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HomeMy WebLinkAboutCOW 2010-01-25 COMPLETE AGENDA PACKETMonday, January 25, 2010, 7:00 PM Tukwila City Hall Council Chambers 1. CALL TO ORDER PLEDGE OF ALLEGIANCE 2. SPECIAL Introduction of Kirstin May, promotion to Recreation Coordinator. PRESENTATIONS 3. CITIZEN At this time, you are invited to comment on items not included on this agenda COMMENT (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. 4. SPECIAL a. A grant agreement with King County to accept grant funding in the amount Pg. 1 ISSUES of $22,208.44 for a Stream Team Stewardship Training program. b. An interlocal agreement with King County Solid Waste Division to accept Pg.21 grant funding in the amount of $81,069.00 for the Tukwila Recycling Program. c. A consultant agreement with Fehr Peers for transportation modeling for Pg.43 the Transportation Element to the Comprehensive Plan update. 5. REPORTS a. Mayor c. Staff e. Intergovernmental b. City Council d. City Attorney 6. MISCELLANEOUS 7. EXECUTIVE SESSION 8. ADJOURNMENT 1. CALL TO ORDER 2. CONSENT AGENDA 3. ADJOURNMENT Tukwila City Council Agenda COMMITTEE OF THE WHOLE Jim Haggerton, Mayor Councilmembers; Joe Duffie Joan Hernandez Steve Lancaster, City Administrator Allan Ekberg Verna Seal Dennis Robertson, Council President Kathy Hougardy De'Sean Quinn To be followed by a Special Meeting SPECIAL MEETING Approval of Vouchers. Ord #2273 Res #1707 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/TDD 206 248 -2933. This notice is available at www.ci.tukwila.wa.us, and in alternate formats with advance notice for those with disabilities. Tukwila Council meetings are audio taped. 1 HOW TO TESTIFY If you would like to address the Council, please go to the podium and state your name and address clearly for the record. Please observe the basic rules of courtesy when speaking and limit your comments to five minutes. The Council appreciates hearing from citizens, but may not be able to take immediate action on comments received until they are referred to a Committee or discussed under New Business. COUNCIL MEETINGS No Council meetings are scheduled on the fifth 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 first and third Mondays of each month at 7 PM. 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 second and fourth Mondays at 7 PM. 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 Citizen Comment. Please limit your comments to five 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 of matters affecting the public interest such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the Tukwila Municipal Code states the following guidelines for Public Hearings: 1. The proponent shall speak first and is allowed 15 minutes for a presentation. 2. The opponent is then allowed 15 minutes to make a presentation. 3. Each side is then allowed 5 minutes for rebuttal. 4. Citizens who wish to address the Council may speak for 5 minutes each. No one may speak a second time until everyone wishing to speak has spoken. 5. After each speaker has spoken, the Council may question the speaker. Each speaker can respond to the question, but may not engage in further debate at this time. 6. After the Public Hearing is closed, the Council may discuss the issue among themselves without further public testimony. Council action may be taken at this time or postponed to another date. 1 CAS NUMBER: 10-007 MTG. DATE 01/25/10 MTG. DATE 01/25/10 COUNCIL AGENDA SYNOPSIS Initials ITEM NO. Meeting Date Prepared by Mayor's review ,Council review 01/25/10 BM 02/01/10 BM i I A 14, ITEM INFORMATION ORIGINAL AGENDA DATE: JANUARY 25, 2010 AGENDA ITEM TITLE Grant Agreement with King County for Stream Team Stewardship Training Program CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 01/25/10 Mtg Date 02/1/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor Adm Svcs DCD Finance .Fire Le P&R Police PW SPONSOR'S The City Council is being asked to accept a grant award of $22,208.44 to begin an SUMMARY educational program for residents who live on properties that contain sensitive areas, such as wetland, streams and their associated buffers. The goal of the program is to improve wetland /watercourse function and to reduce illegal modifications of sensitive areas by reaching out to property owners and residents. The City is required to provide a match of $2,500. The source of the match will be from the City's Stormwater Utility Fund. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 1/11/10 RECOMMENDATIONS: SPONSOR /ADMIN. Department of Community Development COIMIMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED $10,000 EXPENDITURE REQUIRED $2,500 Fund Source: STORMWATER UTILITY FUND Comments: As part of the NPDES program the City allocated $10,000 for public outreach. RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 1/7/10 Grant Agreement between the City of Tukwila and King County Minutes from the Community Affairs and Parks Committee meeting of 1/11/10 1 2 Mayor Haggerton Community Affairs and Parks Committee From: Jack Pace, Community Development Director Date: January 7, 2010 Subject: King County Waterworks Grant Application Stream Team Program To: ISSUE Grant Agreement with King County for Stream Team Program. BACKGROUND During the 2009/10 budget process, the City identified a goal of creating a "Stream Team" program within the City of Tukwila. The goals of the City's Stream Team are as follows: 1. Education and outreach to private property owners whose land contains streams and wetlands and /or their associated buffers; 2. Identifying, organizing and completing small enhancement projects which may include removal of invasive vegetation within buffers and planting of native vegetation; 3. Monitoring of water quality in streams The ultimate goal of the program is to promote long term stewardship of Tukwila's streams and wetlands. Recently, the City was awarded a grant by King County Natural Resources Department for the City's Stream Team program as part of the County's Waterworks program. The City was required to have the contract signed prior to the end of the year. In order not to forfeit the grant award the Mayor signed the agreement with the understanding that Council would be briefed as soon as possible. However, the Council can still choose not accept the grant award. It was intended that the grant money would be used to kick off an educational and outreach program to residential property owners whose properties contain streams, wetlands, and /or their associated buffers. Staff will prepare targeted mailings and conduct several classes for interested residential property owners and residents. DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Jim Haggerton, Mayor The City contains numerous streams and wetlands. Tukwila contains over 50,000 lineal feet of streams, over 120 acres of wetlands, roughly 220 acres of stream buffer, and about 175 acres of wetland buffers. The City's wetlands, streams, and their associated buffers play an important function in promoting and protecting water quality and wildlife within the City, including salmon and other fish species. The waters in Tukwila streams and wetlands eventually find their way into the Green /Duwamish Rivers. Given that Tukwila is designated as an urban growth area most of the City's streams and wetlands are located on developed pieces of property. Humans and the urban environment must coexist side by side with these environmentally sensitive areas. 3 4 INFORMATIONAL MEMO Page 2 The City regularly takes Code Enforcement actions in cases where property owners and residents have disturbed a wetland, stream, and /or associated buffers. Upon investigation we often find that the violation was not malicious but instead was due to lack of knowledge of the importance of streams and wetlands as well as a lack of awareness of the regulatory requirements protecting stream and wetland buffers. The Stream Team program is also consistent with the goals and policies of the City's Comprehensive Plan. Goal 4.4 states a goal of having citizens who understand Tukwila's ecosystem and act responsibly regarding their functions. Policy 4.4.4 further notes that the City should create an educational program for all segments of the community on the multiple purposes of the City's sensitive areas and on individual responsibilities regarding them. The ultimate goal of the Stream Team and the proposed educational program is to make property owners and residents stewards of their own properties, which will result in overall better protection of sensitive areas in the City. The educational program will culminate with a restoration project to restore the buffer for the portion of Cottage Creek which is located on the grounds of City Hall and funds will be used to support installing a community rain garden at Codiga Park. The total cost of the program, which includes the educational component and the restoration project, is $29,761.62. The City has requested $22,208.44 from King County to fund the program. The City will provide an in -kind match of $7,553.18. The in -kind match includes incidental costs, such as using tree stumps from the City's stockpile, cost of publishing information in the Hazelnut, and appropriate staff time. The City will be providing a cash match of $2,500. The source of the cash match will be from the Stormwater utility which has allocated monies for public outreach. Most of the cash match will be used to pay City permit fees for the proposed project, thus the cash match is essentially transferring funds from one City account to another. The City will use over $5,000 of the funds it receives from King County to off -set staff time associated within this program. Given the current economic situation and the reduction of sales tax revenue for City, the grant application provides a good opportunity for the City to shift staff labor from the general fund to a grant application. In the future, this program could reduce future labor costs by reducing code enforcement complaints associated with disturbance of sensitive areas. RECOMMENDATION The Council is being asked to consider approval of the Grant Agreement at the January 25, 2010 Committee of the Whole Meeting and subsequent February 1, 2010 Regular Meeting. ATTACHMENTS Grant Agreement with King County W:12010 InfoMemos\Strea mTeam.doc AGREEMENT BETWEEN CITY OF TUKWILA AND KING COUNTY OCTOBER 1, 2009 TO MARCH 31, 2011 09 -195 Council Approval This is an Agreement between CITY OF TUKWILA, hereinafter the "RECIPIENT and King County, a political subdivision of the state of Washington, hereinafter the "COUNTY entered on October 1, 2009. The purpose of this Agreement is to set forth the terms, conditions and the legal and administrative relations that apply to the RECIPIENT in exchange for financial assistance in carrying out a proposed project entitled STREAM TEAM STEWARDSHIP TRAINING PROGRAM, hereinafter the "PROJECT'. Section 1. Background and Recitals: A. Recipient description: The City of Tukwila is a south King County City with a population of roughly 17,000 people. Legal status: The City of Tukwila is a Washington municipal corporation and was incorporated in 1908. B. Proposed PROJECT: Education and hands -on training for Tukwila residents and property owners whose properties contain wetlands, streams, and/or their buffers. The training will explain buffer functions and culminate by planning and implementing an actual stream enhancement project for Cottage Creek at Tukwila City Hall and installing a rain garden at Codiga Park. Both projects are located within the Green River Watershed. C. Recipient experience in carrying out the PROJECT: The RECIPIENT maintains that it is qualified to conduct the PROJECT. As a regulatory agency, the City works on wetland and stream restoration projects on a regular basis. D. This award is made in accordance with one or more of the funding authorities described in Exhibit G of this agreement. E. As determined by King County, this PROJECT will improve and protect the natural resources of King County and adjoining areas where applicable. F. The County plans and proposes to remunerate the RECIPIENT for the purpose described in Subsection B above in an amount up to, but not exceeding $22,208.44 (The "AWARD provided that the RECIPIENT also contributes to this PROJECT a cash and in -kind match valued at $7,553.18 and verified according to the Terms and Conditions below. Section 2. Terms and Conditions: A. The PROJECT shall be in accordance with the Scope of Work attached hereto as Exhibit A with such modifications as may be approved by the Manager of Water and Land Resources Division in the COUNTY's Department of Natural Resources and Parks. 