by revenue, carryovers, and new initiatives. Details on the
amendments are included in the staff report in both narrative and spreadsheet format. Finance
Director McCarthy briefed the Committee on the proposals and Councilmembers asked
clarifying questions, with particular emphasis on the amendments proposed for Police and Fire,
which are due to overages on salaries, benefits on overtime, and jail costs (Police), and salaries,
overtime and benefits on overtime (Fire). The budget overage became apparent over 1 st and
2nd quarter. Vacancies are not always predictable to allow timely hiring of replacements. In
addition, full staffing in PD did not result in fewer overtime costs as expected, as there has been
a number of unplanned big events this year. Councilmember Quinn asked Chief Villa and Acting
Chief Flores to address efforts made by their departments to save costs in other areas. He also
asked if the budget amendments accurately reflect the required level of service and suggested
that staff be prepared to address that in the next discussion. Finance staff noted that there is a
planned analysis of SCORE jail costs scheduled in 2016. Following discussion the Committee
chose to make no recommendation while forwarding the item to the Committee of the Whole for
continued discussion. FORWARD TO NOVEMBER 23, 2015 COMMITTEE OF THE WHOLE
WITH NO COMMITTEE RECOMMENDATION.
III. MISCELLANEOUS
Meeting adjourned at 8 :06 p.m.
Next meeting: Tuesday, December 8, 2015 - 5:30 p.m. - Hazelnut Conference Room
40
Committee Chair Approval
Minutes by LH
77
ff.*]
4
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
December 8, 2015 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joe Duffie, De'Sean Quinn
Staff: David Cline, Peggy McCarthy, Bob Giberson, Kim Gilman, Stephanie Brown, Mike
Villa, Todd Rossi, Brent Frank, Christy O'Flaherty, Kim Walden, Gail Labanara,
Tam i- Eberle- Harris, Laurel Humphrey
CALL TO ORDER: The meeting was called to order at 5:30 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. Lease Amendment: Sound Cities Association
Staff is seeking Council approval to amend the lease with Sound Cities Association (SCA) for
space in the 6300 Building. The amendment would extend the lease until December 31, 2018,
with rent at $1,885.83/month for 2016, $2,007.50 /month for 2017, and $2,068.33 /month for
2018. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
B. Resolution: Laserfiche Records System Upgrade
Staff is seeking Council approval of a sole- source resolution to purchase the Rio upgrade,
estimated at $93,179.24, to the basic Laserfiche product currently owned by the City. Laserfiche
Rio is a robust enterprise content, document and records management system that provides a
centralized records storage system for the city. The upgrade will provide separate repositories
for departmental use, unlimited public portal retrieval licenses, and enhanced workflow and life
cycle management capabilities. In addition, the Municipal Court's transition to electronic forms
via the CodeSmart project requires this upgrade in order to integrate with the City's document
management system. Funds for this purchase are available from the current 2015 budget and
no amendment is required. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
SPECIAL CONSENT AGENDA.
C. Resolution: Non - Represented Employee Compensation
Staff is seeking Council approval of a resolution to adopt the non - represented salary schedule
and benefits summary effective January 1, 2016. The proposal includes a 1% pay increase for
all non - represented employees, changes to the salary structure line of regression phased in
over two years, and a commitment to review the compensation policy in the first quarter of 2016.
Bands D61 -F102 will receive an additional increase of 3.35% in 2016 and Bands D62, D63, and
F102 will receive an additional increase of 2.7% in 2017.
Councilmembers and staff discussed the proposals, which included comments from staff
speaking from their perspective as non - represented employees affected by the proposal.
Human Resources staff stated that while this resolution is silent on 2017 compensation for
bands B21 -C43, the compensation policy outlined in Resolution 1769 still applies and there may
be a cost -of- living adjustment based upon 90% of CPI. Chair Hougardy requested a report
Finance & Safety Committee Minutes December 8, 2015 - Page 2
reflecting all of the non - represented compensation increases since the recession. Staff
indicated this report already exists and it can be shared with Council. The Committee requested
that the policy review promised in 2016 include considerations of internal equity between non -
reps and union and working conditions around expectations after - hours. They also stated that
Council review of this policy has been and will continue to be welcoming to comments from non -
represented staff. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
COMMITTEE OF THE WHOLE.
D. Contract: Health Care Broker Services
Staff is seeking Council approval of a contract with R.L. Evans in the amount of $48,750 for
healthcare brokerage services regarding active employee and retiree plans in 2016. R.L. Evans
has been the City's broker since 1990, providing consistent high quality service. The contract
covers cost management and negotiation of competitive prices on Life, Long -term Disability,
Stop -Loss Insurance and IRS Section 125 Plan services. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA.
E. Contract Amendment: Public Financial Management
Staff is seeking Council approval of a contract amendment with Public Financial Management,
Inc. for municipal advisor services. The amendment will extend the expiration date from June
1, 2016 to December 31, 2017, and increase the not -to- exceed amount from $40,000 to
$130,000. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
F. Police Department Updates
1. Police Uniforms
The duty belt that is part of traditional police uniforms can be very heavy and contributes to
lower back stress and injuries. A better option is the external vest carrier, which distributes the
weight more equally across the shoulders and back. The City does not currently have funding
to make these part of standard uniforms, but some officers are choosing to purchase them with
their own funds. INFORMATION ONLY.
2. 2015 3' Quarter Police Department Report
Chief Villa updated the Committee on items of significance that occurred in the Police
Department during the third quarter of 2015. The information included highlights, staffing
information, crime statistics, crime reduction strategies, and an overview of efforts at the light
rail station from 2013 - present. A map of residential burglary locations was distributed to the
Committee. INFORMATION ONLY.
3. Police Vehicles
The Police Department wishes to purchase two detective vehicles for $63,000 instead of the
specially outfitted "Detective Sniper" vehicle listed in the 2015 -2016 Biennial Budget. The Major
Crimes Division is now fully staffed but does not have an adequate number of vehicles.
COMMITTEE APPROVAL.
III. MISCELLANEOUS
Meeting adjourned at 7:33 p.m.
Next meeting: TBD
Committee Chair Approval
Minutes by LH
:1
Co uNcm AGENDA SYNOPSIS
Initials
Meelin
g Dale Prepared by YWqgyors re w Council review
12/14/15 LH ,
ITEM INFORMATION
ITEM NO.
3.E.
a:
TrA\FF SPONsoR: LAUREL HumPHREY
12/14/15_
AGENDA ITj m Ti,ri.i Discussion on proposal for Police and Fire budget reporting
CATEGORY Z Discussion
Mig Date 12114115
❑ motion
Mtg Dale
❑ Resolution
All
,g Date
❑ Ordinance
Mtg Date
❑ BidAward
Mi g Dale
[:] Pubficf-learing
Atg Date
[:] Other
Mi g Date
SPONSOR Z Council ❑ Mayor E].HR ❑ DCD ❑ Finance E.Fire [:] IT [:] P&R [] Police ❑ PlF1
SPONSOR'S The 2015-2016 Mid-biennium budget amendment ordinance included an additional
SUMMY�Ry $420,000 in 2015 and $643,000 in 2016 for the Police Department and $680,000 in 2105
and $713,000 in 2016 for the Fire Department. On December 7, Councilmember Quinn
proposed a request for future reporting on the Police and Fire budgets.
Rj?vii?wi D iiy F-1 cow Mtg. ❑ CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte
❑ Utilities Cmte F-1 Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN. Discussion of proposal
CON I 1\IT'1'1T'1F N/A
COST IMPACT / FUND SOURCE
E,XI)ENI)I'FUIZI:REQUIIZI-"I) AMOUNT' BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments.-
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational memo dated December 9, 2015
a:
:i
City of Tukwila
Jim Haggerton, Mayor
TO: Mayor Haggerton
Committee of the Whole
FROM: Laurel Humphrey, Council Analyst
DATE: December 9, 2015
SUBJECT: Proposal for Police and Fire Budget Reporting
ISSUE
The 2015 -2016 Mid - biennium budget amendment ordinance included an additional $420,000 in
2015 and $643,000 in 2016 for the Police Department and $680,000 in 2105 and $713,000 in
2016 for the Fire Department. These overages were due in large part to unbudgeted
expenditures relating to salaries and overtime.
DISCUSSION
As discussed in detail at the November 23 and December 7 meetings, the City Council desires
a transparent budgeting process that accurately relays to the public the cost of providing police
and fire service as well as provides the Council the information necessary for key decision -
making.
On December 7, Councilmember Quinn proposed the following:
Quarterly reports to the City Council on the status of the Police and Fire Departmental budgets,
including the following:
• Full cost of police and fire service, both projected and year -to -date
• Inclusion of overtime budget with operations budget, including initiatives contributing to
operational cost
• Mitigation plan for any unexpected overages
• Interim measures to meet short term Fire capital needs
The first report shall be given no later than February 28. Follow -up questions or comments from
Councilmembers will be tracked in a matrix for clear follow -up.
RECOMMENDATION
The Committee of the Whole is asked to discuss and provide direction on this proposal.
F-W
oRVII
u
COUNCIL AGENDA SYNOPSIS
Initials
Meetin ,g Date Prepared by Mayor's reezv Council revien;
12/14/15 LH
[iW,RMU110"kh►_ R61
ITEM NO.
3.F.
STAFF SPONSOR: LAUREL HUMPHREY
12/14/15
AGF?NDA ITEM TITLE' Regulations for Vehicle Parking on Residential Properties
CA'I'13GORY ® Discussion
Mtg Date 12114115
❑ Motion
Nltg Dale
❑ Resolution
All Date
® Ordinance
Mtg Date 12114115
❑ ,BidAavard
Mtg Date
❑ Public Hearing
NLtg Date
❑ Other
Mtg Date
SPONSOR ® Council ❑ LV(ayor ❑ HR ❑ DCD ❑ Finance E] Fire ❑ IT ❑ P &R ❑ Police ❑ PW
SPONSOR'S Tukwila Municipal Code 8.25.020, Parking Limitations, currently requires that vehicles
SUMMARY must be parked on approved durable uniform surfaces, and limits the overall size of the
improved surface, but does not set a limit on the total number of cars. Councilmembers
and Code Enforcement staff receive community feedback that indicates a limitation is
desired. The draft ordinance proposes to establish a limit to the number of vehicles that
can be parked on a residential lot.
REVIEWED iw ❑ COW Mtg. ® CA &P Cmte ❑ F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DA'Z'E: 10/12, 11/9, 11/23 COMMITTEE CHAIR: SEAL
RECOMMENDATIONS:
SPONSOR /ADvIIN. Forward to C.O.W.
COMMI'17F -F: Unanimous Approval; Forward to C.O.W.
COST IMPACT / FUND SOURCE
EXPI3NDITURF1 REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 11/17/15
Draft ordinance
Vehicle storage in other jurisdictions
TMC 8.25
Minutes from the Community Affairs and Parks Committee meeting of 10/12/15
Minutes from the Community Affairs and Parks Committee meeting of 11/9/15
Minutes from the Community Affairs and Parks Committee meeting of 11/23/15
M.
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Laurel Humphrey, Council Analyst
DATE: November 17, 2015 (updated following 10/19 Regular Meeting and again
following the 11/9 CAP Committee meeting)
SUBJECT: Updating Regulations for Vehicle Parking on Residential Properties
ISSUE
This draft ordinance relating to parking limitations on residential properties passed out of
Committee on October, with a recommendation to approve, and was referred back by the
Council President and Committee Chair based upon public comment received at the October 19
Regular Meeting. The Committee again reviewed the draft ordinance on November 9 and
requested it return with the modifications described below.
BACKGROUND
Tukwila Municipal Code 8.25.020, Parking Limitations, currently requires that vehicles must be
parked on approved durable uniform surfaces, and limits the overall size of the improved
surface, but does not set a limit on the total number of cars. Councilmembers and Code
Enforcement staff receive community feedback that indicates a limitation is desired. In 2014-
2015, Council has given consistent direction to enhance the Code Enforcement division in
alignment with City strategic goals toward a positive community identify and an increasing
priority focus on neighborhoods. A regulation of this nature would give another tool to Code
Enforcement staff to help address some of the community's concerns about neighborhood
appearance.
Below is a sample of some other cities' vehicle limitation on residential properties. Some cities
specify that all vehicles must be licensed and many exclude motorcycles and mopeds from this
requirement.
City
Limit
City
Limit
Bothell
6 vehicles
Renton
4 vehicles
Burien
4 vehicles
Seattle
3 vehicles
Everett
4 vehicles
SeaTac
No limit
Hoquiam
4 vehicles
Shoreline
6 vehicles and 2 RVs
Mount Vernon
6 vehicles
Wenatchee
5 cars, trucks, RVs and
trailers
Port Angeles
4 vehicles and 2 RVs
The attached draft ordinance proposes to set a limit of vehicles on a single family residential
property, outside of a garage or carport. "Vehicles" includes RVs, boats /trailers, and the like,
but does not include motorcycles or mopeds.
EQN
INFORMATIONAL MEMO
Page 2
DISCUSSION
From a code enforcement standpoint it would be much easier to determine and verify a violation
by number of vehicles rather than by measuring the size of a parking area. A regulation of this
type can also be more easily understood by residents.
On October 19 the Community Affairs and Parks Committee recommended a limitation of six
vehicles be inserted into the draft ordinance as follows:
"G. No more than six motor vehicles, not including motorcycles or mopeds, shall be parked on a
single family residential lot outside of a carport or enclosed garage."
At its November 9 meeting the Committee requested the draft ordinance be amended to
differentiate properties of greater than or less than 13,000 square feet, recognizing that one
standard may not be appropriate for all types of properties The attached draft includes
proposed language to address this Note that TMC 8.25.020(D), requiring that "approved
durable uniform surfaces outside of structures on -site may cover a maximum of 1,200 square
feet or 10% of the lot surface whichever is greater " remains applicable to all residential
properties so will cover those above 13,000 square feet. The restriction of six vehicles will apply
to properties below 13,000 square feet A copy of the current code is attached for context.
FINANCIAL IMPACT
N/A
RECOMMENDATION
Committee discussion on the draft ordinance with a recommendation to the Committee of the
Whole on December 14, 2015.
ATTACHMENTS
Detail on other jurisdictions
Draft ordinance
Tukwila Municipal Code 8.25
$I f�
$ 7t:T`
Jurisdiction Code Reference Number of Vehicles Other related requirements
Bothell 12.16.080 6 vehicles parked outside of a building On impervious surfaces with direct and unobstructed driveway
on a single - family lot 12,500 s.f. or access.
less.
8 vehicles permitted on lots greater
than 12,500 s.f.
Burien 10.11.030 14 vehicles per residential lot Must be currently licensed and operable
If more than 4 license drivers, additional vehicles permitted, as
long as each licensed driver has the site address on their drivers
license. Outside a garage. Temporary parking not to exceed 72
hours within a 30 -day period. Improved surfaces. Does not apply
to motorcycles or mopeds.
Clark County 9.24.010
Depends on zoning designation.
Rural /Agricultural, etc allows 3
"other than Rural /Agric" allows none
Applies to inoperable vehicles
Everett 8.60.030 4 vehicles at a single residential Must be currently licensed and operable
address. If more than 4 license drivers, additional vehicles permitted, as
long as each licensed driver has the site address on their drivers
license. Outside a garage. Temporary parking not to exceed 72
hours.
Hoquiam 3A.10.050 4 vehicles per residential lot Outside of an enclosed garage or carport
Limits parking in side or rear yards to lots which have legal access
from adjacent street or alley. Improved surfaces required
Mount Vernon 8.08.050 6 outside a garage 4 allowed in front yard, not more than 2 in combined side and
backyards with access restrictions. All on improved surfaces.
Port Angeles 8.30.060 4 vehicles parked in open on Additional vehicle permitted for each licensed driver over four
residential lot. with applications and approval by Building Official.
Limit of 2 RVs
Renton 4.4.080 4 vehicles per lot Includes vehicles under repair or restoration "unless parked within
an enclosed building"
Seattle
Shoreline
Wenatchee
23.44.016 3 vehicles
20.50.410
10.48.160
6 vehicles and 2 RV's (RV, Boat or
other)
5 cars, trucks rVs and trailers (per
dwelling unit) parked outside in a
residential zone
Only applies to single - family zone
Stored outside on private property.
Impervious surface required with direct driveway access.
Current license
On driveways accessible by curb cut, on improved surfaces
NOTE: Strike- through /underline text reflects revisions made after this ordinance
was reviewed at the 10 -26 -15 C.O.W. meeting (revisions requested at
the 11 -9 -15 Committee meeting).
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AMENDING ORDINANCE NOS.
2371 §1, 2251 §1 AND 2056 §1 (PART), AS CODIFIED AT
TUKWILA MUNICIPAL CODE SECTION 8.25.020; TO
UPDATE REGULATIONS REGARDING VEHICLE STORAGE
AND PARKING; PROVIDING FOR SEVERABILITY; AND
ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, Title 8 of the Tukwila Municipal Code includes regulations on vehicle
storage and parking on single - family residential properties, and
WHEREAS, excessive parking or storage of vehicles on single - family residential
properties diminishes the aesthetic qualities of Tukwila's neighborhoods;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. TMC Section 8.25.020 Amended. Ordinance Nos. 2371 §1, 2251 §1
and 2056 §1 (part), as codified at Tukwila Municipal Code Section 8.25.020, "Parking
Limitations," is hereby amended to add a new subparagraph G. to read as follows:
G. No more than six motor vehicles shall be parked on a single - family residential
property of 13,000 square feet or less outside of a carport or enclosed garage for a
period of more than 48 hours. For purposes of this section, "single- family residential
property" means any parcel containing a single - family residence or multiple parcels
combined containing one single - family residence, typically identified by a single address
located in the Low Density zone. The parking limitations in this subsection shall apply
to all motor vehicles as defined by state law with the exception of motorcycles and
mopeds.
Section 2. 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.
W: Word Processing \Ordinances \Vehicle storage and parking regulations 12- 9- 15.doc
LH:bjs Page 1 of 2
91
Section 3. 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 4. 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 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 , 2015.
ATTEST /AUTH ENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Rachel B. Turpin, City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk :_
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
W: Word Processing \Ordinances \Vehicle storage and parking regulations 12- 9- 15.doc
LH.bjs
WA
Page 2 of 2
City Of Tukwila
• Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
October 12, 2015 — 5:30 p.m. — Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Kate Kruller (Absent: Allan Ekberg)
Staff: David Cline, Jack Pace, Kathy Stetson, Bob Giberson, Laurel Humphrey
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
PRESENTATIONS
II. BUSINESS AGENDA
A. Ordinance: Vehicle Parking on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code
8.2.5.020, Parking Limitations, to establish a limit on the number of vehicles allowed to be parked
on a single family residential property. Currently there is no limit, although the code does require
that all vehicles be parked on approved durable uniform surfaces to a maximum of 12,000 feet or
10% of the lot surface, whichever is greater. The proposal would exempt motorcycles and mopeds,
and include RVs, boats and trailers.
Committee members agreed that the purpose for this regulation would be to improve the look of
neighborhoods, and that it makes sense to establish a limit as many other cities in King County
have done. Following discussion and clarifying questions, the Committee decided to recommend
a limit of six vehicles on residential properties for Committee of the Whole consideration. Additional
language addressing different standards for certain acreage, a provision that the prohibition would
only apply to those vehicles visible from the street, and a correlation to the number of licensed
drivers in a household were also discussed. The Committee did not recommend those items at
this time. The Committee also spoke to a concern that this limitation would push more vehicles
out to City streets. The Council may wish to discuss a permit program in the future. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 26, 2015 COMMITTEE OF THE WHOLE.
B. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code
Chapter 9.20, Parking Regulations, and amend certain other sections accordingly. While draft
legislation was being developed to address commercial vehicle parking, other parking - related
items were identified for an update, and this ordinance captures several proposed amendments to
parking - related code as outlined in the informational memo. Committee members asked clarifying
questions and expressed support for the draft ordinance as presented. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 26, 2015 COMMITTEE OF THE WHOLE.
Meeting adjourned at 6:09 p.m
Next meeting: Monday, October 26, 2015
Committee Chair Approval
Minutes by LH
W
Ell
City Of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
November 9, 2095 — 5:30 p.m. — Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Allan Ekberg
Staff: David Cline, Jack Pace, Bob Giberson, Mike Cusick, Derek Speck, Joyce Trantina,
Kathy Stetson, Laurel Humphrey
Guests: Deb Twersky, 4Culture; David Puki, Resident; Steve Mullet, Resident; Akeyla Jimerson
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code
Chapter 9.20, Parking Regulations, and amend certain other sections accordingly. While draft
legislation was being developed to address commercial vehicle parking, other parking - related
items were identified for an update, and this ordinance captures several proposed amendments to
parking - related code as outlined in the informational memo. The draft ordinance passed out of
Committee on October 12 with a recommendation of approval, then was referred back to CAP by
the Committee of the Whole on October 26, which asked for additional committee discussion on
the question of recreational vehicles parked on right of way in residential zones. Currently
disallowed, this draft ordinance would allow them up to 24 hours. The Committee discussed this
and did not recommend a change to this proposal. The Committee asked staff to return with the
following:
• Additional information about sufficient public notice tied to the ordinance's effective
date.
• An amendment to Section 7, pertaining to "Municipal Parks and Trails," to change
the reference to 24 hours to 6 hours, making it consistent with the section just
above.
RETURN TO COMMITTEE.
B. Ordinance: Vehicle Parkinq on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code
8.2.5.020, Parking Limitations, to establish a limit of six on the number of vehicles allowed to be
parked on a single family residential property. Currently there is no limit, although the code does
require that all vehicles be parked on approved durable uniform surfaces to a maximum of 12,000
feet or 10% of the lot surface, whichever is greater. The proposal would exempt motorcycles and
mopeds, and include RVs, boats and trailers. Following public comment received on October 19,
the Council President and Committee Chair requested the item return to Committee for additional
discussion.
W
Community Affairs & Parks Committee Minutes November 9, 2015 -Page 2
The Committee, staff and guests discussed the proposal, with Councilmembers asserting
continued support for a vehicle limitation toward the goal of improving the appearance of
neighborhoods. Code Enforcement staff noted that this proposal will make investigation of
,complaints much easier. The Committee requested staff return with the following:
A&L qmkLow
• Addition of a time period of 48 hours to clarify that social gatherings or temporary
guests will not make a property noncompliant.
• Addition of language differentiating lots under and over 13,000 square feet, with
lots under that amount being subject to the number limitation and lots over that
amount subject to the existing code that specifies vehicle storage on durable
uniform surface no greater than 10% of the lot surface.
RETURN TO COMMITTEE.
C. 2015 Community Affairs and Parks Committee Work Plan
Committee members and staff reviewed the updated work plan included in the packet.
INFORMATION ONLY.
D. Travelers Choice Motel
At its September 28, 2015 meeting, the Community Affairs and Parks Committee directed staff to
work with 4Culture on a specific proposal and draft lease agreement regarding art- related uses at
the Travelers Choice Motel building. While the draft lease is not ready, staff briefed the Committee
on the proposed terms of the agreement. The 4Culture board met on Octobober 28, 2015,
expressed enthusiasm for the partnership, and are expected to vote on December 2. Meanwhile
the City will be awarding a demolition bid for the motel properties that may or may not include the
Travelers Choice, pending the decisions of the 4Culture Board and the City Council. The
Committee of the Whole will be discussing this later tonight and may choose to wait until December
7 to award the demolition bid to accommodate this timing. INFORMATION ONLY.
Meeting adjourned at 6:30 p.m
Next meeting: Monday, November 23, 2015
u _ Committee Chair Approval
Minutes by LH
M
City Of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
November 23, 2095 — 5:30 p.m. — Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Allan Ekberg
Staff: David Cline, Jack Pace, Nora Gierloff, Brenda Holt, Kathy Stetson, Laurel Humphrey
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
1. PRESENTATIONS
II. BUSINESS AGENDA
A. Trakit Citizen Response Module
Staff provided an update on the status of eTrakit functionality. Permit review staff across DCD, PW and
Fire are using the Trakit system to accept, review and issue permits. eTrakit is an online module that will
be accessible to the public and allow users to search permit and code enforcement activity as well as
report general issues online. Before going live with this module, staff is working to resolve issues with
the citywide address database as well as the recent purchase of Trakit by Sungard. Staff demonstrated
the software for the Committee onscreen. INFORMATION ONLY.
B. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code Chapter
9.20, Parking Regulations, and amend certain other sections accordingly. In response to committee
direction on November 9, staff returned with an amendment to Section 7 and a proposal for public notice.
• Section 7, reenacting TMC 9.20.030 (B) is amended to change the time period from 24 to 6 hours
to make consistent with other city property referenced in 9.20.030 (A).
• Staff proposes the publication of articles in the December Tukwila Reporter, E- Hazelnut, and City
website. Final action on the ordinance could be scheduled either after these publications (February
1, 2016) or before (January 2016).
The Committee supported the amendment and the communications plan but did not make a
recommendation on the schedule for final action. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 COMMITTEE OF THE WHOLE.
C. Ordinance: Vehicle Parking on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code 8.2.5.020,
Parking Limitations, to establish a limit on the number of vehicles allowed to be parked on a single family
residential property. In response to committee direction on November 9, staff returned with an
amendment that would impose a limit of 6 only to residential properties under 13,000 square feet. It
also adds an exception for periods under 48 hours to accommodate short term gatherings or visitors.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 COMMITTEE OF THE WHOLE..
Meeting adjourned at 6:09 p.m
Next meeting: Monday, December 14, 2015
Committee Chair Approval
97
9:1
COUNCIL AGENDA SYNOPSIS
1 nitials
Meetin Date
Prepared by
Mayor's review
Council rei iew
10/26/15
LH
CAM
® Ordinance
Mtg Date 12114115
11/02/15
LH
❑ Other
L1tR Date
t�
12/14/15
LH
RECOMMENDATIONS:
SPONSOR /ADAQIN. Forward to C.O.W.
COmml - T"' Unanimous Approval; Forward to C.O.W. as amended
COST IMPACT / FUND SOURCE
EXPI NDITLnZE RFQLIIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
10/26/15
ITEM INFORMATION
ITEM NO.
3.G.
STnrF SPONSOR: LAUREL HUMPHREY
10/26/15
AC,ENDlA ITI:m Trrl.j An ordinance updating parking regulations in Tukwila.
Cxn1 "GORY ® Discussion
Mtg Date 12114115
❑ Motion
11tg Date
❑ Resolution
Mtg Date
® Ordinance
Mtg Date 12114115
❑ Bides w6wl
Mtq Dale
❑ Public Hearing
Mtg Date
❑ Other
L1tR Date
SPONSOR ® Council ❑ Mayor ❑ HR ❑ DCD ❑ finance ❑ Fire ❑ IT ❑ P &R ❑ Police ❑ PIV
SPONSORS This draft ordinance proposes to re -enact Tukwila Municipal Code Chapter 9.20, Parking
Summ!\RY Regulations, and amends certain other sections accordingly. General parking regulations,
such as the 72 hour time limit on City streets, the requirement to clear 5 feet at driveways,
and the need to leave at least 10 feet of roadway width are left intact. Significant changes
between current code and the proposed ordinance are summarized in the attached memo.
Rh.VIIWF3D F3Y Fj COW Mtg. ® CA &P Cmte ❑ F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 10/12, 11/9, 11/23 COMMIT lEE CHAIR: SEAL
RECOMMENDATIONS:
SPONSOR /ADAQIN. Forward to C.O.W.
COmml - T"' Unanimous Approval; Forward to C.O.W. as amended
COST IMPACT / FUND SOURCE
EXPI NDITLnZE RFQLIIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
10/26/15
Referred back to Community Affairs and Parks Committee
12/14/15
MTG. DATE
ATTACHMENTS
10/26/15
Informational Memorandum dated 10/29/15
12/14/15
Chart of vehicle types by weight class
Draft ordinance
Minutes from the Community Affairs and Parks Committee meeting of 10/12/15
Minutes from the Community Affairs and Parks Committee meeting of 11/9/15
Minutes from the Community Affairs and Parks Committee meeting of 11/23/15
100
City of Tukwila
Jim Haggerton, Mayor
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Laurel Humphrey, Council Analyst
DATE: October 29, 2015 (updated following October 26 Committee of the Whole
and November 9 CAP meeting)
SUBJECT: Parking Regulations
ISSUE
An update to street parking regulations in Tukwila in alignment with City strategic goals of
"Inviting Neighborhoods" and "A Positive Community Identity." This draft ordinance passed out
of Committee on October 19 and was referred back by the Committee of the Whole, which
asked for particular committee emphasis on the proposed change to recreational vehicles on
right -of -way in residential zones as well as discussion on how best to communicate the law if
enacted. Currently, recreational vehicles are disallowed in all zones in the City and this
ordinance allows them for up to 24 hours in residential zones.
BACKGROUND
In response to complaints from residents regarding commercial truck parking on city streets, the
City Council requested that regulations regarding this activity be reviewed and updated. While
draft legislation was being developed to address commercial vehicle parking, other parking -
related items were identified as needing an update as well. This draft ordinance proposes to re-
enact Tukwila Municipal Code Chapter 9.20, Parking Regulations, and amends certain other
sections accordingly. General parking regulations, such as the 72 hour time limit on City
streets, the requirement to clear 5 feet at driveways, and the need to leave at least 10 feet of
roadway width are left intact. Significant changes between current code and the proposed
ordinance are summarized below.
DISCUSSION
New definitions
Definitions of vehicles by class /weight are included. Classes are based upon gross vehicle
weight rating and used by the Federal Highway Administration and other regulatory agencies.
Infractions
Language pertaining to infractions and impoundment is removed from each individual section
and covered in one section — "Penalties and impound procedures."
Municipal parking
Parking on municipal property without authority or permission is limited to six hours. "Authority
or permission" covers those who are parking for a municipal meeting or function. On November
9 the Committee requested that Section 7 TMC 9.20.030(B). be amended to change the
reference from 24 hours to 6 hours making the provision consistent with the proposed TMC
9.20.030(A) just above.
101
INFORMATIONAL MEMO
Page 2
Parks and trails and electric vehicles
Amendments in these subsections are minor wording edits for clarification.
Parking for maintenance
The word maintenance is inserted in place of the word greasing and the prohibition on display of
a vehicle for sale is removed.
Large vehicles, trailers, and recreational vehicles
The current TMC 9.28.020, "Commercial Vehicles in Residential Areas," prohibits parking of
commercial trucks on city right -of -way in residential zones, and is considered difficult to enforce
by both police and code enforcement officers. It partly defines commercial vehicles as being
larger than 8 feet wide, longer than 20 feet, or taller than 9 feet and so officers must be able to
identify qualifying vehicles by these measurements as well as quickly establish the zone in
question. The draft ordinance proposes to:
• Remove this regulation from Chapter 9.28, "Miscellaneous Regulations" and include it with
the other parking related laws in Chapter 9.20.
• Strike the word "commercial," instead referring to vehicles Class 5 and above, or those
over 16,001 pounds.
• Prohibit parking of vehicles Class 5 and above, and trailers, from city right -of -way in all
zones.
• Prohibit parking of recreational vehicles in non - residential zones in the city.
• Retain the loading and unloading exemption and adds a construction or utility project
exemption.
