HomeMy WebLinkAboutReg 2021-11-01 Item 4C - Contract Amendment #1 - Fire Advisory Committee Consulting with Karen Reed Consulting for $75,000COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayor's review
Council review
11/1/21
CT
ITEM INFORMATION
ITEM NO.
4.C.
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STAFF SPONSOR: DAVID CLINE
ORIGINAL AGENDA DATE: 11/1/21
AGENDA ITEM TITLE Amendment to Karen Reed Consulting LLC Contract
CATEGORY ❑ Discussion
Mtg Date
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Motion
Date 11/1/21
❑ Resolution
Mtg Date
❑ Ordinance
Mtg Date
❑ Bid Award
Mtg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
Mtg
SPONSOR ❑ Council
❑ Admin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PW
11 Mayor
SPONSOR'S Amending the Scope of Services, Duration of Agreement and Payment sections of the
SUMMARY current contract with Karen Reed Consulting LLC
REVIEWED BY ❑ Trans&Infrastructure
❑ LTAC
DATE: 10/18/21
Svcs // Community Svcs/Safety
❑ Finance & Governance ❑ Planning & Community Dev.
❑ Parks Comm. ❑ Planning Comm.
COMMITTEE CHAIR: DELOSTRINOS-JOHNSON
❑ Arts Comm.
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Mayor's Office
Unanimous Approval; Forward to 11/1/21 Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$40,000 $ $
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/1/21
MTG. DATE
ATTACHMENTS
11/1/21
Informational Memorandum dated 10/8/21
Draft Amendment #1 Karen Reed Consulting LLC
Minutes from the Community Services and Safety Committee meeting of 10/18/21
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City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
T0: COMMUNITY SERVICES & SAFETY COMMITTEE
FROM: Mayor Ekberg
David Cline, City Administrator
DATE: October 8, 2021
SUBJECT: Amendment to the Karen Reed Consulting Contract
ISSUE
The City Council recently approved the formation of a Fire/EMS Community Advisory
Committee and appointed members to the Committee with consultant Karen Reed as the
facilitator. Council also authorized up to an additional $40,000 as compensation for these
services. As this exceeds the Mayor's signing authority, the contract amendment requires
Council approval and authorization.
BACKGROUND
On June 14, 2021 Council authorized City Administration to allocate up to $40,000 to contract
with Karen Reed Consulting LLC for information gathering and ongoing work to establish a
community Fire/EMS Advisory Committee. On September 27, 2021 Ms. Reed gave a
presentation to Council regarding the work done to date and the recommended plan to move
forward. The Council gave consensus for the City to proceed with the plan as presented,
which includes additional compensation for Ms. Reed.
DISCUSSION
The City executed a contract with Karen Reed Consulting LLC on June 17, 2021 not to exceed
$35,000 with a term expiring December 31, 2021 to assist with the preliminary groundwork to
form the Fire Advisory Committee. The attached contract amendment revises the Scope of
Services to include facilitation of the Committee, extends the term of the contract to
December 31, 2022 and increases the compensation by $40,000 to not exceed $75,000.
RECOMMENDATION
The Committee is being asked to move this item forward to the consent agenda of the
November 1, 2021 City Council Meeting for approval and authorization for execution by the
Mayor.
ATTACHMENTS
Amendment #1 to the Karen Reed Consulting Contract
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City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
CONTRACT FOR SERVICES
Amendment #1
Between the City of Tukwila and Karen Reed Consulting, LLC
That portion of Contract No. 21-093 between the City of Tukwila and Karen Reed Consulting, LLC is
hereby amended as follows:
Section 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.
Section 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, 2022Dcccmbcr 31, 2021, 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,
2022 December 31, 2021 unless an extension of such time is granted in writing by the City.
Section 4: Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made at the rate of $215 per hour,
billed in quarter-hour increments, provided that the total amount of payment to the
Consultant shall not exceed $75,000.0035,000.00 without express written modification
amendment of the Agreement signed by the City.
All other provisions of Contract No. 21-093 shall remain in full force and effect.
Dated this
day of , 2021.