0 :3 0r% 5 6 B. The COUNTY will, upon execution of this Agreement, establish procedures to allow payment to the RECIPIENT of all eligible expenses up to the limit of the AWARD. C. The RECIPIENT shall be responsible for making a request for payment not more frequently than once every three months but not less frequently than every six months starting with the effective date of this Agreement. The first request shall be no more than half of the amount of the Award. The final request shall be no less than one fifth of the amount of the Award. Each request shall be presented in the format shown in Exhibit E of this Agreement (the Request for Payment and Task Summary form). It will include allowable reimbursable costs and /or an advance, unless such an advance is prohibited in this Agreement. The Task Summary is a summary of the PROJECT progress to date as well as any future work described in the Scope of Work (Exhibit A of this Agreement). D. Failure to submit the aforementioned request for payment and report on the PROJECT progress within any seven month period may be cause for the COUNTY to terminate this Agreement for non performance. E. Costs eligible for payment shall include those costs identified in the Budget and incurred during the effective dates of this Agreement. F. Any and all activities to be funded by this Agreement to the RECIPIENT shall be completed by March 31, 2011. G. Final payment shall be made on condition that the RECIPIENT submits the following documents no later than April 30, 2011: a. A Written Final Report documenting the successful completion of the PROJECT according to the Scope of Work (Exhibit A of this Agreement). The written final report shall also include, but not be limited to, the following attachments as they apply: i. Outreach materials such as handouts, brochures, posters, newspaper clippings; ii. Any other printed materials created for the PROJECT or about it; iii. Documents such as site plans, plant lists, publications, reports, analyses and other items that illustrate the successful completion of the PROJECT; iv. Pictures of the PROJECT. b. A completed Exhibit F of this Agreement (F1: Programmatic Close -Out F2: Financial Close -Out), accounting for all PROJECT costs including all cash and/or in -kind match itemized in the Budget. H. Failure to provide the aforementioned documentation may result in the forfeiture of part or all amounts due to the RECIPIENT. 1. The RECIPIENT shall also return any money remaining from the COUNTY's disbursement by April 30, 2011. J. The RECIPIENT agrees to acknowledge the COUNTY in all publications and signage that have been produced as part of the PROJECT described herein as well as in press releases, public service announcements, on posters, flyers and in electronic postings such as "home pages The RECIPIENT will use the wording provided in Exhibit C of this Agreement and Credit and Disclaimers as provided in the Scope of Work (Exhibit A, Task 4 of this Agreement). K. Other conditions governing this award: Must provide outreach to diverse groups and must include a demonstration rain garden. Page 2 of 14 CITY OF TUKWILA 2009---Cycle I Section 3. Legal and Administrative Relations: A. The RECIPIENT shall maintain such records of expenditures as may be necessary to conform to generally accepted accounting principals and to meet the requirements of all applicable state and Federal laws. The RECIPIENT shall maintain and submit to the COUNTY any such records as the COUNTY may require to conduct any audit of the PROJECT it may elect to conduct or to substantiate expenditures submitted for payment to the COUNTY. The RECIPIENT shall maintain and retain books and records related to the Agreement for at least three years after the termination of said Agreement. B. The COUNTY's financial assistance to the RECIPIENT shall be construed by the parties as a special disbursement to the RECIPIENT to fund activities, as described herein that generally benefit the COUNTY's efforts to protect environmental resources. It shall not be construed as a contract for services between the RECIPIENT and the COUNTY. C. The RECIPIENT shall be solely responsible for the recruiting, training and supervision of its employees and volunteers. Individuals hired and paid by the RECIPIENT shall not, in any event, be construed to be employees of, or contractors to, the COUNTY and the RECIPIENT shall indemnify and hold harmless the COUNTY from any and all claims arising from any contention that said individuals are employees of, or contractors to, the COUNTY. D. The RECIPIENT agrees to indemnify, defend and hold harmless the COUNTY, its agents, officers, officials and employees from all claims, alleged liability, damages, suits, losses, costs to or death of person or damage to property allegedly resulting from the operation of the RECIPIENT or any of its employees under this Agreement. E. Nothing in this Agreement shall be construed as prohibiting the RECIPIENT from undertaking or assisting projects developed outside the purview of this Agreement, or entering into agreements with other parties to undertake said projects in accordance with whatever terms and conditions may be agreed to between the RECIPIENT and other parties. F. The COUNTY shall be under no obligation to continue this Agreement and may request partial or full reimbursement of payments it made to the RECIPIENT should the RECIPIENT fail to perform according to the Terms and Conditions of this Agreement, whether or not failure to perform is within the RECIPIENT's control. G. This Agreement may be amended at any time by written concurrence of the parties and will terminate upon fulfillment of all obligations contained herein. H. Either party may terminate this Agreement with a thirty day written notice. The RECIPIENT shall return any unused portion of the funds paid and/or advanced for all expenses incurred up to the day of termination of this Agreement as provided in Section 2, Subsection B. I. Invalidity or unenforceability of one or more provisions of this Agreement shall not affect any other provision of this Agreement. J. This Agreement is approved as to form by the King County Prosecuting Attorney. K. The parties have executed this Agreement as of the date first written above. Page 3 of 14 CITY OF TUKWILA 2009 —Cycle 1 7 8 CITY OF TUKWILA by: Signature: 14;1 Recipient prin ame title: r.,� 55 °A) Additional Signatures (if needed) KING COUNTY by: Page 4 of 14 CITY OF TUKWILA 2009 -Cycle 1 Date: 01 Signature: G t Date: 1.7 Mark Isaacson, Division Director, Water and Land Resources Division Vfrd e EXHIBIT A: SCOPE OF WORK Page 5 of 14 CITY OF TUKWILA 2009—Cycle 1 TASKS OUTLINED DESCRIPTION: TASK 1 a) Submit a letter of commitment stating the nature of the support from your main project partners. b) Submit copies of award letters or other appropriate verification for cash and in -kind contributions greater than $1,000.00 TASK 2 SUB -TASK OUTCOME Project Work SUB -TASK 1 Identify The City's GIS Department will identify all $7,997 72 Plan and communicate with properties within the City that contain stakeholders wetland /streams and /or their associated buffers and send them targeted mailings The mailings will identify the presence of the sensitive area and provide basic information about care and invite the property owner /tenant to a FREE class on how to care for streams and wetlands A new page on the City's website will be an information resource for the public. SUB -TASK 2. Develop A minimum of two trainings will be conducted $6,296 60 educational program by City staff with the following information about and conduct training stream and wetlands functions in an urban environment; impacts on the Green River Watershed and the Sound; stewardship, regulatory requirements, safe removal of invasive vegetation, native plants and their care, and how property owners can do basic enhancement projects on their own The training will cumulate with a hands -on restoration project of Cottage Creek on the grounds of City Hall and installation of a rain garden at Codiga Park. DATES September 2009 Sept -Oct -Nov 2009 Dec Jan -Feb 2009 -2010 9 TASK 3 Permits/ permission (if applicable) TASK 4 Credits TASK 5 Final report 10 Workshop attendees, other volunteers, and Public Works and Parks and Rec crews will take part in the following A. Hand removal of ivy and other invasive plants (using volunteers) Mow Reed Canary grass (Public Works or Parks Dept crews) and sheet mulch over top using cardboard (volunteers to do work, cardboard donated by areas businesses) B Add habitat features to stream buffer (large woody debris) to improve buffer function and provide habitat for urban wildlife Logs to be provided from stock pile from routine tree removal projects C Amend soils with two inches of Cedar Grove compost or equivalent to improve growing conditions for plants. Compost to be delivered to site and incorporated by volunteers D. Plant buffer with native trees, shrubs, emergents (goal to achieve overhanging vegetation to shade stream and shade out RCG) and add diversity to buffer As buffer already has some mature native trees, an additional 25 trees will be planted, approximately 530 native shrubs and groundcover, and 200 willow or red osier dogwood stakes. Planting to take place in a series of work parties with volunteers E Mulch with wood chips to help conserve soil moisture and keep down weeds Wood chips to be donated by tree removal companies. F Install temporary irrigation (soaker hoses run from City Hall spigot) to ensure plant survival for at least two dry seasons. Irrigation to be managed by Urban Environmentalist) G Contractor fabricates and City crew installs interpretive sign to explain the restoration, importance of stream ecosystem and riparian vegetation City Staff will obtain needed permit approval during this phase H Install rain garden at Codiga Park. Monitoring and maintenance of the restoration site will be done by City staff, with assistance from volunteers, so that they can learn how to monitor restoration sites. Work parties with volunteer stewards will be held on an on -going basis for weeding, as necessary Staff will create and maintain a database of individuals who participated in the classes and restoration effort to aid with future projects. Train Public Works and Parks Staff regarding values and functions of stream and wetlands and their buffers and techniques for non chemical vegetation maintenance and preservation of restored sites State all required project permits and authorizations The project properties are owned by the City of Tukwila. SEPA will be required, as well as an HPA from WDFW (for placement of wood in the stream channel). The only required permit is Special Permission from the Director for working within the buffer area of a Type IV stream Plan for grant acknowledgement The grant will be acknowledged on all direct mailings, the City's website, in any information provided at the classes, via staff's presentation, on signage at the restoration site, in a story drafted by City staff for inclusion in the City's Newsletter (Hazelnut) and in any press releases issued by the City Submit a final report and the financial closeout documentation. Cannot be later than 30 days after the end date of the project. Sub -Task 3 Restore Lower Cottage Creek riparian habitat and install rain garden Sub -Task 4 Monitoring and Maintenance of Restoration Site Sub -Task 5. Stewardship Database Add more tasks here if necessary: Subtask 6 Page 6 of 14 CITY OF TUKWILA 2009 —Cycle 1 $7,914 12 (City will also provide $1000 cash for materials) In -kind labor /permit fees part of City cash match In -Kind Labor In -Kind Labor In -Kind labor -staff March November 2010 On -Going (This task will continue past the grant period.) March November 2010 November 2010 Jan Feb 2010 Sept 2009 November 2010 December 31, 2010 EXHIBIT B: BUDGET BUDGET ITEM Salaries benefits Freelance workers $5,000 and consultants Sub Project supplies, materials and equipment Commercial services (e.g., printing, back hoeing) Office expenses Other costs Sub Grand Total GRANT I BASIS FOR CALCULATION REQUEST I AND BREAKDOWN $5,348 44 Senior Planner (38 hours X $49.28 $1 ,872.64), Urban Environmentalist (50 hours X $51 42 $2,571), Planning Intern (52 hours X $13.64 $709.28), Graphic /GIS Specialist (6 hours X $41 95 $251 