Class 3 and Class 4 vehicles in residential zones
This is a new section that prohibits the parking of Class 3 and Class 4 vehicles (between 10,000
and 16,000 pounds) in residential zones, with the exception of large pick -up trucks falling within
the Class 3 rating.
Recreational vehicles and trailers in residential zones
This is a new section that allows recreational vehicles and trailers on city streets in residential
zones for up to 24 hours. Currently, recreational vehicle parking is disallowed in all zones on
city right -of -way. At the October 26 Committee of the Whole meeting, a question was asked
about preventing recreational vehicles from moving from spot to spot in order to remain
compliant with the proposed law. Section C of TMC 9.20.060, General Parking Regulations,
states: "Reparking the same vehicle in the same block to avoid a time limit regulation is a
violation of this chapter." This is currently in the code and this ordinance does not propose a
change to that language. On November 9 the Committee decided to leave the language in the
draft as written.
Penalties and impound procedures
This section has been rewritten to address state requirements and current practices in impound
procedures.
Occupancy of recreational vehicles as dwelling unit
The definition of recreational vehicle has been expanded to include fifth -wheel trailer, and omits
the prohibition on parking in all public right -of -way.
102
INFORMATIONAL MEMO
Page 3
Public Notice
On November 9, the Committee requested the ordinance return with additional information
about tying sufficient public notice of the proposed changes to the ordinance's effective date.
Staff recommends the following options for public notice and is seeking Committee input:
1. Committee of the Whole discussion on December 14, 2015 (meeting agendas are
distributed to a list of interested parties and Council meetings are televised)
2. Article in the E-Hazelnut distributed on December 21, 2015
3. Article on City website
4-4. Article in the Tukwila Reporter published on January 20, 2016
The publication deadline for the December Tukwila Reporter is December 4, and an article
would not reflect input given by the December 14 Committee of the Whole. Staff's
recommendation is not to alter the ordinance effective date, which is subject to certain legal
requirements, but instead to schedule final Council action for a date following sufficient public
notice. The next Regular Meeting following the January publication of the Tukwila Reporter is
February 1, 2016,
Alternately, the Committee of the Whole may choose to schedule final action in January with
public notice of the approved changes to follow.
FINANCIAL IMPACT
None.
RECOMMENDATION
Committee consideration of the draft ordinance with a recommendation to the Committee of the
Whole on December 1472015.
ATTACHMENTS
Chart of Vehicle Types by Weight Class
Draft ordinance
103
104
Alternative Fuels Data Center: Maps . Data
Types of Vehicles by Weight Class
• • E A
Full Size Pickup Mini Pickup Minivan SUV Utility Van
Btw 6rm
�0
"��}{�
grr #y cry
No O O
Heavy Semi Tractor
Refrigerated Van
Semi Sleeper
Tour Bus
CreW SiZL Pickup FLJ Size Pickup Mini BLIS
Minivan
Step Van
Utility Van
o MOO
City Delivery Mini Bus Walk In
1&0 wo A% M
City Delivery Ccnventional Van Landscape Utility Large Walk In
Ea
NVEENFO% 10'
a
Bucket City Delivery Large Walk In
■1
A=Q ..
Mediurr Serin Tractor Refuse low
•
SS . u'dl i y ,;TM"?f dl�"�i✓4P@iw u`� it,m f �`�ryy�a�' "�
yak "J$ly1'r.�'ir v�Ir�Irf 4�33k71I4�Srlbrr t��7 t m{ g�)f� t 34 "5
.�d t,. �. ,�r ha�U �C1X N 7 i "'WIo 4L.,
• -.. !,.
Cement Mixer Dump Fire Truck Fuel
littp://www.afdc.energy.gov/data/103
eo-VE Q
No O O
Heavy Semi Tractor
Refrigerated Van
Semi Sleeper
Tour Bus
This chart shows typical vehicle types found in the Federal Highway Administration
(FHWA) vehicle classes. For more information about vehicle categories see Vehicle Weight Classes
an Categories (/data/tab /alVdata set/10380)
of l
10/6/2015 3:32 P1
105
106
NOTE: This version reflects one revision (on page 4 and shown in shaded text),
which was made after this ordinance was reviewed at the 10 -26 -15
C.O.W. meeting (as requested at the 11 -9 -15 Committee meeting).
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF TUKWILA, WASHINGTON, REPEALING ORDINANCE
NOS. 1975, 1810 AND 1794 §1 (PART), AS CODIFIED IN
TUKWILA MUNICIPAL CODE CHAPTERS 9.20 AND 9.28;
AMENDING VARIOUS ORDINANCES AS CODIFIED AT
TUKWILA MUNICIPAL CODE SECTIONS 8.28.070,
9.28.037 AND 9.32.020; AND REENACTING TUKWILA
MUNICIPAL CODE CHAPTER 9.20, TO UPDATE
REGULATIONS REGARDING PARKING; PROVIDING
FOR SEVERABILITY; AND ESTABLISHING AN
EFFECTIVE DATE.
WHEREAS, Ordinance No. 1810 was passed September 2, 1997, to update
commercial vehicle parking regulations in the City of Tukwila, and
WHEREAS, the current regulations regarding parking of commercial vehicles,
recreational vehicles, and large vehicles have proven to be difficult to enforce; and
WHEREAS, consolidating code language in a single location in the Tukwila
Municipal Code will facilitate enforcement of these regulations; and
WHEREAS, the City Council desires to update and clarify parking regulations;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Repealer. Ordinance No. 1975, as codified in Tukwila Municipal Code
Chapter 9.20, is hereby repealed.
Section 2. Repealer. Ordinance No. 1810 is hereby repealed, thereby eliminating
Tukwila Municipal Code Section 9.28.020, "Commercial vehicles in residential areas."
Section 3. Repealer. Ordinance No. 1794 §1 (part), as codified at Tukwila
Municipal Code Section 9.28.020, is hereby repealed.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AM&bjs Page 1 of 15
107
Section 4. TMC Chapter 9.20 Reenacted. Tukwila Municipal Code (TMC) Chapter
9.20, "Parking Regulations," is hereby reenacted to include the following:
CHAPTER 9.20
PARKING REGULATIONS
Sections:
9.20.010 Definitions
9.20.020 Alley – Driveway entrance
9.20.030 Parking on municipal property
9.20.040 Parking for maintenance purposes prohibited
9.20.050 Parking over time limits on City streets and highways prohibited
9.20.060 General parking regulations
9.20.070 Parking large vehicles, trailers and recreational vehicles on City
streets
9.20.080 Parking Class 3 and Class 4 vehicles in residential zones
9.20.090 Recreational vehicle and trailer parking in residential zones
9.20.100 Unsafe parking
9.20.110 Controls— enforcement
9.20.120 Penalties and impound procedures
Section 5. A new TMC Section 9.20.010 is hereby established to read as follows:
As used in this chapter, the following terms shall have the meanings set forth in this
section unless a different meaning is clearly indicated by the context in which the term
is used. Terms not defined herein shall be interpreted using the meaning they have in
common usage and to give this chapter its most reasonable application.
1. "Class 1 Vehicle" means vehicles with a gross vehicle weight rating of
6,000 pounds or less as indicated in official state records. See Figure 9 -2.
2. "Class 2 Vehicle" means vehicles with a gross vehicle weight rating of
6,001 pounds to 10,000 pounds as indicated in official state records. See Figure 9 -2.
3. "Class 3 Vehicle" means vehicles with a gross vehicle weight rating of
10,001 pounds to 14,000 pounds as indicated in official state records. See Figure 9 -2.
4. "Class 4 Vehicle" means vehicles with a gross vehicle weight rating of
14,001 pounds to 16,000 pounds as indicated in official state records. See Figure 9 -2.
5. "Class 5 Vehicle" means vehicles with a gross vehicle weight rating of
16,001 pounds to 19,500 pounds as indicated in official state records. See Figure 9 -2.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 2 of 15
i
6. "Class 6 Vehicle" means vehicles with a gross vehicle weight rating of
19,501 pounds to 26,000 pounds as indicated in official state records. See Figure 9 -2.
7. "Class 7 Vehicle" means vehicles with a gross vehicle weight rating of
26,001 pounds to 33,000 pounds as indicated in official state records. See Figure 9 -2.
8. "Class 8 Vehicle" means vehicles with a gross vehicle weight rating of
33,001 pounds or more as indicated in official state records. See Figure 9 -2.
9. "Pick -u,n Truck" means a motor vehicle desianed. used or maintained for
carrying, pulling or transporting_ property, typically with an enclosed cab and an open
bed and low sides and a tailgate, and may be used with or without a canopy covering
the bed.
10. "Recreational Vehicle" means travel trailer, motorhome fifth -wheel trailer,
or similar vehicles used for temporary accommodations while traveling. "Recreational
vehicles" also includes boats, personal watercraft, snowmobiles and the like.
11. "Trailer" means every vehicle without motive power designed for being
drawn by or used in conjunction with a motor vehicle, constructed so that no
appreciable part of its weight rests upon or is carried by such motor vehicle, whether
attached or unattached to a motor vehicle, including, but not limited to semitrailers and
pole trailers. "Small trailer" is defined as any trailer with a gross vehicle weight rating of
less than 16,000 pounds as indicated in official state records.
Section 6. TMC Section 9.20.020 is reenacted to read as follows:
9.20.020 Alley — Driveway entrance
No person shall park a vehicle within an alley in such a manner or under such
conditions as to leave available less than eight feet of the width of the roadway for the
free movement of vehicular traffic, and no person shall stop, stand, or park a vehicle
within an alley in such a position as to block the driveway entrance to any abutting
property.
Section 7. TMC Section 9.20.030 is reenacted to read as follows:
9.20.030 Parking on municipal property
A. Generally. No person shall stop, stand or park a vehicle in any garage,
parking area or other property operated by the City, where signs prohibit or restrict such
stopping, standing or parking without lawful authority or permission. Any motor vehicle
so stopped, standing or parked on municipal property for a period of 2-4 6 hours or more
without authority or permission is a nuisance. SUGh RuisanGe may be summarily abated
rn�vaiia�n9 -'he VehrrGle i —;n *ho came manner
in TMG 9.20.000 The impounding Of such a vehiGle shall not prevent co).
as prev I
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 3 of 15
109
B. Municipal Parks and Trails. No person shall stand, stop or park a vehicle in
any municipal park or trail areas except in areas designated for such purposes. No
person shall stand, stop or park any vehicle left-in a parking stall designated for a
municipal park or trail area for a period of time exceeding the maximum amount of time
permitted as posted or, if a time limit is not posted, then -for a period of time exceeding
24-6 hours, without lawful permission or authority shall be cited with a narking infranfirn
by the Chief of PeliGe or his designee and shall be subject to impound in the same
manner as provided in TIVIC 9.20.090. Any vehiGle left in a park, and not in a parking
stall, shall Ghe ruited with a parking iRfraGtion by the Chief of PGIOGe or his designee an .4
sL4bjeGt tO immediate impounding in the same manner as provided On TMG 9.20.090.
Section 8. TMC Section 9.20.040 is reenacted to read as follows:
9.20.040 Parking for certain maintenance purposes prohibited
No person shall park a vehicle upon any roadway for the principal purpose of
Displaying SUGh vehiGle for sale or for advertising services for vehiGles. 2. Gre-a-sing
maintenance or repairing such vehicle except for repairs necessitated by emergency.
Section 9. TMC Section 9.20.050 is reenacted to read as follows:
9.20.050 Parking over time limits on City streets and highways prohibited
A. Generally. No person shall stop, park, leave standing, or store any vehicle,
whether attended or unattended, on any street or highway within the City for more than
72 hours. SUGh parking may be summarily abated by !SSU!Rg _- notice of infFaGtien
and/or by the vehicle in the same manner as provided In TIVIC 9.20.090.-
Provided, however, that any such vehicle stopped, parked, stored or left unattended on
any street or highway within the City without a valid registration plate will be subject to
immediate issuance of a notice of infraction without regard to the length of time the
vehicle has been stopped, parked, stored or left unattended. The iMPGLARdiRg Of SU
vehiGle shall not prevent or preGlude the institution and preseGUtion of GhaFges in the
M,An.i. ipal 2A,,rf Ar ol�oWhoro frr yiAln +inn rf this confirm
AB. Restricted Parking. Any street with a sign denoting limited hours for parking
shall be restricted for general street parking. The street or area shall be marked by a
sign clearly indicating limited hours for parking. The pel;ceGriGer or hi signee shall
Gite any vehicle left on a street for a time ever the posted limit for parking, withGUt lawful
peer TIVIC 9.20.090.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 4 of 15
110
I3C. Residential Parking Permits. Residents who can prove their residence is on
a street with limited parking hours can apply for a residential parking permit at Tukwila
City Nall. Residents may park in one spot, including on a street with a sign denoting
limited hours for parking, for no longer than 72 hours, and shall follow all other
applicable laws for parking on City streets.
Section 10. TMC Section 9.20.060 is reenacted to read as follows:
1 9.20.060 General parking regulations
A. Except where necessary to avoid conflict with other traffic, or in compliance
with the law or the directions of a law enforcement officer, no person shall stop, stand or
park a vehicle:
1. In front of a public or private driveway or within 5 feet of the end of the
radius leading thereto.
2. In a place that restricts vehicular access to mailboxes.
3. In any place where official signs prohibit parking.
4. In such a manner or under such conditions as to leave available less than
10 feet of the width of the roadway for free movement of vehicular and emergency
traffic.
5. When signs are displayed giving notice thereof, on one or both sides of a
street where parking is prohibited.
6. On cul -de -sacs when such action reduces the radius of the cul -de -sac to
less than 35 feet.
B. It is unlawful for any person to alter or remove a mark placed upon a vehicle by
a parkir4g -law enforcement officer to monitor and enforce the parking time limits in this
chapter when the alteration or removal is intended to extend the period of parking time
authorized.
C. Reparking the vehicle in the same block to avoid a time limit regulation is a
violation of this chapter.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 5 of 15
111
Section 11. A new TMC Section 9.20.070 is hereby established to read as follows:
9.20.070 Parking large vehicles, trailers and recreational vehicles on City streets
A. Application. This section shall apply to any vehicle Class 5 or greater, trailers
and recreational vehicles.
B. Except as provided for in this section, no person shall park any vehicle Class 5
or greater, trailer or recreational vehicle on any street, alley or public right -of -way in the
cif
C. Exceptions. The parking prohibitions outlined in this section do not apply to
the following:
1. Stopping or parking while in the process of actively loading or unloading
provided that vision and traffic flow are not obstructed.
2. Stopping or parking while actively engaged in a construction or utility
project.
3. Stopping or parking school buses for a period of three hours during the
days and hours when students are in school or during school - related special events,
provided that vision and traffic flow are not obstructed.
4. Stopping or parking recreational vehicles and small trailers in residential
areas as regulated by TMC Section 9.20.090.
5. Stopping or parking authorized emergency vehicles.
2. Residential area means any 6stFiGt whiGh is zoned LDR, MDR, or HDR by
the City.
._ NIX
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 6 of 15
112
1 . While loading OF unloading, providing that the vision of traffiG is not
obStrUGted. Further, for purposes of this SeGtiC)R, only a reasonable amount of time s
be allowed for loading and unloading, the amount of wNGh time is te be determined
aGGerding to the nature and extent of the leading and unloading operation.
2. When neGessary to avoid Genf!iGt with other traffiG, in
with
la�ni�w oor the rliro`+tinn of a noano nffinor or o tra#in_nnnt��_��FOI devi_
3 In order to ''make oleo rand 11i�'I9emorggonnv repairs.
4.fc�iiiii erGii l vehide are allowed icrPark On e private the driveway of the
(a) No more than one
� �n�OMmeFGi_�.��a,l yeh_�_ ide is alto need to Abe` par
ked
/h1 Cc)m .e FGmai vehiGI :S shall -1'tot intrude into sidewalks, ped paths, or
pubImG rights of (G) COMMeMial vehiGles shall be maintained in a Glean, well kept state
la—e of the surrounding area.
(d) Commel'Gial vehides shall not be allowed on parking lots of apartments-,
Gondominiums, or other living arrangements other than a single family horn
(e) Trailers normally used as part of a traGteF trailer GOmbination shall not
e and shall not obStFUGt sight visibility from adjaGent driveways.
he allowed to nark in residential areas,
a� reus
(� GemmeFdal vehiGIes shall not be parked in residential areas eXGept e-n
the normal driveway of the vehide operator's house.
5. Utility truGks GWRed by a pubk or quasi publiG agenGy when the drivers are-
required by their employment to engage in DubImG works or repav-s,
6. Tukw*la sGheol diStFiGt buses for a peried of three hours during the days
tFaffiG fleW or We& sight distanGe on the read or from driveways.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 7 of 15
113
Section 12. A new TIVIC Section 9.20.080 is hereby established to read as follows:
9.20.080 Parking Class 3 and Class 4 vehicles in residential zones
A. Application. This section shall apply to Class 3 vehicles and Class 4 vehicles.
B. No person shall park any vehicle subject to this section on or along any street,
alley or Public right-of-way in a residential zoning district of the City; provided that this
restriction shall not apply to pick-up trucks falling within the Class 3 vehicle rating.
C. As used in this section, a street, alley or public right -of -way in a residential
zoning district of the City shall be as defined and described in TIVIC Chapter 18.08,
including the Low Density Residential (LDR) zone, the Medium Density Residential
(MDR) zone, and the High Density Residential (HDR) zone. Mixed-use zoning districts
shall not constitute a residential zoning district of the City for the purposes hereof. In
order for a street, alley or public right-of-way to be considered in a residential zoning
district of the City, the property on both sides of the roadway shall be zoned LDR, MDR,
and/or HDR.
D. Exceptions. The parking prohibitions outlined in this section do not apply to
the following:
1. Pick-up trucks falling within the Class 3 vehicle rating.
2. Stopping or parking recreational vehicles in residential areas as regulated
by TIVIC Section 9.20.090.
Section 13. A new TIVIC Section 9.20.090 is hereby established to read as follows:
9.20.090 Recreational vehicle and trailer parking in residential zones
A. Application. This section shall apply to parking recreational vehicles and small
trailers on City streets in residential zones.
B. Recreational vehicles and small trailers may be parked on any City street, alley
or public right-of-way in any residential zone in the City for a period of up to 24 hours.
C. Recreational vehicles may be stored or parked on private property as specified
in TIVIC Chapter 8.25.
W: Word Processing\Ordinances\Parking regulations updated 12-9-15.doc
AMS:bjs Page 8 of 15
114
Section 14. TMC Section 9.20. 100 is reenacted to read as follows:
9.20.100 Unsafe parking
No person shall stop, park, leave standing, or store any vehicle, whether attended or
unattended, on any street or highway within the City, where such vehicle obstructs
visibility or sight distance in such a manner as to jeopardize public safety. such -fig
may be summarily abated by issuing a notice Of iRfraGtion andior by
vehiGle OR the same rnaRRer as provided in TMC Chapter 9.20. The impoundi-g. Of SUGh
vehiGle shall net prevent or preclude the institutien and PFGSeGut"oR of GhaFges in the
nAa.iaRi.rir��_p.al_oou;t or for yielatiOR of this se8ti ^r.
Section 15. TMC Section 9.20.110 is reenacted to read as follows:
9.20.110 Controls— enforcement
A. The Public Works Department or designee is authorized to place and maintain
traffic control devices, including signs indicating parking restrictions, as deemed
necessary to regulate, warn, or guide traffic under any parking or travel on roadways,
highways and intersections in the City.
B. For the purpose of issuing infractions under TMC Chapter 9.20, the Chief of
Police may designate other individuals, including individuals not commissioned as
police officers, to enforce TMC Chapter 9.20 and to issue citations to violators as
provided therein.
Section 16. TMC Section 9.20.120 is reenacted to read as follows:
9.20.120 Penalties and impound procedures
A. Violations of the provisions of TMC Chapter 9.20 are c+v4- parking infractions
punishable by monetary penalties of not more than $300 and /or impoundment.
1 f • • • . • • . • • . r 0
.. . r r • � u . r • � • . � • - — - r r - a r r •
- • • r .• — —• ..� a• . N.Y. -• -a r -a . . .
a • .. - . r • - . r . . . -
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 9 of 15
115
B. Impound Authorized. Anv vehicle parked on anv Citv riaht- of -wav or Cit
owned, leased or operated property in violation of TMC Chapter 9.20 is subject to
citation by a law enforcement officer and /or impoundment in accordance with this
chapter by the law enforcement officer or a public official having iurisdiction over the
right -of -way or property upon which the vehicle is located.
C. Immediate Impound. Vehicles parked in violation of TMC Chapter 9.20 are
subiect to immediate impound under the followina circumstances:
1. When the vehicle is impeding the normal flow of vehicular or pedestrian
traffic;
2. When the vehicle is parked in violation of a parking restriction sign or when
the vehicle is interfering, or is likely to interfere, with the intended use of the restricted
parking zone; or
3. When the vehicle poses an immediate danger to public safety.
D. Other Impound. A vehicle not subject to immediate impoundment under TMC
Section 9.20.120.8 may be impounded for violating any provision of TMC Chapter 9.20.
A notice of impoundment shall be securely attached to, and conspicuously displayed on,
the vehicle for a period of 24 hours prior to impoundment. The notice shall include:
1. The date and time the sticker was attached.
2. The identity of the officer.
3. A statement that if the vehicle is not removed within 24 hours from the time
the sticker is attached the vehicle may be taken into custody and stored at the owner's
expense.
4. A statement that if the vehicle is not redeemed as provided in RCW
46.55.120 the registered owner will have committed the traffic infraction of littering
abandoned vehicle.
5. The address and telephone number where additional information may be
obtained.
W. Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 10 of 15
116
• • • r •• • . • .
• . • •• 1 STM • • •
• . . •
■ .. r..• . • Q
• • r .. r. r MV- ••
• • r • • r. r •
r u • • . u. �. •
. ••. ••
• • •. r
B. Impound Authorized. Anv vehicle parked on anv Citv riaht- of -wav or Cit
owned, leased or operated property in violation of TMC Chapter 9.20 is subject to
citation by a law enforcement officer and /or impoundment in accordance with this
chapter by the law enforcement officer or a public official having iurisdiction over the
right -of -way or property upon which the vehicle is located.
C. Immediate Impound. Vehicles parked in violation of TMC Chapter 9.20 are
subiect to immediate impound under the followina circumstances:
1. When the vehicle is impeding the normal flow of vehicular or pedestrian
traffic;
2. When the vehicle is parked in violation of a parking restriction sign or when
the vehicle is interfering, or is likely to interfere, with the intended use of the restricted
parking zone; or
3. When the vehicle poses an immediate danger to public safety.
D. Other Impound. A vehicle not subject to immediate impoundment under TMC
Section 9.20.120.8 may be impounded for violating any provision of TMC Chapter 9.20.
A notice of impoundment shall be securely attached to, and conspicuously displayed on,
the vehicle for a period of 24 hours prior to impoundment. The notice shall include:
1. The date and time the sticker was attached.
2. The identity of the officer.
3. A statement that if the vehicle is not removed within 24 hours from the time
the sticker is attached the vehicle may be taken into custody and stored at the owner's
expense.
4. A statement that if the vehicle is not redeemed as provided in RCW
46.55.120 the registered owner will have committed the traffic infraction of littering
abandoned vehicle.
5. The address and telephone number where additional information may be
obtained.
W. Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 10 of 15
116
E. Post- Impoundment Redemption and Hearing.
1. Not more than 24 hours after impounding a vehicle, the tow operator shall
send by first class mail to the last known registered and legal owners of the vehicle (1) a
notice containing the full particulars of the impoundment, the redemption procedure, and
the opportunity for a hearing to contest the validity of the impoundment pursuant to
RCW 46.55.120, and (2) forms for requesting the hearing. The tow operator also shall
aive the notice and forms to anv Berson redeeming the vehicle within the 24 -hour
period.
2. The registered or legal owner of the vehicle may request a hearing in
District Court to contest the validity of the impoundment. The request for a hearing shall
be made on the form provided by the tow operator, and shall be received by the District
Court within 10 days (including Saturdays, Sundays and holidays) of the date on which
the notice and forms were mailed. If the request for such a hearing is not received by
the District Court within the 10 -day period, the right to a hearing shall be deemed
waived and the registered and legal owners shall be liable for any towing, storage and
other charges authorized by Chapter 46.55 RCW.B.
3. The procedures for redemption of an impounded vehicle and for the
hearing to contest the validity of an impoundment shall be in accordance with Chapter
46.55 RCW.
F. Costs. Any costs incurred in the removal and storage of an impounded vehicle
shall be a lien upon the vehicle. All towing and storage charges on that impounded
vehicle shall be paid by the owner or his /her agent if the vehicle is redeemed. Either a
registered or legal owner may claim an impounded vehicle by payment of all charges
that have accrued at the time of reclamation. If the vehicle was impounded at the
direction of a law enforcement agency, the person in possession of the vehicle prior to
the time of reclamation shall notify such agency of the fact that the vehicle has been
claimed, and by whom.
G. The impounding of a vehicle shall not preclude charging the violator with any
violation of the law on account of which such vehicle was impounded.
H. Contract with registered disposer to dispose of vehicles and hulks —
Compliance required.
1. The City may contract with any tow truck operator who is engaged in
removing and storing of vehicles and who is registered as a registered disposer of
certain automobile hulks abandoned junk motor vehicles and abandoned vehicles.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 11 of 15
117
2. Any registered disposer under contract to the City for the removing and
storing of vehicles or hulks shall comply with all applicable laws ordinances and
regulations, including Chapter 46.55 RCW and the administrative regulations relative to
the handling and disposing of vehicles or hulks as may be promulgated by the Police
Chief or the Director of the Washington State Department of Licensing_
Section 17. TMC Section 8.28.070 Amended. Ordinance No. 2396 §2, as codified
at TMC Section 8.28.070, is hereby amended to read as follows:
1 8.28.070 Occupying Recreational Vehicles as Dwelling Units
A. Definitions.
1. "Recreational Vehicle" means travel trailer, motorhome, fifth -wheel trailer,
or the like similar vehicles used for temporary accommodations while traveling.
"Recreational vehicles" also includes boats, personal watercraft, snowmobiles and the
like.
2. "Occupied as a dwelling unit' means used for sleeping, cooking, eating or
bathing for longer than two weeks in any six -month period.
B. Recreational vehicles may not be occupied as a dwelling unit in any zone,
except when parked in a licensed mobile home park.
Section 18. TMC Section 9.28.037 Amended. Ordinance No. 2324 §11, as
codified at TMC Section 9.28.037, is hereby amended to read as follows:
9.28.037 Electric Vehicle Parking
The following regulations apply to enforcement of non - electric vehicles that park in
electric vehicle charging station spaces and for electric vehicles parked out of
compliance with posted days and hours of charging operation. These regulations are
applicable for electric vehicle charging station spaces that are publicly accessible (e.g.,
on- street parking, municipal garages, park- and -ride lots, shopping centers etc.).
Signage regulations for enforcement are included in Title 18, Chapter 18.56, "Off- Street
Parking and Loading Regulations."
1. Electric vehicle charging stations are reserved for parking and charging
electric vehicles only.
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 12 of 15
118
2. Electric vehicles may be parked in any space designated for public parking
subject to the restrictions that would apply to any other vehicle that would park in that
space.
3. When a sign authorized under TMC Chapter 18.56 provides notice that a
space is a designated electric vehicle charging station, no person shall park or stand
any non - electric vehicle in a designated electric vehicle charging station space. Any
non - electric vehicle is subject to fine or removal.
4. Any electric vehicle in a designated electric vehicle charging station space
and not electrically charging, or parked beyond the days and hours designated on
regulatory signs posted at or near the space, shall be subject to a fine and /or removal.
For purposes of this subsection, "charging" means an electric vehicle is parked at an
electric vehicle charging station and is connected to the charging station equipment.
5. Upon adoption by the City of Tukwila, the City Engineer shall cause
appropriate signs and marking to be placed in and around electric vehicle charging
station spaces, indicating prominently thereon the parking regulations. The signs shall
define time limits and hours of operation, as applicable, and shall state that the parking
space is reserved for charging electric vehicles and that an electric vehicle may only
park in the space for charging purposes. Violators are subject to a fine and /or removal
of their vehicle.
6. Violations of this section shall be punishable as infractions. Punishment
shall be by a fine not to exceed the fine prescribed in accordance with TMC Section
9.28.040. Each day such violation is committed shall constitute a separate offense and
shall be punishable as such. Any commissioned police officer or Tukwila Police
Department volunteer authorized by the Police Chief or other designated law official in
the manner and subject to the requirements of TMC Section 9.20.120898 is authorized
to issue electric vehicle parking infractions.
7. In addition to a fine, a vehicle left parked or standing in violation of TMC
Section 9.28.037, upon a publicly accessible electric vehicle charging space that is
appropriately marked and posted, is subject to being removed from the charging space
by any commissioned police officer or Tukwila Police Department volunteer authorized
by the Police Chief or other designated law official in the manner and subject to the
requirements of TMC Section 9.20.120898.
Section 19. TMC Section 9.28.040 Amended. Ordinance No. 1794 §1 (part), as
codified at TMC Section 9.28.040, is hereby amended to read as follows:
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 13 of 15
119
9.28.040 Penalty
With the exception of TMC Section 9.28.037, Vviolation of any of the provisions of this
chapter constitutes a civil infraction not to exceed $200 per day per violation. Violation
of TMC Section 9.28.037 constitutes a parking infraction punishable by monetary
benalties of not more than $300 and /or impoundment.
Section 20. TMC Section 9.32.020 Amended. Ordinance Nos. 1502 §3 and 1370
§1 (part), as codified at TMC Section 9.32.020, are hereby amended to read as follows:
9.32.020 Authority to impound vehicles on the highway
Members of the Police Department are authorized to remove and impound vehicles
found on the highway, by means of towing or otherwise, to the nearest garage or other
place of safety or to a garage designated or maintained by the Police Department or
otherwise maintained by the City, under any of the following circumstances:
1. When any vehicle is left unattended upon any bridge, viaduct, or
causeway, or in any tunnel where such vehicle constitutes an obstruction to traffic;
2. When any vehicle upon a highway, including tunnels, bridges or
approaches, is so disabled as to constitute an obstruction to traffic or when the person
or persons in charge of the vehicle are incapacitated to such an extent as to be unable
to provide for its custody or removal and there is no other person present who may
properly act as agent for such operator in the care of his vehicle;
3. When any vehicle is left unattended upon a highway and is so parked
illegally as to constitute a hazard or obstruction to the normal movement of traffic;
4. When any vehicle operating on a highway is found to be defective in
equipment in such a manner that it may be considered unsafe;
5. When any vehicle is found in a tow -away zone;
6. When the operator of any vehicle is arrested and placed in custody and is
not in condition to drive, and the vehicle is not in a place of safety and there is no other
person present who may properly act as agent for such operator to drive the vehicle to a
place of safety; and
7. When any abandoned vehicle or abandoned junk motor vehicle is found on
a highway_ and
W... -T-Q M .. . _ . • • •
W: Word Processing \Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs Page 14 of 15
120
Section 21. 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 22. 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 23. 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
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 , 2015.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
Rachel B. Turpin, City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
W: Word Processing\Ordinances \Parking regulations updated 12- 9- 15.doc
AMS:bjs
Page 15 of 15
121
122
4
City Of Tuhwil
Community Affairs and Parks Committ
_24t-
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
October 12, 2015 - 5:30 p.m. - Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Kate Kruller (Absent: Allan Ekberg)
Staff: David Cline, Jack Pace, Kathy Stetson, Bob Giberson, Laurel Humphrey
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Ordinance: Vehicle Parking on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code
8.2.5.020, Parking Limitations, to establish a limit on the number of vehicles allowed to be parked
on a single family residential property. Currently there is no limit, although the code does require
that all vehicles be parked on approved durable uniform surfaces to a maximum of 12,000 feet or
10% of the lot surface, whichever is greater. The proposal would exempt motorcycles and mopeds,
and include RVs, boats and trailers.