CITY OF TUKWILA CONTRACTOR
Allan Ekberg, Mayor Karen Reed, Manager
ATTEST/AUTHENTICATED APPROVED AS TO FORM
Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
Karen Reed Consulting LLC Amendment #1 Page 1 of 1
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Exhibit A
Scope of Work
The Consultant will facilitate the City's internal team (Team) created to identify and analyze options for the
future of the City Fire Department and provision of fire services in the City. The Team will meet approximately
weekly from June through the fall 2021 Spring 2022 and will include designated representatives from city
administration, council staff, fire department administration and union leadership. Deliverables will include:
• Conduct short introductory virtual meetings with individual Team members
• Interview each Councilmember virtually, and develop a summary document outlining themes for
guidance of the Team's work.
• Creation of Team committee charter (mission, scope of inquiry, reporting)
• Creation of a proposed work plan for the Team
• Prepare committee agendas & email summaries after each meeting of action items and follow: -on task
assignments.
• Meeting facilitation
• Developing Team reports and recommendations to the City Council, with support and input of the
Team and the financial consultant engaged by the City.
• Presentation to City Council or other Council committees as needed
The first phase of work will be to establish the Committee charter and reach agreement on a work plan to
prepare background and other important materials for a Council Fire Advisory Task Force which is expected to
begin in Fall of 2021.
The second phase of work will be to identify and analyze options for the future of the City Fire Department, to
include but not necessarily limited to: remaining part of the City; transferring service responsibility by contract
and/or annexation to a regional fire authority or partnering with another agency to create a regional fire
authority.
The third phase of work will be to present the findings and recommendations of the Team to the Mayor and City
Council, including recommendations for next steps, including how best to form and support a successful
Council Fire Advisory Task Force.
Once agreed upon by City Council, the Council Fire Advisory Task Force or a similar community engagement
effort, consultant will provide advice on the scoping and phasing of that effort and may, subject to an
amendment in this scopc agreed upon by both the City and Consultant, facilitate that community task force or
engagement effort, anticipated to include nine task force meetings, with a final task force report submitted by
the end of April 2022; the Consultant will draft the task force report, with assistance from City staff, at the
direction of the task force.,
Consultant is an attorney but will not provide the City legal advice. The City will provide legal assistance to the
Team as needed.
Consultant will bill at the rate of $215/hr., in quarter hour increments. Any travel time to meetings exceeding 1
hour per round trip is billed at the regular hourly rate.
City is responsible for copying of meeting materials as may be needed and for calendaring of all meetings and
interviews, and for providing all scheduling and other logistical support to the community task force. The City
will separately contract for financial analyst assistance to support the Team.
Consultant is unavailable August 28 Sept. 11 and may be unavailable at other times as well due to
commitments to other clients.
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City of Tukwila
City Council Community Services & Safety Committee
Meeting Minutes
October 18, 2021 - 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency
Councilmembers Present:
Staff Present:
Cynthia Delostrinos Johnson, Chair; De'Sean Quinn, Zak Idan
David Cline, Rebecca Hixson, Eric Dreyer, Eric Lund, Kris Kelly, Norm
Golden, Olena Perry, Rachel Bianchi, Laurel Humphrey
Chair Delostrinos Johnson called the meeting to order at 5:30 p.m.
I. BUSINESS AGENDA
A. Contract Amendment: FireJEMS Advisory Committee
Staff is seeking approval to amend the contract with Karen Reed Consulting, LLC to extend the
* term to December 31, 2022 and increase the compensation by $40,000 not to exceed $75,000.
Committee Recommendation:
Unanimous approval. Forward to November 1, 2021 Regular Consent Agenda.
B. 2021 3rd Quarter Fire Department Report
Staff presented the report.
Item(s) for follow up:
• Provide information on how often response times change by station.
• Explain the uptick trend for Tukwila's provision of automatic aid - has it been
consistent throughout the year or just the 3rd quarter?
Committee Recommendation:
Discussion only.
C. Police Records Digitization Update
Staff provided an update on the project and shared that a grant acceptance will be coming
forward for approval soon.
Committee Recommendation:
Discussion only.
D. 2021 3rd Quarter Police Department Report
Staff presented the report.
Committee Recommendation:
Discussion only.
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