70) (remaining funds come out of City of Tukwila budget) $10,348.44 $4,195 Assistance from private graphic design professional for mailers and handouts. Interpretive wetland sign production by pro sign company $1,000 for graphic design, $2,500 for sign manufacturing. $1,500 for consultant assistance in design and construction of project area $615 for Compost $3,020 for plants $300 for willow and dogwood stakes $260 for Irrigation supplies $5,165 Commercial Printing Services for pamphlets, handouts and mailers. $2500 for mailers $1500 for pamphlets $1000 for mailers $165 compost delivery $1,500 Estimated postage for direct mailings to all property owners and residents with sensitive areas on their properties $1,000 of cost of translation of documents into Spanish based upon the City's Code Enforcement hiring interpreters in previous years $11,860 $22,208 44 MATCH CASH Page 7 of 14 CITY OF TUKWILA 2009 —Cycle 1 BASIS FOR CALCULATION IN -KIND AND BREAKDOWN $3,965 68 Deputy Director management (2 hours X $50 per hour $100) Urban Environmentalist Staff design restoration plan $205 68 City Public Works Staff mowing and prepping of restoration area $1,000 Staff time by City Parks Staff for hauling /removal of debris and other materials in restoration area $1,500 Sign Installation $960 Administrative Support to send letters and prep other dots. ($20 per hour X 10 hours $200) $3,965 68 dittagaffiMM $1,000 $500 The City will provide a cash match from the Stream Team for purchase of supplies. Woody debris for stream donated from City's stockpile. $1,500 $150 of cost of translation of documents into Spanish ($250), Community Center Room Rental for Classes (2 -2.5 hour room rentals $50 /hour $250 $150, In- Kind. Permit fee for required SEPA application from City of Tukwila ($1,000) Permit fee for required special permission Application from City of Tukwila ($250) $2,500 $2,500 $437 50 Publication cost for City's Newsletter $1,087 50 $5,05318 SOURCE OF MATCH General Fund General Fund Stream Team Fund 12 EXHIBIT C: CREDIT AND DISCLAIMERS FOR THE KING COUNTY FUNDED PROJECTS Official Logo Dimensions Requirements: contact your grant administrator. The above logo must be included on all documents, brochures, flyers, newsletters, newspaper advertising and etc. Logo Location on Printed Materials: on the inside title cover of all bound documents or at the back of a brochure, at the end of a document or bottom right of an interpretive panel, a poster or a flyer the following credit. 1 This project is funded in part by a King County WaterWorks grant. For items where opinions or advice or a list of organizations or businesses are included in the introduction or in the body of the document (e.g., an interpretive panel, a guidebook, and a directory) add the disclaimer sentence: The content herein does not constitute an endorsement by King County government, its employees, and its elected and appointed officials. Grant Exchange Web Page: http://www.kingcounty.gov/environment/grants- and awards /grant exchange.aspx Permanent and Announcement Signage: Signage must have the King County Department of Natural Resources and Parks and Grant Funding source logos along with appropriate text, if applicable. Please contact Grant Exchange for the jpg, gif and/or word logo files. Page 8of14 CITY OF TUKWILA 2009 —Cycle 1 EXHIBIT E Remit to: CITY OF TUKWILA 6300 Southventer Blvd, Suite 100, Tukwila, WA 98188 DATE from KING COUNTY DEPARTMENT OF NATURAL RESOURCES AND PARKS WATER AND LAND RESOURCES DIVISION REQUEST FOR PAYMENT Paid staff Contract workers/ consultants Supplies equipment Purchased services Travel Indirect Real estate related Other Costs TOTAL Make sure to fill the Task Summary related to this request on the back of this page BUDGETED PRIOR THIS BALANCE OF DESCRIPTION AMOUNTS FROM REQUESTS REQUEST AWARD (Describe here and refer to AGREEMENT attached support information) BUDGET As an authorized representative of the above named recipient and to the best of my knowledge, I represent that this request for payment is true and accurate and reflects costs incurred by the recipient in carrying out the project named above for those planned or completed activities summarized on the back of this form. Signature of preparer Date Return completed form to: Ken Pritchard King County Water and Land Resources Division King Street Center 201 S Jackson St., Suite 600, Seattle, WA 98104 OFFICE USE BELOW THIS LINE to End date for this Grant is: March 31, 2011 $22,208.44 Request for Payment form (Page 1 of 2) INVOICE Page 9 of 14 CITY OF TUKWILA 2009—Cycle I 13 14 TASK ACTIVITIES TO BE PAID IN DATE cyo (taken from Exhibit A: Scope THIS REQUEST ACTIVITIES COMPLE- of Work) TOOK/WILL TED TAKE PLACE Request for Payment form Page 2 of 2 TASK SUMMARY (FROM SCOPE OF WORK) ACTIVITIES PLANNED OR CARRIED OUT WITH THIS REQUEST Page 10 of 14 CITY OF TUKWILA— 2009 —Cycle 1 EXHIBIT F: CLOSE -OUT REPORT Recipient Project 1 Time Period of this PROJECT Total Award Amount due at Close -Out FI: Checklist Ili 1 CITY OF TUKWILA STREAM TEAM STEWARDSHIP TRAINING PROGRAM I October 1, 2009 March 31, 2011 $22,208.44 i PROGRAMMATIC CLOSE -OUT Letter(s) of Commitment from key partners Written Final Report, documenting the successful completion of the PROJECT according to the EXHIBIT A: SCOPE OF WORK TIMELINE in your agreement. The report shall include, but not limited to, the following attachments as they apply. 1. Report Narrative 2. Outreach Materials, such as: handouts, brochures, posters, newspaper clippings, press releases, and web page screen hard copies 3. Copies of Printed Materials, created for the PROJECT or about it, /or other items that illustrate the successful completion of the PROJECT 4. Copies of pictures, film, video, PowerPoint presentation in CD, DVD, email /or documentation presenting your PROJECT, if applicable Page 11 of 14 CITY OF TUKWILA 2009 —Cycle 1 1 1 i Previously Attached Missing Submitted 15 16 F2: Checklist FINANCIAL CLOSE -OUT EXHIBIT E: REQUEST FOR PAYMENT, completed for final remittance amount. EXHIBIT F: CLOSE OUT REPORT, including attached receipts /or auditable accounting detail (may include: ledger based copies, cancel checks, payroll records), both cash and in -kind match documentation (backup). Previously Attached Missing Submitted PROVISIONS By signing this Financial CLOSEOUT, I an authorized representative of the above named award recipient (RECIPIENT), confirm that I have examined the information contained herein and that, to the best of my knowledge, it is a true and accurate account of all the financial expenses and in -kind contributions incurred by the above named project in the course of fulfilling the conditions of the AGREEMENT between RECIPIENT and King County (COUNTY), dated I hereby acknowledge that there are no further expenses associated with this project, nor any pending or future claims to the COUNTY and that the COUNTY is not liable for any expenses not documented in Attachment B (Budget) of the AGREEMENT. I understand that the RECIPIENT is fully bound by the provisions of the AGREEMENT including, but not limited to, the return of COUNTY funds that are unspent or whose spending is unsubstantiated according to the Terms of the AGREEMENT, and the right to examine records. I further understand that the COUNTY, upon examining this Financial CLOSEOUT and the Final Report submitted by the RECIPIENT will determine the amount of the balance due to the RECIPIENT. SIGNED DATE Page 12 of 14 CITY OF TUKWILA 2009 —Cycle 1 Item 1 -Paid staff 2- Contract workers /consultant s 3 -Sub of Lines 1& 2 4- Supplies and equipment 5- Purchased services (e.g., printing, excavation) 6- Travel 7- Indirect costs (rent, utilities, etc.) 8 -Real estate related costs 9 -Other costs 10 -TOTAL 1 Grant Budget Grant Grant Cash match Cash Match In -kind match In -kind Actual Balance proposed Actual proposed Match Actual Remaining 1 Page 13 of 14 CITY OF TUKWILA 2009 —Cycle 1 i 1 1 17 18 EXHIBIT G: FUNDING AUTHORITY The Funding authority for this Award is checked below: ✓WaterWorks, The Water Quality Block Grant Fund and/or SPLASH, The Community Action Grant: The COUNTY, through its Department of Natural Resources and Parks, operates a regional system of sewage treatment and conveyance facilities for which it collects charges from local governments. Said charges constitute the source of revenue for operation of the COUNTY's sewage treatment system. By agreement with said local governments, this revenue can be used only to fund expenditures that are related to the development, operation, maintenance, and replacement and improvement of said system. By budget authority, the COUNTY funds activities related to the regional water quality objectives advanced by the development of the sewage treatment system. Wild Places in City Space, Urban Reforestation and Habitat Restoration (URHR): The COUNTY, administers the Urban Reforestation and Habitat Restoration Fund, a First Tier fund established by King County Ordinance 11193 for the purpose of funding urban reforestation and habitat restoration project in the Urban Growth Area of King County. Rural Community Partnership Grant (RCPG): King County Ordinance 13695 extends the Surface Water Management Service Area to unincorporated rural areas of King County. The Rural Community Partnership Grant is a community service of the Rural Drainage Program, adopted by King County Metropolitan Council Motion 2001 -0168 "(to) provide small grants to neighborhood groups to work collaboratively with the county to solve local problems in the rural portion of the said Service Area." Page 14 of 4 CITY OF TUK WILA —2009—Cycle 1 COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes January 11, 2010 5:00 p.m.; Conference Room #3 PRESENT Councihnembers: Joe Duffie, Chair; Joan Hernandez and Verna Seal Staff: Shawn Hunstock, Jack Pace, Brandon Miles and Kimberly Matej CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:02 p.m. I. PRESENTATIONS No presentations. III. MISCELLANEOUS Meeting adjourned at 5:23 p.m. Next meeting: Monday, January 25, 2010 5:00 p.m. Conference Room #3 L� r R Committee Chair Approval Mirkites by KAM. City of Tukwila Community Affairs and Parks Committee II. BUSINESS AGENDA A. Stream Team Program: Grant Aereement with Kine County Staff is seeking full Council approval to enter into a grant agreement with King County for an educational program entitled Stream Team Stewardship Training Program. Staff provided a brief background of the Stream Team concept which is being created to promote long term stewardship of Tukwila's streams and wetlands. The Stream Team Stewardship Training Program is intended to reach out to residents whose property contains streams and wetlands and /or associated buffers providing education on the protection and care of these sensitive areas. The Program also includes a restoration component. Staff explained that Mayor Haggerton signed the grant agreement in December 2009 due to late arrival of the agreement and the County desiring expedient processing; however, the Council can still exercise authority not to accept grant funding. This agreement requires a $2,500 cash match from the City. Stormwater Utility Funds will be utilized for the match. Committee Member Seal requested clarification as to why this item was coming forward to Council for approval. Staff responded that the item was coming forward for full Council approval because matching funds were involved. After a brief discussion among the Committee, members made a two -fold decision: 1.) recommend acceptance of the grant, and 2.) have a full Council policy discussion regarding the most efficient way to proceed with such items. An important factor to consider is that currently, Council approval is required for items over $40,000. Matching grant reporting requirements to Council also need clarification as outlined in the both the Financial and CIP policies. UNANIMOUS APPROVAL FOR GRANT ACCEPTANCE. FORWARD TO JANUARY 25 COW FOR DISCUSSION ON GRANT COUNCIL REPORTING PROCESS. 