Committee members agreed that the purpose for this regulation would be to improve the look of
neighborhoods, and that it makes sense to establish a limit as many other cities in King County
have done. Following discussion and clarifying questions, the Committee decided to recommend
a limit of six vehicles on residential properties for Committee of the Whole consideration. Additional
language addressing different standards for certain acreage, a provision that the prohibition would
only apply to those vehicles visible from the street, and a correlation to the number of licensed
drivers in a household were also discussed. The Committee did not recommend those items at
this time. The Committee also spoke to a concern that this limitation would push more vehicles
out to City streets. The Council may wish to discuss a permit program in the future. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 26, 2015 COMMITTEE OF THE WHOLE.
B. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code
Chapter 9.20, Parking Regulations, and amend certain other sections accordingly. While draft
legislation was being developed to address commercial vehicle parking, other parking - related
items were identified for an update, and this ordinance captures several proposed amendments to
parking - related code as outlined in the informational memo. Committee members asked clarifying
questions and expressed support for the draft ordinance as presented. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 26, 2015 COMMITTEE OF THE WHOLE.
Meeting adjourned at 6:09 p.m
Next meeting: Monday, October 26, 2015
c.
tih; - Committee Chair Approval
Minutes by LH
123
124
City Of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
November 9, 2015 — 5:30 p.m. — Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Allan Ekberg
Staff: David Cline, Jack Pace, Bob Giberson, Mike Cusick, Derek Speck, Joyce Trantina,
Kathy Stetson, Laurel Humphrey
Guests: Deb Twersky, 4Culture; David Puki, Resident; Steve Mullet, Resident; Akeyla Jimerson
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code
Chapter 9.20, Parking Regulations, and amend certain other sections accordingly. While draft
legislation was being developed to address commercial vehicle parking, other parking - related
items were identified for an update, and this ordinance captures several proposed amendments to
parking- related code as outlined in the informational memo. The draft ordinance passed out of
Committee on October 12 with a recommendation of approval, then was referred back to CAP by
the Committee of the Whole on October 26, which asked for additional committee discussion on
the question of recreational vehicles parked on right of way in residential zones. Currently
disallowed, this draft ordinance would allow them up to 24 hours. The Committee discussed this
and did not recommend a change to this proposal. The Committee asked staff to return with the
following:
Additional information about sufficient public notice tied to the ordinance's effective
date.
An amendment to Section 7, pertaining to "Municipal Parks and Trails," to change
the reference to 24 hours to 6 hours, making it consistent with the section just
above.
RETURN TO COMMITTEE.
B. Ordinance: Vehicle Parking on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code
8.2.5.020, Parking Limitations, to establish a limit of six on the number of vehicles allowed to be
parked on a single family residential property. Currently there is no limit, although the code does
require that all vehicles be parked on approved durable uniform surfaces to a maximum of 12,000
feet or 10% of the lot surface, whichever is greater. The proposal would exempt motorcycles and
mopeds, and include RVs, boats and trailers. Following public comment received on October 19,
the Council President and Committee Chair requested the item return to Committee for additional
discussion.
125
126
City Of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes
November 23, 2015 — 5:30 p.m. — Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Dennis Robertson, Allan Ekberg
Staff: David Cline, Jack Pace, Nora Gierloff, Brenda Holt, Kathy Stetson, Laurel Humphrey
CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Trakit Citizen Response Module
Staff provided an update on the status of eTrakit functionality. Permit review staff across DCD, PW and
Fire are using the Trakit system to accept, review and issue permits. eTrakit is an online module that will
be accessible to the public and allow users to search permit and code enforcement activity as well as
report general issues online. Before going live with this module, staff is working to resolve issues with
the citywide address database as well as the recent purchase of Trakit by Sungard. Staff demonstrated
the software for the Committee onscreen. INFORMATION ONLY.
B. Ordinance: Parking Regulations
Staff is seeking Council approval of an ordinance that would reenact Tukwila Municipal Code Chapter
9.20, Parking Regulations, and amend certain other sections accordingly. In response to committee
direction on November 9, staff returned with an amendment to Section 7 and a proposal for public notice.
• Section 7, reenacting TMC 9.20.030 (B) is amended to change the time period from 24 to 6 hours
to make consistent with other city property referenced in 9.20.030 (A).
• Staff proposes the publication of articles in the December Tukwila Reporter, E- Hazelnut, and City
website. Final action on the ordinance could be scheduled either after these publications (February
1, 2016) or before (January 2016).
The Committee supported the amendment and the communications plan but did not make a
recommendation on the schedule for final action. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 COMMITTEE OF THE WHOLE.
C. Ordinance: Vehicle Parking on Residential Properties
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code 8.2.5.020,
Parking Limitations, to establish a limit on the number of vehicles allowed to be parked on a single family
residential property. In response to committee direction on November 9, staff returned with an
amendment that would impose a limit of 6 only to residential properties under 13,000 square feet. It
also adds an exception for periods under 48 hours to accommodate short term gatherings or visitors.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 COMMITTEE OF THE WHOLE..
Meeting adjourned at 6:09 p.m
Next meeting: Monday, December 14, 2015
Committee Chair Approval
127
128
COUNCIL AGENDA SYNOPSIS
Meetin Date Prepared b Mayor's rev' x Council review
12/14/15 BG
ITEM INFORMATION
ITEMNO.
Spec 2.A.
129
STAFF SPONSOR: BOB GIBERSON
ORIGINAL. AGENDA DATE: 12/14/15
AGENDA ITEM TITLE 2016 Annual Overlay & Repair Program
Design Consultant Agreement with KPG, Inc.
CATEGORY ❑ Discussion
Mtg Date
® Motion
llltg Date 12107115
❑ Resolution
g Date
Mt
❑ Ordinance
Mtg Date
❑ BidAivard
g Date
Mt
❑ Public.Hearing
Aft Date
❑ Other
Mt
g Date
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ .Fire ❑ IT ❑ P&R ❑ Police ® PW
SPONSOR'S This contract is for design of the 2016 Annual Overlay and Repair Program. Five
SUT\1nIARY engineering firms were evaluated and KPG was determined to be the most qualified. The
list of 10 street sections for the 2016 Overlay and Repair Program was developed using the
City's Pavement Management Program. In the design process, cost estimates will
determine which sections are constructed in 2016. Council is being asked to approve the
design contract with KPG, Inc. in the amount of $133,861.16.
REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ® Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: JOE DUFFIE
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works Department
COMMFI I'LL Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPL?NDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$133,861.16 $150,000.00 $0.00
Fund Source: 104 ARTERIAL STREET FUND (PAGE 18, 2015 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/07/15
MTG. DATE
ATTACHMENTS
12/07/15
Informational Memorandum dated 12/04/15
Consultant Selection Scoring Matrix
Vicinity Map
Page 18, 2015 CIP
Contract, Scope of Work, and Fee
Minutes from the Transportation Committee meeting of 12/07/15
129
130
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO:
Mayor Haggerton
Budget
Transportation Committee
FROM:
Bob Giberson, Public Works Director
BY:
David Sorensen, Project Manager
DATE:
December 4, 2015
SUBJECT:
2016 Overlay and Repair Program
Project No. 91510401
Consultant Selection and Agreement
ISSUE
Execute a contract with KPG, Inc. to provide design services for the 2016 Overlay and Repair Program.
BACKGROUND
Five engineering firms were evaluated to provide design services for the 2016 Overlay and Repair Program (see
attached scoring & selection matrix). All of the firms are qualified, but KPG, Inc. provides a unique knowledge and
understanding of the City's program that provides efficiency and benefits which cannot be matched at this time by any
other firm. KPG has also performed very well providing design consulting services on other City projects.
DISCUSSION
KPG, Inc. has provided a contract, scope of work, and fee estimate to complete design of the 2016 Overlay and Repair
Program and advertise for construction bids.
Locations in Design Contract
1) Andover Park East — Costco Dr to Minkler Blvd 2) 48th Ave S — Interurban Ave S to dead end
3) Fort Dent Way — Interurban Ave S to Bridge 4) E Marginal Way — Norfolk north to new pavement
5) Minkler Blvd — Spot repairs only between APW & APE 6) 52nd Ave S — S 142nd St to south dead end
7) 45th Ave S — West gravel area at S 139th St 8) S 128th St — Military R to approx. 650 feet east
9) S 130th St — East Marginal Way to 35th Ave S 10) Fort Dent Park — Parking lot repair
FISCAL IMPACT
KPG Contract
2016 Design Contract $133,861.16
2016 Parks Fort Dent Design Budget
2015 Remaining Budget
TOTAL $133,861.16
2016 Design
2017 Begin
Budget
Design Budget
$110,000.00
$15,000.00
10, 000.00
30,000.00
1150,000.00
15 000.00
RECOMMENDATION
Council is being asked to approve the design contract with KPG, Inc. for the 2016 Overlay and Repair Program in the
amount of $133,861.16 and consider this item on the Consent Agenda at the December 14, 2015 Special Meeting.
Attachments: Consultant Selection Scoring Matrix
Vicinity Map
Page 18, 2015 CIP
Consultant Agreement, Scope of Work and Fee Estimate
W1PVV EngTROJECTSW-RW & RS ProjeoWAnnual Overlay & Repair Programs @016 Overlay & Repair PrograrnlDesign0esign Consultant Selection @016 Consultant Sole lion Dws \To TCUfo Memo Consult Select 2016 12 -0415 gldwx 131
132
2016 Overlay Program — Contract for Design Services
Pace Engineers
HDR
KPFF
KPG, Inc.
Paramatrix
Paving Project Design Experience with the City.
0
5
Cf) Cf) N CY) "cl" cl)
1
Knowledge of FHWA, State, and Tukwila Standards and Procedures
3
5
Environmental Experience
3
4
Experience with Similar Projects.
3
5
Traffic Control Design Expertise.
3
2
Experienceed Design Project Manager.
c\I
2
3
Small Scale Project Experience.
2
4
Utilities Corrdination Expierence.
3
3
Stormwater, Drainage, and Detention Design.
3
4
Public Outreach Experience.
3
4
Survey Crew In- House.
4
4
25
29
43
33
TOTALS
27
For each category, highest score is 5 (with the lowest or worst score 1)
Consultant with the highest score is ranked the best.
Staff: Dave Sorensen
Selection Date: 1 0/12/1 5
Selected Consultant: KPG, Inc.
Selection Justification: The selected firm has demonstrated relevant pavement overlay
design experience on multiple past federal and locally funded paving projects including
the City overlay program. KPG has provided execellent design results on City drainage
projects as well. They have exceptional familiarity with City Public Works systems,
WSDOT and FHWA standards. Based on overall score KPG prevailed.
E MARGINAL WAY
4 SV D L
s�e
>S
sin
Sn Si
SItl 51 r 4 f
Ft\ aaSillc rte 1m A a
R�MRAi • �"� S R
CdM11iY M
� Sn0. 3111
3113 D 51�. S
slk sr r slN s
48TH AVE S
S 130TH ST"' ~ '�
31NA
Y SPEDNIY D .YS Sf
e "31 "= F F ` g"
S 128TH ST 52ND AVE S ~ � 3
° stw s s .n
SINS, n 3R ~ SIB FORT DENT PARK
R SIN Si
451-H AVE S ~*
—T
>te � swD m a � smD � ° Is3 ss et Iwx
ShD
S��i Sia SIND y 5 ' 8
� Y -
~� FORT DENT WAY
" S I+� slan - 51r�ux aw
Ib Sf 9 SISi 1° I
CWVik �
NWL1k 9 �
RNE9 w
1pND a I
r� g ANDOVER PARK E.
� mSf S•
MINKLER BLVD SCR
ff°
S
R
SZOD
2016 Overlay Program
Vicinity Map
134
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2015 to 2020
PROJECT: Annual Overlay and Repair Program Project No. 91310401
DESCRIPTION: Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets.
JUSTIFICATION: Preserve and maintain the street structure in a safe and useable state by resurfacing before failure which also
minimizes costs. Some individual sites may be coordinated with water, sewer, and surface water projects.
STATUS: Each year various sections of roadway throughout the City are designed and constructed for asphalt overlay.
MAINT. IMPACT: Reduces annual maintenance.
COMMENT: Ongoing project. Only one year actuals shown in first column.
FINANCIAL Through Estimated
tin Annn,ni 2n13 2n14 2n15 2n1R 2n17 2n1R 2n19 2n2n RFYANn TCITAI
EXPENSES
Design
48
100
125
125
150
150
175
175
175
1,223
Land (RNV)
0
Const. Mgmt.
175
175
175
200
200
225
225
230
1,605
Construction
1,125
1,250
1,260
1,300
1,320
1,325
1,330
1,340
10,250
TOTAL EXPENSES
1 481
1,400
1 1,550
1 1,560
1 1,650
1 1,670
1 1,725
1 1,730
1 1,745
1 13,078
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
City Oper. Revenue
48
1,400
1,550
1,560
1,650
1,670
1,725
1,730
1,745
13,078
TOTAL SOURCES
48
1,400
1,550
1,560
1,650
1,670
1,725
1,730
1,745
1 13,078
2015 - 2020 Capital Improvement Program
18
135
136
City of Tukwila Contract Number:
6200 Southcenter Boulevard, Tukwila WA 98188
CONSULTANT AGREEMENT FOR
ENGINEERING SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City ", and KPG, Inc., hereinafter referred to as "the Consultant ", in consideration
of the mutual benefits, terms, and conditions hereinafter specified.
Pro.iect Designation. The Consultant is retained by the City to perform engineering services
in connection with the project titled `2016 Overlay Program'.
2. Scone 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.
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, 2016, 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 31,2016 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 provided on Exhibit
"B" attached hereto, provided that the total amount of payment to the Consultant shall not
exceed $133,861.16 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.
137
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
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.
S. 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:
CA revised : 1 -2013
138
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 ]eased 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.
Page 2
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.
CA revised : 1 -2013
Page 3
im,
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, religion, creed, color, national
origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political
affiliation or the presence of any disability 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.
CA revised : 1 -2013
140
Page 4
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:
KPG
753 9"' Avenue North
Seattle, WA 98109
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 _ day of
CITY OF TUKWILA
Mayor, Jim Haggerton
Attest /Authenticated:
City Clerk, Christy O'Flaherty
CA revised : 1 -2013
2015.
CONSULTANT
By. :� PA
Printed Name:Nelson Davis. KPG
Title:_ Principal
Approved as to Form:
Office of the City Attorney
Page 5
141
142
City of Tukwila
2016 Overlay Program
Scope of Work
November 24, 2015
The Consultant shall prepare final Plans, Specifications and Estimates for the 2016
Overlay Program. Specific projects will be determined from the following list of
candidate streets:
❑ Andover Park East
❑ 48th Ave S
❑ Fort Dent Way
❑ E Marginal Way
❑ Minkler Blvd
❑ 52nd Avenue S
❑ 45th Avenue S
❑ S 128th Street
❑ S 130th Street
❑ Fort Dent Park
Costco Drive to Minkler
Interurban to east dead end
Interurban to the Bridge
Norfolk north to previous overlay limit
Spot Repairs only between APE and APW
S 142nd to south dead end
West gravel area at S 139th
Military Road to approx. 650' East
East Marginal to 35th Avenue S
As determined with available budget
The Consultant shall provide all necessary field reviews, base mapping, and utility
notification required to complete final bid documents for the 2016 Overlay Program.
The Consultant shall also prepare the bid tabulation, check low bidder(s) references,
and provide a recommendation for award to the City.
The 2016 Overlay Program will be bid as a single bid package as budget allows. The
anticipated construction budget is approximately $1.26 Million for the 2016 Overlay
Program. Projects may be re- prioritized or deferred to a future overlay program based
on available budget and other considerations. Detailed estimates will be prepared at
the 50% design to verify the final project list to be included in the 2016 Overlay
Program.
The City of Tukwila may require other services of the consultant. These services could
include additional design, right of way, environmental documentation, construction
phase services, or other work tasks not included in the scope of work. At the time these
services are required, the Consultant will provide the City with a detailed scope of work
and an hour and fee estimate. The Consultant will not proceed with the work until the
City has authorized the work and issued a Notice to Proceed.
City of Tukwila
2016 Overlay Program
Page 1 of 4
KPG, Inc.
November 2015
143
Assumptions for the 2016 Overlay Program Bid Package
• Roadway and utility casting mapping will be based on aerial photography,
GIS, and field reviews by the Consultant. Topographic field survey may be
required for ADA ramp improvements and will be performed by the Consultant
as required.
• Typically, only surface utilities requiring adjustment to grade will be shown.
• No utility upgrades are anticipated in the project design.
• Drainage & Water Quality Reports will not be required.
• Geotechnical Engineering services will not be required.
• Environmental Documentation will not be required.
Deliverables
• 50% review submittal with Plans and Estimate (6 copies)
• 90% review submittal with Plans, Specifications, and Estimate (6 copies)
• Routing of 50% and 90% Plans to utilities for review and comment.
• Bid Documents and Engineer's Estimate for 2016 Overlay Program
• 10 sets of Plans (11" X 17 ") and specifications for the Bid Documents.
• Coordinate upload of Plans and Specifications to Builders Exchange.
• Bid Analysis and recommendation for award.
SCOPE OF WORK
TASK 1 - MANAGEMENT /COORDINATION /ADMINISTRATION
1.1 The Consultant shall provide continuous project management and administration for
the duration of the Project. (Estimate 4 months).
• Hold project coordination meetings with the City to update progress and
review submittals. Assume (4) meetings.
• The Consultant shall provide monthly status reports and billings.
• The Consultant shall provide independent QA/QC reviews by senior in-
house staff of all deliverables prior to submittal to the City.
City of Tukwila
2016 Overlay Program
144
Page 2 of 4
KPG, Inc.
November 2015
TASK 2 - PREPARE PLANS, SPECIFICATIONS AND ESTIMATE
2.1 The Consultant shall prepare base maps for all project segments using field
measurements, available record drawings, and /or ortho- photography. Topographic
survey will be utilized only at ADA ramp locations where field conditions require it to
meet ADA compliance.
2.2The Consultant shall prepare 50 %, 90 %, and final Plans for the proposed
improvements including the following:
• Plans shall be prepared with such provisions in such detail as to permit field
layout and construction within a degree of accuracy acceptable to the City
and per industry standards.
• It is assumed there will be thirty (30) plan sheets at V=20' scale full size (22"
X 34 "), 1 " =40' at reduced scale (11" X 17 ").
• Typical sections and details will be prepared for items not available as
standard details from the City, State, or WSDOT standard drawings.
• Plans will identify curb ramp replacement limits and pedestrian push button
modifications in accordance with ADA requirements.
• The plans shall illustrate complete details of construction of the proposed
improvements including limits of construction and removals, utility
adjustments, surfacing depths and details, and applicable channelization and
signing for the segments selected for final design.
• Plans and specifications will include required criteria for traffic control plans
and pedestrian traffic control during construction. Criteria will be developed in
collaboration with the City.
• The Consultant shall perform site walkthroughs with the City maintenance
staff to determine extent of roadway improvements / resurfacing (Estimate 2
meetings) and to prioritize candidate streets within the available budget.
• Pavement sections will be determined through consultation with the City's
maintenance staff and previous experience. No geotechnical investigations
are anticipated.
2.3The Consultant shall calculate quantities and prepare Engineers Estimate of
Probable Construction Cost for each review submittal and the Bid Documents.
Projects will be prioritized in collaboration with the City following the 50% Submittal
to determine final project segments.
2AThe Consultant shall prepare the Contract Specification per 2016 WSDOT Standard
Specifications for the 90% Review Submittal and the Bid Documents.
City of Tukwila KPG, Inc.
2016 Overlay Program Page 3 of 4 November 2015
145
2.5The Consultant shall distribute 50% and 90% review submittals to franchise utility
owners for adjustments within the Project limits.
2.6The Consultant shall assist the City with Project Advertisement and Award by
uploading plans and specifications to bxwa.com, preparing addenda, bid tabulation,
and recommendation for award.
TASK 3 — FORT DENT PARK PARKING /ACCESS REPAIRS
3.1 The Consultant shall prepare base maps and design for overlay /reconstruction
improvements in the Fort Dent Park area. Overlay plans for Fort Dent Park will be
included in a separate bid schedule and bid as part of the 2016 overlay program.
Limits of repairs will be determined in collaboration with the City to achieve an
approximate $100,000 construction budget.
City of Tukwila KPG, Inc.
2016 Overlay Program Page 4 of 4 November 2015
146
HOUR AND FEE ESTIMATE
Project: City of Tukwila
2016 Overlay Program
EXHIBIT B
i Architccturc
Landscape Architccturc
• Civil En 4ineering •
Task Description
Labor Hour Estimate
Project Senior Project Design CAD Const Survey Senior Office
Manager Engineer Engineer Engineer Technician Inspector Crew Admin Admin
$ 182.01 $ 145.83 $ 119.33 $ 103.69 $ 87.97 $ 104.80 $ 165.47 $ 112.71 $ 58.11
Total Fee
Fee
Task 1 - Management / Coordination/ Admin
1.1 Management and administration (estimate 4 months)
Task Total
8
8
0
0
0
0
0
0
4
0
0
0
0
0
0
4
8 S 2,371.84
8 S 2,371.84
Task 2 - Prepare Plans, Specs, and Estimate
2.1 Prepare Project Base Maps 8 16 40 60 60 0 50 0 0 $ 28,336.06
2.2 Prepare 50 %, 90 %, and Final Plans 40 80 120 140 160 0 0 0 24 $ 63,254.30
2.3 Project Cost Estimates (50%, 90 %, Final) 4 8 16 24 16 0 0 0 0 $ 7,700.22
2.4 Project Specifications 4 16 24 16 8 0 0 4 8 $ 9,203.91
2.5 Utility Coordination 2 4 16 8 8 0 0 0 4 $ 4,622.42
2.6 Project Advertisement and Award 4 4 12 8 8 0 0 4 8 $ 5,192.41
Reimbursable - Mileage $ 500.00
Reimbursable - Reproduction $ 1,000.00
Reimbursable - Traffic Control 8 2,000.00
Task Total 78 128 228 256 260 0 50 16 60 S 121,809.32
Task 3 - Fort Dent Park Parking /Access Repairs
3.1 Mapping and final design
Task Total
2
2
8 16 24 40 0 0 0 4 $ 9,680.g0
8 16 24 40 0 0 0 4 S 9,680.00
11/24/2015
Total Estimated Fee: $ 133,861.16
A
4
City Of Tukwila
Transportation Committee
TRANSPORTATION COMMITTEE
Meeting Minutes
December 7, 2015 — 5:15 p.m. — Foster Conference Room, 6300 Building
Councilmembers: Joe Duffie, Chair; Allan Ekberg, Kathy Hougardy
Staff: David Cline, Bob Giberson, Frank Iriarte, David Sorensen, Pat Brodin, Gail Labanara,
Ryan Larson, Grant Griffin, Laurel Humphrey
Guest: Ildefonso Joe Eustaquio
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:19 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Consultant Selection: 2016 Overlav and Repair Proaram
Staff is seeking Council approval to enter into a contract with KPG, Inc. in the amount of $133,861.16
to provide design services for the 2016 Overlay and Repair Program. KPG, Inc. was selected from
an evaluation pool of five firms due to their experience with the City. The purpose of this project is
to construct asphalt and concrete pavement overlays at 10 sections of roadway throughout the City.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT
AGENDA.
B. Contract Supplement: Major Maintenance on 3 Bridges 2015 Project
Staff is seeking Council approval of Supplement No. 1 to Contract No. 15 -139 with David Evans and
Associates, Inc. in the amount of $46,769.00 for the Major Maintenance on 3 Bridges 2015 Project.
Site investigations of the Frank Zepp Bridge revealed unanticipated settlement and pier movement,
requiring additional survey and design work. The proposed supplement will adjust the project
schedule, revise technical statements in the scope of work, and address a lighting safety concern
on the west end of the trail. The total contract as supplemented is $735,737.00, which is under the
project budget of $866,000.00. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
REGULAR CONSENT AGENDA.
C. Grant Acceptance: 53 d Avenue South (South 137th Street to South 144th Street)
Staff is seeking Council approval to accept grant funding in the amount of $2,141,400.00 from the
Washington State Transportation Improvement Board (TIB) for the 531 Avenue South (South 137th
Street to South 144th Street) Project. The funds will be used to construct street improvement
including curbs, gutters, sidewalks, storm drainage facilities, and pavement reconstruction.
Relocation of utilities are included in the project but will be funded primarily by City and Franchise
utility resources. Construction is expected to begin in Spring 2017. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
D. Grant Acceptance: NPDES Phase II Permit
Staff is seeking Council approval to accept grant funding in the amount of $50,000 from the
Department of Ecology for the NPDES Phase II Permit and Surface Water Project. Funds will be
used towards the Low Impact Development (LID) Gap Analysis and Implementation which must be
adopted by the end of 2016. No City match is required. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
.•
150
COUNCIL AGENDA SYNOPSIS
nuials
Meefin
,g Date Pre Pared b 4 Mayor's review Council review
12/14/15 BGA!P_
ITEM INFORMATION
ITEM NO.
Spec 2.B.
CAS NUMBER:
STAFF SPONSOR BOB GIBERSON
AGENDA DATE: 12/14/15
A(;I,"NI)A I'n,"Ni Trn,j. Major Maintenance on 3 Bridges 2015 Project
Design Consultant Supplement No. 1 with David Evans and Associates
CATEGORY ❑ Discussion
Alt Date
Z Motion
Aft Date 12114115
❑ Resolution
Alt
,g Date
❑ Ordinance
Mtg Date
❑ BidAward
Alt Date
1:1 Public Hearing
Aft g Date
❑ Other
Mtg Date
SPONSOR ❑ Council ❑ Major ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police Z PW1'
SPONSOR'S Contract No. 15-139 with David Evans and Associates (DEA) provided design services for
SUNINMY the Major Maintenance on 3 Bridges 2015 Project. The three bridges include the Grady Way
Bridge, the Beacon Ave S Bridge, and the Frank Zepp (S 1801h St ) Bridge. DEA's
Supplement No. I will provide additional design and survey work for the Frank Zepp
Bridge. Council is being asked to approve DEA's Supplement No. 1 for $46,769.00, bringing
the entire contract to $735,737.00.
REVIEWED BY ❑ cow Mtg. ❑ CA&P Cmte ❑ F&S Cmte Z Transportation Cmte
F-1 Utilities Cmte F-1 Arts Comm. ❑ Parks Comm. [:] Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: JOE DUFFIE
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMNIFI-I'EE Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
Exi)i,"NDrruiu," REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$46,769.00 $866,000.00 $0.00
Fund Source: 104 ARTERIAL STREET FUND (PAGE 10, PROPOSED 2016 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15
Page 10, Proposed 2016 CIP
Consultant Supplemental Agreement No. 1
Minutes from the Transportation Committee meeting of 12/07/15
151
152
City of Tukwila
Jim Haggerton, Mayor
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director
BY: Robin Tischmak, City Engineer
DATE: December 4, 2015
SUBJECT: Major Maintenance on 3 Bridges 2015 Project
Project Numbers 91510406, 91510407, 91510408; Contract No. 15 -139
Supplemental Agreement No.1
ISSUE
Approve Supplemental Agreement No. 1 with David Evans and Associates (DEA), Inc. for the Frank Zepp Bridge,
BACKGROUND
The Washington State Department of Transportation (WSDOT) approved Major Maintenance funding for 3 Tukwila
Bridges in December 2014 and funding acceptance was approved by Council in February 2015. DEA was contracted
for the design in July 2015 for all three bridges; Grady Way Bridge, Beacon Ave S Bridge and the Frank Zepp (S
180t' St) Bridge. The original scope and fee were based on the best information available at the time.
Site investigations of the Frank Zepp Bridge have revealed unanticipated settlement and pier movement. Correction
of these issues requires additional site survey and design work. This supplement also adjusts the project schedule
and corrects some technical statements listed in the original scope. A safety concern was noted on the trail beneath
the west end of the Frank Zepp Bridge, which will not be covered by federal funds, but can be completed at a savings
under this contract.
FINANCIAL IMPACT
City Projects 91510406, 91510407, and 91510408 are included in Contract No. 15-139. Only the fee for the Frank
Zepp Bridge is increasing in Supplemental Agreement No. 1. The federal funding requires a 10% agency match. The
City match will increase by $4,829.70 and the trail lighting design will cost $5,489.00, to be paid from the 2015 Bridge
Inspection Program.
Contract Budget
Grady Way Bridge Design $ 96,539.00
Beacon Ave S Bridge Design 249,061.00
Frank Zepp Bridge Design 343,368.00
Frank Zepp Supplement Ag. No.1 46,769.00
Total 735 737.00 866 000.00
Council is being asked to approve Supplemental Agreement No. 1 to Contract No. 15 -139 with David Evans and
Associates, Inc. for $46,769.00 for the Major Maintenance on 3 Bridges 2015 Project and consider this item on the
Consent Agenda at the December 14, 2015 Special Meeting.
Attachment: CIP page 10, Proposed 2016
DEA Supplemental Agreement No. 1
W: \PW Eng \PROJECTS\A- RW & RS Projects \Bridge Inspection Programs \Bridge Inspections 2015 (91510402) \Major Maintenance on 3 Bridges 2015 \DEA
Design Contract \Supplement 1 \Info Memo DEA Sup 1 12 -04 -15 gl sb.docx 153
154
PROJECT:
DESCRIPTION:
JUSTIFICATION:
STATUS:
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2016 to 2021
Major Maintenance on 3 Bridges 2015
91510406
Project Nos. 91510407
91510408
Perform Seismic Retrofit, Deck and Joint Repair, and Bridge Painting work under the Local Agency Bridge
Program on the Frank Zepp Bridge, Grady Way Bridge and the Beacon Avenue South Bridge.
The three bridges were identified as good candidates for federal funding under the Local Agency Bridge
Program administered by WSDOT. The proposed work will preserve the City owned infrastructure and
extend the service lives of the bridges.
Federal grant funding was approved December 2014. Council budget amendment approved 8/3/15
MAINT. IMPACT: Maintenance needs will be reduced once these three major maintenance projects are completed.
The three bridges were approved for grants under separate federal aid numbers but will be combined into one
COMMENT: for the design & construction contract. Grant funding requires a 10% match for the design phase; projects that
obtain construction authorization by 9/30/18 are eligible for 100% Federal funding for construction.
