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Home My WebLink AboutCOW 2009-10-12 Item 5D - Contract Amendment - Tukwila South with Commercial Development Solutions (Lisa Verner) for $22,000 COUNCIL AGENDA SYNOPSIS ILA: Lutiulr ITEM No. r tl4eetut; Dcrte I Prepared by Cor a y 10/12/09 1 RB 1 -Y` 1 aA 10/19/09 RB I I 5 b. r 1 1 ITEM INFORMATION CAS Number: 09-144 ORIGINALAGI?ND,\ D.\TI OCTOBER 12, 2009 :\GI Adding funding for the contract with Commercial Development Solutions for Project Management Services for the Tukwila South Project (1\i '1 ()R1 D/ Sat .;irorr Motion 1 1 Resolution Ordinance 1 1 Bid Award Public Hearing n Other l Itg Date 10/12/09 illtg Date 10/19/09 il ltg Date Alts Date ,llig Date Altg Date Mtg Date SPC )NSc rR Council Mayor Ad>n Svc' 1 DCD P 1 Finance n Fire Legal LL P &R U Police Li PIV SPONSOR'S The Contract for Services with Commercial Development Solutions expires on December SI'NImn 31, 2009. Due to increased workload since approval of the Development Agreement with La Pianta there is the need to supplement previously allocated fund. Based on recent billing rates, it is estimated that an additional $22,000 is needed to complete actions necessary through the end of this year. RI :1' I I .\\'I cD BY 1 1 COW Ivitg. n CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. 1 1 Parks Comm. Planning Comm. DATE: RECOMMENDATIONS: SPC)NS(>R /ADMIN. Mayor's Office COMMITTEE Forward to Committee of the Whole COST IMPACT FUND SOURCE Ex1I;NDI•I'URI? AMOUNT BUDGETED APPROPRIATION REQUIRED $22,000 $22,000 Fund Source: 000.03.513.100.41.01 Co✓nnrents: MTG. DATE RECORD OF COUNCIL ACTION 10/12/09 MTG. DATE ATTACHMENTS 10/12/09 I Informational Memorandum dated 10/08/09 Draft Contract Amendment List of Items needed to implement La Pianta Development Agreement Minutes from the Finance and Safety Committee meeting of 10/06/09 ISSUE: BACKGROUND DISCUSSION RECOMMENDATION ATTACHMENTS City of Tukwila TO: Committee of the Whole FROM: Mayor's Office DATE: October 8, 2009 SUBJECT: Contract Amendment Commercial Development Solutions (Lisa Verner) Professional Services Contract with Commercial Development Solutions (CDS) requires additional funding to carry through to its expiration date on December 31, 2009. The City entered into contract with Lisa Verner dba Commercial Development Solutions, in 2006, to serve as Project Manager for the Tukwila South project. That contract is set to expire on December 31, 2009. Since signing of the Development Agreement with La Pianta this year, project activities have increased dramatically. Previously, billings for CDS averaged approximately $8,000 per month (at an hourly rate of $70 per hour). Since signing of the Development Agreement, activities required to implement the agreement have necessitated an increase in the number of hours worked by Ms. Verner, resulting in average billings at $11,000 per month. This has caused the dollar amounts appropriated to be expended more quickly than planned. CDS was hired because there was no staff person available to dedicate solely to the Tukwila South project. The comprehensive institutional knowledge of all aspects of the project resides with Lisa Verner. It is recommended that the Council consider this issue at the October 12, 2009 Committee of the Whole Meeting and subsequent October 19, 2009 Regular Meeting. Contract Amendment List of Remaining Project Activities INFORMATIONAL MEMORANDUM Jim Haggerton, Mayor That portion of Contract No. AG06 -059 between the City of Tukwila and Commercial Development Solutions is amended as follows: Under Section 2, Compensation and Method of Payment: Total amount to be paid shall not exceed $269,000 (an addition of $22,000 to the previous contract amount of $247,000). Under Section 4, Duration of Agreement: This Agreement shall be in full force and effect for a period ending December 31, 2009 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 2009. CONTRACTOR CITY OF TUKWILA Commercial Development Solutions ATTEST /AUTHENTICATED Christy O'Flaherty, CMC, City Clerk Date Approved by City Council CITY OF TUKWILA CONTRACT FOR SERVICES Amendment to #06- 059(g) Jim Haggerton, Mayor APPROVED AS TO FORM City Attorney Tukwila South: Items to implement Development Agreement 9 -29 -09 1. Focal point /liaison with City and La Pianta 2. Escrow account a. Contract and establishment b. ROW vacation deeds c. Southcenter ROW possession use, deeds d. Letters of credit e. Fire Station land deed (complete site identification process) 3. Accounting firm (Benson McLaughlin) a. Complete contract and commence b. Monitor development of Protocols and signed agreement c. Conform to timelines in Development Agreement 4. Grant contracts a. TIB b. CERB c. Capital Projects 5. Complete Tukwila South annexation a. BRB public hearing b. Council resolution, after negotiating effective date with KC departments c. Work with Fire District 24 on interlocal agreement for reserve funds 6. Island annexation (remainder of PAA between I -5 and Orillia Rd) a. Council adoption of resolution b. Negotiate interlocal agreement with King County c. Address participation of Fire District 24 in Interlocal Agreement d. Council review and adoption of Interlocal e. Notice to property owners concerning appeal opportunities 7. Shoreline designation through Department of Ecology 8. Levee modification/ "404" permit issuance a. Monitor independent peer review b. Changes to levee design, as needed c. Coordination between Corps, City 9. Southcenter Parkway Extension a. David Evans and Associates contract extension and completion of design, bid documents b. ECS revisions c. Highline Water District i. Interlocal agreement d. PSE i. Series of agreements ii. Coordination of design/construction e. Monitor and maintain schedule to start of construction f. Wetlands mitigation Tukwila South Project Items to Implement the Development Agreement 9 -29 -09 10. Monitor KPFF and Anchor QEA i. Levee ii. Storm ponds iii. Clearing grading pen iv. Southcenter Parkway review v. Coordination with city staff 11. Develop reference materials on Tukwila South Project for DCD 12. Monitor /assist Parks Department with pedestrian bridge grants Finance Safety Committee Minutes October 6, 2009 Paae 2 Due to limited meeting time, the Committee did not determine a recommendation in support of or in opposition to the draft ordinance. The item will be forwarded to full Council for discussion. FORWARD TO OCTOBER 12 COW FOR DISCUSSION. C. Contract Amendment for Commercial Development Solutions Administration is seeking full Council approval for a contract amendment for Commercial Development Solutions (Lisa Verner, Tukwila South Project Manager). Earlier this year, Council approved a development agreement for the Tukwila South project. Implementation of the agreement triggered several significant tasks requiring completion. Those tasks include, but are not limited to: establishing an escrow account, initiating the annexation process, grant /contract maintenance, development of reference materials, and monitoring and assistance for contractors and City Departments. Due to Commercial Development Solutions in -depth and on -going involvement in the project, as well as efforts to keep the continuity of work moving forward, Administration is requesting Council approval of a contract amendment that will extend the current Commercial Development Solutions contract through December 31, 2010. Additionally, increased project activity has required additional hours from Commercial Development Solutions and based on the previous three billing cycles, Administration recommends increasing the monthly contract rate to $11,000 from $8,000. It is anticipated that billable hours, in relation to this contract, will decrease as the project progresses. As a result of the current economic conditions and the potential effects of Initiative 1033, if passed, Committee Members expressed concern over the length of time for the contract extension. Committee Member Quinn stated that he is not opposed to returning to full Council multiple times for shorter, contract extensions. There was not unanimous Committee approval to recommend extending the contract through December 31, 2010. The Committee would like to discuss this item further after the results of the November 3 General Election, however, it was unclear when the current contract with Commercial Development Solutions expires. In the event the expiration is October 31, 2009, the Committee recommended extending the contract through November and returning to Committee meeting in November to discuss the contract extension. DETERMINE CONTRACT EXPIRATION. RETURN TO COMMITTEE OR FORWARD TO COW BASED ON CONTRACT EXPIRATION. D. Authorization to Transfer Funds for Additional 2009 Bucket Reductions Limited meeting time, unable to discuss item. E. Sales Tax Report Limited meeting time, unable to discuss item. III. MISCELLANEOUS Meeting adjourned at 6:00 p.m. Next meeting: Tuesday, October 20, 2009 5:00 p.m. Conference Room #3 tes Committee Chair Approval Minutes by KAM.