19 20 CAS NUMBER: 10-008 AGENDA ITEM TITLE Interlocal Agreement Recycling Grant CATEGORY Discussion Motion Resolution Ordinance U Bid Award Public Hearing Other Mtg Date 01/25/10 Mtg Date 2/1/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor n Adm Svcs DCD Finance Fire Legal n Pe7R Police n PWI SPONSOR'S The Recycling Program's residential and business assistance activities are completely SUMMARY grant- funded. No General Fund or other City funds are used. Tukwila has received a grant for $81, 069 from the King County Solid Waste Division to implement the Recycling Program to assist residents and businesses from 1/1/10 through 12/31/11. The Council is being asked to authorize the Mayor to sign the interlocal with King County so the City can receive the Waste Reduction /Recycling (W /RR) Grant. REVIEWED BY n COW Mtg. CA &P Cmte F &S Cmte n Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. I Planning Comm. DATE: 1/12/10 RECOMMENDATIONS: SPONSOR /ADMIN. Department of Community Development Comm' EE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 )0 -DOB Meeting Date Prepared by 1 Ma r eview It review 01/25/10 RF 1 )Ak 02/01/10 RF 1 Fund Source: KING COUNTY SOLID WASTE DIVISION GRANT FUNDS Comments. COUNCIL AGENDA SYNOPSIS Initials ITEM INFORMATION 1 ORIGINAL AGENDA DATE: JANUARY 25, 2010 MTG. DATE ATTACHMENTS I 01/25/10 Informational Memorandum dated 1/6/10 Interlocal Agreement with King County Solid Waste Division Minutes from the Utilities Committee Meeting of 1/12/10 2/1/10 MTG. DATE RECORD OF COUNCIL ACTION I 1/25/10 ITEM No. 4 .6 21 22 To: Utilities Committee e From: Jack Pace, DCD Director 1" Subj: Recycling Grants, 2010 -21 Date: January 6, 2010 City ©f Tukwila Jirn Haggerton. Manor. .Department of Community Development Jack Pace, Director ISSUE Council approval is required to authorize the Mayor to sign an interlocal agreement to accept grant funding that has been awarded to the Tukwila Recycling Program by the King County Solid Waste Division. BACKGROUND Tukwila's Recycling Assistance Program operates entirely through grant funding, without City of Tukwila General Fund or Utility Fund monies. Tukwila has received a Waste Reduction/Recycling grant from King County Solid Waste to support the Recycling Program work from January 1, 2010 through December 31, 2011. A signed interlocal agreement is required in order to receive the funds. DISCUSSION Waste Reduction/Recycling Grant (W/RR) The Waste Reduction/Recycling grant from the King County Solid Waste division totals $81, 069 for the two year grant period. (Attachment A) WRR grant funds will be allocated as follows, and supplemented with funding from the Washington Department of Ecology: Special Residential Recycling Collection —($9, 375) Hold two yearly events to collect hard -to- recycle goods (i.e. tires, furniture, bulky yard debris, etc.) from Tukwila residents. Multi family Recycling Recycling Education /Bag Program ($15, 000) Provide Tukwila residents with durable in -unit recycling bags and educational materials on recycling for rental units. Non residential Recycling —($56, 694) Assist Tukwila businesses to reduce waste, start or improve a recycling program, purchase recycled products, and, where possible, to develop sustainable business practices. Special emphasis will be on City of Tukwila facilities, and on sites with property managers and multiple tenants, including Westfield Southcenter Mall. Funding will include materials, consultant and Tukwila staff. rf Page 1 01/06/2010 H:\ Grants 2010- 2011 \CC. Press-- Accot.Grnts \Utils.Cttee.Briefin. 1.12.10_doc_ 6300 Southcenter Boulevard, Suite 4100 Tukwila. Washingron 98183 Phone 206 -431 -3670 Fax: 2g--131-347 06 31 -3 RECOMMENDATION Staff recommends forwarding this issue to the COW meeting on January 25, 2010, and then to the February 1, 2010 Regular Meeting on the consent agenda, and to authorize the Mayor to sign an interlocal agreement with the King County Solid Waste Division in order to receive grant funding for Tukwila's Recycling Program through December 31, 2011. Attachment: A. Interlocal agreement with King County 2 4 rf Page 2 H:\Grants -20 1 0 -2011 \CC.Press-- Accpt. GmtslUtils .Cttee.Briefing.1.12.10.doc 01/06/2010 INTERLOCAL AGREEMENT FOR 2010 -2011 Between KING COUNTY and the CITY OF TUKWILA CONTRACT D39916D This two -year Interlocal Agreement (hereinafter referred to as the Agreement) is executed between King County, a political subdivision of the State of Washington, and the City of Tukwila, a municipal corporation of the State of Washington, hereinafter referred to as "County" and "City" respectively. This Agreement has been authorized by the legislative body of each party as designated below: King County Ordinance No. 16717 City PREAMBLE King County and the City of Tukwila adopted the 2001 King County Comprehensive Solid Waste Management Plan, which includes waste reduction and recycling goals. In order to help meet these goals, the King County Solid Waste Division has established a waste reduction and recycling grant program for the cities that operate under the King County Comprehensive Solid Waste Management Plan. This program provides funding to further the development and /or enhancement of local waste reduction and recycling projects and for broader resource conservation projects that integrate with waste reduction and recycling programs and direction. This grant program does not fund household hazardous waste collection activities. Program eligibility and grant administration terms are discussed in the Grant Guidelines, attached to this agreement as Exhibit B. Grant funding for this program is subject to the yearly budget approval process of the King County Council. Grant funding approved by the King County Council is available to all King County cities that operate under the King County Comprehensive Solid Waste Management Plan. The City will spend its grant funds to fulfill the terms and conditions set forth in the scope of work which is attached hereto as Exhibit A and incorporated herein by reference. The County expects that any information and /or experience gained through the grant program by the City will be shared with the County and other King County cities. L PURPOSE The purpose of this Agreement is to define the terms and conditions for funding to be provided to the City of Tukwila by the County for waste reduction and recycling programs and /or services as outlined in the scope of work and budget attached as Exhibit A. 25 26 II. RESPONSIBILITIES OF THE PARTIES The responsibilities of the parties to this Agreement shall be as follows: A. The City 1. Funds provided to the City by the County pursuant to this Agreement shall be used to provide waste reduction and recycling programs and /or services as outlined in Exhibit A. The total amount of funds available from this grant in 2010 shall not exceed $40,534. The City understands that even though this agreement is two years in duration, funding for this program is subject to the yearly budget approval process of the King County Council. 2. This agreement provides for distribution of 2010 and 2011 grant funds to the City. However, 2011 funds are not available until January 1, 2011, and 2011 funding is contingent upon King County Council approval of the 2011 King County budget. 3. During the two year grant program, the City will submit a minimum of two, but no more than eight, progress reports to the County in a form approved by the County. Reports must be signed by a city official. These reports will include: a) a description of each activity accomplished pertaining to the scope of work; and b) reimbursement requests with either copies of invoices for each expenditure for which reimbursement is requested or a financial statement, prepared by the city's finance department, that includes vendor name, description of service, date of service, date paid and check number. If the City chooses to submit up to the maximum of eight (8) progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on the last day of the month following the end of each quarter April 30, July 30, October 31, January 31 except for the final progress report and request for reimbursement which shall be due by March 31, 2012. If the City chooses to submit the minimum of two progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on January 31, 2011 and March 31, 2012. Regardless of the number of progress reports the City chooses to submit, in order to secure reimbursement, the City must provide in writing to the County by the 5 working day of January 2011 and January 2012, the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 3: The City shall submit a final report to the County which summarizes the work completed under the grant program and evaluates the effectiveness of the projects for which grant funds were utilized, according to the evaluation methods specified in the scope of work. The final report is due within six months of completion of the project(s) outlined in the scope of work, but no later than June 30, 2012. 2 4. If the City accepts funding through this grant program for the provision of Waste Reduction and Recycling programs and projects for other incorporated areas of King County, the City shall explain the relationship with the affected adjacent city or cities that allows for acceptance of this funding and the specifics of the proposed programs and projects within the scope of work document related thereto. 5. The City shall be responsible for following all applicable Federal, State and local laws, ordinances, rules and regulations in the performance of work described herein. The City assures that its procedures are consistent with laws relating to public contract bidding procedures, and the County neither incurs nor assumes any responsibility for the City's bid, award or contracting _process, 6. During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation, age, or presence of any sensory, mental, or physical handicap in the employment or application for employment or in the administration or delivery of or access to services or any other benefits under this Agreement as defined by King County Code, Chapter 12.16. 7. During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall engage in unfair employment practices as defined by King County Code, Chapter 12.18. The City shall comply fully with all applicable federal, state and local laws, ordinances, executive orders and regulations that prohibit such discrimination. These laws include, but are not limited to, RCW Chapter 49.60 and Titles VI and VII of the Civil Rights Act of 1964. 8. The City shall use recycled paper for the production of all printed and photocopied documents related to the fulfillment of this Agreement. The City shall use both sides of paper sheets for copying and printing and shall use recycled /recyclable products wherever practical. 9. The City shall maintain accounts and records, including personnel, financial, and programmatic records, and other such records as may be deemed necessary by the County, to ensure proper accounting for all project funds and compliance with this Agreement. All such records shall sufficiently and properly reflect all direct and indirect costs of any nature expended and service provided in the performance of this Agreement. These records shall be maintained for a period of six (6) years after termination hereof unless permission to destroy them is granted by the Office of the State Archivist in accordance with RCW Chapter 40.14. These accounts shall be subject to inspection, review or audit by the County and/or by federal or state officials as so authorized by law. 10. The City shall maintain a record of the use of any equipment that costs more than $1,000 and is purchased with grant funds from King County for a total period of three (3) years. The records shall be compiled into a yearly evaluation report, a copy of which shall be submitted to King County by March 31 of each year through the year 2012. 3 27 28 11. The City agrees to credit King County on all printed materials provided by the County, which the City is duplicating, for distribution. Either King County's name and logo must appear on King County materials (including fact sheets, case studies, etc.), or, at a minimum, the City will credit King County for artwork or text provided by the County as follows: "artwork provided courtesy of King County Solid Waste Division" and /or "text provided courtesy of King County Solid Waste Division." 12. The City agrees to submit to the County copies of all written materials which it produces and /or duplicates for local waste reduction and recycling projects which have been funded through the waste reduction and recycling grant program. Upon request, the City agrees to provide the County with a reproducible copy of any such written materials and authorizes the County to duplicate and distribute any written materials so produced, provided that the County credits the City for the piece. 