FINANCIAL Through Estimated
(in $000's) 2014 2015 2016 2017 2018 2019 2020 2021 RFYONn TOTAI
EXPENSES
Design
866
866
Land (R/W)
0
Const. Mgmt.
593
593
Construction
3,803
3,803
TOTAL EXPENSES
0
866
4,396
0
0
0
0
0
0
5,262
FUND SOURCES
Proposed BRAC Grant
780
4,396
5,176
Mitigation Actual
0
Mitigation Expected
0
City Oper. Revenue
0
86
0
0
0
0
0
0
0
86
TOTAL SOURCES
0
866
4,396
0
0
0
0
0
0
5,262
Draft 2016 - 2021 Capital Improvement Program 10 155
156
W AF D�1�'t1BMll[ i11'�6 j>fliN�10�1I
Supplemental Agreement
pp g
Organization and Address
David Evans and Associates. Inc.
Number 1
1115 West Bay Drive NW, Suite 301
Olympia WA 98502
Original Agreement Number
15 -139
Phone: 360 -628 -5025
Project Number
Execution Date
Completion Date
DEA Project No. TUKA0000 -0014
12/31/2016
Project Title
New Maximum Amount Payable
Major Maintenance of Three Bridges
$ 735,737.00
Description of Work
West Approach Slab design, trail lighting and Survey for the Frank Zepp Bridge. No. 91510406.1000.100.
The Local Agency of City of Tukwila
desires to supplement the agreement entered into with David Evans and Associates, Inc.
and executed on 7 -23 -2015 and identified as Agreement No. 15-139
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:
Section 1, SCOPE OF WORK, is hereby changed to read:
See Fxhihit A, attached
II
Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for
completion of the work to read: nn change_
III
Section V, PAYMENT, shall be amended as follows:
Adele( 14h 769 fni• a maximum A nnnnt payahln nf!035,737
as set forth in the attached Summary of Payments, and by this reference made a part of this supplement.
If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces
below and return to this office for final action.
By: Nanuel ��i'De��'' /fssycia -6E'. By:
Consultant Signature
DOT Form 140 -063 EF
Revised 9/2005
Approving Authority Signature
Date
157
Summary of Payments
Agreement No. 15 -139
Basic Aereement Sunnlamant 81 "r i
Direct Salary Cost
127,752.00
2,530.00
130,282.00
91510406.1000.100
343, 368.00
46, 769.00
390,137.00
Overhead
(Including Payroll Additives)
232,483.00
4,604.00
237,087.00
Direct Non - Salary Costs
(includes Subconsultant
249,061.00
0.00
249,061.00
charges)
290,407.00
38,876.00
329,283.00
Fixed Fee
38,326.00
759.00
39,085.00
Management Reserve Fund
0.00
Total
688,968.00
46,769.00
735,737.00
Basic Aereement Sunnlemant 01 Tnt�l
Frank Zepp Bridge No.
91510406.1000.100
343, 368.00
46, 769.00
390,137.00
Grady Way Bridge No.
91510407.1000.100
96,539.00
0.00
96,539.00
Beacon Ave. S Bridge No.
91510408.1000.100
249,061.00
0.00
249,061.00
Total
688,968.00
0.00
735,737.00
158
A
CITY OF TUKWILA
MAJOR MAINTENANCE ON THREE BRIDGES
Scope of Services
Supplement 1
Prepared by:
David Evans and Associates, Inc.
415 118th Avenue SE
Bellevue, WA 98005
November 17, 2015
1
TABLE OF CONTENTS
INTRODUCTION........................................................................................................................ ..............................1
TASK 3.0 FRANK ZEPP BRIDGE MAINTENANCE ......................................................... ..............................1
3.02.51 Structural Analysis ......................................................................................................................... ..............................1
3.02.02.51 Geotechnical Pier Isolation Recommendations ................................................................. ..............................1
3.03.01.51 West Approach Slab Design and PS &E .................................................................................. ..............................2
3.03.02.S1 Additional Engineering Assessment ....................................................................................... ..............................2
3.03.03.51 Under -deck Trail Lighting Design and PS &E ...................................................................... ..............................2
3.08.S1 Survey .................................................................................................................................................. ..............................3
TASK 5.0 GRADY WAY BRIDGE MAINTENANCE ......................................................... ............................... 3
S.02.S1 Structural Analysis ......................................................................................................................... ..............................3
TIMEFOR PERFORMANCE .................................................................................................... ..............................4
City of Tukwila i Scope of Services, Supplement 1
Major Maintenance on 3 Bridges November 17, 2015
160
INTRODUCTION
The City of Tukwila (AGENCY) and David Evans and Associates, Inc. (CONSULTANT) entered into a
professional services agreement on July 23rd, 2015 with for development of bridge repairs and
construction contract documents for the following:
08561400 TUKWILA -02 FRANK ZEPP BRIDGE
07996800 TUKWILA -13 BEACON AVENUE BRIDGE
08543600 TUKWILA -08 GRADY WAY BRIDGE
During the design development, a number of items were discovered that were not anticipated during
the initial scoping. They include:
• Settlement of the roadway in the vicinity of Pier 1 of the Frank Zepp Bridge. This settlement is
potentially attributed to combined seismic and vehicular induced settlements. To counter this
settlement, design and construction of a west approach slab is recommended for two reasons:
to provide a transition from the hard bridge surface to a softer soil supported roadway facility to
the west, and to provide seismic resistance benefits, including friction resistance to longitudinal
bridge movements.
• Pier 2 of the Frank Zepp Bridge has a slight tilt toward the Green River channel. It is thought that
this tilt is caused by additional lateral forces induced by the trail running underneath the Span 1
of the bridge. Additional engineering analysis and assessment is recommended to study the
information provided by the surveying activities and geotechnical investigations regarding the
Pier 2 condition.
• The trail running underneath Span 1 of the bridge is not lit. This task will provide design for
installation of lighting on the bridge deck soffit and on top of the trail to ensure a lit and safe
trail for the trail users.
The following Scope of Services (SCOPE) describes the work to be performed for this Supplement
(Supplement #1).
TASK 3.0 FRANK ZEPP BRIDGE MAINTENANCE
3.02.51 Structural Analysis
Bullet Point 1 in original Scope of Services is amended to read:
• Seismic Analysis: CONSULTANT shall use the seismic design criteria developed to perform
seismic analysis and determine required capacity to strengthen bridge W ,^hipvp level , life
Safety peFfeFmaRee eFiteFia. CONSULTANT ;A611 submit up te thFee eeReeptual desigRS te
using sound engineering judgment and experience to
meet the requirements of the Performance Level 0 (PLO) criteria.
3.02.02.S1 Geotechnical Pier Isolation Recommendations
CONSULTANT shall prepare pier isolation recommendations at Pier 2 relative to the trail loading on the
pier. Pier isolation concepts may include removal and replacement of the existing earth fill with
lightweight materials such as expanded polystyrene (geofoam) or pier wall jacketing. Recommendations
will be prepared for design and construction of the preferred isolation concept and included in the final
geotechnical report for the project.
Assumptions:
City of Tukwila 1 Scope of Services, Supplement 1
Major Maintenance on Three Bridges November 17, 2015
161
1. No field explorations or laboratory testing of soils will be performed. The recommendations for
pier isolation will be developed using existing information and simplified, conservative design
assumptions. Attendance at not more than one design team meeting at DEA's Bellevue office is
assumed.
Deliverables:
1. Draft design and construction recommendations for Pier 2 isolation will be transmitted to the
design team in electronic format with the final recommendations incorporated in the final
geotechnical report deliverable.
3.03.01.S1 West Approach Slab Design and PS &E
CONSULTANT shall prepare concept and final designs, construction plans, engineer's estimate, and
special provisions (PS &E) for the installation of an approach slab on the west approach to the FRANK
ZEPP BRIDGE. This slab task is recommended for seismic enhancement of the west abutment and its
immediate vicinity. Currently the abutment and its vicinity is experiencing settlement.
This task involves creating two structural sheets that show a plan view and structural details of this slab
and its connection to the west abutment.
CONSULTANT shall prepare 90% and 100% AD Ready Plans, Specifications, & construction Opinion of
Cost Estimates (PS &E) for this task. The PS &E for this task will be incorporated into the Project PS &E
deliverables.
Current City of Tukwila Infrastructure Design and Construction Standards shall be followed throughout
the design process.
Deliverables:
1. 90% and 100% AD Ready PS &E documents for the West Approach Slab
3.03.02.S1 Additional Engineering Assessment
CONSULTANT shall review any additional survey and geotechnical data required for the seismic
assessment and retrofit design of the Frank Zepp Bridge per Level 0 (PLO) Performance criteria.
The geotechnical data pertains to the assessment of the effects of the installed trail adjacent to Pier 2 of
the Frank Zepp Bridge and its associated lateral pressures on the pier.
3.03.03.51 Under -deck Trail Lighting Design and PS &E
CONSULTANT shall prepare concept and final designs, construction plans, engineer's estimate, and
special provisions (PS &E) for the installation of under deck lighting over the trail under the west end of
the Frank Zepp Bridge.
The installation of lighting will conform to vandal resistant fixtures lighting the pathway to 1.0 FC and 4:1
uniformity with fixtures having low maintenance, high efficiency, and a wavelength of between 4,000
and 4,300 wave length. An illumination report will represent the design. The power source will be either
the existing signal installation at Sperry Avenue and S 180`h Street or an alternate source selected by the
AGENCY. Lighting will remain on at all hours unless otherwise directed.
Deliverables:
City of Tukwila
Major Maintenance on Three Bridges
162
Scope of Services, Supplement 1
November 17, 2015
1. 90% and 100% AD Ready PS &E documents for under -deck lighting.
3.08.S1 Survey
During recent site visits, CONSULTANT staff determined that Pier 2 is not plumb. This could be due
settlement at and around Pier 1 as a result of recent seismic activity or additional loads created by
installation of the trail under Span 1. In order to investigate these observations in further detail and
compare measured elevations with the as -built information, a survey is recommended.
CONSULTANT shall survey bridge to determine current elevations and geometry, and compare these to
as -built conditions to determine if bridge has settled, shifted, or rotated.
Deliverables:
One plan sheet showing elevations and planar coordinates for as -built condition, current
condition, and table listing the changes.
TASK 5.0 GRADY WAY BRIDGE MAINTENANCE
5.02.51 Structural Analysis
Bullet Point 1 is amended to read:
Seismic Analysis: CONSULTANT shall use the seismic design criteria developed to perform
seismic analysis and determine required capacity to strengthen Piers 2, 3, 10 and 11te
Level 1 Life Safety peFfeFR;aRr=e GFiteFia. CONSULTANT will subl'Ait up to thFee r=eneeptua4
desig, to AGENCY fee th ,. I appFeval. using sound engineering judgment and
experience that meets the requirements of the Performance Level 0 (PLO) criteria.
Table 1 shows the Plans, Specifications and Estimate submittal items included in this supplement.
• Table 1.
Sheet Name
Maximum `'
Assumed
Number of
Sheets
PS &E Submittal Phase
90%
100%
S1: FRANK ZEPP West Approach Slab
2
X
X
S1: FRANK ZEPP Survey Points for Comparison to As- Builts
1
X
X
S1: Engineer's Estimate (to be included in Project estimate)
X
X
S1: Special Provisions (to be included in Project Special Provisions)
X
X
City of Tukwila
Major Maintenance on Three Bridges
Scope of Services, Supplement 1
November 17, 2015
163
TIME FOR PERFORMANCE
The estimated project milestone submittal schedule is amended as follows:
CONSULTANT Notice -to- Proceed
July 20, 2015
Kick -Off Meeting
August 3, 2015
30% Design Submittal
September 14, 2015
90% PS &E Submittal
^ ^ ^ ^^^ el i ^ January 19, 2016
100% PS &E Submittal
', ^--, _ ^�= March 1, 2016
Project Advertisement
16, 2 = March 29, 2016
City of Tukwila
Major Maintenance on Three Bridges
164
Scope of Services, Supplement 1
November 17, 2015
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
City of Tukwila
Major Maintenance of Three Bridges
Contract No. 15 -139
David Evans and Associates, Inc
Classification
Hrs.
x
Direct
Rate =
Cost
Engineering Manager (ENGM)
0
$
88.00
$0
Project Manager (PMGR)
2
$
61.00
$122
Executive Administrator (EXAD)
0
$
36.00
$0
Managing Prof Engineer (MGPE)
2
$
64.00
$128
Professional Engineer (PFEN)
0
$
42.00
$0
Senior Bridge Engineer (SEEN)
0
$
58.00
$0
Bridge Engineer (BREN)
0
$
40.00
$0
Senior CADD Technician (SCAD)
0
$
41.00
$0
CADD Technician (CADD)
0
$
28.00
$0
Construction Manager (CONM)
0
$
68.00
$0
Senior Scientist (SCCI)
0
$
44.00
$0
Scientist (SCIT)
0
$
34.00
$0
Survey Technician (SVTE)
40
$
32.00
$1,280
Project Land Surveyor (PLSU)
10
$
42.00
$420
Instrument Person (INST)
20
$
26.00
$520
Administrative Assistant (ADMA)
0
$
22.00
$0
Project Administrator (PADM)
2
$
30.00
$60
@
0
$ 650.00
$0
Frank Zepp
Total Hrs. 76
75
miles @
$0.575
Salary Cost
$ 43.13
$
2,530
Salary Escalation Cost (estimated)
Escalation - % of Labor Cost
0%
per year @
0
year(s)
$0
Total Salary Cost
$
2,530
Overhead Cost @
181.98%
of Direct Labor
$
4,604
Net Fee @
30.0%
of Direct Labor
$
759
Total Overhead & Net Fee Cost
$
5,363
Direct Expenses
No.
Unit
Each
Cost
Reproduction Costs
Copies
0
pages @
$0.06
/page
$ -
Reports
0
reports @
$15
/report
$ -
Plans
0
sets @
$2
/set
$ -
Parking
0
@
$8
$ -
P20 Scanner
1
@
$650
$ 650.00
Frank Zepp
Mileage
75
miles @
$0.575
/mile
$ 43.13
Frank Zepp
Subtotal
$
693
David Evans and Associates Total
Subconsultants
8,586
- W /DBE M /DBE Hrs Total
Trantech, LLC 312 $ 35,470
PanGEO, Inc. 24 $ 2,713
Total 0.0% 0.0% 0.0% 336
Subconsultant Total _ 0% $ 38,183
Direct Expenses Sub -Total (including Subconsultants) $ 38,876
Total Costs $ 46,769
Page 1 of 1
165
David Evans and Associates, Inc.
City of Tukwila
Major Maintenance of Three Bridges
Contract No. 15 -139
Budget No. 104.98.595.800.41.00
3 4 5 6 7 8 9 10
Work
Element 8
Work Element
direct rale
0
(7
W 0=
6
8 a
O)
f0
C
5
w
m O
w a
x88.00 361.00
Total To
hrs
Q
5,
❑
W
W
0 a
U
CO
0
z
W
6
a
0
'O
to
oz
C m
03
rn
C
W
8)
a
0
❑
Q
U
o ❑
Q
0 U
❑
u
U
rn
12 13 14 15 16 17
2 H F- .9
0 L
(o U
15 1- 5 (o 1-
❑ Z O C 4) 8
Q 5 U N U 2
U U U N 5) v3 a
U)
a
co
2
a
0
z
2
hrs
1.0
1.01. S1
Project Management & Quality Control
Project Management of Supplement 1 tasks
Total Total " Tota l , Total Total Total - Total Total Total Total Total ,'iota! Total
hrs hrs fits° "hrs hrs tics, hrs hrs hrs hrs_ .hrs hrs hrs
2
w
E❑
¢Q
22.00 _30 OC
Total Total
hrs hn
0
0
d
To
Total
2
Ter
3.0
3.02.S1
3.02.02.S1
3.03.01.S1
3.03.02.S1
3.03.03.S1
3.08.51
Frank Zepp Bridge Maintenance
Structural Analysis (language revision, no hours)
Geotechnical Pier Isolation Recommendations
West Approach Slab PS &E
Additional Engineering Assessment
Under -Deck Trail Lighting PS &E
Survey
40
10
20
3.42 %',
5.0
5.02. S1
Grady Way Bridge Maintenance
Structural Analysis (language revision, no hours)
totat'_
✓fork Element 5 0Total
PRIME COMPENSATION FOR SUB. COST
EXPENSES
SALARY ESCALATION
PROJECT WORK ELEMENTS TOTALS
40
40
10
20
76
8,58
100.00%
Exhibit E -1
City of Tukwila Supplement 1
Major Maintenance of Three Bridges
Contract No. 15 -139
Trantech, LLC
Salary Cost
Salary Escalation Cost (estimated)
Escalation - % of Labor Cost
Total Salary Cost
Overhead Cost @
Net Fee @
Total Overhead & Net Fee Cost
Direct Expenses
Reproduction Costs
Copies
Reports
Plans
Parking
Mail /Deliveries /Fed Ex
Mileage
Subtotal
Trantech, LLC Total
Total Hrs. 312
$ 14,100
0% per year @ 0 year(s) $0
$ 14,100
123.06% of Direct Labor $ 17,351
28.5% of Direct Labor $ 4,019
$ 21,370
No. Unit Each Cost
0 pages @
Classification
Hrs.
x
Direct
Rate =
Cost
1
Project Manager
16
$
59.00
$944
2
Senior Structural Engineer
48
$
54.50
$2,616
3
Project Structural Engineer
40
$
50.00
$2,000
4
Staff Structural Engineer
40
$
36.00
$1,440
5
Senior Civil Engineer
16
$
50.00
$800
6
Staff Civil Engineer
0
$
28.00
$0
7
Senior Drainage Engineer
0
$
46.00
$0
8
Senior Traffic Engineer
94
$
46.00
$4,324
9
Senior CADD Technician
0
$
36.00
$0
10
CADD Technician
48
$
37.00
$1,776
11
Project Administrator
0
$
28.00
$0
12
Administrative Assistant
10
$
20.00
$200
Salary Cost
Salary Escalation Cost (estimated)
Escalation - % of Labor Cost
Total Salary Cost
Overhead Cost @
Net Fee @
Total Overhead & Net Fee Cost
Direct Expenses
Reproduction Costs
Copies
Reports
Plans
Parking
Mail /Deliveries /Fed Ex
Mileage
Subtotal
Trantech, LLC Total
Total Hrs. 312
$ 14,100
0% per year @ 0 year(s) $0
$ 14,100
123.06% of Direct Labor $ 17,351
28.5% of Direct Labor $ 4,019
$ 21,370
No. Unit Each Cost
0 pages @
$0.06
/page
$ -
0 reports @
$15
/report
$ -
0 sets @
$2
/set
$ -
0 @
$8
$ -
0 @
$20
$ -
0 miles @
$0.575
/mile
$ -
$ 35,470
1:/
Work
en! # W
I
3.0 =Enaineedno ridge Maintl
.0257 l"is(langual
2.02.57 Pier Isolation
3.01.S1 ch Slab PSBE
3.02.Si ineering A-
3.03.51 Under -Deck Trail Liahtino F
City of Tukwila
Major Maintenance of Three Bridges
Contract No. 15 -139
)ch, LLC 1 2 3 4 5 6 7 6 9 16 11 12
W
—
W
—
IL
_c
W
_
m
y
in
2
'
3
W`
o
E
-
N
N
V
S
C
F-
U
F
Q
—
N
U
Element
,..
,.
._
—
._
__
E
E
¢
E
Fxhihi+ F_,
Supplement 1
SALARY ESCALATION r
PROJECT WORK ELEMENTS TOTALS 16 48 40 40 16 94 48 10 1 312 1 $35,470 100.00%
• i
Exhibit E -2
City of Tukwila Supplement 1
Major Maintenance of Three Bridges
Contract No. 15 -139
PanGEO, Inc.
Subtotal $ 12
PanGEO, Inc. Total $ 2,713
169
Total Hrs.
Direct
Classification
Hrs. x
Rate =
Cost
1 Principal Geotechnical Engineer
0
$
72.15
$0
2 Geotechnical Project Manager
6
$
62.05
$372
3 Project Engineer
12
$
38.45
$461
4 Senior Geologist
4
$
40.39
$162
5 Administrative Assistant
2
$
28.85
$58
6
0
$
$0
7
0
of Direct Labor
$0
8
0
1,333
Net Fee @
$0
Subtotal $ 12
PanGEO, Inc. Total $ 2,713
169
Total Hrs.
24
Salary Cost
$
1,053
Salary Escalation Cost (estimated)
Escalation - % of Labor Cost
0%
per year @
0
year(s)
$0
Total Salary Cost
$
1,053
Overhead Cost @
126.55%
of Direct Labor
$
1,333
Net Fee @
30.0%
of Direct Labor
$
316
Total Overhead & Net Fee Cost
$
1,648
Direct Expenses
No.
Unit
Each
Cost
Reproduction Costs
Copies
0
pages @
$0.06
/page
$ -
Reports
0
reports @
$15
/report
$ -
Plans
0
sets @
$2
/set
$ -
Parking
0
@
$8
$ -
Mail /Deliveries /Fed Ex
0
@
$20
$ -
Mileage
20
miles @
$0.575
/mile
$ 11.50
Subtotal $ 12
PanGEO, Inc. Total $ 2,713
169
City of Tukwila Supplement 1
Major Maintenance of Three Bridges
Contract No. 15 -139
PanGEO, Inc. 1 2 3 4 s
7 � %
«6 f
E w w
N
2 m
0
Q
N N
a� m o i
4
City Of Tukwila
Transportation Committee
TRANSPORTATION COMMITTEE
Meeting Minutes
December 7, 2015 — 5:15 p.m. — Foster Conference Room, 6300 Building
Councilmembers: Joe Duffie, Chair; Allan Ekberg, Kathy Hougardy
Staff: David Cline, Bob Giberson, Frank Iriarte, David Sorensen, Pat Brodin, Gail Labanara,
Ryan Larson, Grant Griffin, Laurel Humphrey
Guest: Ildefonso Joe Eustaquio
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:19 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Consultant Selection: 2016 Overlay and Repair Program
Staff is seeking Council approval to enter into a contract with KPG, Inc. in the amount of $133,861.16
to provide design services for the 2016 Overlay and Repair Program. KPG, Inc. was selected from
an evaluation pool of five firms due to their experience with the City. The purpose of this project is
to construct asphalt and concrete pavement overlays at 10 sections of roadway throughout the City.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT
AGENDA.
B. Contract Supplement: Major Maintenance on 3 Bridges 2015 Project
Staff is seeking Council approval of Supplement No. 1 to Contract No. 15 -139 with David Evans and
Associates, Inc. in the amount of $46,769.00 for the Major Maintenance on 3 Bridges 2015 Project.
Site investigations of the Frank Zepp Bridge revealed unanticipated settlement and pier movement,
requiring additional survey and design work. The proposed supplement will adjust the project
schedule, revise technical statements in the scope of work, and address a lighting safety concern
on the west end of the trail. The total contract as supplemented is $735,737.00, which is under the
project budget of $866,000.00. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
REGULAR CONSENT AGENDA.
C. Grant Acceptance: 53 d Avenue South (South 137th Street to South 144th Street)
Staff is seeking Council approval to accept grant funding in the amount of $2,141,400.00 from the
Washington State Transportation Improvement Board (TIB) for the 531 Avenue South (South 137th
Street to South 144th Street) Project. The funds will be used to construct street improvement
including curbs, gutters, sidewalks, storm drainage facilities, and pavement reconstruction.
Relocation of utilities are included in the project but will be funded primarily by City and Franchise
utility resources. Construction is expected to begin in Spring 2017. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
D. Grant Acceptance: NPDES Phase II Permit
Staff is seeking Council approval to accept grant funding in the amount of $50,000 from the
Department of Ecology for the NPDES Phase II Permit and Surface Water Project. Funds will be
used towards the Low Impact Development (LID) Gap Analysis and Implementation which must be
adopted by the end of 2016. No City match is required. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
171
172
COUNCIL AGENDA SYNOPSIS
Initials
Meeui Date Prepared by Mayors revie Council review
12/14/15 BG
ITEM INFORMATION
ITEMNO.
Spec 2.C.
173
STAI "'I^ SPONSOR: BOB GIBERSON
ORIGINAL_ AGENDA DATE: 12/14/15
AGI,"NDA I'I'I;M TrrLL; 53rd Ave S (S 137th St to S 144th St)
State Transportation Improvement Board Grant Acceptance
CATEGORY ❑ Discussion
Aft
g Date
® Motion
Mtg Date 12119115
❑ Resolution
Aft Date
❑ Ordinance
Mt
g Date
❑ Bid Azvard
Alt
g Date
❑ Public Hearing
g Date
Mt
❑Other
Mtg Date
❑ ❑ Mayor HR DCD
SPONSOR Council ❑ ❑ E] Finance ❑Fire ❑ IT ❑ P&"R ❑ Police ®PIY�
SPONSOR'S The City has been awarded state funding of $2,141,400.00 from the Washington State
SUMMARY Transportation Improvement Board. The state funds will provide residential street
improvements to 53rd Ave S from S 137th St to S 144th St. The TIB grant will cover right -of-
way and construction only and the City match is 60 %. Council is being asked to accept WA
State Transportation Improvement Board State Grant Funding of $2,141,400.00.
RGVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ® Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: JOE DUFFLE
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works Department
COMMI'I'I:I Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIlL,D AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: 103 RESIDENTIAL STREET FUND (PAGE 6, 2015 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15
State TIB Grant Letter and Agreement
Minutes from the Transportation Committee meeting of 12/07/15
r-- i
173
174
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee;
FROM: Bob Giberson, Public Works Director )�O
BY: Robin Tischmak, City Engineer
DATE: December 4, 2015
SUBJECT: 53 Id Ave S (S 137th St to S 144th St)
Project No 99110301
Accept WA State Transportation Improvement Board Grant
ISSUE
Accept funding from the Washington State Transportation Improvement Board (TIB) for the 53rd
Ave S street improvement project.
BACKGROUND
TIB advertises an annual Call for Projects with applications due in late August. The City submitted
an application requesting funds for the 53rd Ave S street improvement project between S 137th St
and S 144th St. This project is included in the City's Capital Improvement Program (CIP) and was
previously submitted without successful funding. This year the 53rd Ave S project was selected for
TIB funding for $2,141,400.00 as part of the FY 2017 project selection process.
DISCUSSION
The grant funds provided by TIB will be used to construct urban street improvements that include
curbs, gutters, sidewalks, storm drainage facilities, and pavement reconstruction. The relocation of
overhead utilities to underground facilities will also be included in the project, but will be funded
primarily using City and Franchise Utility resources.
FINANCIAL IMPACT
There is currently $190,000 in residential streets and $200,000 in surface water for design of 53rd
Ave S. The design funding was approved with City funding in the May budget amendment. State
TIB grant funds are for right -of -way and construction only with a 60% local match. There is
currently City funding listed in the CI that will cover the City's match.
RECOMMENDATION
Council is being asked to accept the Washington State Transportation Improvement Board
funding in the amount of $2,141,400.00 for the 53rd Ave S Project and consider this item to the
Consent Agenda at the December 14, 2015 Special Meeting.
Attachments: Grant Letter & Agreement
W:\PW Eng \PROJECTSW RW & RS ProjectsZ3rd Ave S (99110301) \Grants \Info Memo TIB Grant Accept 12 -04 -15 gl sb.docx
175
176
�ospl09ton S�ro
7
• , o
m
TIB Members
Councilmember Bob Olson, Chair
City of Kennewick
Commissioner Richard Stevens,
Vice Chair
Grant County
Jim Albert
Office of Financial Management
Pasco Bakotich, P.E.
WSDOT
Wendy Clark - Getzin, P.E.
Clallam Transit
Gary Ekstedt, P.E.
Yakima County
Mayor James Irish
City of La Center
John Klekotka, P.E.
Port of Everett
Commissioner Robert Koch
Franklin County
Colleen Kuhn
Human Services Council
Mayor Patty Lent
City of Bremerton
Mick Matheson, P.E.
City of Sultan
E. Susan Meyer
Spokane Transit Authority
Laura Philpot, P.E.
City of Sommomish
David Ramsay
Feet First
Amy Scarton
WSDOT
Heidi Stamm
HS Public Affairs
John Vodopich
City of Bonney Lake
Jay Weber
County Rood Administration Board
Clay White
Snohomish County
Stevan E. Gorcester
Executive Director
P.O. Box 40901
Olympia, WA 98504 -0901
Phone: 360 -586 -1140
Fax: 360 -586 -1165
www.tib.wa.gov
Washington State
Transportation Improvement Board
November 20, 2015
Mr. Bob Giberson, P.E.
Public Works Director
City of Tukwila
6300 Southcenter Blvd, Suite 100
Tukwila, WA 98188 -2544
Dear Mr. Giberson:
r"
PUBLIC elf
o W
Congratulations! We are pleased to announce the selection of your project, 53rd Avenue
S, S 137th Street to S 144th Street, TIB project number 8 -1- 116(012) -1.
Total TIB funds for this project are $2,141,400.
Before any work is allowed on this project, you must:
- Verify the information on the Project Funding Status Form, revise if necessary, and sign;
- Submit the section of your adopted Six Year Transportation Plan listing this project;
- Sign both copies of the Fuel Tax Grant Distribution Agreement; and
- Return the above items to TIB.
You may only incur reimbursable expenses after you receive approval from TIB.
In accordance with RCW 47.26.084, you must certify full funding by November 20, 2016
or the grant may be terminated. Grants may also be rescinded due to unreasonable
project delay as described in WAC 479 -05 -211.
If you have questions, please contact Greg Armstrong, TIB Project Engineer, at
(360) 586 -1142 or e -mail GregA(a-)tib.wa.gov.
Sincerely,
r
Stevan Gorcester
Executive Director
Enclosures
Investing in your local community
177
178
Washington State Transportation Improvement Board
Fuel Tax Grant Agreement
City of Tukwila
8- 1- 116(012) -1
53rd Avenue S
S 137th Street to S 144th Street
STATE OF WASHINGTON
TRANSPORTATION IMPROVEMENT BOARD
AND
City of Tukwila
AGREEMENT
8 -1- 116(012) -1
THIS GRANT AGREEMENT (hereinafter "Agreement ") for the 53rd Avenue S, S 137th Street to
S 144th Street (hereinafter "Project ") is entered into by the WASHINGTON STATE
TRANSPORTATION IMPROVEMENT BOARD (hereinafter "TIB ") and City of Tukwila, a political
subdivision of the State of Washington (hereinafter "RECIPIENT ").
fi�ill>t171i��
TIB hereby grants funds in the amount of $2,141,400 for the project specified above, pursuant
to terms contained in the RECIPIENT'S Grant Application, supporting documentation, chapter
47.26 RCW, title 479 WAC, and the terms and conditions listed below.
2.0 SCOPE AND BUDGET
The Project Scope and Budget are initially described in RECIPIENT's Grant Application and
incorporated by reference into this Agreement. Scope and Budget will be further developed and
refined, but not substantially altered during the Design, Bid Authorization and Construction
Phases. Any material alterations to the original Project Scope or Budget as initially described in
the Grant Application must be authorized by TIB in advance by written amendment.
3.0 PROJECT DOCUMENTATION
TIB requires RECIPIENT to make reasonable progress and submit timely Project
documentation as applicable throughout the Project. Upon RECIPIENT's submission of each
Project document to TIB, the terms contained in the document will be incorporated by reference
into the Agreement. Required documents include, but are not limited to the following:
a) Project Funding Status Form
b) Bid Authorization Form with plans and engineers estimate
c) Award Updated Cost Estimate
d) Bid Tabulations
e) Contract Completion Updated Cost Estimate with final summary of quantities
f) Project Accounting History
4.0 BILLING AND PAYMENT
The local agency shall submit progress billings as project costs are incurred to enable TIB to
maintain accurate budgeting and fund management. Payment requests may be submitted as
often as the RECIPIENT deems necessary, but shall be submitted at least quarterly if billable
Fuel Tax Agreement
Page 1 of 5
November 2012
IM
v ;
Washington State Transportation Improvement Board 8- 1- 116(012) -1
Fuel Tax Grant Agreement
amounts are greater than $50,000. If progress billings are not submitted, large payments may
be delayed or scheduled in a payment plan.
5.0 TERM OF AGREEMENT
This Agreement shall be effective upon execution by TIB and shall continue through closeout of
the grant or until terminated as provided herein, but shall not exceed 10 years unless amended
by the Parties.
6.0 AMENDMENTS
This Agreement may be amended by mutual agreement of the Parties. Such amendments shall
not be binding unless they are in writing and signed by persons authorized to bind each of the
Parties.
7.0 ASSIGNMENT
The RECIPIENT shall not assign or transfer its rights, benefits, or obligations under this
Agreement without the prior written consent of TIB. The RECIPIENT is deemed to consent to
assignment of this Agreement by TO to a successor entity. Such consent shall not constitute a
waiver of the RECIPIENT's other rights under this Agreement.
8.0 GOVERNANCE & VENUE
This Agreement shall be construed and interpreted in accordance with the laws of the state of
Washington and venue of any action brought hereunder shall be in the Superior Court for
Thurston County.
9.0 DEFAULT AND TERMINATION
9.1 NON - COMPLIANCE
a) In the event TIB determines, in its sole discretion, the RECIPIENT has failed to
comply with the terms and conditions of this Agreement, TIB shall notify the RECIPIENT,
in writing, of the non - compliance.
b) In response to the notice, RECIPIENT shall provide a written response within 10
business days of receipt of TIB's notice of non - compliance, which should include either a
detailed plan to correct the non - compliance, a request to amend the Project, or a denial
accompanied by supporting details.
C) TO will provide 30 days for RECIPIENT to make reasonable progress toward
compliance pursuant to its plan to correct or implement its amendment to the Project.
d) Should RECIPIENT dispute non - compliance, TO will investigate the dispute and
may withhold further payments or prohibit the RECIPIENT from incurring additional
reimbursable costs during the investigation.
9.2 DEFAULT
RECIPIENT may be considered in default if TIB determines, in its sole discretion, that:
Fuel Tax Agreement
i m
Page 2 of 5
November 2012
0*.*,4
Washington State Transportation Improvement Board 8 -1- 116(012) -1
Fuel Tax Grant Agreement
a) RECIPIENT is not making reasonable progress toward correction and
compliance.
b) TIB denies the RECIPIENT's request to amend the Project.
C) After investigation TIB confirms RECIPIENT'S non - compliance.
TIB reserves the right to order RECIPIENT to immediately stop work on the Project and
TIB may stop Project payments until the requested corrections have been made or the
Agreement has been terminated.
9.3 TERMINATION
a) In the event of default by the RECIPIENT as determined pursuant to Section 9.2,
TIB shall serve RECIPIENT with a written notice of termination of this Agreement, which
shall be served in person, by email or by certified letter. Upon service of notice of
termination, the RECIPIENT shall immediately stop work and /or take such action as may
be directed by TIB.
b) In the event of default and /or termination by either PARTY, the RECIPIENT may
be liable for damages as authorized by law including, but not limited to, repayment of
grant funds.
C) The rights and remedies of TIB provided in the AGREEMENT are not exclusive
and are in addition to any other rights and remedies provided by law.
TIB may, with ten (10) days written notice, terminate this Agreement, in whole or in part,
because funds are no longer available for the purpose of meeting TIB's obligations. If
this Agreement is so terminated, TIB shall be liable only for payment required under this
Agreement for performance rendered or costs incurred prior to the effective date of
termination.
10.0 USE OF TIB GRANT FUNDS
TIB grant funds come from Motor Vehicle Fuel Tax revenue. Any use of these funds for
anything other than highway or roadway system improvements is prohibited and shall subject
the RECIPIENT to the terms, conditions and remedies set forth in Section 9. If Right of Way is
purchased using TIB funds, and some or all of the Right of Way is subsequently sold, proceeds
from the sale must be deposited into the RECIPIENT's motor vehicle fund and used for a motor
vehicle purpose.
11.0 INCREASE OR DECREASE IN TIB GRANT FUNDS
At Bid Award and Contract Completion, RECIPIENT may request an increase in the TIB funds
for the specific project. Requests must be made in writing and will be considered by TIB and
awarded at the sole discretion of TIB. All increase requests must be made pursuant to WAC
479 -05 -202 and /or WAC 479 -01 -060. If an increase is denied, the recipient shall be liable for
costs incurred in excess of the grant amount. In the event that final costs related to the specific
project are less than the initial grant award, TIB funds will be decreased and /or refunded to TIB
in a manner that maintains the original ratio between TIB funds and total project costs.
Fuel Tax Agreement Page 3 of 5 November 2012
181
Washington State Transportation Improvement Board 8 -1- 116(012) -1
Fuel Tax Grant Agreement
12.0 INDEPENDENT CAPACITY
The RECIPIENT shall be deemed an independent contractor for all purposes and the
employees of the RECIPIENT or any of its contractors, subcontractors, and employees thereof
shall not in any manner be deemed employees of TIB.
13.0 INDEMNIFICATION AND HOLD HARMLESS
The PARTIES agree to the following:
Each of the PARTIES, shall protect, defend, indemnify, and save harmless the other PARTY, its
officers, officials, employees, and agents, while acting within the scope of their employment as
such, from any and all costs, claims, judgment, and /or awards of damages, arising out of, or in
any way resulting from, that PARTY's own negligent acts or omissions which may arise in
connection with its performance under this Agreement. No PARTY will be required to
indemnify, defend, or save harmless the other PARTY if the claim, suit, or action for injuries,
death, or damages is caused by the sole negligence of the other PARTY. Where such claims,
suits, or actions result from the concurrent negligence of the PARTIES, the indemnity provisions
provided herein shall be valid and enforceable only to the extent of a PARTY's own negligence.
Each of the PARTIES agrees that its obligations under this subparagraph extend to any claim,
demand and /or cause of action brought by, or on behalf of, any of its employees or agents. For
this purpose, each of the PARTIES, by mutual negotiation, hereby waives, with respect to the
other PARTY only, any immunity that would otherwise be available to it against such claims
under the Industrial Insurance provision of Title 51 RCW. In any action to enforce the provisions
of the Section, the prevailing PARTY shall be entitled to recover its reasonable attorney's fees
and costs incurred from the other PARTY. The obligations of this Section shall survive
termination of this Agreement.
14.0 DISPUTE RESOLUTION
a) The PARTIES shall make good faith efforts to quickly and collaboratively resolve any
dispute arising under or in connection with this AGREEMENT. The dispute resolution
process outlined in this Section applies to disputes arising under or in connection with
the terms of this AGREEMENT.
b) Informal Resolution. The PARTIES shall use their best efforts to resolve disputes
promptly and at the lowest organizational level.
c) In the event that the PARTIES are unable to resolve the dispute, the PARTIES shall
submit the matter to non - binding mediation facilitated by a mutually agreed upon
mediator. The PARTIES shall share equally in the cost of the mediator.
d) Each PARTY agrees to compromise to the fullest extent possible in resolving the dispute
in order to avoid delays or additional incurred cost to the Project.
e) The PARTIES agree that they shall have no right to seek relief in a court of law until and
unless the Dispute Resolution process has been exhausted.
Fuel Tax Agreement
182
Page 4 of 5
November 2012
Washington State Transportation Improvement Board 8- 1- 116(012) -1
Fuel Tax Grant Agreement
15.0 ENTIRE AGREEMENT
This Agreement, together with the RECIPIENT'S Grant Application, the provisions of chapter
47.26 Revised Code of Washington, the provisions of title 479 Washington Administrative Code,
and TIB Policies, constitutes the entire agreement between the PARTIES and supersedes all
previous written or oral agreements between the PARTIES.
16.0 RECORDS MAINTENANCE
The RECIPIENT shall maintain books, records, documents, data and other evidence relating to
this Agreement and performance of the services described herein, including but not limited to
accounting procedures and practices which sufficiently and properly reflect all direct and indirect
costs of any nature expended in the performance of this Agreement. RECIPIENT shall retain
such records for a period of six years following the date of final payment. At no additional cost,
these records, including materials generated under the Agreement shall be subject at all
reasonable times to inspection, review or audit by TIB personnel duly authorized by TIB, the
Office of the State Auditor, and federal and state officials so authorized by law, regulation or
agreement.
If any litigation, claim or audit is started before the expiration of the six (6) year period, the
records shall be retained until all litigation, claims, or audit findings involving the records have
been resolved.
Approved as to Form
Attorney General
Signature on file
Guy Bowman
Assistant Attorney General
Lead Agency
Chief Executive Officer Date
Print Name
Fuel Tax Agreement
Transportation Improvement Board
Page 5 of 5
Executive Director Date
Print Name
November 2012
183
:A
4
City Of Tukwila
Transportation Committee
TRANSPORTATION COMMITTEE
Meeting Minutes
December 7, 2015 — 5:15 p.m. — Foster Conference Room, 6300 Building
Councilmembers: Joe Duffie, Chair; Allan Ekberg, Kathy Hougardy
Staff: David Cline, Bob Giberson, Frank Iriarte, David Sorensen, Pat Brodin, Gail Labanara,
Ryan Larson, Grant Griffin, Laurel Humphrey
Guest: Ildefonso Joe Eustaquio
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:19 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Consultant Selection: 2016 Overlay and Repair Program
Staff is seeking Council approval to enter into a contract with KPG, Inc. in the amount of $133,861.16
to provide design services for the 2016 Overlay and Repair Program. KPG, Inc. was selected from
an evaluation pool of five firms due to their experience with the City. The purpose of this project is
to construct asphalt and concrete pavement overlays at 10 sections of roadway throughout the City.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT
AGENDA.
B. Contract Supplement: Major Maintenance on 3 Bridges 2015 Project
Staff is seeking Council approval of Supplement No. 1 to Contract No. 15 -139 with David Evans and
Associates, Inc. in the amount of $46,769.00 for the Major Maintenance on 3 Bridges 2015 Project.
Site investigations of the Frank Zepp Bridge revealed unanticipated settlement and pier movement,
requiring additional survey and design work. The proposed supplement will adjust the project
schedule, revise technical statements in the scope of work, and address a lighting safety concern
on the west end of the trail. The total contract as supplemented is $735,737.00, which is under the
project budget of $866,000.00. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
REGULAR CONSENT AGENDA.
C. Grant Acceptance: 53 d Avenue South (South 137th Street to South 144th Street)
Staff is seeking Council approval to accept grant funding in the amount of $2,141,400.00 from the
Washington State Transportation Improvement Board (TIB) for the 531 Avenue South (South 137th
Street to South 144th Street) Project. The funds will be used to construct street improvement
including curbs, gutters, sidewalks, storm drainage facilities, and pavement reconstruction.
Relocation of utilities are included in the project but will be funded primarily by City and Franchise
utility resources. Construction is expected to begin in Spring 2017. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
D. Grant Acceptance: NPDES Phase II Permit
Staff is seeking Council approval to accept grant funding in the amount of $50,000 from the
Department of Ecology for the NPDES Phase II Permit and Surface Water Project. Funds will be
used towards the Low Impact Development (LID) Gap Analysis and Implementation which must be
adopted by the end of 2016. No City match is required. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
185
W.F.]
COUNCIL AGENDA SYNOPSIS
Meetin Date Pe pared by Mayor's review Council review
12/14/15 BG ?
ITEM INFORMATION
ITEM NO.
Spec 2.D.
187
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 12/14/15
AGENDA ITEM TITi.E NPDES Phase II Permit
State Department of Ecology Stormwater Capacity Grant Acceptance
CA'T'EGORY ❑ Discussion
Mtg Date
® Motion
Mtg bate 12114115
❑ Resolution
Mtg Date
❑ Ordinance
Mtg Date
❑ BidAward
Mtg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ® PW
SPONSOR'S The City has been awarded state funding of $50,000.00 from the Washington State
SUMMARY Department of Ecology from the 2015 -2017 Biennial Stormwater Capacity Grant. This grant
assists local jurisdictions with the National Pollutant Discharge Elimination System
(NPDES) Phase II Permit. There are no requirements for a City match. Council is being
asked to accept WA State Department of Ecology Stormwater Capacity Grant Funding of
$50,000.00.
REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ® Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: JOE DUFFLE
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works Department
COMMI "171"I= Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: 412 SURFACE WATER FUND (PAGE 84, 2015 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15
State DOE Grant Agreement Cover Sheet
Minutes from the Transportation Committee meeting of 12/07/15
187
..
Mllej
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, P.E., Public Works Director
BY: Greg Villanueva, NPDES Coordinator
DATE: December 4, 2015
SUBJECT: NPDES Phase II Permit
Project No. 99341210
Department of Ecology 2015 -2017 Biennial Stormwater Capacity Grant
ISSUE
Authorize acceptance of a Department of Ecology (DOE) 2015 -2017 Biennial Stormwater
Capacity Grant for the City's National Pollutant Discharge Elimination System (NPDES) Phase II
Permit and Surface Water project funding.
BACKGROUND
The 2015 State Legislature has provided the DOE with state funding for local jurisdictions to
assist in the implementation of the NPDES Phase I and Phase II permit requirements.
ANALYSIS
The DOE has notified Tukwila of approval of grant funding and that agreement number
WQWCAP- 1517- Tukwil -00025 is ready for signature. The Capacity grant is in the amount of
$50,000 and will be used towards the Low Impact Development (LID) Gap Analysis and
Implementation. The Gap Analysis and Implementation of new LID regulations are required to
be adopted by the City before December 31, 2016.
FINANCIAL IMPACT
The $50,000 DOE Capacity Grant is non - competitive and no City matching funds are required.
RECOMMENDATION
Council is being asked to accept the Stormwater Capacity Grant with the State Department of
Ecology and consider this item on the Consent Agenda at the December 14, 2015 Special
Meeting.
Attachments: DOE Agreement WQSWCAP- 1517 - Tukwil -00025
WAPW Eng \PROJECTS\A- DR Projects \NPDES Program (99341210)\2015 2017 Capacity Grant \Info Memo UC 2015 -17 DOE Grant 12 -04 -15 gl sb.doc
189
190
Agreement No: WQSWCAP- 1517 - Tukwil -00025
Project Title: 2015 -2017 Biennial Stormwater Capacity Grants
Recipient Name: City of Tukwila
DEPARTMENT OF
Omar
...:,,. ECOLOGY
State of Washington
Agreement WQSWCAP- 1517- Tukwil -00025
WATER QUALITY STORMWATER CAPACITY AGREEMENT
BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
m
City of Tukwila
This is a binding Agreement entered into by and between the State of Washington, Department of Ecology,
hereinafter referred to as "ECOLOGY" and City of Tukwila, hereinafter referred to as the "RECIPIENT" to carry out
with the provided funds activities described herein.
GENERAL INFORMATION
Project Title:
Total Cost:
Total Eligible Cost:
Ecology Share:
Recipient Share:
The Effective Date of this Agreement is:
The Expiration Date of this Agreement is no later than
Project Type:
Page I of 24
2015 -2017 Biennial Stormwater Capacity Grants
$50,000.00
$50,000.00
$50,000.00
$0.00
07/01/2015
03/31/2017
Capacity Grant
Proiect Short Description:
This project will assist Phase I and II Permittes in implementation or management of municipal stormwater
programs.
Project Long Description:
N/A
Overall Goal:
This project will improve water quality in the State of Washington by reducing stormwater pollutants discharged to
state water bodies.
WQS W CAP - 1517- Tukwil -00025 191
192
4
City Of Tukwila
Transportation Committee
TRANSPORTATION COMMITTEE
Meeting Minutes
December 7, 2015 — 5:15 p.m. — Foster Conference Room, 6300 Building
Councilmembers: Joe Duffie, Chair; Allan Ekberg, Kathy Hougardy
Staff: David Cline, Bob Giberson, Frank Iriarte, David Sorensen, Pat Brodin, Gail Labanara,
Ryan Larson, Grant Griffin, Laurel Humphrey
Guest: Ildefonso Joe Eustaquio
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:19 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Consultant Selection: 2016 Overlay and Repair Program
Staff is seeking Council approval to enter into a contract with KPG, Inc. in the amount of $133,861.16
to provide design services for the 2016 Overlay and Repair Program. KPG, Inc. was selected from
an evaluation pool of five firms due to their experience with the City. The purpose of this project is
to construct asphalt and concrete pavement overlays at 10 sections of roadway throughout the City.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT
AGENDA.
B. Contract Supplement: Major Maintenance on 3 Bridges 2015 Project
Staff is seeking Council approval of Supplement No. 1 to Contract No. 15 -139 with David Evans and
Associates, Inc. in the amount of $46,769.00 for the Major Maintenance on 3 Bridges 2015 Project.
Site investigations of the Frank Zepp Bridge revealed unanticipated settlement and pier movement,
requiring additional survey and design work. The proposed supplement will adjust the project
schedule, revise technical statements in the scope of work, and address a lighting safety concern
on the west end of the trail. The total contract as supplemented is $735,737.00, which is under the
project budget of $866,000.00. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
REGULAR CONSENT AGENDA.
C. Grant Acceptance: 53 d Avenue South (South 137th Street to South 144th Street)
Staff is seeking Council approval to accept grant funding in the amount of $2,141,400.00 from the
Washington State Transportation Improvement Board (TIB) for the 531d Avenue South (South 137th
Street to South 144th Street) Project. The funds will be used to construct street improvement
including curbs, gutters, sidewalks, storm drainage facilities, and pavement reconstruction.
Relocation of utilities are included in the project but will be funded primarily by City and Franchise
utility resources. Construction is expected to begin in Spring 2017. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
D. Grant Acceptance: NPDES Phase II Permit
Staff is seeking Council approval to accept grant funding in the amount of $50,000 from the
Department of Ecology for the NPDES Phase II Permit and Surface Water Project. Funds will be
used towards the Low Impact Development (LID) Gap Analysis and Implementation which must be
adopted by the end of 2016. No City match is required. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
193
194
COUNCIL AGENDA SYNOPSIS
---------------------------- - - - - -- Initial,
Meetin Date Prepared by Mayor's Teview Council review
12/14/15 B
ITEM INFORMATION
ITEM NO.
Spec 2.E.
195
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AC.iENDA DATE: 12/14/15
AGENDA ITEm TTTLI NPDES Phase II Permit - Low Impact Development Gap Analysis
Consultant Selection and Agreement with Otak, Inc.
CATEGORY ❑ Discussion
Mtg Date
® Motion
Mt
g Date 12114115
❑ Resolution
Mtg Date
❑ Ordinance
Aft
g Date
❑ BidAxard
Aft Date
❑ Public Hearing
Aft
g Date
❑ Other
Alt Date
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PV
SPONSOR'S As part of the City's National Pollutant Discharge Elimination System ( NPDES) Phase II
SUMMARY Permit, we are required to review, revise, and make effective local development - related
codes to incorporate and require Low Impact Development (LID) principles and LID Best
Management Practices. Three firms were interviewed and Otak was selected as the firm
that best met the requirements. Council is being asked to approve the contract with Otak
in the amount of $59,006.00.
RI3\7II:WED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ® Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: .70E DUFFIE
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works Department
COMNIIi TEE Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURI' REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$59,006.00 $50,000.00 $9,006.00
Fund Source: 412 SURFACE WATER (PAGES 84 2015 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15
Consultant Selection Matrix
Consultant Agreement, Scope of Work, and Fee
Minutes from the Transportation Committee meeting of 12/07/15
195
196
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, P.E., Public Works Director
BY: Greg Villanueva, NPDES Coordinator
DATE: December 4, 2015
SUBJECT: NPDES Phase II - Low Impact Development (LID) Gap Analysis
Project No. 99341210
Consultant Recommendation and Agreement
ISSUE
Approve Otak, Inc. to perform Low Impact Development (LID) Gap Analysis and Implementation
for the National Pollutant Discharge Elimination System (NPDES) Phase II Permit.
BACKGROUND
The City's NPDES Phase II permit requires that the City review, revise, and make effective their
local development - related codes, rules, standards, or other enforceable documents to
incorporate and require LID principles and LID Best Management Practices no later than
December 31, 2016.
ANALYSIS
To meet the NPDES Phase II Permit requirements, the City of Tukwila short listed four
consulting firms from the current MRSC Consultant Roster to assist the City with an LID gap
analysis and implementation project. The following three consultants responded with a
statement of qualification and were then interviewed:
1) SvR, Seattle, WA 2) Maul Foster Alongi, Vancouver, WA 3) Otak, Redmond WA
Otak, was selected and is recommended for the contract as they are currently performing
similar work for other cities and were highly recommended.
FINANCIAL IMPACT
The LID Gap Analysis consultant agreement is for $59,006, of which $50,000 will be funded by
a Dept of Ecology Water Quality Stormwater Capacity Grant. The Stormwater Capacity Grant
has no City match and the remaining balance will be funded from the NPDES budget.
RECOMMENDATION
Council is being asked to approve a consultant agreement with Otak, Inc. the amount of
$59,006 for the NPDES Phase II Permit's LID Gap Analysis and Implementation and consider
this item on the Consent Agenda at the December 14, 2015 Special Meeting.
Attachments: Consultant Selection Matrix
Otak, Inc. Consultant Agreement
W:\PW Eng \PROJECTS\A- DR Projects \NPDES Program (99341210)\20152017 Capacity Grant \Otak LID Gap Analysis \Into Memo Otak LID Gap Analysis 12 -04 -15 gl sb.doc 197
2015 LID GAP ANALYSIS
CONSULTANTS O�
P♦
et
5�
�o
UNDERSTANDING OF
PROJECT OBJECTIVES
1
2
3
APPROACH TO MEETING
PROJECT OBJECTIVES
1
1
3
KNOWLEDGEIEXPERIENCE
WITH LID
1
1
3
KNOWLEDGE /EXPERIENCE
WITH DOE SMMWW AND KING
COUNTY SWDM
2
1
3
KNOWLEDGE AND
EXPERIENCE WITH
MUNICIPAL CODES AND
STANDARDS
1
2
3
PROJECT MANAGER AND
TEAM MEMBERS
1
2
3
ENVIRONMENTAL PLANNING &
PERMITTING EXPERIENCE
2
1
3
EXPERIENCE, PERFORMANCE
& REFERENCES ON SIMILAR
PROJECTS
1
2
3
ABILITY TO MEET SCHEDULE
1
1
1
Totals
11
13
25
Ranking
1
2
3
SCORING SHOULD RANGE FROM 1 (LOWEST RANKING) TO 3 (HIGHEST RANKING).
• e,
200
City of Tukwila Contract Number:
• 6200 Southcenter Boulevard, Tukwila WA 98188
CONSULTANT AGREEMENT FOR
PROFESSIONAL SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City ", and Otak, Inc., 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 services in
connection with the project titled Low Impact Development Gap Analysis and
Implementation.
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, 2016 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, 2016 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 provided on Exhibit
"B" attached hereto, provided that the total amount of payment to the Consultant shall not
exceed $59,006.00 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.
201
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
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.
W: \PW Eng\PROJECTS\A- DR Projects \NPDES Program (99341210) \2015 2017 Capacity Grant \Otak LID Gap Analysis \Consultant Agreement LID Gap Analysis - sb.doc
Page 2
202
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.
W: \PW Eng \PROJECTS\A- DR Projects \NPDES Program (99341210) \2015 2017 Capacity Grant \Otak LID Gap Analysis \Consultant Agreement LID Gap Analysis - sb.doc
Page 3
203
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, religion, creed, color, national
origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political
affiliation or the presence of any disability 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.
W: \PW Eng \PROJECTS\A- DR Projects \NPDES Program (99341210)\2015 2017 Capacity Grant \Otak LID Gap Analysis \Consultant Agreement LID Gap Analysis - sb.doc
Page 4
204
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:
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
CITY OF TUKWILA
Mayor, Jim Haggerton
Attest /Authenticated:
City Clerk, Christy O'Flaherty
day of , 20
CONSULTANT
By:
Printed Name:
Title:
Approved as to Form:
Office of the City Attorney
W: \PW Eng \PROJECTS\A- DR Projects \NPDES Program (99341210)\2015 2017 Capacity Grant \Otak LID Gap Analysis \Consultant Agreement LID Gap Analysis - sb.doc
Page 5
205
206
Exhibit A
City of Tukwila
LID Gap Analysis and Code Update
Otak Project Number 32634
November 13, 2015
Project Understanding
The City of Tukwila is subject to requirements of the National Pollutant Discharge
Elimination Systems (NPDES) Western Washington Phase II Municipal Stormwater
Permit (permit), issued by Washington Department of Ecology (Ecology). The current
permit requires the City to update its development codes and standards by 2017 to
make low impact development (LID) the preferred and commonly used approach to site
development.
The required process for meeting the objective of making LID the preferred and
commonly used approach to site development is described in detail in Integrating LID
into Local Codes: A Guidebook for Local Governments, which is referenced by the
permit. This process entails significant municipal staff involvement. This scope of work
describes a collaborative effort between Otak and various City staff to achieve the
requirements of the permit. Generally, Otak plans, leads, coordinates, participates in,
and creates final deliverables for tasks. City staff participates by using their unique
knowledge of local land development standards and practices to give feedback on
Otak's findings, recommendations, and drafts.
The permit- required deadline for updating the City's codes and practices is December
31, 2016.
Task 1: Project Management
Otak will plan, manage, and execute the tasks described in this scope of work in
accordance with the schedule, budget, and quality expectations that are established.
Otak will coordinate regular meetings with the City's project manager and will document
decisions and action items as they arise.
Deliverables
• Coordinate bi- weekly meetings
• Submit monthly progress reports with billings
Assumptions
• Bi- weekly meetings are 30 minutes
Task 2: LID Gap Analysis
Otak will review the City of Tukwila's codes, rules, and standards to identify opportunities
to incorporate LID principles into the City's development codes and standards. Three
principles called out by the City's municipal stormwater permit are:
• Minimize creation of impervious surfaces
• Minimize loss of native vegetation
W:APW ling \PROJI CTS \A - DR Projccts \NPllLS Program ( 99341210) \2015 2017 Capacity Grano \Otak 1.I1) Gap Analysis \Otak Consultant Agreement -
Iixhibit A.docx
207
Scope of Work
Continued
• Minimize stormwater runoff
The gap analysis will review:
• City of Tukwila Public Works Infrastructure Design and Construction Standards
• City of Tukwila Comprehensive Plan
• Tukwila Municipal Code, Title 9, Vehicles and Traffic
• Tukwila Municipal Code, Title 11, Right -of -Way Use
• Tukwila Municipal Code, Title 14, Water and Sewers
• Tukwila Municipal Code, Title 17, Subdivision and Plats
• Tukwila Municipal Code, Title 18, Zoning
Otak's analysis will use resources provided in the Department of Ecology's Low Impact
Development Code Integration Toolkit, which was developed specifically for this
purpose. For example, the toolkit describes 12 topic areas that may play a role in
creation of impervious surfaces and loss of native vegetation in local jurisdictions'
development codes. These include, among others, site planning and assessment,
landscaping, parking, and maintenance. Otak will ensure each topic is addressed in the
gap analysis.
In this step, no updates are proposed. Otak's analysis and findings will be further
examined and used as the base of information for completing the project.
Deliverables
• Gap Analysis
Task 3: Gap Review and Opportunity Selection
The Gap Analysis may identify hundreds of opportunities for updating City development
codes and engineering standards to incorporate LID. Otak will need City staff feedback
to narrow down the list of potential updates and approval from City leaders before
beginning to draft the updates.
Task 3.1: City Staff Training and Kickoff
The guidebook emphasizes the importance of City staff participation from various
disciplines. Representatives from key departments with responsibilities for setting and
enforcing the City's land use, engineering, public safety, and critical areas policies will be
selected for participation in the LID code review process.
To bring the team and leaders to a common level of understanding of the principles of
LID and to initiate the review of the Gap Analysis, Otak will host an introduction and
kickoff meeting including team members and leadership.
Deliverables
• Half -day introduction and kickoff
Task 3.2: Gap Review
Otak expects the Gap Analysis to identify potentially hundreds of opportunities for
incorporating LID principles. The analysis will be divided for team review, which will bring
multiple perspectives and specific local knowledge. Team members will closely review
targeted portions of the Gap Analysis, selected based on each team member's subject
1:
Scope of Work
Continued
matter expertise. To facilitate review of specific topics, additional readings are
recommended.
Deliverables
List of additional readings and videos for subject matter experts
Updated Gap Analysis
Assumptions
• One meeting with the whole team will be needed
Task 3.3: Recommendation and Approval
Based on team feedback on the Gap Analysis, Otak will narrow down the list of topics or
codes to update. In this step, no changes will be proposed. Otak will prioritize
opportunities and focus on those topics or code titles that best meet the City's
objectives.
Otak will produce a LID Code Update Findings Report, summarizing the Gap Analysis,
recommending updates, and developing initial concepts recommendation for review and
approval by City leaders. Community Development and Public Works department
directors and others will consider Otak's recommendation and will approve topics or
areas for update in the next task.
Deliverables
• LID Code Update Findings Report
Task 4: Development Code and Standards Update
Otak planners will draft updates of the City's codes and standards to incorporate LID
principles. Otak engineers will draft or update standard plans or details, as necessary.
City staff will continue to be involved as reviewers. The extent of this task is dependent
on the results of the gap analysis and prioritization and selection process above.
Deliverables
• Draft and final development codes
• Draft and final engineering drawings /illustrations
Assumptions
The extent of this task is dependent on the results of the Gap Analysis and prioritization
process in Step 3. For the purposes of the scope of work, we assume:
Update to 5 code titles or chapters, or agreed equivalent, where one title /chapter is
approximately 30 -50 pages (i.e. updates to approximately 250 pages of original
material)
5 new or updated engineering drawings or illustrations, such as standard plans or
details
Task 5: Adoption
This task will include briefing elected officials on LID, presenting proposed revisions, and
following the formal adoption process.
209
Scope of Work
Continued
Our scope includes presentations at several Council Committee meetings, including
Transportation Committee, Community Affairs and Parks Committee, and Utilities
Committee, as well as Planning Commission and a public hearing at City Council.
Deliverables
• One presentation for City Council Committee meetings, Planning Commission, and
the full City Council
• Attendance at up to 3 committee meetings
• Attendance at a Planning Commission work shop
• Attendance at a City Council hearing
Task 6: Public Outreach Support
To encourage community support, Otak recommends the City engage in moderate
public outreach using existing channels of communication and engagement with City
residents, landowners, and business communities.