13. The City will provide the King County Project Manager with the date and location of each Recycling Collection Event provided by the City, as well as copies of any printed materials used to publicize each event, as soon as they are available but no later than thirty (30) days prior to the event. If there is any change in the date or the location of an event, the City will notify the County a minimum of thirty (30) days prior to the event. If the event brochure is required for admission to the City's event, the City is exempt from having to provide the brochure to King County. .14. If the City accepts funding through this grant program for the provision of recycling collection events for adjacent areas of unincorporated King County, the City shall send announcements of the events to all residences listed in the carrier routes provided by King County. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source.. 15. The City understands that funding for recycling collection events for adjacent areas of unincorporated King County will be allocated on a yearly basis subject to the King County Council's yearly budget approval process and that provision of funds for these events is not guaranteed for the second year of the grant program. 16. This project shall be administered by the City's Recycling Coordinator at: 6300 Southcenter Boulevard; Tukwila, WA 98188; 206- 431 -3683 (phone); 206 431 -3665 (fax); rfox a,ci.tukwila.wa.us. or designee. B. The County: 1. The County shall administer funding for the waste reduction and recycling grant program. Funding is designated by city and is subject to the King County Council's yearly budget approval process. Provided that the funds are allocated through the King County Council's yearly budget approval process, grant funding to the City will include a base allocation of $5,000 per year with the balance of funds to be allocated according to the city's percentage of King County's residential and employment population. However, if this population based allocation formula calculation would result in a city receiving less than $10,000 per year, that city shall receive an additional allocation that would raise their total grant funding to $10,000 per year. 4 The City of Tukwila`s budgeted grant funds for 2010 are $40,534. Unspent 2010 funds may be carried over to 2011, but 2011 funds will not carry over to 2012. The City of Tukwila's estimated grant funds for 2011 are $40,534. 2011 funds are not available until January I, 2011, and 2011 funding is contingent upon King County Council approval of the 2011 King County budget. Following approval of the 2011 King County budget, the County's grant program administrator will notify the city of the final 2011 grant funding. 2. Within forty -five (45) days of receiving a request for reimbursement from the City, the County shall either notify the City of any exceptions to the request which have been identified or shall process the request for payment. If any exceptions to the request are made, this shall be done by written notification to the City providing the reason for such exception. The County will not authorize payment for activities and /or expenditures which are not included in the scope of work and budget attached as Exhibit A, unless the scope has been amended according to Section V of this Agreement. King County retains the right to withhold all or partial payment if the City's report(s) and reimbursement request(s) are incomplete (i.e., do not include proper documentation of expenditures and /or adequate description of each activity described in the scope of work for which reimbursement is being requested), and /or are not consistent with the scope of work and budget attached as Exhibit A. 3. The County agrees to credit the City on all printed materials provided by the City to the County, which the County duplicates, for distribution. Either the City's name and logo will appear on such materials (including fact sheets, case studies, etc.), or, at a minimum, the County will credit the City for artwork or text provided by the City as follows: "artwork provided courtesy of the City of Tukwila" and/or "text provided courtesy of the City of Tukwila 4. The County retains the right to share the written material(s) produced by the City which have been funded through this program with other King County cities for them to duplicate and distribute. In so doing, the County will encourage other cities to credit the City on any pieces that were produced by the City. 5. The waste reduction and recycling grant program shall be administered by Morgan John, a Project Manager, or designee, to be specified by the King County Solid Waste Division. III. DURATION OF AGREEMENT This Agreement shall become effective on either January 1, 2010 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2010 and shall terminate on June 30, 2012. The City shall not incur any new charges. after December 31, 2011. However, if execution by either party does not occur until after January 1, 2010, this Agreement allows for disbursement of grant funds to the City for County- approved programs initiated between January 1, 2010 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section II. A of the Agreement. 5 29 30 IV. TERMINATION A. This Agreement may be terminated by King County, in whole or in part, for convenience without cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice B. This Agreement may be terminated by either party, in whole or in part, for cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice. Reasons for termination for cause may include but not be limited to: nonperformance; misuse of funds; and /or failure to provide grant related reports /invoices /statements as specified in Section II.A.3. and Section II.A.4. C. If the Agreement is terminated as provided in this section: (1) the County will be liable only for payment in accordance with the terms of this Agreement for services rendered prior to the effective date of termination; and (2) the City shall be released from any obligation to provide further services pursuant to this Agreement. D. Nothing herein shall limit, waive, or extinguish any right or remedy provided by this Agreement or law that either party may have in the event that the obligations, terms and conditions set forth in this Agreement are breached by the other party. V. AMENDMENTS This Agreement may be amended only by written agreement of both parties. Amendments to scopes of work will only be approved if the proposed amendment is consistent with the most recently adopted King County Comprehensive Solid Waste Management Plan. Funds may be moved between tasks in the scope of work, attached as Exhibit A, only upon written request by the City and written approval by King County. Such requests will only be approved if the proposed change(s) is (are) consistent with and /or achieves the goals stated in the scope and falls within the activities described in the scope VI. HOLD HARMLESS AND INDEMNIFICATION The City shall protect, indemnify, and hold harmless the County, its officers, agents, and employees from and against any and all claims, costs, and /or issues whatsoever occurring from actions by the City and /or its subcontractors pursuant to this Agreement. The City shall defend at its own expense any and all claims, demands, suits, penalties, losses, damages, or costs of any kind whatsoever (hereinafter "claims brought against the County arising out of or incident to the City's execution of, performance of or failure to perform this Agreement. Claims shall include but not be limited to assertions that the use or transfer of any software, book, document, report, film, tape, or sound reproduction or material of any kind, delivered hereunder, constitutes an infringement of any copyright, patent, trademark, trade name, and /or otherwise results in unfair trade practice. 6 VII. INSURANCE A. The City, at its own cost, shall procure by the date of execution of this Agreement and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with performance of work pursuant to this Agreement by the City, its agents, representatives, employees, and /or subcontractors. The minimum limits of this insurance shall be $1,000,000 general liability insurance combined single limit per occurrence for bodily injury, personal injury, and property damage. If the policy has an aggregate limit, a $2,000,000 aggregate shall apply. Any deductible or self insured retentions shall be the sole responsibility of the City. Such insurance shall cover the County, its officers, officials, employees, and agents as additional insureds against Liability arising out of activities performed by or on behalf of the City pursuant to this Agreement. A valid Certificate of Insurance and additional insured endorsement is attached to this Agreement as Exhibit C, unless Section VII.B. applies. B. If the Agency is a Municipal Corporation or an agency of the State of Washington and is self- insured for any of the above insurance requirements, a written acknowledgement of self insurance is attached to this Agreement as Exhibit C. VIII. ENTIRE CONTRACT/WAIVER OF DEFAULT This Agreement is the complete expression of the agreement of the County and City hereto, and any oral or written representations or understandings not incorporated herein are excluded. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this Agreement shall not be deemed to be waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of this Agreement unless stated to be such through written approval by the County, which shall be attached to the original Agreement. IX. TIME IS OF THE ESSENCE The County and City recognize that time is of the essence in the performance of this Agreement. X. SEVERABILITY If any section, subsection, sentence, clause or phrase of this Agreement is, for any reason, found to be unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions. 7 31 32 XI. NOTICE Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: Morgan John, Project Manager, or a provided designee, King County Solid Waste Division Department of Natural Resources and Parks 201 South Jackson Street, Suite 701 Seattle, WA 98104 -3855 If to the City: Rebecca Fox, Senior Planner City of Tukwila 6300 Southcenter Boulevard Tukwila,' WA 98188 IN WITNESS WHEREOF this Agreement has been executed by each party on the date set forth below: City King County Accepted for King County Executive (Title) Date Date Pursuant to Approved as to form: Date Date 8 BY Theresa Jennings, Director Department of Natural Resources and Parks For Dow Constantine, King County Executive Pursuant to Ordinance No. 16717 Approved as to form: City Attomey King County Prosecuting Attorney A. Basic Information 1. City of Tukwila 2. Waste Reduction and Recycling Program 3. Rebecca Fox, Senior Planner City of Tukwila 6300 Southcenter Boulevard Tukwila, WA 98188 206 -431 -3683 (phone) 206 431 -3665 (fax) rfox @ci.tukwila.wa.us 4. The City of Tukwila will work with Wilder Environmental Consulting to implement the business recycling program for 2010 and 2011. We plan to use Olympic Environmental Resources to operate our Special Recycling Events. The WRR grant will also fund some labor costs for Tukwila staff that work on and manage WRR- funded programs. 5. Budget: 2010 —$40, 534 2011- -$40, 534 WRR GRANT 2010 -2011 Scope of Work City of Tukwila Exhibit A Total Amount Requested: $81, 069 for 2010 through 2011 including: Special Recycling Collection —$9, 375 (approximately $4, 687.50 to be spent both in 2010 and 2011) Non- residential Recycling -$56, 694 (approximately $28, 347 to be spent in both 2010 and 2011) Residential Recycling -$15, 000 (approximately $7, 500 to be spent in both 2010 and 2011) B. Scope of Work 1. Task One: Tukwila Special Recycling Collection Events C. Scope of Work 2. Task One: Tukwila Recycling Collection Events a. Schedule Spring, 2010/11 RF Page 1 of 8 12/15/2009 P: \S WPublic\KSC Public \RES \WRR Grant Info\2010 -2011 \Scopes \tukwscope.doc 33 34 b. Program/Project Specifics 1) Project Activities Total number of events Two Materials to be collected: Appliances Refrigerators and Freezers+ Ferrous Metals Non- ferrous Metals Tires+ Lead Acid Batteries Household Batteries Porcelain Toilets and Sinks+ Propane Tanks+ Cardboard Reusable Household Goods Textiles Used Motor Oil Used Motor Oil Filters Used Antifreeze Used Petroleum Based Products Electronic Equipment Computer Monitors* TV Sets* +User fees apply City may not collect and refer residents to E -Cycle sites The following educational materials will be distributed: Information on City Recycling Programs. Local Hazardous Waste Management Plan Educational Materials produced by King County Department of Natural Resources. Other educational materials. Event promotional methods By distributing a promotional flyer through direct mailings. By notices in the City newsletter. By posting a notice at City Hall and on the City website and cable channel (if available). By publicizing the event through the King County Solid Waste Division Promotional Activities. Event staffing: Key personnel will include City staff, consultant staff, and volunteers. Experienced qualified individuals will fill the event greeter, education personnel, and traffic control personnel positions. 2) Evaluation will include: Number of vehicles attending RF Page 2 of 8 P: \S WPublic \KSC_Public\RES \WRR Grant Info \2010 -201 1 \Scopes \tukwscope.doc 12/15/2009 Volume of each material collected Event cost by budget category Graphic or tabular comparison of 2010/11 volumes and vehicles with prior year's events 3) Budget: $9,375.00 !Est in ate d Casts 201 0/1 1 2010 2010 I 2010 2011 I 2011 I WRR LHWMP CPG 1 WRR WRR CPG !City Staff Costs 50.00 50.00 50.00 1 50.00 5 0.0 0 1 50.00 ManaQement /Staffinq/Admh /Graohics 53,015.00 $4,881.01 $932 50 1 81,507.50 51,507 50 1 59 32. 50 I Event Staff Costs $1,760.00 $440.00 $880.00 1 5880.00 5880.00 5880.00 !Collection/ Hauling Costs 1 1 VVo cd Waste 50.00 50.00 50.0 0 1 50.00 5 0.0 0 1 Scrap Metal, A pollen ces, etc 51,000.00 $0.00 50.0 1 8500.00 $500.00 1 Ties 51,000,00 $0.00 1 $0.00 I 5500.00 5500.00 1 Used Oil /Antifreeze 50.00 5850.00 50,00 I 50.00 $0.00 1 1 Batteries 50.00 $300.00 $0.00 I 50.00 0.00 IPrinting7Maiiinq $0.00 8 1,800.00 81,000.001 80.00 $0.00 I $1,000 Event Suppies 580 0.0 0 5400.00 50.00 I $400.00 $400.00 I Other Expenses rentals, etc 1 51,800.0 1 $400.00 $0.00 I $900.00 $900.00 1 TOTALS 1 59,375.00 i 59,071.01 52,812.50 1 84,587.50 I 54,687.50 1 52, 182 *Hourly rates for consultant staff are as follows: Project Manager $70.00 and Event Staff $55.00. Portions of the events will be funded by the WRR grant; the remainder will come from Local Hazardous Waste Management Program funds, Coordinated Prevention Grant (CPG) funds, and the City of Tukwila. The following is the total estimated Two year (2010 and 2011) WRR cost. Costs would be evenly distributed in each of the two events over two years: Management /Staffing /Admin $3, 015.00 Event Staff Costs: $1, 760 Collection/Hauling Costs Wood Waste $0.00 Scrap Metal, Appliances, etc. $1, 000.00 Tires $1, 000.00 Used oil /antifreeze $0.00 Batteries $0.00 Printing /Mailing $0.00 Event Supplies 800 Other expenses- rentals, etc. $1. 800 $9, 375 *Hourly rates for consultant staff are as follows: Project Manager $70.00 and Event Staff $55.00, Administrative staff- $40.00. E) Task Performance Objectives: The City plans to send out approximately 7,600 promotional flyers to Tukwila households per event and publicize the event through King County promotional activities, including County websites and telephone assistance. The City anticipates collecting 25 -35 tons of material from the local waste stream per year. The benefits expected by the collection of these materials will be to divert them from the waste stream and process them for recycling. The event will also provide an opportunity to recycle moderate r i s k w aste. The King County Health Department, the City of Tukwila, and Washington State Department of Ecology will pay for event expenses as well. RF Page 3 of 8 12/15/2009 P: \S WPublic\KSC Public\RES \WRR Grant Info\2010 -2011 \Scopes \tukwscope.doc 35 F) Task Impact Objectives: By hosting Recycling Collection Events, Tukwila can reduce the amount of recyclable material finding their way to the local landfill. The City of Tukwila has a population of approximately 18, 200 residents. The City expects, based on past events, that 400 -450 households will actively participate each year by bringing recyclable materials to the event for proper disposal and recycling. This will result in 25 -35 tons of material diverted from the local waste stream for recycling per year. In addition to diverting materials from the City waste stream, attracting residents to events provides an opportunity to distribute educational material on City and King County recycling programs. The educational_ materials can enhance the knowledge of residents and improve behavior in purchase, handling, and disposal of recyclable materials. 3. Task Two: Non Residential Recycling a. Project Manager: Rebecca Fox, Senior Planner b. Consultant The City of Tukwila will work with Wilder Environmental Consulting. c. Schedule First quarter, 2010 December 31, 2011 d. Goals Increase the program's visibility in the business community Increase awareness among businesses of the technical assistance which the City offers Expand the number of businesses who receive customized assistance e. Program /Project Specifics 1) Performance Objectives: Business Outreach/Technical Assistance The City of Tukwila will provide technical assistance to help businesses with starting or improving recycling programs, waste prevention and purchase of recycled products either by e- mail, telephone, mail or on -site visits. A Business Recycling and Waste Prevention Specialist (consultant to the City of Tukwila) will respond when firms request assistance. We expect to generate requests for recycling assistance by including information about City- sponsored recycling programs in business license mailings in 2010 and 2011. This will reach all 2000 firms who operate in Tukwila. We will also maintain Business Recycling information on the City of Tukwila website. We also plan to target the property managers to initiate and maintain assistance in recycling, waste prevention, and procurement of recycled content products. We may also focus on assistance for specific industries or types of businesses, especially any that are identified by King County's Business Recycling program. We will work again Westfield Shoppingtown Center Southcenter in 2010 -2011 assist after their recent expansion. We will continue to our focus on in -house programs to improve recycling, waste reduction and environmentally preferable purchasing practices in City of Tukwila facilities. We plan to work with the Parks and RF Page 4 of 8 12/15/2009 3 6 P: \SWPublic \KSC_Public \RES \WRR Grant Info\2010- 2011 \Scopes \tukwscope.doc Recreation Department to initiate recycling during events, and as a pilot program at a selected park. In addition to telephone, e -mail, mail or on -site assistance, we will continue our recognition program to highlight outstanding business recycling programs throughout Tukwila "Tukwila Green Works" and "Tukwila Business Recycler of the Year We will also provide businesses with informational materials promoting non residential recycling, including stickers for containers. If other opportunities arise, we will adjust the work plan for greatest effectiveness. Timely, scheduled telephone follow -up will be provided for all businesses reached for technical assistance either by the staff project manager or the consultant. We will_ assist_businesses with recycling, waste ,prevention and purchasing of recycled content goods, and, when possible, also furnish information about conserving other resources used in typical business activities. By contacting companies directly with individualized information and by following up with them, we hope to prepare and motivate businesses to improve their solid waste behaviors. We will coordinate our technical assistance activities with the Allied Waste and other area recyclers, as well as with King County's Business Recycling Program by working with any Tukwila business that has been referred by the County. As appropriate, we will make most efficient use of resources by participating in the County's industry- or topic- specific campaigns. Promotion/Education We plan to promote non residential recycling and waste prevention by through a variety of activities, including: Updating recycling information on Tukwila's website Property manager outreach events Informational materials promoting non residential recycling, including an e- newsletter, case studies, informational stickers, handout for use with janitorial companies "Tukwila Green Works" program to recognize outstanding business performance. "Tukwila Business Recycler of the Year" award to stimulate interest in recycling Purchase, distribute additional recycled content promotional materials (i.e. pens, pencils) Update and distribute "Tukwila Business Recycling Guide" in 2010 and 2011 Purchase and distribute desk side containers to encourage businesses to begin or upgrade recycling efforts Promotional and educational activities may also include general information on resource conservation. We anticipate that promoting resource conservation along with recycling /waste prevention and "buy recycled" messages will enable more businesses to benefit from our technical assistance services. We will coordinate our promotion/education activities with the County as appropriate, including: use the County's program materials, and participate County promotional activities /advertising, including "Take it Back" network. 2) Impact Objectives: At least two editions "Tukwila Business Recycler" distributed to 2,000 Tukwila companies via business license renewal mailings to give information about recycling resources and generate requests for technical assistance. RF Page 5 of 8 12/15/2009 P: \SWPublic \KSC_Public\RES\WRR Grant Info\2010 -201 I \Scopes \tukwscope.doc 37 Assistance to at least 60 businesses, including at least 20 on -site visits f. Evaluation Follow -up with selected businesses to determine which assistance measures were the most helpful in changing recycling related behaviors Evaluation data will also include: the number of businesses assisted type of assistance provided (mail, e -mail, on -site, other) a list of business names, addresses, contact persons, and telephone numbers (and other business data) for the businesses assisted; g. Budget 2010 -2011 Budget 1 Project 1 1 I 1 2010 1 2011 1 Total Task 2: Non $17, 896 $36, 650 $56, 694 Residential Program Consultant $6, 246 $25,000 $31, 246 (CPG Match) City staff $7, 150 $7, 150 14, 300 (260 hrs x $55 /hr) Supplies/ 3, 574 $3, 574 $7, 148 Materials(bins, misc.) Printing/ $2,000 $2,000 $4,000 Mailing (Business Recycler, yardsale) Note: Tukwila's Business Recycling Program will be also be supported by funding from the Department of Ecology's Coordinated Prevention Grant. A combination of CPG funds and WRR funds will be spent in 2010, with WRR funds furnishing $6, 246 in required local match funding to supplement $18, 736 in state CPG funds. WRR funds will be the program's exclusive fund source in 2011. RF Page 6 of 8 12/15/2009 3 8 P: \SWPublic \KSC_Public \RES \WRR Grant Info\2010 -201 1 \Scopes \tukwscope.doc 3. Task Three: Residential Program Subtask 1.: Multi- Family Recycling Bags a. Project Manager Rebecca Fox b. Consultant We will work with Allied Waste to distribute materials. We may also work with a consultant to prepare multi family education program materials. c. Schedule Subtask 1: Bags to be distributed in 2010 and 2011 d. Goals 'Subtask 1: Multi family Recycling Bags: Increase awareness of and participation in recycling among multi family residents by providing convenient collection bags and education materials. e. Program /Project Specifics 1) Background/History Subtask 1: Approximately 55% of Tukwila's housing stock is multi family development. It has been challenging to maintain effective multi family recycling programs due to frequent tenant turnover, lack of incentive for recycling, inconvenience and lack of space for recycling. We plan to offer the recycling bags initially as an incentive to encourage managers to subscribe to recycling service, and tenants to recycle. After using the bags as an incentive for new signups, we plan to offer the bags to as many developments as possible that currently recycle. Educational materials will also be provided with the bags. By providing educational materials along with attractive, convenient bags free of charge we hope to encourage recycling and to educate residents about the benefits of recycling in their apartments. Task Performance Objectives: Subtask 1: Over the grant period, the City will purchase recycled plastic recycling bags and make them •available to managers of multi family complexes for their residents. The City will publicize the bag distribution through Allied Waste, through our City newsletter, and on the City