Otak will support public outreach efforts by developing two brief outreach pieces. Brief
outreach pieces may include a one -page brochure, a newsletter article, one poster
board, or similar item.
Deliverables
• Two brief outreach pieces
Task 7: Summary
The City's municipal stormwater permit requires a summary of the process to be
submitted with the City's 2016 NPDES Annual Report (due March 2017). Otak will
prepare a summary report of the process for submittal. The summary will include a list of
participants; Tukwila's codes, rules and standards reviewed; and a description of the
revisions made to incorporate LID principles. It will be organized to describe:
Measures to minimize impervious surfaces
Measures to minimize loss of native vegetation
Other measures to minimize stormwater runoff
Contingency - Task 8: Implementation
Otak recommends the City develop support tools for staff that will be reviewing and
enforcing new requirements. Implementation includes all those tasks necessary to
prepare City staff for new codes and standards.
Should the City wish to expand the scope of this contract to include implementation,
Otak will assist City departments in developing tools for accepting, reviewing, permitting,
inspecting, and maintaining development proposals and public improvements using new
codes and standards.
Preparation topics could include:
• Updated site plan submittal requirements
• New required site assessments and reports
• Updated road standards
• New types of stormwater facilities
• More flexible review and engineering requirements
210
Scope of Work
Continued
• Additional inspection requirements
• Updated maintenance standards
Otak will work with Community Development and Public Works review staff to develop
tools such as procedures, flow charts, checklists, maps, and cheat sheets for accepting
and reviewing land use and development proposals.
211
212
Vol
� y
X
W
N•
•
G!
U)
c�
`V
I�
HI
.3 M
0 h (1
H
213
0
(co0oCoco0
�z
mo co
co
0
rn
c�
op
�r
co
r
c�
o
cu
r
o 0
GOD
Gp�
tAl ZQI
h � h
00
,
cq
o
0
It
00
co
00
F�
t
0
0
LO
o
00
bA
00
cc
bp
0
00
0
bL Q
W
0
0
2
o
oc
r
0
N
m
CA
�
o
coo
co
a
r.
W
°0
0
0
It
o a
o
0
y
C
cq
00
oL
i
a
o
:z
m
m
o
[C3
N
�
s7
a
Ct
o
A
a
a��laP,
213
214
Transportation Committee Minutes December 7, 2015 - Pape 2
E. Consultant Selection: NPDES Phase II — LID Gap Analysis
Staff is seeking Council approval of a consultant agreement with Otak, Inc. in the amount of $59,006
for the NPDES Phase II Permit's Low Impact Development (LID) Gap Analysis and Implementation.
The City's NPDES Phase II permit requires the City to incorporate and require LID principles and
LID Best Management Practices in its codes and practices by December 31, 2016. UNANIMOUS
APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
F. Project Completion: Thorndyke Safe Routes to School Project
Staff is seeking Council approval of project completion and release of retainage to Road
Construction Northwest in the amount of $1,116,451.13 for the Thorndyke Elementary Safe Routes
to School Project. This project improved South 1501h Street between Tukwila International Boulevard
and 42nd Avenue South, including new asphalt and pavement, curb, gutter and sidewalk, driveway
and curb ramps, and property restoration. UNANIMOUS APPROVAL. FORWARD TO DECEMBER
14, 2015 REGULAR CONSENT AGENDA.
III. SCATBd
Councilmember Hougardy reported that Dana Ralph of the Kent City Council has been elected 2016
Chair.
IV. MISCELLANEOUS
Mr. Eustaquio commented on several items, including sewers, claims filed against Sound Transit and a
need for traffic calming on 51 st Avenue South. Staff agreed to follow up and assist with those issues.
Chair Duff ie suggested adding signage to the City Hall driveway entrance along 65th Avenue South.
Meeting adjourned at 6:13 p.m.
Next meeting: TBD
YA14--)�.a Committee Chair Approval
Minutes by LH, Reviewed by GL
215
216
COUNCIL AGENDA SYNOPSIS
nitials
Meetin Date Pre ared b Mayor' revieav Council review
12/14/15 B Z t/1
ITEM INFORMATION
ITEM NO.
Spec 25.
CAS NUMBER:
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 12/14/15
AGENDA I,rE-M TITLE: Thorndyke Safe Routes to School Project
Project Completion and Acceptance
CATEGORY ❑ Discussion
g Date
Mt
® Motion
Mt Date 12114115
❑ Resolution
Mt Date
❑ Ordinance
Alt Date
❑ BidAward
Mtg Date
❑ Public Hearing
Alt Date
❑Other
Alt
g Date
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD E] Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PW
SPONSOR'S The contract with Road Construction Northwest of Renton, WA is complete for the
SUMMARY Thorndyke Safe Routes to School Project. This residential street contract improved S 150th
St from Tukwila International Blvd to 42nd Ave S and included new asphalt, curb, gutter,
and sidewalk on the south side of the street. Two change orders were issued and unit price
under -runs credited $24,778.01. Council is being asked to accept and finalize the contract
with Road Construction Northwest in the amount of $1,116,451.13.
REVIEWEsD BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ® Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/07/15 COMMITTEE CHAIR: JOE DUFFIE
RECOMMENDATIONS:
SPONSOR/ADNIIN. Public Works
COMMIYFEE Unanimous Approval; Forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE: REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$1,116,451.13 $1,487,000.00 $0.00
Fund Source: 103 RESIDENTIAL STREETS (PAGE 4, 2015 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15
State of WA Depart of Revenue Notice of Completion 14 -196
Minutes from the Transportation Committee meeting of 12/07/15
217
218
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director
BY: Robin Tischmak, City Engineer
DATE: December 4, 2015
SUBJECT: Thorndyke Safe Routes to School Project
Project No. 91210302, Contract No. 14 -196
Project Completion and Acceptance
ISSUE
Accept construction contract as complete and authorize release of retainage.
BACKGROUND
The Notice to Proceed for Contract No. 14 -196 with Road Construction Northwest of Renton, Washington was
issued on September 14, 2014 for the Thorndyke Elementary Safe Routes to School (SRTS) Project. The
Thorndyke SRTS construction project improved S 150th St between Tukwila International Blvd and 42nd Ave S.
Improvements included new asphalt and concrete pavement, curb, gutter and sidewalk on the south side,
driveway and curb ramps, and property restoration.
111 RT01IRRire7ki 1
The Thorndyke SRTS Project was physically completed on June 2, 2015. Two change orders were executed for
a contract time extension and minor overrun. Under runs of $24,778.01 were due to project management
efficiencies.
FINANCIAL IMPACT
The Thorndyke SRTS construction budget was $1,487,000.00. The project was funded by a Federal SRTS grant of
$457,000, along with the Annual Overlay and Surface Water funding. Retainage was not held due to new Federal
contract requirements.
RECOMMENDATION
Council is being asked to formally accept the Thorndyke Safe Routes to School construction contract as
complete and authorize the release of retainage, subject to standard claim and lien release procedures, with
Road Construction Northwest in the final amount of $1,116,451.13 and to consider this item on the Consent
Agenda at the December 14, 2015 Special Meeting.
Attachment: Notice of Completion
W9PW Eng1PROJECTStA- RW 8 RS Projects\Safe Routes to School -Thorndyke (91210302)ICN Awardllnfo Memo Closeout RCNW 12 -0415 gl.docx
219
Expenses
Construction Contract Amount
$1,136,256.00
Change Order Nos. 1 & 2
4,973.14
Unit Price Under -runs
(24,778.01)
Total Contract and Budget
$1,116,451.13
RECOMMENDATION
Council is being asked to formally accept the Thorndyke Safe Routes to School construction contract as
complete and authorize the release of retainage, subject to standard claim and lien release procedures, with
Road Construction Northwest in the final amount of $1,116,451.13 and to consider this item on the Consent
Agenda at the December 14, 2015 Special Meeting.
Attachment: Notice of Completion
W9PW Eng1PROJECTStA- RW 8 RS Projects\Safe Routes to School -Thorndyke (91210302)ICN Awardllnfo Memo Closeout RCNW 12 -0415 gl.docx
219
220
Date: 09/29/15
y Y7 1 F,
I r ❑ Original
❑
- Revised #
NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT
Contractor's UBI Number: 602 286 010
Name & Mailing Address of Public Agency Department Use Only
City of u wila Assigned to:
6300 S Center Blvd #101
Tukwila, WA 98188 Date Assigned:
UBI Number:
Notice is herebv eiven relative to the comnletion of contract nr nroiect dacrrihod holnu,
Project Name
Contract Number
Job Order Contracting
Thorndyke Elementary Safe Routes to School 91210302
114-196
❑ Yes d No
Description of Work Done /Include Jobsite Address(es)
Tukwila International Blvd & S 150th S: Remove asphalt & cement concrete pavements; traffic control; install new
storm drainage structures & pipes, new curb & gutters, sidewalks, driveways, curb ramps; property restoration; HMA
paving; traffic signal modifications.
�{
Federally funded transportation project? IyJ Yes ❑ No (if yes, provide Contract Bond Statement below)
Contractor's Name
E -mail Address
Affidavit ID*
Road Construction Northwest
lArelene@RCNW.com
1603330
Contractor Address
Telephone #
POB 188 Renton, WA 980057
1425-254-9999
If Retainage is not withheld, please select one of the following and List Surety's Name & Bond Number.
❑ Retainage Bond LLrI Contract /Payment bond (valid for federally funded transportation projects)
Name: Employers Mutual Casualty Company JBond
Number: A82453
Date Contract Awarded
Date Work Commenced
Date Work Completed
Date Work Accepted
6/23/15
9/14/2014
16/2/15
Were Subcontracters used on this project? If so, please complete Addendum A. Wyes ❑ No
Affidavit ID* - No L &I release will be granted until all affidavits are listed.
Contract Amount
Additions ( + )
Reductions (- )
Sub -Total
Amount of Sales Tax 0.0
(If various rates apply, please send a breakdown)
TOTAL
1,136,256.00
$ 4,973.14
$ 24,778.01
$ 1,116,451.13
$ 1,116,451.13
Liquidated Damages $ 0.00
Amount Disbursed $ 1,116,451.13
Amount Retained $ 0.00
ivutc: l nese two totals must De equal
TOTAL $ 1,116,451.13
Comments:
Note: The Disbursing Officer must submit this completed notice immediately after acceptance of the work done under this contract.
NO PAYMENT SHALL BE MADE FROM RETAINED FUNDS until receipt of all release certificates.
Submitting Form: Please submit the completed form by email to all three agencies below.
Contact Name: Diane Jaber, Finance
Email Address: diane.jaber @tukwilawa.gov
of Revenue
washtftaux stare Depan"ent (if
Public Works Section
(to"JDepartment
Labor +lit Industries
(360) 704 -5650
Contract Release
, PWC @dor.wa.gov
(855) 545 -8163, option # 4
Co ntractRe lease@ L N I. W A. G OV
REV 31 0020e (4/28/14) F215- 038 -000 04 -2014
Title: Finance Specialist
Phone Number:
- Employment Security
Department
Registration, Inquiry,
Standards & Coordination
Unit
(360) 902 -9450
publicworks@esd.wa.gov
221
Addendum A: Please List all Subcontractors and Sub -tiers Below
This addendum can be submitted in other formats.
Provide known affidavits at this time. No L&I release will be granted until all affidavits are listed.
Subcontractor's Name:
UBI Number: (Required)
Affidavid ID*
American Surveying & Engineering LLC
603226051
575147
ASHFORD ELECTRIC & CONST CO
600640030
576085
BOBBY WOLFORD TRKNG & SLVG INC
600620859
581940
BRAVO ENVIRONMENTAL NW INC
602946216
583198
C & P FENCING
603210811
584105
Chick of All Trades LLC
602758788
581958
DAVEY TREE EXPERT COMPANY, THE
602000069
546270
GRASS MASTER
601517336
581961
J & G CONCRETE CORPORATION
602817010
582108
LAKESIDE INDUSTRIES INC
601106847
579552
Miles Sand & Gravel Company
171004760
582465
Miles Sand & Gravel Company
171004760
582466
Miles Sand & Gravel Company
171004760
580150
PACIFIC TOPSOILS INC
600405438
583005
REECE CONSTRUCTION COMPANY
602893954
581705
SALINAS SAWING & SEALING INC
601717158
582698
SILVERSTREAK INC
600432781
581717
STRIPE RITE INC
601048084
581775
W. E. Coates Surveying, LLC
602746960
586854
WILSON CONCRETE CONST INC
602168956
588288
For tax assistance or to request this document in an alternate format, please call 1- 800 - 647 -7706. Teletype (TTY) users may use the
Washington Relay Service by calling 711.
REV 31 0020e Addendum (04/28/14) F215- 038 -000 04 -2014
222
Transportation Committee Minutes December 7, 2015 - Pape 2
E. Consultant Selection: NPDES Phase II — LID Gap Analysis
Staff is seeking Council approval of a consultant agreement with Otak, Inc. in the amount of $59,006
for the NPDES Phase II Permit's Low Impact Development (LID) Gap Analysis and Implementation.
The City's NPDES Phase II permit requires the City to incorporate and require LID principles and
LID Best Management Practices in its codes and practices by December 31, 2016. UNANIMOUS
APPROVAL. FORWARD TO DECEMBER 14, 2015 REGULAR CONSENT AGENDA.
F. Proiect Comaletion: Thorndvke Safe Routes to School Proiect
Staff is seeking Council approval of project completion and release of retainage to Road
Construction Northwest in the amount of $1,116,451.13 for the Thorndyke Elementary Safe Routes
to School Project. This project improved South 1501h Street between Tukwila International Boulevard
and 42nd Avenue South, including new asphalt and pavement, curb, gutter and sidewalk, driveway
and curb ramps, and property restoration. UNANIMOUS APPROVAL. FORWARD TO DECEMBER
14, 2015 REGULAR CONSENT AGENDA.
III. SCATBd
Councilmember Hougardy reported that Dana Ralph of the Kent City Council has been elected 2016
Chair.
IV. MISCELLANEOUS
Mr. Eustaquio commented on several items, including sewers, claims filed against Sound Transit and a
need for traffic calming on 51 st Avenue South. Staff agreed to follow up and assist with those issues.
Chair Duff ie suggested adding signage to the City Hall driveway entrance along 65th Avenue South.
Meeting adjourned at 6:13 p.m.
Next meeting: TBD
YA14--)�.a Committee Chair Approval
Minutes by LH, Reviewed by GL
223
224
COUNCIL AGENDA SYNOPSIS
-- Initials
Meefin Prepared �
,g Date Mayor's review Council review
12/14/15 BG L4
ITEM INFORMATION
ITEM NO.
Spec 2.G.
225
STAFF SPONSOR: BOB GIBERSON
ORIGINALAGENDADATE: 12/14/15
AGENDA YrEm Tii,i,E Sound Cities Association
Lease Agreement for 6300 Building Suite 206
CATEGORY ❑ Dircusfion
Mt
,g Date
E Motion
Mi
,g Date 12114115
❑ Resolution
MtS Date
❑ Ordinance
Alig Date
F-1 BidAward
AltS Date
❑ Public Hearing
Aft
,g Date
[:] 0 "er
,g Date
Mt
SPONSOR ❑ Council ❑ Mayor [:] FIR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PWI'
SPONSOR'S In April 2006, the City entered into a five year lease of Suite 206 in the 6300 Building.
SUMMARY Amendment #1 readjusted the rent amounts and extended the lease through January 31,
2013. Amendment #2 added additional space and phone and IT service. Council is being
asked to approve the new lease agreement with SCA for 3 years through December 31,
2018 with rent at $1,885.83/month in 2016, $2,007.50 in 2017 and $2,068.33 in 2018.
BY ❑ cow Mtg. ❑ CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte
F-1 Utilities Cmte ❑ Arts Comm. [:] Parks Comm. ❑ Planning Comm.
DATE: 12/08/14 COMMITTEE CHAIR: KATHY HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works Department
COMMFIYEE Unanimous approval, forward to Special Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: GENERAL FUND REVENUE
Comments.-
MTG. DATE
RECORD OF COUNCIL ACTION
12/1411S
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/04/15_
Sound Cities Association Lease Agreement
Minutes from the Finance and Safety Committee Meeting of 12/8/15
225
226
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Bob Giberson, Public Works Director
DATE: December 4, 2015
SUBJECT: Sound Cities Association
Lease Amendment — Suite 206, 6300 Building
ISSUE
Approve the lease amendment with Sound Cities Association (SCA).
f3L�7:(eiZ�lIPl�7
In 2006, the City entered into a five year lease of Suite 206 in the 6300 Building and an
amendment extended the lease through 2012. A new lease agreement was executed in 2013
to include an additional 360 square feet of space, City - provided phone and technology services,
and a new monthly rent of $1,703.33 for 2013, $1,764.17 for 2014, and $1,825.00 for 2015.
A new lease amendment has been negotiated to extend the lease until December 31, 2018 with
rent at $1,885,83/month for 2016, $2,007.50 /month for 2017 and $2,068.33 /month for 2018.
DISCUSSION
The current lease with SCA expires on January 31, 2016. This lease amendment extends the
lease through December 31, 2018 and continues to benchmark the lease rate to surrounding
market rate rents.
RECOMMENDATION
Council is being asked to formally approve the lease amendment with SCA for an extended
lease term and increase in rent, and consider this item on the Consent agenda for Special
Council Meeting on December 14, 2015.
ATTACHMENTS:
Draft of the SCA Lease Amendment
227
228
LEASE AMENDMENT
THIS LEASE AMENDMENT is made this day of , 20
between CITY OF TUKWILA ( "LANDLORD "), and SOUND CITIES ASSOCIATION
( "TENANT ").
WHEREAS, Landlord and Tenant entered into a Lease dated January 8, 2013 for
those certain premises located at Suite 206, 6300 Southcenter Blvd., Tukwila,
Washington (the "PREMISES "), as more fully described in the Lease. Capitalized terms
used but not otherwise defined herein shall have the meanings given to them in the Lease;
and
WHEREAS, Landlord and Tenant desire to modify the Lease as provided herein.
NOW, THEREFORE, in consideration of the covenants and agreements
contained herein, the parties hereby mutually agree as follows:
TERM. The Lease for Suite 206 shall expire on December 31, 2018. Therefore,
the Term of the current Lease for Suite 206 shall be extended from January 31,
2016 and expiring December 31, 2018.
4. RENTAL RATE ADJUSTMENT. The adjusted rental rates are as follows:
2/01/2016 — 12/31/2016 $15.50 /sfyr $1,885.83/mth $22,630/yr
1/01/2017 — 12/31/2017 $16.50 /sf /yr $2,007.50 /mth $24,090/yr
1/01/2018 — 12/31/2018 $17.00 /sf /yr $2,068.33/mth $24,820/yr
Except as expressly modified above, all terms and conditions of the Lease remain in full
force and effect and are hereby ratified and confirmed.
IN WITNESS WHEREOF, the parties hereto have entered into this Ist
Amendment to Lease as of the date first written above.
LANDLORD:
City of Tukwila
By:
Title:
Date:
TENANT:
Sound Cities Association
By:_
Title:
Date:
229
230
4
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
December 8, 2015 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joe Duffie, De'Sean Quinn
Staff: David Cline, Peggy McCarthy, Bob Giberson, Kim Gilman, Stephanie Brown, Mike
Villa, Todd Rossi, Brent Frank, Christy O'Flaherty, Kim Walden, Gail Labanara,
Tam i- Eberle- Harris, Laurel Humphrey
CALL TO ORDER: The meeting was called to order at 5:30 p.m.
I. PRESENTATIONS No presentations.
BUSINESS AGENDA
A. Lease Amendment: Sound Cities Association
Staff is seeking Council approval to amend the lease with Sound Cities Association (SCA) for
space in the 6300 Building. The amendment would extend the lease until December 31, 2018,
with rent at $1,885.83/month for 2016, $2,007.50 /month for 2017, and $2,068.33 /month for
2018. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
B. Resolution: Laserfiche Records System Upgrade
Staff is seeking Council approval of a sole- source resolution to purchase the Rio upgrade,
estimated at $93,179.24, to the basic Laserfiche product currently owned by the City. Laserfiche
Rio is a robust enterprise content, document and records management system that provides a
centralized records storage system for the city. The upgrade will provide separate repositories
for departmental use, unlimited public portal retrieval licenses, and enhanced workflow and life
cycle management capabilities. In addition, the Municipal Court's transition to electronic forms
via the CodeSmart project requires this upgrade in order to integrate with the City's document
management system. Funds for this purchase are available from the current 2015 budget and
no amendment is required. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
SPECIAL CONSENT AGENDA.
C. Resolution: Non - Represented Employee Compensation
Staff is seeking Council approval of a resolution to adopt the non - represented salary schedule
and benefits summary effective January 1, 2016. The proposal includes a 1% pay increase for
all non - represented employees, changes to the salary structure line of regression phased in
over two years, and a commitment to review the compensation policy in the first quarter of 2016.
Bands D61 -F102 will receive an additional increase of 3.35% in 2016 and Bands D62, D63, and
F102 will receive an additional increase of 2.7% in 2017.
Councilmembers and staff discussed the proposals, which included comments from staff
speaking from their perspective as non - represented employees affected by the proposal.
Human Resources staff stated that while this resolution is silent on 2017 compensation for
bands B21 -C43, the compensation policy outlined in Resolution 1769 still applies and there may
be a cost -of- living adjustment based upon 90% of CPI. Chair Hougardy requested a report
231
232
Co uNcm AGENDA SYNOPSIS
nitials
Meeliq Dale Pre .pared by y lwqyor's review Council review
12/14/15 SB
ITEM INFORMATION
ITEM CVO.
Spec 2.H.
I
233
STAKE SPONSOR: STEPHANIE BROWN
12/14/15
AGENDA D'i,"m Ti,i,i,E 2016 Contract with R.L.Evans for Broker Services
CATI,"GORY ❑ Dist-ussion
It g Date
F1 Motion
Al g Date 12114119
❑ Resolution
All g Date
[:] Ordinance
Mi g Date
❑ Bid Award
Afz g Date
F-1 Public .Hearing
At g Date
F-1 Other
M1 g Daze
SPONSOR ❑ Council [:] Mayor ZEIR ❑ DCD [:] Finance [:] 17,ire ❑ IT ❑ P&R [:] Police [:],PWI
SPONSOR'S Execute a contract with R.L. Evans in the amount of $48,750 for 2016 brokerage services
SUMMARY regarding the active employee and retiree healthcare plans. The Council is being asked to
approve the contract with R.L. Evans and consider this item on the subsequent December
14th Special Meeting Consent Agenda.
Ri""'Va"'Wi"i) BY ❑ cow Mtg. ❑ CA&P Cmte Z F&S Cmte ❑ Transportation Cmte
F-1 Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/8/15 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Human Resources Department
CONTMI'l-ME Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
Exi,l,"NDITURI-, REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments.-
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memo Dated 11/30/15
R.L. Evans Contract, Scope of Work and Fees
Minutes from the Finance & Safety Committee meeting of 12/8/15
233
234
TO:
FROM:
BY:
DATE:
SUBJECT:
City of Tukwila
Jim Haggerton, Mayor
Mayor Haggerton
Finance & Safety Committee
Stephanie Brown, Human Resources Director
Kim Gilman, Human Resources Analyst
November 30, 2015
Healthcare Broker Services
Contract for R.L. Evans, Broker of Record
ISSUE
Execute a contract with R.L. Evans in the amount of $48,750 for healthcare brokerage services
regarding the active employee and retiree plans in 2016.
BACKGROUND
The City of Tukwila's self- funded health insurance program was started in 1990. R.L. Evans
has been our broker since that time, helping the City to manage the costs of both the retiree and
active employee health insurance plans as well as negotiating competitive prices on Life, Long-
term Disability, Stop -Loss Insurance and IRS Section 125 Plan services.
DISCUSSION:
City staff have been pleased with the expertise and the high level of customer service that R.L.
Evans has provided to us in the past and is confident that their ongoing service will assist the
City in continuing to operate a cost effective and comprehensive benefits plan.
FINANCIAL IMPACT
Contract Budget
Broker Services (Active Employee Plan) $39,000 $31,900
Broker Services (Retiree Plan) $9,750 $5,183
Totals $48,750 $37,083
Due to commission offsets, the contract amount does not reflect the actual amount that the City
pays over a year. In 2014, the City paid $19,199 in Broker Fees. In 2015, the City is projected
to have paid $23,400 under this contract. It is expected that similar commission offsets will
occur in 2016 and therefore contract expenses will be within 2016 budgeted amounts.
RECOMMENDATION
The Committee is being asked to approve the contract with R.L. Evans for Healthcare Broker
Services and forward this item to the subsequent December 14th Special Meeting Consent
Agenda.
ATTACHMENTS
R.L. Evans Contract, Scope of Work and Fee Schedule
235
236
City of Tukwila Contract Number:
r
6200 Southcenter Boulevard, Tukwila WA 98188
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 K.L. Evans Company, Inc.
hereinafter referred to as "the Contractor," whose principal office is located at 3535 Faetoria Blvd. SE
Suite 120, Bellevue, WA 98006.
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:
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 $48,750 per year.
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, 2016, and ending December 31, 2016, . 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 2012 Page 1 of 7
237
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 $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.
2. 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.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
CA Revised 1 -2013
238
Page 2 of 7
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 Keepin14 and Reportin1j.
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 at any time be terminated by the City giving to the Contractor
thirty (30) days written notice of the City's intention to terminate the same. Failure to provide
products on schedule may result in contract termination. 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 Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence
of any disability in the selection and retention of employees or procurement of materials or supplies.
CA Revised 1 -2013
Page 3 of 7
239
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
Stephanie Brown, HR Director
City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 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
CITY OF TUKWILA
Stephanie Brown, HR Director
ATTEST /AUTHENTICATED:
City Clerk, Christy O'Flaherty
APPROVED AS TO FORM:
Office of the City Attorney
CA Revised 1 -2013
240
20
CONTRACTOR
G
Printed Name and Title:
Address: 3535 Factoria Blvd., Suite 120
Bellevue, WA 98006
Page 4 of 7
EXHIBIT A. SCOPE OF SERVICES
For Active and Retiree Plans
The Scope of Services for this contract includes the following coverages or programs:
Medical /Rx Individual /Aggregate Stop Loss
Dental Third Party Administrative (TPA) Services
Vision Group Life & AD &D and Dependent Life
Long Term Disability (LTD) IRS Section 125 Medical Reimbursement Plan
HMO (Group Health Co -op)
The following are representative of the basic services the BROKER will provide with respect to the CITY'S benefit
plans:
1. Current Plan Review
• Review in -force contracts, plans, benefit design
• Review funding agreements
• Review claims data and plan benefit design
• Assist with renewal contract negotiations
2. Bidding the In -Force Lines of Coverage
• Prepare bid specifications for underwriters
• Research insurance markets on CITY'S (Plan Sponsor's)behalf
• Analyze proposals and make recommendations
3. Plan Administration
• Evaluate current /prospective TPA's
• Assist with billing and eligibility problems
• Assist with plan installation
• Monitor TPA for compliance with contract terms
4. Benefit Communication
• Plan and organize employee meetings
• Develop benefit summaries
• Assist with preparation of Summary Plan Descriptions
5. Assist the City (Plan Sponsor) to Comply with Federal Laws Impacting Benefit Plans
• COBRA compliance
• PPACA compliance
• TEFRA compliance
• HIPAA compliance
CA Revised 1 -2013
Page 5 of 7
241
6. Other Services
• Act as an advocate of the participants and CITY in resolving difficult claims and administrative
problems
• Meet, at least quarterly with Health Care Committee, and as desired, with City representatives to
discuss claims experience, administration services, cost containment ideas, benefit design, new
programs and other employee benefit plan issues and problems.
• Assist in providing detailed annual financial accountings
• Review and analyze claims data and make recommendations
• Review industry trends and advise the City of Tukwila
• Assist the CITY in strategic benefit planning
• Other special projects agreed to between the CITY and BROKER
CA Revised 1 -2013
242
Page 6 of 7
EXHIBIT B. METHOD OF PAYMENT
ACTIVE (4024) and RETIREE (5024) PLANS
The Broker Commission Fee payable to R.L. Evans is $4,062.50 per month. This contract is not to exceed
$48,750 in a year. The fee is reduced by any standard agent fees or commissions that R.L. Evans receives
during the year and will provide a full accounting at year -end.
CA Revised 1 -2013
Page 7 of 7
243
244
Finance & Safety Committee Minutes December 8, 2015 - Page 2
reflecting all of the non - represented compensation increases since the recession. Staff
indicated this report already exists and it can be shared with Council. The Committee requested
that the policy review promised in 2016 include considerations of internal equity between non -
reps and union and working conditions around expectations after - hours. They also stated that
Council review of this policy has been and will continue to be welcoming to comments from non -
represented staff. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
COMMITTEE OF THE WHOLE.
D. Contract: Health Care Broker Services
Staff is seeking Council approval of a contract with R.L. Evans in the amount of $48,750 for
healthcare brokerage services regarding active employee and retiree plans in 2016. R.L. Evans
has been the City's broker since 1990, providing consistent high quality service. The contract
covers cost management and negotiation of competitive prices on Life, Long -term Disability,
Stop -Loss Insurance and IRS Section 125 Plan services. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA.
E. Contract Amendment: Public Financial Management
Staff is seeking Council approval of a contract amendment with Public Financial Management,
Inc. for municipal advisor services. The amendment will extend the expiration date from June
1, 2016 to December 31, 2017, and increase the not -to- exceed amount from $40,000 to
$130,000. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
F. Police Department Updates
1. Police Uniforms
The duty belt that is part of traditional police uniforms can be very heavy and contributes to
lower back stress and injuries. A better option is the external vest carrier, which distributes the
weight more equally across the shoulders and back. The City does not currently have funding
to make these part of standard uniforms, but some officers are choosing to purchase them with
their own funds. INFORMATION ONLY.
2. 2015 3' Quarter Police Department Report
Chief Villa updated the Committee on items of significance that occurred in the Police
Department during the third quarter of 2015. The information included highlights, staffing
information, crime statistics, crime reduction strategies, and an overview of efforts at the light
rail station from 2013 - present. A map of residential burglary locations was distributed to the
Committee. INFORMATION ONLY.
3. Police Vehicles
The Police Department wishes to purchase two detective vehicles for $63,000 instead of the
specially outfitted "Detective Sniper" vehicle listed in the 2015 -2016 Biennial Budget. The Major
Crimes Division is now fully staffed but does not have an adequate number of vehicles.
COMMITTEE APPROVAL.
III. MISCELLANEOUS
Meeting adjourned at 7:33 p.m.
Next meeting: TBD
Committee Chair Approval
Minutes by LH
245
246
COUNCIL AGENDA S
Initials
Meelin_g Dale Pre .paced by Mayor re vi W Council review
12/14/15 PMc
ITEM INFORMATION
ITEMNO.
Spec 2.1.
247
STAFF SPONSOR: PEGGY MCCARTHY
ORIGINAL Ac-,],"NI)ADA'1'1�: 12/14/15
A(; I -'INDA DT',m Ti,rii Contract amendment with Public Finance Management, Inc. (PFM)
CNIT'GORY [:] Discussion
Mt Dw ,
E Molion
Mt g Date 12114119
❑ Resolution
At g Date
❑ Ordinance
Mt g Date
F-1 BidAivard
Mi g Date
❑ Public Hearing
Mt g Date
F-1 Other
Ai g Date
SPONSOR ❑ Council [:] Mayor ❑ I-JR ❑ DCD E.Vinance [:].Fire ❑ IT ❑ P&R ❑ Police ❑ PV
SPONSOR'S The Council is being asked to authorize the Mayor to approve a contract amendment with
SUmm,\RY Public Finance Management, Inc. (PFM), the City's financial advisor. The amendment
extends the term and the increases the not to exceed amount.
Ri,,VIEWEID BY ❑ cow mtg. ❑ CA&P Cmte Z F&S Cmtc ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 12/8/15 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR/ADMIN. Finance Department
Comm","" Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
ExPENDITURE, R1,'1QUTRFI) AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/2/15
Proposed amendment
Original contract with PFM
Minutes from the Finance and Safety Committee meeting of 12/8/15
247
AU
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance & Safety Committee
FROM: Peggy McCarthy, Finance Director
DATE: November 24, 2015
SUBJECT: Approve Contract Amendment with PFM Inc., the City's Financial Advisor
ISSUE
Approve a contract amendment with PFM Inc. increasing the not to exceed amount and the term.
BACKGROUND
A contract for municipal advisor services was signed with Public Finance Management Inc. (PFM)
on June 30- 2014. The contract amount was $40,000 and the term was two years, with an
expiration date of June 1, 2016.
Under this contract, the following fees have been paid through proceeds of the bond issues:
Invoice
Bond Issue
Description of Services / Fees
Amount
Date
December 31, 2017
Amount
$40,000
1/13/2015
Urban renewal
Financial advisory fee plus mileage
$15,209.12
bonds, two issues
4/28/2015
Arterial Street bonds
Financial advisory and Official Statement
$23,500.00
preparation fees
TOTAL
$38,709.12
The City plans to refund the 2006 Water and Sewer Revenue Bonds in December 2015 and issue
bonds for the 42nd Ave S residential street project in 2016. Other financing may be undertaken in
the near future as well.
DISCUSSION
Services from PFM have benefited the City and have resulted in favorable interest rates on the
bond issues. It is in the best interest of the City to continue to use of their services. Accordingly,
revised contract terms are recommended to extend the service term, as follows:
Contract Terms
Original
Revised
Expiration date
June 1, 2016
December 31, 2017
Amount
$40,000
$130,000
RECOMMENDATION
The Council is being asked to approve the contract amendment and consider this item at the
December 14, 2015 Special Meeting Consent Agenda.
ATTACHMENTS
Contract amendment 14- 086(a)
Original contract 14 -086
249
250
City of Tukwila Contract Number: 14- 086(a)
Council Approval
i 6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Amendment # 1
Between the City of Tukwila and Public Financial Management, Inc. (PFM)
That portion of Contract No. 14 -086 between the City of Tukwila and Public Financial
Management, Inc. (PFM) is amended as follows:
Section 2. Compensation and Method of Payment.
The City shall pay the Contractor for services rendered according to the rate set forth on Exhibit B
attached hereto and incorporated herein by this reference. The total amount to be paid shall not
exceed $130,000.
Section 4. Duration of Agreement:
This agreement shall be in full force and effect for a period commencing June 1, 2014 and ending
December 31, 2017, unless sooner terminated under the provisions hereinafter specified.
All other provisions of the contract shall remain in full force and effect.
Dated this day of , 20
CITY OF TUKWILA CONTRACTOR
Jim Haggerton, Mayor
ATTEST /AUTHENTICATED
City Clerk
Printed Name:
City Attorney
Page 1 of 1
251
252
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 Public Financial Management,
Inc.., hereinafter referred to as "the Contractor" or "PFM" whose principal office is located at 1200 Fifth
Ave. Seattle, WA 98101.
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 $40,000 at a rate of $295.
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
Tune 1, 2014 , and ending June 1, 2016 , 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 2012 Page 1 of 9
253
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 $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.
2. 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.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
CA Revised 1 -2013
254
Page 2 of 9
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 at any time be terminated by the City giving to the Contractor
thirty (30) days written notice of the City's intention to terminate the same. Failure to provide
products on schedule may result in contract termination. 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 Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence
of any disability in the selection and retention of employees or procurement of materials or supplies.
CA Revised 1 -2013 Page 3 of 9
255
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
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 4� 20-/4.
CITY OF TUKWILA
60
, Jim
TTEST /AUTHENTICATED:
1+ ; City Clerk, Christy O'Flaherty
APPROVED AS TO FORM:
i
Office of the City Attofhey
CO TRACTOR
By:
Susan Musselman Director
Address: 1200 Fifth Avenue Suite 1220
Seattle WA 98101 -3132
CA Revised 1 -2013 Page 4 of 9
256
F) " Ar
Services related to the Financial Planning and Policy Development:
• Assist the City in the formulation of Financial and Debt Policies and Administrative Procedures.
• Review current debt structure, identifying strengths and weaknesses of structure so that future debt issues
can be designed to maximize ability to finance future capital needs. This will include, reviewing existing
debt for the possibility of refunding that debt to provide the City with savings.
• Analyze future debt capacity to determine the City's ability to raise future debt capital.
• Assist the City with the development of the City's financial planning efforts and process by assessing
capital needs, identifying potential revenue sources, analyze financing alternatives such as pay -as- you -go,
lease /purchasing, short-term vs. long -term financings, assessments and provide analysis of each alternative
as required as to the budgetary and financial impact.
• Develop, manage and maintain computer models for long -term capital planning which provide for inputs
regarding levels of ad valorem and non -ad valorem taxation (if relevant), growth rates by operating revenue
and expenditure item, timing, magnitude and cost of debt issuance, and project operating and capital
balances, selected operating and debt ratios and other financial performance measures as may be
determined by the City.
• Attend meetings with City's staff, consultants and other professionals and the City.
• Review underwriter's proposals and provide analysis of same to the City.
• financial planning and policy development assignments made by the City regarding bond and other
financings, and financial policy including budget, tax, enterprise rates, cash management issues and related
fiscal policy and programs.
• Assist the City in preparing financial presentations for public hearings and/ or referendums.
• Provide special financial services as requested by the City.
• Services Related to Debt Transactions (Includes short term financings, notes, loans, letters of credit, line of
credit and bonds). Upon the request of the City:
• Analyze financial and economic factors to determine if the issuance of debt is appropriate.
• Advise as to the various financing alternatives available to the City.
• Develop a financing plan in concert with City's staff which would include recommendations as to the
approach to and timing series of borrowing.
• Assist the City by recommending the best method of sale, either as a negotiated sale, private placement or a
public sale. In a public sale, make recommendation as to the determination of the best bid. In the event of a
negotiated sale, assist in the solicitation, review and evaluation of any investment banking proposals, and
provide advice and information necessary to aid in such selection.
• Develop alternatives related to debt transaction including evaluation of revenues available, maturity
schedule and cash flow requirements.
• Evaluate benefits of bond insurance and/or security insurance for debt reserve fund, if applicable.
• Develop credit rating presentation and coordinate with the City the overall presentation to rating agencies,
which applicable.
• Assist the City in the procurement of other services relating to debt issuance such as printing, paying agent,
registrar, etc.
CA Revised 1 -2013 Page 5 of 9
257
• Identify key bond covenant features and advise as to the financial consequences of provisions to be
included in bond resolutions regarding security, creation of reserve funds, flow of funds, redemption
provisions, additional parity debt tests, etc.; review and comment on drafts of documents relating to
authorization of financing.
• Review the requirements and submit analysis to bond insurers, rating agencies and other professionals as
they pertain to the City's obligation.
• Review the terms, conditions and structure of any proposed debt offering undertaken by the City and
provide suggestions, modifications and enhancements where appropriate and necessary to reflect the
constraints or current fmancial policy and fiscal capability.
• Coordinate with City's staff and other advisors as respects the furnishing of data for offering documents, it
being specifically understood that Financial Advisor is not responsible for the inclusion or omission of any
material in published offering documents.
• Provide regular updates of tax- exempt bond market conditions and advise the City as to the most
advantageous timing for issuing its debt.
• Advise the City on the condition of the bond market at the time of sale, including volume, timing
considerations, competing offerings, and general economic considerations.
• Assist and advise the City in negotiations with underwriters regarding fees, pricing of the bonds and final
terms of any security offering, and make in writing definitive recommendations regarding a proposed
offering to obtain the most favorable financial terms based on existing market conditions.
• Assist the City in selecting an underwriter for a negotiated sale of bonds. Review and oversee the
Underwriter's bond marketing plan, review the interest rates, reoffering yields, Underwriter's
compensation and other terms and conditions of the sale, and advise the City on the reasonableness of the
Underwriter's purchase proposal.
• For any competitive sale of bonds, prepare official notice of sale, recommend sale parameters, take steps
necessary to ensure broad market exposure of the issue, through the use of newswire services and official
statement distribution, and perform additional steps necessary and customary for competitive bond sales.
• Coordinate parties to the closing, and ensure wire instructions and transfer amounts are confirmed.
• Review (or upon request, prepare) Preliminary Official Statements and final Official Statements prepared
on behalf of the City for use in marketing any bonds and meeting regulatory requirements.
Other PFM Services. Upon request of the City and subject to separate, mutually acceptable fee structures PFM or
its affiliates may provide other services which may include the following:
a. Impact fee financial analysis
b. Grantsmanship
c. Rate analysis
d. Management analysis
e. Referendum assistance
f. Legislative initiatives
g. Project assessment analysis
h. Implementation of revenue enhancement programs
i. Arbitrage and rebate services
j. Financial analysis of projects being developed by engineer / architect / specialized consultant studies
k. Negotiate on behalf of the City for proposed projects
1. Services for acquisition of Private Utility
m. Public- Private Partnership advisory services
n. Investment of bond proceeds, including escrow structuring and procurement
o. Arbitrage rebate and post- issuance compliance
CA Revised 1 -2013
258
Page 6 of 9
p. Interest rate swap advisory services
q. Management and Budget Consulting services, including:
• Multi -year Plan — Provide general analytical support as needed for annual budgetary development,
multi-year financial planning, and other various policy initiatives as requested by the City;
• Collective Bargaining Support — Provide quantitative and analytical support for the City in
collective bargaining through such services as the development of costing models for
compensation scenarios, development of workforce cost containment strategies, and delivery of
expert testimony in employee interest arbitration proceedings;
• Revenue Enhancement — Assist the City in evaluating the fiscal and policy impacts of revenue
enhancement options such as tax policy reforms and non -tax revenue adjustments;
• Economic Development — Assist the City in evaluating transportation, infrastructure, and general
economic development financing options in support of the City's goals;
• Cash Flows — Review cash flow projections produced by the City, and, as necessary, suggest and
support improvements to the City's cash flow model; and
• Performance Enhancement — Deliver additional strategic management consulting services as may
be requested by the City in areas related to fiscal improvement, management /productivity
reforms, and governmental performance. Such services may include, without limitation, assisting
the City with the development of analyses and narrative with regard to overall strategy and
assumptions, revenue forecasts, and /or expenditure reduction initiatives. Such support may
include quantitative analysis, identification of best practices, and /or technical review and quality
assurance.
CA Revised 1 -2013
Page 7 of 9
259
260
EXHIBIT B - FINANCIAL ADVISORY COMPENSATION
For the services described, PFM's professional fees and expenses shall be paid as follows:
1. For services related to financial planning, policy development and financial analysis, PFM shall
receive hourly rates as listed below. Fees for support staff are included in the hourly rates for professionals.
Services will be billed monthly.
Experience Level Hourly Rate
Director /Managing Director $295
Senior Managing Consultant $275
Senior Analyst $225
Analyst $195
Associate $175
2. For services related to the issuance of Bonds, PFM will be paid a fee in accordance with the
following schedule, based on a rate per $1,000 of financing, for each separate bond issue:
For financing up to $20 million: $1.50 per $1,000, with a $15,000 minimum
For financing up to $75 million: $30,000 plus $0.75 per $1,000 over $20 million
Reimbursable Expenses
In addition to fees for services, PFM will be reimbursed for necessary, reasonable, and documented out -
of- pocket expenses incurred, including travel, telephone conferencing service, overnight mail, and other
ordinary cost and any actual extraordinary cost for graphics, and printing which are incurred by PFM.
Appropriate documentation will be provided.
Other PFM Services
Other PFM Services described in Exhibit A will be subject to separate, mutually acceptable fee
structures and may require a separate contract with PFM or its affiliates.
Official Statements. The Advisor will coordinate and prepare bond official statements, with
compensation based on an additional fee which will depend on the estimated time involved in preparation of
the official statement. This cost is estimated at approximately $7,500 to $8,500, depending on complexity of
the transaction. Although the Advisor may prepare official statements, the City is primarily responsible for
the providing accurate and complete information for inclusion in the official statement, and will be
responsible for reviewing the official statement.
CA Revised 1 -2013
Page 8 of 9
261
262
EXHIBIT C — INSURANCE STATEMENT
Public Financial Management, Inc. ( "PFM ") has a complete insurance program, including property, casualty,
comprehensive general liability, automobile liability and workers compensation. PFM maintains professional liability
and fidelity bond coverages which total $15 million and $10 million, respectively.
Our Professional Liability policy is a "claims made" policy and our General Liability policy claims would be made by
occurrence.
Deductibles/ SIR:
General Liability $0
Automobile $250 comprehensive
$500 collision
Professional Liability (E &O) $500,000
Financial Institution Bond $75,000
Insurance Company & AM Best Rating
Professional Liability (E &O):
Financial Institution Bond:
General Liability:
Automobile Liability:
Excess /Umbrella Liability:
Workers Compensation & Employers Liability
CA Revised 1 -2013
Indian Harbor Insurance Company; (A)
Federal Insurance Company; (A + +)
Great Northern Ins. Company; (A + +)
Federal Insurance Company
Federal Insurance Company
Pacific Indemnity Company; (A + +)
Page 9 of 9
263
264
Finance & Safety Committee Minutes December 8, 2015 - Page 2
reflecting all of the non - represented compensation increases since the recession. Staff
indicated this report already exists and it can be shared with Council. The Committee requested
that the policy review promised in 2016 include considerations of internal equity between non -
reps and union and working conditions around expectations after - hours. They also stated that
Council review of this policy has been and will continue to be welcoming to comments from non -
represented staff. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
COMMITTEE OF THE WHOLE.
D. Contract: Health Care Broker Services
Staff is seeking Council approval of a contract with R.L. Evans in the amount of $48,750 for
healthcare brokerage services regarding active employee and retiree plans in 2016. R.L. Evans
has been the City's broker since 1990, providing consistent high quality service. The contract
covers cost management and negotiation of competitive prices on Life, Long -term Disability,
Stop -Loss Insurance and IRS Section 125 Plan services. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA.
E. Contract Amendment: Public Financial Management
Staff is seeking Council approval of a contract amendment with Public Financial Management,
Inc. for municipal advisor services. The amendment will extend the expiration date from June
1, 2016 to December 31, 2017, and increase the not -to- exceed amount from $40,000 to
$130,000. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
F. Police Department Updates
1. Police Uniforms
The duty belt that is part of traditional police uniforms can be very heavy and contributes to
lower back stress and injuries. A better option is the external vest carrier, which distributes the
weight more equally across the shoulders and back. The City does not currently have funding
to make these part of standard uniforms, but some officers are choosing to purchase them with
their own funds. INFORMATION ONLY.
2. 2015 3' Quarter Police Department Report
Chief Villa updated the Committee on items of significance that occurred in the Police
Department during the third quarter of 2015. The information included highlights, staffing
information, crime statistics, crime reduction strategies, and an overview of efforts at the light
rail station from 2013 - present. A map of residential burglary locations was distributed to the
Committee. INFORMATION ONLY.
3. Police Vehicles
The Police Department wishes to purchase two detective vehicles for $63,000 instead of the
specially outfitted "Detective Sniper" vehicle listed in the 2015 -2016 Biennial Budget. The Major
Crimes Division is now fully staffed but does not have an adequate number of vehicles.
COMMITTEE APPROVAL.
III. MISCELLANEOUS
Meeting adjourned at 7:33 p.m.
Next meeting: TBD
, Committee Chair Approval
Minutes by LH
265
266
COUNCIL AGENDA SYNOPSIS
Initials
Meetin Date
Prepared by
Mayor's rwie21)
Council review
12/14/15
CO
® Resolution
Mtg Date 12114115
❑ Ordinance
Mtg Date
❑ BidAsvard
Mtg Date
❑ Public Hearing
Mtg Date
F-1 Other
Mtg Date
SPONSOR ❑ Council ® Mayor ® Court ❑ DCD ❑ Finance ❑Fire ® IT ❑ P&R ❑ Police ❑ PW
SPONSOR'S Laserfiche Rio is the upgrade to the basic product, currently owned by the City, and is a
sU1Im' \IR ' robust enterprise content, document and Records Management system that provides a
centralized records storage system for the entire City. The Rio system offers separate
repositories to allow full security for departments such as the Court, Police, and Human
Resources. The upgrade will also provide unlimited public portal retrieval licenses through
a web browser. A resolution for sole source purchase is attached.
Ri :vij?wrD I3Y ❑ COW Mtg. ❑ CA &P Cmte ® F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 1218/15 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. City Clerk's Office, Court, IT
CoMml"-' F' ` Unanimous Approval; Forward to Consent Agenda
COST IMPACT / FUND SOURCE
EXI'f?NDI'1'URF1 REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$93,179.24 $0 $
Fund Source: 2015 ANTICIPATED SAVINGS IN THE MAYOR'S OFFICE/ CITY ATTORNEY BUDGET
Connnents.-
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
ITEM INFORMATION
ITEM NO.
Spec 2.J.
267
STAFF SPONSOR: CHRISTY OTLAHERTY
ORIGIN,\L,ACi13NIDA DATE: 12/14/15
A(;I:NDA I'rrINi Trrl.r: Upgrade to Laserfiche Rio to provide critical new features for use City wide and to
facilitate new requirements in the Municipal Court and public records requests
C;A n;k" )RY ® Discussion
11tg Date 12114115
® Motion
Mtg Date 12114115
® Resolution
Mtg Date 12114115
❑ Ordinance
Mtg Date
❑ BidAsvard
Mtg Date
❑ Public Hearing
Mtg Date
F-1 Other
Mtg Date
SPONSOR ❑ Council ® Mayor ® Court ❑ DCD ❑ Finance ❑Fire ® IT ❑ P&R ❑ Police ❑ PW
SPONSOR'S Laserfiche Rio is the upgrade to the basic product, currently owned by the City, and is a
sU1Im' \IR ' robust enterprise content, document and Records Management system that provides a
centralized records storage system for the entire City. The Rio system offers separate
repositories to allow full security for departments such as the Court, Police, and Human
Resources. The upgrade will also provide unlimited public portal retrieval licenses through
a web browser. A resolution for sole source purchase is attached.
Ri :vij?wrD I3Y ❑ COW Mtg. ❑ CA &P Cmte ® F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 1218/15 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. City Clerk's Office, Court, IT
CoMml"-' F' ` Unanimous Approval; Forward to Consent Agenda
COST IMPACT / FUND SOURCE
EXI'f?NDI'1'URF1 REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$93,179.24 $0 $
Fund Source: 2015 ANTICIPATED SAVINGS IN THE MAYOR'S OFFICE/ CITY ATTORNEY BUDGET
Connnents.-
MTG. DATE
RECORD OF COUNCIL ACTION
12/14/15
MTG. DATE
ATTACHMENTS
12/14/15
Informational Memorandum dated 12/1/15 (Updated after FS meeting)
Laserfiche Proposal
Sole Source Resolution
Minutes from the Finance and Safety Committee meeting of 12/8/15
267
City of Tukwila
Jim Haggerton, Mayor
TO: Finance and Safety Committee
FROM: Christy O'Flaherty, City Clerk, LaTricia Kinlow, Court Administrator, and
Tami Eberle- Harris, Database Systems Administrator
DATE: December 1, 2015
SUBJECT: Enterprise Document Management Solution: Laserfiche Rio
(Amended after FS meeting, see page 2)
ISSUE
There is a critical need for governmental agencies and judicial branches to provide resources
toward advances in records management - to answer the public's call in responding to public
records requests and open government.
BACKGROUND
The City Clerk's Office acquired a basic Laserfiche system in 2001 which has been used to
develop a Digital Records Center (DRC) for online access by staff and the public. The system
is used daily by staff City -wide and allows for digital delivery of documents to the public, with 24
hour access.
DISCUSSION
Laserfiche Rio is the upgrade to the basic product and is a robust enterprise content, document
and Records Management system that provides a centralized records storage system for the
entire City. The Rio system offers separate repositories to allow full security for departments
such as the Court, Police, and Human Resources. The upgrade will also provide unlimited
public portal retrieval licenses through a web browser.
In the 14 years since the initial acquisition, few improvements have been made City -wide to
automate records processes to increase efficiency and to facilitate timely and thorough
responses to public records requests. Upgrading to the Rio solution will add vital new features
to the basic system, to include workflow functions that will send automatic reminders regarding
critical deadlines and allow for electronic approvals. The enhanced system will also include
Records Management capabilities for life cycle management of records from creation to final
disposition helping to ensure compliance with State retention laws.
The Laserfiche system is utilized both nationally and regionally as an effective tool in developing
records solutions for Police, Fire, DCD, Public Works, Human Resources, Finance and Court
records. Expertise developed in the Clerk's Office using the system for the past 14 years can
be leveraged to assist the advancement of other City departments. Washington agencies using
Laserfiche include and are not limited to Auburn, Renton, Edmonds, Port Angeles, Tumwater,
Port Angeles, Walla Walla, Spokane Valley, Longview, Bremerton, Thurston County, Cowlitz
County, and Skagit County.
As the Court staff explored requirements for the new OCourt System, they became aware that
the Renton Municipal Court uses the Laserfiche System. However, the Renton system has the
advanced features being requested in this proposal. The Renton Court staff manage and
access their court records electronically, creating time - saving efficiencies throughout the various
judicial processes. This presents an incredible opportunity for Tukwila, as Renton has already
269
INFORMATIONAL MEMO
Page 2
completed the labor intensive steps to create workflow processes for court functions. They are
willing to share the scripts, programming, and instructions they have developed with Tukwila.
This collaborative relationship with Renton could move the Court forward quickly into effective
implementation, if upgrades to our system are acquired.
Moreover, with the implementation of GR31.1 as it relates to the administrative records of the
courts, the upgrade to the Laserfiche System will ease the impact of court records requests.
The new efficiencies provided by the Laserfiche upgrade will create more streamlined and
accurate processes in supporting both court case and administrative records.
The Technology Services (TS) Database Systems Administrator has been a key player in
reviewing the Laserfiche system upgrade and providing valuable input (see attached email).
Additionally, the City's Technology Council approved the acquisition of this upgrade at their
November 16, 2015 meeting.
The City Attorney has reviewed the proposal and composed the attached Resolution authorizing
sole source purchase of the upgrade.
FINANCIAL IMPACT
Estimated Cost: $93,179.24 for Laserfiche Rio Upgrade to be part of the 2016 budge
amendment paid for from the anticipated 2015 savings in the Mayor's Office /City Attorney
budget.
PRIORITIES ADDRESSED BY PROPOSAL
❖ Create and implement policies that support continued financial stability and sustainability
❖ Implement new methods to streamline processes creating alignment with Strategic Plan
❖ Continue to Create a More Effective Organization (Implement new methods to streamline
processes creating alignment with Strategic Plan Goal #4)
RECOMMENDATION
The Council is being asked to consider this item at the December 14, 2015 Corn m-ittee of_the
Special Meeting Consent Agenda that same evening.
ATTACHMENTS
-Email from Database Systems Administrator
- Proposal for Laserfiche Rio Upgrade
- Resolution authorizing sole source purchase
W:12015 Info Menosli_aseflcheRlo.doc
270
Christy O'Flaherty
From: Tami Eberle- Harris
Sent: Tuesday, July 28, 2015 11:22 AM
To: Christy O'Flaherty
Cc: Trish Kinlow; Bao Trinh; Mike Marcum
Subject: LF potential upgrade to RIO
Hi Christy,
Thank you for all of your assistance and collaboration with the Court and Technical Services in researching and
consulting on the Laserfiche upgrade. Per our conversation, following is a re -cap of why the Laserfiche upgrade is
recommended from a Technical Services perspective.
The upgrade of Laserfiche would benefit the entire organization but the need for integration of Court's e -forms from the
multi - jurisdictional CodeSmart project is the catalyst for upgrading the current Laserfiche environment. In order to
integrate with the City's document management system, the newly developed CodeSmart system for Court requires the
forms and workflow add -ons in Laserfiche. This necessitates an upgrade to the City's current Laserfiche United product.
There are several advantages to purchasing the RIO version of Laserfiche (over our existing United, or Avante product)
With RIO, the City can have multiple servers and repositories. This is key for Court, as they require separation from the
City network in order to be CAS compliant. It is important to note that this advantage would potentially allow PD to
consider the system in the future as well, since the required separation would be available. In addition, this will give us
the flexibility to create an entirely separate TEST environment, where users can create and test workflows before
pushing them to production. Having this ability will allow the Technical Services department to facilitate administration
of the system without taking over the day to day operations. Without RIO the City would be expending extra resources
for every additional repository required. In addition, a completely separate server for court would basically initiate
purchasing Laserfiche two times, and result in operating disassociated systems.
Other local jurisdictions are moving towards the RIO platform for similar reasons —the advantage of allowing for
additional repositories and servers to be compliant with CJIS.
I've confirmed with Bao that we have adequate licensing in our VIM environment to create the servers that are needed
for this project.
We currently have a one Terabyte drive segmented for the DCD digitization project, and 67G for the City volumes. Bao
indicates he can segment another 1 Terabyte drive for the Court's volumes, which will be adequate to begin with. Future
growth could initiate the need for additional space.
I've confirmed with Bao that the weblink server will be 1 processor (vendor indicated that 2 processor would increase
licensing cost from 45K to 50K, 3 processors would be 75K, for the Public Portal License) There is no indication at this
time that we would need to increase the # of processors for that server.
In addition to this upgrade being paramount to the Court's project, it sets the City up for future growth, enhancing the
capabilities of a leading edge product for document management.
Tami Eberle- Harris
Database Systems Administrator I City of Tukwila
6300 Southcenter Blvd #202 1 Tukwila, WA 98188
271
272
I TAKG INFORMATION F P�i
11/18/2015
Christy O'Flaherty
City Clerk
City of Tukwila
6200 Southcenter Blvd
Tukwila, WA 98188
Dear Christy,
Thank you for the opportunity to present a Laserfiche Enterprise Content Management (ECM) Solution
Proposal for City of Tukwila. The city, a long standing Laserfiche organization, has put in years of effort
to get the most out of Document Management through Laserfiche United. With a vast repository of text
searchable documents, many which are available to the public online, city personnel have done an
excellent job of maintaining a clean and robust system.
Laserfiche Rio is a roadmap to take that efficient core Document Management System to an enterprise
level. Transitioning to Rio will extend the capabilities of the city's Laserfiche system to bring in a wide
array of cross - departmental solutions and tools to increase business process automation. Business
process automation is naturally followed by standardization — resulting in quicker and more consistent
process turnaround times. Instead of a simply static system of documents and organization, Laserfiche
will become a kinetic part of the city's efforts to run leaner.
The proposed solution builds off the success experienced by the many organizations Cities Digital has
had the opportunity to consult in the past. Our history providing award winning service and support
makes us an excellent choice for your project.
There are a few points I would like to highlight for you while considering this information:
• Cities Digital is a company focused exclusively on providing creative document imaging and
management solutions and responsive software support.
• Cities Digital can and will be your one source for service and support for the proposed
solution. We are certified by the manufacturers of each product we are proposing and
stand by our ability to be an end -to -end solution for our clients' solutions.
• We concentrate on building long term relationships with our clients so that we are able to
help support and plan for the initial implementation and continued growth into the future.
• We work with a high degree of honesty, integrity and attention to detail.
Regards,
Ryan Patalita
Solutions Consultant
Cilia— Diaital, inc. 2107 Elliott Ave., Suite 103 Seattle, WA 98121 P. 206.858.9330 F. 866.592.7343 _ � = i-
273
274
CITIES
DIGITAL
TAKE
INFORMATION FURTHER"'
Proposal for City of Tukwila
By
Ryan Patalita
Cities Digital, Inc.
275
Table of Contents
Project Overview ................................. ...............................
Solution Components— Software and Hardware ..............
Service Components ........................... ...............................
Sample Project Plan ............................ ...............................
PriceEstimate ..................................... ...............................
Washington State Contract ................. ...............................
Discounts............................................. ...............................
OIGITAL
T./tKC Irvf S}pM ATiC�N rUR YHER
276
................................... ..............................1
.................................. ............................... 2
....... .............................10
....... .............................11
....... .............................12
....... .............................13
....... .............................15
Cities Digital is proposing to provide and implement an Enterprise Content Management System with
DoD 5015.2 compliant Records Management at the City of Tukwila. This system will utilize Laserfiche
Workflow, Advanced Audit Trail, Laserfiche Forms and Forms Portal, along with other tools to augment
the current Laserfiche installation.
With these additional tools in place, departments can simplify and automate an enormous range of
internal and external document processes including Public Disclosure Requests, Contract Management,
expense reimbursements, leave requests, and beyond.
This scalable solution will allow all departments to share gains in efficiency and customer service as well
as increase security and ensure accountability for information access and distribution.
Key Laserfiche Benefits:
• p "d,�,a��r, – With Laserfiche Forms, customizable
online forms can be embedded into —or linked from —any page Et Itlsysten� will
on your website, intranet or public portal so that it's easy for become your orderly river
employees, customers and other stakeholders to access, ;, of re =cords, letting
complete and submit them. inforrno tion fionr. Are
• �o.r 14 – Use Laserfiche Workflow to quickly
ddithor of this technology
design standard and repeatable processes through a graphical
N into your organization is
interface. With over 70 out -of -the -box tasks, making custom
Workflows is as easy as drag and drop. rnore than just on expense,
•����:: r' w ;� „� – Laserfiche Web Access enables use of is
an investment in
t
Laserfiche through a browser or on a mobile device. This efficiency,
component simplifies getting access to documents on-the-go
with apps for Android, Apple, and Windows.
• �cr ,f . F °,€ v l.�o:.rde 'i'ools – Manage configuration details such as security, indexing criteria,
and volumes from an intuitive GUI program. Empower compliance officials to regularly review
user activity, assess the effectiveness of internal control mechanisms and demonstrate
regulatory compliance with built -in audit trail tracking.
• ,r�r t C.�.;,;� – Cities Digital provides full end user and administrator support.
Included with the annual maintenance is unlimited telephone and online support to help users
and administrators work through any issue that may arise.
• tf, .,,. � r m,nt – Reduce litigation risks associated with expired and outdated records
and apply retention schedules to meet Washington State requirements.
• �s.,,;.,�
The Laserfiche Suite of products includes many advanced components such as forms
processing and workflow solutions. Solutions may be scaled up at any time to allow for
additional user licenses or advanced functionality.
We believe that this proposed Laserfiche solution will meet the needs of City of Tukwila and will
improve operations and document accessibility for its members. We look forward to working with City
of Tukwila to implement this solution.
277
Solution Components — Software and Hardware
Thin Client Component-s Server Compnonts—� Thick Client Componinti:)
4.
• Thin Client • Laserfiche Server • Thick Client
• Workstations • Advanced Audit Trail • Workstations
• Laserfiche Forms • Workflow • Laserfiche Client
• Audit Trail • Web Access • Workflow Designer
• Web Access • Laserfiche Forms • ScanConnect
• Public Portal
• Forms Portal • LF Plus
e Import Agent
• Public Portal
Server Requirements Workstation �Rqquireement-s
Recommended:
CPU. Intel Core 2 Duo or Ath Ion Phenom or more
recent dual-core processor fat least 1.8 GHz)
Memory: 2-8 GB RAM
Operating system: Windows Server 2008 or later
Note: An x64 operating system is recommended
for the computer that will host the Laserfiche
Full -Text Indexing and Search Engine.
Database engine: Microsoft SQL Server 2005
(Service Pack 4), Microsoft SQL Server 2008 (Service
Pack 1), Microsoft SQL Server 2008 R2, Microsoft
SQL Server 2012, Oracle 11g (11-1.0.6+), Oracle 12c
Recommended:
• Without Laserfiche Scanning:
CPU: lintel Pentium 4, Opteron, or Athlon 64, or
more recent processor (at least 2.4 GHz)
Memory: 256 MB RAM or moret
Operating system: Microsoft Windows Vitsta,
Microsoft Window, 7, Microsoft Windows 8, or
Microsoft Windows 8,1
Note: Internet Explorer 6-0 or later
• Laserfiche Scanning Station:
CPU: Intel Pentium 4, Opteron, or Athlon 64, or
more recent processor (at 0east 2.4 GHz)
Memory: 1 G8 RAM or more
Operating system: Sarre as above
Note: Laserfiche 10 is compatible with both SQL 2014 and Windows 10. Please see KB article 1013707 for specific Laserfiche
compatibility or email ryan@citiesdigital.com for a copy.
DIGITAL
rAK.
278
2
Email Server
Web Server
39
Application
4
Server
ti� s
Forms
Web Acces
WebLink
Laserfiche Rio's licensing is based on the number of people who will be using the system —which makes
it possible to calculate the cost of most systems by doing little more than counting employees. The Rio
system provides a complete suite of applications with a single procurement, resulting in a lower total
cost of ownership for a distributed enterprise. Combined with generous volume discounts, this helps
you budget accurately, simplify procurement and —best of all —avoid overpayment.
k tiF4RM�reIG TH
3
279
The core RIO system includes:
The Laserfiche Rio suite includes an unlimited number of Laserfiche Servers, offering
tremendous flexibility in configuration. Expanding your Rio system to additional departments,
satellite offices or divisions doesn't require an additional procurement —it simply involves
adding a new Laserfiche Server to your existing infrastructure. Rio allows for up to 15
repositories per server.
True thin client, supports Microsoft° Internet Explorer° 6.0 and higher and Mozilla° Firefox® 2.x
and reduces installation, support and maintenance requirements. Web Access also includes an
industry - leading integration that adds imaging functionality, comprehensive security and
enhanced workflow capabilities to Microsoft SharePoint °. Support for mobile devices is include
with Web Access Light and iPad, Phone, and Android apps.
Laserfiche® WorkflowTM is a flexible framework for optimizing and automating business
processes enterprise -wide. With Workflow, documents are automatically moved, copied or
deleted based on predetermined rules you design, while automatic notifications ensure prompt
action and simplify supervision. Combine the extensive security features of Workflow with the
comprehensive security reporting of Audit TrailTm, and you have the information you need to
accurately assess your business processes to identify bottlenecks, maintain performance
comparisons and track document - related activity to improve quality, accountability and
productivity.
By constantly monitoring and recording events that occur in your document repository,
Laserfiche Audit Trail helps you protect information from misuse. Audit Trail enables you to
regularly review user activity, assess the effectiveness of internal control mechanisms and
demonstrate regulatory compliance. It readily fits into your existing IT infrastructure, providing
you with a detailed view of enterprise business processes — without creating additional work for
your IT department.
Digital signatures employ public - private encryption key pairs and associated certificates given to
individual users, offering a unique method of electronic identification for those working with
your documents.
d E31GITAL
r r. na'nn a-riow cuwrHera
M
4
The desktop -based Laserfiche Client offers users intuitive, instant access to information. Each user has
their own connection through the Laserfiche Client, so they are always able to access their information.
The Full Named User License includes the ability to:
• Laserfiche Scanning is an intuitive scanning interface to add paper documents into your
Laserfiche repository. An array of tools enables you to enhance images, so you get the most
accurate text capture possible.
• Laserfiche SnapshotTM creates archival TIFF images of electronic documents, without repetitive
printing and scanning.
• Laserfiche E -mail Plug In'" uses any MAPI - compliant e-mail application to distribute documents
stored in the Laserfiche repository.
• Participate in Laserfiche Workflows to route, approve and auto -file documents.
Licensing Model:
The Full Named User is a named user license. Each user who will need read -write access to the
Laserfiche repository will need a Full Named User license. Number of licenses purchased should directly
reflect number of employees needing any type of edit capabilities in the Laserfiche repository.
With Records Management Module, you:
• Enforce enterprise -wide records policies — regardless of your records' format, location or
content.
• Automate life cycle management from document creation to final disposition.
• Run reports detailing where records are in their life cycle and which records are eligible for
transfer, accession or destruction.
• Log all system activity, providing an audit trail that can be used to prove adherence to your
records management plan —and compliance regulations.
• Ensure the future accessibility of your archived records with storage in non - proprietary TIFF file
format.
• Safeguard records with comprehensive access controls.
• Support compliance with Sarbanes - Oxley, HIPAA, USA PATRIOT Act, SEC, FINRA and other
regulations.
• Reduce litigation risks associated with expired and outdated records.
Licensing Model:
Records Management Module is a percentage add -on per Rio user.
DIGITAL
k£ NF4RMASTICIN PURTM ER
281
Laserfiche Import Agent provides effortless document importing and management within a Laserfiche
repository. These documents come from a variety of sources, such as multifunctional peripherals
(MFPs), which include devices performing any combination of printing, faxing, scanning, and copying.
Without the Import Agent, the risk of misfiling documents and incorrect index cards exists. Documents
are more difficult to find as a result. Laserfiche Import Agent maximizes document accessibility by
automating document importing and document management within the Laserfiche repository.
Laserfiche Import Agent looks for documents wherever they are created and sends those documents to
a Laserfiche folder. The Laserfiche Import Agent monitors single or multiple locations. For example, an
MFP captures documents and stores these documents in a directory. Laserfiche Import Agent
automatically looks for specified documents in that directory and moves them to the Laserfiche
repository.
Configurable document filters in Laserfiche Import Agent organize documents into folders based on
filename, document type, or a combination. For example, the Import Agent provides the capability of
importing TIFF images from a network folder into the Laserfiche repository. Moreover, the Import
Agent auto - populates the index card template fields for the imported TIFF image.
An automated schedule efficiently archives documents in the Laserfiche repository. Schedules represent
the time during which the Laserfiche Import Agent actively looks for documents in specific directories
thereby minimizing network traffic during peak hours of the day.
Licensing Model:
Import Agent is a single server license. The application may be installed on a server and will allow
unlimited profiles to be configured to shuttle documents from a network location to a Laserfiche
location.
DIGITAL 6
AMli INF6]ftIL((TT {pN FURTN Eq
282
f kaserfiche Rio Quick Fields Bundles
Quick Fields Client
• Automatically captures information from documents
• Dynamically create indexing values and folder paths
• Advanced image processing options
Zone OCR
• Capture text -based data from form -based documents
• Identify the beginning each new document
Real Time Lookup
• Uses Windows ODBC to access any data source available
• Imports indexing values from existing external databases
Pattern Matching
• Uses regular expressions to separate extracted data from larger blocks of text
• Verifies that it is correctly formatted
Bar Code
• Recognizes the seven most popular barcode formats
• Includes support for several 2D barcode formats
Forms Processing
• Forms Registration: Image enhancement corrects misaligned forms
• Optical Mark Recognition: Detects marks in form elements such as check boxes
• Forms Identification: Recognizes the form based on its overall structure, even in the absence of
bar codes, form data or other distinguishing information.
• Forms Extractor: Removes form outlines to isolate data for more accurate capture.
Laserfiche Rio Annotation/ Bates Numbering
• Creates permanent stamps on documents as they are processed
Licensing Model:
Quick Fields is a per seat license. Each workstation or server that needs to perform forms processing
will need its own dedicated Quick Fields license, along with a license for each necessary Quick Fields
add -on to perform the required processes.
IGITAL
Yfa 4dU fiIFD RhAATI LAN G4:iTHHR
283
With Forms Add -on:
• Easily create attractive forms using preconfigured templates that allow you to specify colors,
fonts, logos and more.
• Drag and drop a wide variety of fields, checkboxes and radio buttons onto your form to collect
the exact information you need —in the precise format you require.
• Configure form elements so that they are hidden or displayed based on selections made in other
fields, improving the user experience and ensuring that you don't collect unnecessary data.
• Change the look and feel of your form —or add or delete questions from it —at any time without
help from programmers.
• Pulls user data from your primary applications to pre - populate forms for known audiences,
reducing the need for staff to rekey or manually validate information like name, address and
phone number.
• Prevents common user errors such as incomplete fields and incorrect data types, improving
both the user experience and the quality of your data.
• Uses role -based security to ensure that access to submitted data is limited to authorized
personnel, guaranteeing the security of confidential information.
Licensing Model:
Forms is a percentage add -on per user.
Forms Portal expands the functionality in Laserfiche Forms to include publicly available forms that users
can fill out anonymously. In contrast, users must log in to Laserfiche Forms without the Portal Add -on.
Licensing Model:
• The Laserfiche Forms Standard Portal Add -on is licensed per instance. You can allocate each
Forms Portal instance you have to one Forms Server. To use Forms Portal with a particular
Forms Server, you'll register the server as normal during installation and allocate the Forms
Portal to the desired Forms Server from the Rio License Manager.
• With the Laserfiche Forms Enterprise Portal Add -on, every instance of Laserfiche Forms will
have the additional Forms Portal functionality.
DIGITAL
IL C 1 I -, Ft IGi fn T I CAS N -1.1..
• ,
Laserfiche Public Portal allows you to generate a content portal site based on a database, without
coding or programming. Anyone with a connection to the Internet or a local intranet has access to the
information they need —often reducing the burden on staff of responding to requests for information.
Public Portal functionality enables your organization to make information available to more interested
parties than typically have access to your content repository. Specifically, adding Public Portal to the full
Laserfiche Client allows you to offer two views into the same active repository: full read /write access to
individuals who need to work with content (e.g., internal use with the Client), and read -only access with
no modify or delete capabilities for the public (e.g., external publication with Public Portal). In addition,
WebLink sites can now be crawled by Internet search engines, so your public documents can be found
the same way users find other pages on the Internet.
With Laserfiche Public Portal, access, security, and customization are easy. Your published Public Portal
site is browser and platform independent, so anyone who needs to access your content can find it.
Administrators put the power of Laserfiche access controls to work to allow or restrict public access to
appropriate information. And functionality can be customized to your organization's needs, just as the
look and feel can be customized to match your branding.
Licensing Model:
Public Portal is a per server, per processor license. The organization will need a Public Portal license for
each server that they wish to have Public Portal installed on.
oir.ITAL 9
TIaW� INFO�R fN ATICIN GlR TH 9.R
285
Service Components
As a service premium to its customers, Cities Digital offers supplemental service packages to augment
the basic Laserfiche Annual Maintenance (LSAP) agreement. The benefits include:
• Reduced professional services rate (normally $175/hr).
• Receive priority support with guaranteed response times.
80 hours of remote or onsite installation or training
Access to Priority Support Hotline
Additional discounted onsite support service hours available
I ., h,, ?
• On -site Traveling: If a technician is traveling on -site, service package hours will be billed at 1/2
the normal rate during travel. Additionally, if the technician is driving, a rate of $.585 /mile will
be charged - and if the technician is traveling by plane, the entire cost of the airfare will be
charged. A $225 /day per diem will also be charged for on -site travel.
• Off Hours Support: $250 /hr. Regular support hours are 8am -7pm CT Monday through Friday. All
off -hours support requests must be scheduled two weeks in advance. Off Hours Support time
may be deducted from any Advanced Service Package at an adjusted conversion rate (rates
adjust based on average per hour cost of package).
• Development Hours: $250 /hr. Developer time may be deducted from the Advanced Service
Package at an adjusted conversion rate (as described in "Off Hours Support ").
L
... 10
A k'L pRM4T�OM URT
Sample Project Plan
Cities Digital Solutions Consultants will work with City of Tukwila's project manager provide tools and assistance
that will help during the implementation period. In addition to scheduled progress reports, real -time updates can
be provided to City of Tukwila's staff upon request.
1. Planning and Consulting Meeting
The initial meeting after City of Tukwila's Contract Award will be for planning and consulting. This meeting can
take place on the start date of the contract, or shortly thereafter. The planning and consulting will require time
from the key decision maker and staff time to determine how the software will be used, identify key resources
and contacts, and set timelines. Planning and consulting will revolve around the recommended processes and
procedures, and initial planning of priorities for implementation and documentation. Deliverables for this
meeting will include an overall implementation strategy, implementation plan, and project timeline.
2. Software and Hardware Order
Upon receiving a PO for the software and hardware, Cities Digital will order the products. This process takes
five business days to complete and will begin immediately after the PO is received.
3. Initial Documentation
Cities Digital staff will meet with City of Tukwila's key departmental contacts that will administer and support
the Laserfiche software. Our staff will consult with City of Tukwila staff to develop policies and procedures
that will best meet the business needs and adhere to best practices for document management. Cities Digital
will then develop initial training materials that will illustrate the procedures and state the policies for end
users. This documentation will be available in editable format to City of Tukwila staff.
4. Software Installation /Pilot User Training and Testing
The software will be installed on target test computers at City of Tukwila. Initial setup of the server and client
computers will be completed on this day including setup of a test platform (if required). Generally, the next
day will include onsite user and administrator training. Training may include configuration of some system
components if configuration was not completed by Cities Digital installation personnel. When configuration is
complete, pilot users will test policies and procedures. During testing, Cities Digital staff will be available for
consultation and guidance on the setup and making adjustments to settings. Following testing, customized
documentation will be adjusted.
5. All Other Training
When testing has been completed, and policies and procedures are in place, all other users may be trained on
how to use the system. Training will include full users and retrieval only users. This training will be completed
onsite and should be conducted in small groups.
L
11
a r Fc.�unn �r�oiv ri ra rrrER
287
Rio Software' Full Users (25 Full Named Users) $84,160.00
Records Management (10% add on per Full User)
Forms (10% add on per user Full User)
Forms Portal (Unlimited )
Quick Fields Basic (1 Installation)
Import Agent
Scan Connect (1 Installation)
Unlimited Public Portal (Weblink Read -Only
access, unlimited concurrent logins)
Integration(s)' I Laserfiche Integration for DISCUS / AS 1 $7,500.00 1
Laserfiche Software
One year of Software Maintenance that includes:
$18,332.00
Assurance (LSAP) 2
Rapid- response Technical Support, the Latest
$93,179.24
Hotfixes, Updates and Patches, new Version
Releases, and Access to the Priority Support Line
Trade -In Software
Trade in credit for legacy Laserfiche United System
($25,065)
Components
Trade -In LSAP3
Trade in credit for unused LSAP for legacy
($5,031.80)
Laserfiche United Svstem
Discount Get 1 Full User License Free for Every 2 Purchased ($7,200)
when uperadine from United to Rio'
Services' 80 hours of professional services from Cities $12,400.00
Digital for Installation, Training, and Consulting.
Subtotal
$85,095.20
Tax
$8,084.04
Total
$93,179.24
'Onetime costs include Software ($91,660) and Professional Services ($12,400) plus tax
2Recurring Annual Software Maintenance will be $18,332 plus tax (first year charged with system purchase)
3Due to the quote being first generated June 2015, the initial total was $96,328.25. After refreshing the quote December 2015 to reflect the current
status of the city's Laserfiche Software Assurance Plan, the amount decreased to $93,179.24 No other changes were made.
°Though the promotion concluded at the end of Quarter 2, Cities Digital was able to hold the discount for The City of Tukwila through 12/31/2015.
1 IT L
--T N -THF.R
12
Washington Stag Contract
On July 14th 2015, Laserfiche was one of five vendors selected to complete a master contract with
Washington State to drastically simplify the selection process of an Enterprise Content Management
solution at state and local government organizations. Laserfiche was chosen not only due to its granular
DoD 5015.2 and VERS security certifications, diverse Workflow capabilities, and strong Records
Management features, but also its widespread usage throughout the state at every level of government.
Local municipalities that are currently using Laserfiche include the cities of Renton, Medina, Auburn,
Federal Way, Puyallup, Fife, and many others. These cities, many of whom have relied on Laserfiche for
years, are a testament to the long term value of an investment in Laserfiche.
From the Washington Secretary of State's Website:
"Purpose for Enterprise Content Management Initiative
The purpose of this statewide initiative is to assist agencies and do the "heavy lifting"
that comes with developing an RFP for an Enterprise Content Management (ECM)
system and to facilitate and support implementation of these systems in a way that is
both effective and affordable for agencies.
A multi- agency and multi - disciplinary team will select and satisfy competition for a
limited number of ECM systems and options that will meet the business and legal needs
agency. The team will also look for those systems that offer a "user- friendly"
experience, workflow improvement and the ability to automate processes. These
systems will also meet the requirements for public records that apply to all government
agencies in the state as well as other requirements that the state has for security and
protection of records and data.
As agencies implement breakthrough principles and guidance with an Enterprise
Content Management (ECM) System in their own initiatives, employees will be able to
effectively organize, manage, and use electronic documents and unstructured data as a
critical agency asset. Agencies will be able to resolve electronic records disorganization
and proliferation issues, and the related problems that flow from those issues such as
public disclosure and compliance with the statutory requirements found in Chapter
RCW 40.14 and Chapter RCW 42.56."'
1 http: / /www.sos.wa.gov/ archives/ RecordsManagement /ecm- initiative.aspx
DIGITAL
AKE IN.Fq RM ATtpN FURTHER
13
K-706
"So what is the big deal about an Electronic Content Management (ECM) System?
An agency simply cannot manage records and information in this day and age without a
system of some kind, period. Be it a manual system or a software system, "system" in
this instance is all about established systematic processes and procedures to holistically
manage records and information across the agency regardless of formats (both paper
based and electronic). Agencies need a system that has the ability to appropriately and
defensibly disposition (destroy or transfer) according to the retention requirements and
in a timely fashion and need a system that supports the business user in doing their job
with less effort and more efficiency while offering workflow improvements and more
automated processes.
This does not mean a "system" where "archiving" records is simply keeping everything
in storage and just adding to the pile. That's hoarding, not managing.
An ECM system provides the support and management capabilities for records and
information from start (point of creation) to finish (ready for destruction /transfer) -
otherwise known as "cradle to grave" management within a single repository and using
one software application.
Think along the lines of the "one ring to rule them all" and bringing back the tried and
true concepts of central files and consistent structures and an automated "dragon lady"
that will be in charge of the files and take care of the information - but which is all
managed behind the scenes and in a seamless fashion.
An ECM system can manage all CONTENT, regardless of format. These systems can store
and manage over 400 formats - including emails, the entire Microsoft office suite of
products, video, audio, images, pretty much everything a typical agency creates. And as
part of the requirements developed for the ECM initiative, these systems must interface
or offer interoperability with other existing systems (including SharePoint).
Part of the strategy with an ECM is to eliminate the silos that are scattered throughout
an organization, hindering searching and retrieval of relevant information to both do
work and respond to records requests. An ECM supports the storing, access and
retrieval of related records and information together so it can be better managed and
disposed or transferred in bulk using more automated processes.
AND these systems offer workflow, support mobility, dashboards, disclosure and e-
discovery search, redaction and production tools too!" Z
z http: / /www.sos.wa.gov/ archives /recordsmanagement /big -deal- about - ecm.aspx
DIGITAL
Yd�t +t.. IN �CaHMIxT��N WRTH P„.q
290
14
Illlu
The City of Tukwila, a long standing Laserfiche user under the United model, is eligible for several
promotions and trade -ins that can be applied towards a Rio upgrade.
Legacy System Trade -In: Laserfiche views its software as an investment that retains value over time. As
such, Laserfiche users can expect a dollar for dollar trade -in of their legacy systems when upgrading
licensing models or adding product.
Laserfiche Software Assurance Plan Reset: Upgrading to Laserfiche Rio will reset the date for annual
software maintenance. As such, maintenance already paid is credited back on a prorated basis.
State Contract: Although Laserfiche and the Washington Secretary of State's Office have negotiated a
state contract, the contract does not include preferential software pricing but instead standardizes
consulting rates. Those rates are across the board higher than those Cities Digital charges for the same
services, and thus will not apply to this proposal.
"Buy 2 Get 1 Free ": Quarter 2 of 2015 featured a promotion for existing Laserfiche United organizations
to receive a substantial discount redeemable during a licensing upgrade to Laserfiche Rio. The
promotion granted a free Full User License for every two purchased when an organization also
purchased Laserfiche Forms and transitioned to Laserfiche Rio. Though the promotion concluded at
quarter end, Cities Digital was able to hold the discount for a few selected organizations through
12/31/2015. The terms of the promo code require that the order is placed before the end of the year.
By applying this promotion, the City of Tukwila is able to save $7,200 on product costs.
Laserfiche Empower: Every January, Laserfiche holds its premier learning and networking event in the
Los Angeles area. Known as Empower, the conference consists of more than 200 training courses and is
attended by over 2,500 members of the global Laserfiche community. It's a fantastic opportunity for
users from every skill level to learn more about the product, meet Laserfiche users in similar fields, and
network with other Laserfiche supported Washington organizations. Additionally, Cities Digital will
sponsor a social event to explicitly bring together its supported organizations.
Tickets for this year's Empower in Long Beach, CA are approximately $800 and are likely to sell out. If
the City of Tukwila decides to upgrade to Rio, Laserfiche has agreed to also allow the use of a second
promotion that provides for up to four complimentary tickets3 to the conference. It's hard to imagine a
better start to the year for the city than an upgrade to Laserfiche Rio with great training from Laserfiche
Empower.
3Travel and hotel expenses are not included in this promotion.
DIGITAL
K6' tiVGORrn s�'TAPN UR THi;.R
15
291
DIGITAL
I-, TAKE INFORMATION FURTHER
292
DRAFT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF TUKWILA, WASHINGTON, WAIVING THE BIDDING
REQUIREMENTS AND AUTHORIZING SOLE - SOURCE
PURCHASE OF THE LASERFICHE RIO COMPONENT,
AND AUTHORIZING PURCHASE OF THE SAME.
WHEREAS, RCW 39.04.280(1)(a) provides for exemption from competitive bidding
requirements when purchases are clearly and legitimately limited to a single source of
supply; and
WHEREAS, the City has utilized Laserfiche document management software since
2001 to expedite document search and retrieval for staff and the public by providing
digital access to many City records; and
WHEREAS, the City wishes to expand its enterprise workflow management and
business process automation capabilities across multiple departments and the Tukwila
Municipal Court, and the addition of the Laserfiche Rio component to the City's current
Laserfiche system would provide a centralized yet flexible solution; and
WHEREAS, Laserfiche products are sold and maintained only through Value
Added Re- sellers (VARS), and Cities Digital is the VAR that holds the City's Laserfiche
maintenance contract; and
WHEREAS, Laserfiche's policy is to only allow the VAR that holds the maintenance
contract to sell additional components, and
WHEREAS, Cities Digital is the only Laserfishe VAR that sells and supports an
integration with the Washington Courts' District and Municipal Court Information System
(DISCUS) and the Judicial Information System (JIS) used by the Tukwila Municipal
Court; and
WHEREAS, integration with DISCUS /JIS is necessary to the Tukwila Municipal
Court's operations;
W: \Word Processing \Resolutions \Sole source - Laserfiche Rio ECM 11 -24 -15
RT:bjs Page 1 of 2
293
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. In accordance with RCW 39.04.280(1)(a), it has been determined that
the purchase of the Laserfiche Rio component is limited to a sole source. The
competitive bidding requirements for the City's purchase of the Laserfiche Rio
component is hereby waived in order to ensure compatibility with the existing system.
Section 2. The Mayor is hereby authorized to enter into an agreement with Cities
Digital for purchase of the Laserfiche Rio component.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Special Meeting thereof this day of 12015.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Rachel B. Turpin, City Attorney
Kate Kruller, Council President
Filed with the City Clerk :_
Passed by the City Council:
Resolution Number:
W: \Word Processing \Resolutions \Sole source- Laserriche Rio ECM 11 -24 -15
RT:bjs
294
Page 2 of 2
4
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
December 8, 2015 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joe Duffie, De'Sean Quinn
Staff: David Cline, Peggy McCarthy, Bob Giberson, Kim Gilman, Stephanie Brown, Mike
Villa, Todd Rossi, Brent Frank, Christy O'Flaherty, Kim Walden, Gail Labanara,
Tam i- Eberle- Harris, Laurel Humphrey
CALL TO ORDER: The meeting was called to order at 5:30 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. Lease Amendment: Sound Cities Association
Staff is seeking Council approval to amend the lease with Sound Cities Association (SCA) for
space in the 6300 Building. The amendment would extend the lease until December 31, 2018,
with rent at $1,885.83/month for 2016, $2,007.50 /month for 2017, and $2,068.33 /month for
2018. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL
CONSENT AGENDA.
B. Resolution: Laserfiche Records System Upgrade
Staff is seeking Council approval of a sole- source resolution to purchase the Rio upgrade,
estimated at $93,179.24, to the basic Laserfiche product currently owned by the City. Laserfiche
Rio is a robust enterprise content, document and records management system that provides a
centralized records storage system for the city. The upgrade will provide separate repositories
for departmental use, unlimited public portal retrieval licenses, and enhanced workflow and life
cycle management capabilities. In addition, the Municipal Court's transition to electronic forms
via the CodeSmart project requires this upgrade in order to integrate with the City's document
management system. Funds for this purchase are available from the current 2015 budget and
no amendment is required. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015
SPECIAL CONSENT AGENDA.
C. Resolution: Non - Represented Employee Compensation
Staff is seeking Council approval of a resolution to adopt the non - represented salary schedule
and benefits summary effective January 1, 2016. The proposal includes a 1% pay increase for
all non - represented employees, changes to the salary structure line of regression phased in
over two years, and a commitment to review the compensation policy in the first quarter of 2016.
Bands D61 -F102 will receive an additional increase of 3.35% in 2016 and Bands D62, D63, and
F102 will receive an additional increase of 2.7% in 2017.
Councilmembers and staff discussed the proposals, which included comments from staff
speaking from their perspective as non - represented employees affected by the proposal.
Human Resources staff stated that while this resolution is silent on 2017 compensation for
bands B21 -C43, the compensation policy outlined in Resolution 1769 still applies and there may
be a cost -of- living adjustment based upon 90% of CPI. Chair Hougardy requested a report
295
296
Upcoming Meetings & Events
December 2015
14th (Monday)
15th (Tuesday)
16th (Wednesday)
17th Thursda
18th (Friday)
19th (Saturday)
➢ Gernrnunity
➢ Utilities Cnite,
➢ Park Commission,
➢ Tukwila
A °r irq 99,
cxx
Cancelled
5:30 PM
Historical
D^� a tt°
-'
(Community
Society,
Cancelled
Center)
7:00 PM
(Tukwila
Heritage &
➢ City Council
Cultural Center,
Committee of
14475 59`" Ave
the Whole
S.)
Mtg.,
7:00 PM
(Council
Stories ofArrival.
Chambers)
Refugee and
C.O.W. to be
Immigrant Youth
immediately
Voices Project
followed by a
5:30 — 8:30 PM
Special
(Community
meeting.
Center)
An evening of
stories, music and
food brought to
you by Tukwila
Parks & Recreation
together with
Project Feast.
21st (Monday)
22nd (Tuesday)
23rd (Wednesday)
24th (Thursday)
25th (Friday)
26th (Saturday)
➢ Transportation
➢ Finance &
Christmas Day
Tukwila Int'l.
Cmte,
Safety Cmte,
City offices closed
Blvd. Action
5:15 PM
5:30 PM
Cmte 's
(Foster
(Hazelnut
Trash Pickup Day
Conference
Conference
9:00 — 10:00 AM
Room)
Room)
It
For location or
➢ City Council
information contact
Regular Mtg.,
Sharon Mann
7:00 Pm
206- 200 -3616
(Council
Chambers)
➢Arts Commission: 1st Tues., 5:00 PM, Tukwila Community Center. Contact Stephanie Gardner at 206 -767 -2342.
➢ Civil Service Commission: 1st Mon., 5 00 PM, Hazelnut Conf. Room. Contact Kim Gilman at 206 -431 -2187.
➢ Community Affairs & Parks Committee: 2nd & 4th Mon., 5:30 PM, Hazelnut Conf. Room. Meeting Cancelled.
➢ COPCAB (Community Oriented Policing Citizens Adv. Board): 2nd Thurs., 6:30 PM, Duwamish Conference Room.
Contact Chris Partman at 206 -431 -2197
➢ Equity & Diversity Commission: 1 st Thurs., 5:15 PM, Hazelnut Conf. Room. Contact Joyce Trantina at 206 -433 -1868.
➢Finance & Safety Committee: 1st & 3rd Tues., 5:30 PM, Hazelnut Conf. Room.
➢Human Services Advisory Brd: Human Services Office. Contact Evie Boykan at 206 - 433 -7180.
➢ Library Advisory Board: 1st Tues., 7:00 PM, Community Center. Contact Tracy Gallaway at 206 - 767 -2305.
➢ Park Commission: 3rd Wed., 5:30 PM, Community Center. Contact Dave Johnson at 206- 767 -2308.
➢Planning Commission/Board of Architectural Review: 4`h Thurs., 6:30 PM, Council Chambers at City Hall. Contact Nlynetta
Bivens at 206 -431 -3670
➢Transportation Committee: 1st & 3rd Mon., 5:15 PM, Foster Conf. Room.
➢ Tukwila Historical Society: 3rd Thurs., 7:00 PM , Tukwila Heritage & Cultural Center, 14475 59"' Avenue S.
Contact Louise Jones -Brown at 206- 244 -4478.
➢Tukwila Int'l. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Valley View Sewer District. Contact Chief Villa at 206 - 433 -1815.
➢ Utilities Committee: 2nd & 4th Tues., 5:30 PM, Foster Conf. Room. Meeting Cancelled.
297
Tentative Agenda Schedule
MONTH
MEETING 1';—
MEETING 2 ='
MEETING 3 -
MEETING 4 -
REGULAR
C.O.W.
REGULAR
C.O.W.
December
7
14
21
28
See agenda packet
cover sheet for this
week's agenda
(December 14, 2015
Committee of the Whole
Meeting).
KM