website and Allied website. We will coordinate a multi family recycling "message" with Allied Waste. Education is especially important, so along with the bags, the City will also prepare and distribute educational materials with a multi family recycling focus. Impact Objectives Subtask 1: Distribution of recycled plastic recycling bags and educational materials to managers representing approximately one -half of Tukwila's multi family residential complexes and residents. RF Page 7 of 8 12/15/2009 P: \SWPu6Iic\KSC_Public\RES \WRR Grant lnfo\2010 -201 1 \Scopes \tukwscope.doc 39 f. Evaluation Subtask 1: Track number of bags distributed to managers Track number, type of promotional /educational materials Record the number of complexes that signed up for or improved recycling programs as a result of bags and educational materials. Sample email survey of mangers to gauge satisfaction level, and changed participation attributed to recycling bags. g. Budget Project WRR 2010 2011 2010 -2011 TOTAL TOTAL Task 3: Multi Family Residential Program TOTAL $7, 500 $7, 500 $15, 000 Consultant 1 $4, 000 1 $2, 000 1 $2, 000 Printing 3, 000 1, 500 1, 500 Recycled 8, 000 4, 000 4, 000 Plastic Recycling Bags RF Page 8 of 8 12/15/2009 4 0 P: \SWPublic \KSC_Public\RES \WRR Grant lnfo\2010 -201 1 \Scopes \tukwscope.doc UTILITIES COMMITTEE Meeting Minutes January 12, 2010 5:00 p.m. Conference Room #1 PRESENT Councilmembers: Kathy Hougardy, Chair; Joe Duffle and Allan Ekberg Staff: Bob Giberson, Greg Villanueva, Mike Cusick, Ryan Larsen, Pat Brodin, Gail Labanara, Frank Iriarte, Robin Tischmak, Nora Gierloff, Rebecca Fox and Kimberly Matej CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 5:04 p.m. I. PRESENTATIONS No Presentations City of Tukwila Utilities Committee II. BUSINESS AGENDA A. 2010 -2011 Recycling Grants Staff is seeking full Council approval for the Mayor to sign and enter into an interlocal agreement with the King County Solid Waste Division for Waste Reduction/Recycling grant funding in the amount of $81,069. This funding will be used to support the Tukwila Recycling Program during 2010 -11. The City is able to maintain and run the Tukwila Recycling Program through this grant funding which cycles every two years. Monies are received through the Waste Reduction/Recycling Grant (administered by King County) and often supplemented by funding received for the Washington Department of Ecology. The Tukwila Recycling Program is 100% grant funded, and includes residential as well as business based recycling opportunities and other special collection events. UNANIMOUS APPROVAL. FORWARD TO JANUARY 25 COW FOR DISCUSSION. B. Surface Water Management Ordinance Staff is seeking full Council approval of a draft ordinance adopting a Surface Water Design Manual which will outline the requirements regarding detention, water quality and maintenance standards for proposed developments. This ordinance will repeal and replace the current Surface Water Management ordinance. The primary purpose of this ordinance is to adopt the 2009 King County Surface Water Design Manual as the City's. Adoption of such a manual is required by the National Pollutant Discharge and Elimination System (NPDES). The manual must be approved by the Department of Ecology and adopted by February 15, 2010. Some surrounding cities have also chosen to adopt the King County Manual as their own. The greatest impact this new manual will have on the City is the water detention requirement. Detention requirements have increase in order to reduce sedimentary and water run -off from streams in an effort to control erosion. UNANIMOUS APPROVAL. FORWARD TO JANURY 25 COW FOR DISCUSSION. C. Illicit Discharge Detection and Elimination Ordinance Staff is seeking full Council approval of a draft ordinance regarding Illicit Discharge Detention and Elimination which provides regulations prohibiting most non stormwater discharges to surface water systems. 41 42 1 CAS NUMBER: 10-009 AGENDA ITEM TITLE CATEGORY SPONSOR SPONSOR'S SUMMARY REVIEWED BY MTG. DATE 01/25/10 02/01/10 MTG. DATE 01/25/10 02/01/10 Counci l Mayor Meeting Date 01/25/10 02/01/10 Disczution Motion Resolution Mtg Date 01/25/10 Mtg Date 02/01/10 Mtg Date COUNCIL AGENDA SYNOPSIS I L) V 09 I ORIGINAL AGENDA DATE: JANUARY 25, 2010 Transportation Element to the Comprehensive Plan Update Consultant's Agreement with Fehr and Peers Adm Svcs repared by BG BG ITEM INFORMATION DCD Initials Moyu, `r y viev Ordinance Mtg Date Finance C Mtg Date Fire Legal n P&R This consultant contract will provide transportation modeling services in conjunction with the 2011 update to the Transportation Element of the City's Comprehensive Plan. Fehr and Peers (formerly Mirai) has been the same firm that has been maintaining the citywide model providing annual checks on the City's level of service standards, which is also referred to as traffic concurrency. Also included is a review of the traffic impact fees and a street network plan. COW Mtg. CA &P Cmte n F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. n Parks Comm. n Planning Comm. DA IS: 01/19/10 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMII"1 Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED $308,479.00 $385,000.00 Fund Source: 104 ARTERIAL STREET FUND (PAGE 25, 2010 CIP) Comments: RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 01/12/10 Consultant Agreement Energy Efficiency through Transportation Planning grant award letter Minutes from the Transportation Committee meeting of 01/19/10 ITEM NO, 1 4. Bid Award n Public Hearing Other Mtg Date Mtg Date Police APPROPRIATION REQUIRED $0.00 43 44 ISSUE BACKGROUND DISCUSSION RECOMMENDATION City of Tukwila INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Transportation Committee FROM: Public Works Director DATE: January 12, 2010 SUBJECT: Transportation Element to the Comprehensive Plan Update Project No. 08 -RWO6 Fehr Peers Consultant Agreement Execute an agreement with Fehr Peers to provide transportation modeling services in conjunction with the 2011 update to the Transportation Element of the City's Comprehensive Plan. In December 2005, the City updated its Transportation Element as part of the state required update to the Comprehensive Plan, which had originally been adopted in 1995. It is now time to begin work toward the next update to the Transportation Element, which must be in place by 2011. Mirai Associates was the consultant retained by Tukwila in 2002 to develop the city -wide transportation model for the 2005 update. Now called Fehr and Peers, the same firm has been maintaining the city -wide model and providing annual checks on how well the City is maintaining the adopted Level of Service standards, which is also referred to as Traffic Concurrency. Fehr Peers has worked closely with City staff since 2002 in developing the original model, as well as maintaining it on an annual basis. This familiarity ensures a seamless update to the Transportation Element. Also part of this work will be the annual 2010 Concurrency Update, where the Concurrency Model is brought up to current conditions and a report produced. This has been an annual task since 2006. With the recent new requirements in which cities must include a more multi -modal approach, this update will go further in establishing policy framework to support that new law. A review of Tukwila's impact fee program, as well as a new look at the current fiscal climate, will also be done. Lastly, the beginnings of a street network plan will be developed, though a true street network plan is beyond the scope and budget of this update. Budgeted amount for this project is $400,000 and the contract amount with Fehr Peers is $308,479. Optional tasks, requiring a supplement agreement to authorize, are listed; however no budget amounts are identified. These tasks were identified as ways to address the changing needs of the CTED requirements as well as to complete coordination between other Comprehensive Plan elements (such as the Walk `n Roll Plan). Tukwila was recently notified of a grant award through the Department of Commerce which will fund development of pedestrian and bicycle levels of service standards Optional Task A. No city match, other than what will already be expended for the update to the Transportation Element, will be required for the Energy Efficiency through Transportation Planning grant (Federal stimulus funds through the ARRA, specifically dedicated to planning efforts). Once this grant is awarded, a supplemental contract with Fehr Peers will be brought to the Council for approval. The Council is being asked to approve the consultant agreement to provide transportation modeling services to Fehr Peers in the amount of $308,479.00 for consideration at the January 25, 2010 Committee of the Whole meeting and the February 1, 2010 Regular Meeting. Attachments: Consultant Agreement for Transportation Modeling Services with scope of work Energy Efficiency through Transportation Planning grant award letter W:1PW Eng1PROJECTSIA- RW RS Projects108RW06 Trans Element Comp PIan1INFORMATION MEMO Fehr Peers Consultant Agreement 01- 12- 10.doc Jim Haggerton, Mayor 45 46 CONSULTANT AGREEMENT FOR TRANSPORTATION MODELING SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and Fehr and Peers. 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 Transportation Modeling services in connection with the project titled Transportation Element of the Comprehensive Plan. 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. Time for Performance. Work under this contract shall commence upon the giving of 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 by June 30, 2011 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 $308.479 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 is 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 state for a period of three (3) years after final payments. Copies shall be made available upon request. 1(51--- e (72 ,(6/0A-GS 47 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 to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any negligent act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the perform- ance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence/ aggregate for property damage, and professional liability insurance in the amount of $1,000,000. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an inde- pendent 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 C: \Documents and Settings \diddins \Local Settings \Temporary Internet Files \OLK1AA \Consultant Agreement Fehr Peers Comp Plan 48 Update 12- 3- 09.doc 2 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. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attorney's fees, incurred in such suit from the losing party. C: \Documents and Settings \diddins \Local Settings \Temporary Internet Files \OLKIAA \Consultant Agreement Fehr Peers Comp Plan Update 12- 3- 09.doc 3 49 16. Notices. Notices to the City of Tukwila shall be sent to the following address: Mayor City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: Tom Nos7uchi, Principal Fehr and Peers 11410 NE 122nd Way, Suite 320 Kirkland. WA 98034 -6927 17. Integrated Agreement. 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. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this day of CITY OF TUKWILA CONSULTANT By: Printed Name: Attest/Authenticated: Approved as to Form: 20 City Clerk Office of the City Attorney Title: c_ Vi Tj C: \Documents and Settings\diddins \Local Settings \Temporary Internet Files \OLK1AA \Consultant Agreement Fehr Peers Comp Plan 5 0 Update 12- 3- 09.doc 4 Exhibit A Tukwila Transportation Element Update and Street Concept Plan Scope of Work The City is planning to update the Transportation Element of the Comprehensive Plan to support the State goal of establishing an efficient multi -modal transportation system and to meet the Growth Management Act requirements, which are to forecast traffic at least 10 years, based on the Land Use Element, to provide information on the location, timing, and capacity of future growth, and to indentify state and local transportation system expansion needs to meet the current and future travel demands. Also, the City wants to review the transportation policies to see whether they reflect the Comprehensive Plan's four key objectives: 1) healthy neighborhoods, 2) a reinvigorated Tukwila International Boulevard corridor, 3) a strong industrial area and 4) a thriving Tukwila Urban Center. Fehr and Peers (the Consultant) will collaborate with City staff to update the Comprehensive Plan Transportation Element and develop a draft Street Concept Plan that forwards the City's vision while meeting the requirements of the Growth Management Act. The role of the Consultant is to provide technical information for City staff to be able to evaluate whether existing policies should be revised or new policies should be established. Drafting transportation policies and building consensus will be carried out by City staff. The Consultant will update the City's existing conditions analysis and identify deficiencies. The Consultant will also refine and update the City of Tukwila travel demand forecasting model to develop traffic volume forecasts for 2030 conditions. The street facility needs will be evaluated from a multi -modal perspective. The transportation analysis will be carried out to satisfy the most recent amendments in the Growth Management Act. The consultant's main tasks will be to update the information in the Appendix to the Transportation Element of the Comprehensive Plan, to identify transportation improvements, to describe the improvements in the Street Concept Plan and to review the impact fee program. Task 1. Project Management The Consultant project manager will be responsible for coordinating with the city's project manager and Public Works and Planning staff for all aspects of consultant tasks, including producing high quality products and meeting the agreed schedule. The Consultant project manager will make work assignments to the members of the Consultant team, including subconsultants. The Consultant project manager will prepare monthly progress reports and indicate expenditures corresponding to the tasks. Any issues and problems will be discussed with the City's project manager. The Consultant project manager will regularly meet with the City's project manager and other staff as needed at least once a month to coordinate work assignments and discuss recent progress and issues. The Consultant project manager and his designees will prepare materials necessary for presentations to groups or individuals with whom coordination is required. The Consultant project manager or his designee will attend meetings with the Planning Commission, City 1 51 52 Council and/or Council Committee as requested by the City's project manager, up to a maximum of five meetings. Task 2. Transportation Existing Data Collection and Analysis The Consultant and the City will assemble existing transportation data. The data that the Consultant will assemble are specified below: Task 2.1. Vehicle Volumes The Consultant will assist Tukwila staff to identify locations where traffic counts should be collected. The locations are based on the concurrency analyses conduced in the past several years. The City will be responsible for collecting traffic counts under a separate contract with a vendor. The Consultant will suggest where the manual AM and PM peak period intersection counts and daily tube counts should be taken. The Consultant and City project manager will agree on the locations where weekday midday and weekend traffic period counts (turning move counts and tube counts) should be taken. As described in Task 2.2, it is expected that the Consultant will perform midday -peak and weekend peak period traffic analyses at 10- 15 locations near the Southcenter Mall. The level of efforts for the midday and weekend peak period traffic analyses will be determined after the counts have been collected. The City will also conduct vehicle classification counts in the corridors where heavy truck movements have been observed as a part of the daily tube counting. The City will provide the Tukwila Urban Center (TUC) cordon counts and any other recent counts that have been collected regularly. The Consultant will conduct a trend analysis where the past volumes are available. Task 2.2. Traffic Operation Analysis The Consultant will indentify speed limits and traffic control devices to serve as inputs to the traffic operations analysis. The Consultant will also obtain actual vehicle travel speeds on the arterial corridors during PM peak period using the floating vehicle method. The limits of the arterial corridors will be discussed with the City project manager before the arterial vehicle speed surveys are taken. The City will provide signal timing information at locations controlled by the City. The Consultant will calculate intersection levels of service (LOS) using Synchro for AM and PM peak periods. Using the most current Urban Street Corridor LOS method, the Consultant will calculate arterial corridor LOS using the HCM 2000 methodology. Urban Center The Consultant will also perform weekday midday and weekend peak hour levels of service analyses for up to 15 intersections, including major driveways in the vicinity of Southcenter Shopping Mall. (More intersections in the TUC will be analyzed for AM and PM peak conditions.) The Consultant will update the SimTraffic micro simulation model for the Tukwila Urban Center using the new counts and geometry data from Task 2.3. The LOS for the intersections within the Tukwila Urban Center model will be calculated using the SimTraffic model. 2 Task 2.3 Existing Roadway Geometry and Design In addition to data related to traffic operation, the Consultant will update the following data related to roadway geometry. The data assembled in the task will be stored in tables and shown in drawings. In general, the data will be verified with aerial photos or field visits, though some data may be provided to the Consultant by the City: Number of through lanes Length of left turn and right turn lanes Travel lane width Location of medians and median width Bike lane width Shoulder width On- street parking lane width if any Planter strip width Presence of barrier in planter strip Sidewalk width Presence of right turn channelization island Locations of transit stops with or without benches, and with or without shelters Pavement condition Task 2.4 Collision Data The City will provide historical accident data (2006 2008) from the city's database. Consultant will assemble historical data from the City any other sources such as the state system to gain a more complete picture of traffic collisions, including those involving pedestrians and bicycles. The Consultant will calculate collision rates with traffic volumes. Task 2.5 Transit Level of Service The Consultant will review the existing Transit Network Plan report. The Consultant will update the information in the report focusing on transit services provided in Tukwila. The Consultant will update local bus and light rail transit, commuter rail and intercity passenger travel demand information in terms boardings and alightings from King County Metro, Sound Transit and Amtrak. The Consultant will review transit level of service standard in the Comp Plan and suggest whether that methodology is still adequate. Task 2.6 City, State and Nei2hborina Jurisdictions' Planned Facility Imnrovements The City and the Consultant will work together to identify the planned transportation facility improvements by the city, and other agencies including WSDOT on I -405. Task 2.7 Identification of Existing Transnortation Issues The Consultant will evaluate the existing transportation data collected in Tasks 2.1 through 2.7. The Consultant will discuss the transportation issues identified through these tasks with City staff. The Consultant will identify potential solutions to the issues considering the transportation related goals and objectives set forth in the City's Comprehensive plan and analyze the effectiveness of the solutions using the Tukwila travel demand model, Synchro and SimTraffic operational models. 3 53 54 Task 2.8 Draft Existing Condition Renort The Consultant will develop a draft Existing Conditions Report that will summarize the analysis findings. This report will include graphics illustrating the results of the transportation data, collection effort and the multi -modal operations analysis. This draft report will become a chapter of the final report. Task 3. Tukwila Travel Demand Forecasting Model Update The Consultant will update the Tukwila travel demand forecasting model. The Consultant will use the existing model zone structure within the city, which is consistent with census tracts, PSRC's transportation analysis zones and other city's zone systems. Task 3.1 Updating Land Use Data The Consultant will work together with City Planning staff to update the existing land use information and allocate the 2030 housing and employment forecasts into the Tukwila model zone system. The City will provide the following land use data: Land use permits issued by the City since the existing land use data were updated last time (June 2008) Land development projects that are in the city's permit system but not completed Land development projects that are in discussion stage, referred to as "pipeline" projects 2015 land use forecasts (households and employment) based on the PSRC category, if available 2030 land use forecasts based on the PSRC category and the zone system The Consultant will allocate the land use forecasts from the PSRC zones to the Tukwila TAZ system. The Consultant will summarize the land use forecasts using charts and figures. Task 3.2 Model Sensitivity Check and Validation The Consultant will create 2009 base year model by updating the previous model. To ensure that the Tukwila travel demand forecasting model can accurately reflect local traffic conditions, the Consultant will perform a model validation. This validation will include both static and sensitivity tests to understand how the model will perform under various conditions with the network changes and land use changes. Up to 12 sensitivity tests will be carried out using the PM peak period model. The Consultant will create AM peak hour, midday and weekend peak period models. Static validation will be performed for the AM, weekday midday and weekend models. The results of sensitivity testing and static validation efforts will be summarized in a technical memorandum. Task 3.3 Mixed Use Adiustments The Consultant will discuss whether the updated travel demand model should include adjustments to trips generated in the Tukwila Urban Center and sections of the Tukwila International Boulevard corridor using a mixed use trip generation model with the City project manager. Unless the Consultant is given a clear approval from the City project manager, this adjustment will not be used in the travel demand model update. Task 3.4 2030 Network Improvements Initially, the model will include the funded improvements as the No Action network. 4 Task 3.5 2030 Baseline Travel Demand Model and Levels of Service Once network improvements to the Tukwila travel demand model are made and the land use data are updated to 2030, the Consultant will create the following 2030 models: AM peak, PM peak, weekday midday peak and weekend peak periods. These models will be used to project 2030 baseline vehicle volumes for the peak hour during each of the four periods. For forecasting weekend travel demand, the Consultant will create a spreadsheet based model using the midday travel demand model. The Consultant will post process the model link and turning volumes to calculate 2030 baseline levels of service as was done for the existing condition analysis. The Consultant will calculate 2030 intersection level of service using Synchro. The vehicle speeds in each corridor will be estimated with Synchro and SimTraffic. For the Tukwila Urban Center area, the Consultant will evaluate 2030 traffic operation using SimTraffic. The Consultant will obtain corridor levels of service using the HCM 2000 method. Task 3.6 Identification of Issues Based on the results of the Baseline demand forecasts and operations analysis, the consultant will work with the City project manager to identify the 2030 transportation issues that need to be addressed, considering the transportation related goals and objectives set forth in the City's Comprehensive Plan. The Consultant will identify potential solutions to these issues in Task 6. Task 3.7 Modeline Renort The consultant will prepare a memo summarizing efforts to update the 2030 Tukwila travel demand forecasting model and traffic operational analysis results. This report will also summarize the potential transportation problems identified through the analysis. Portions of the report will be attached to the final report as an appendix. Task 4. Concurrency Model Update In addition to the 2030 travel demand forecasting model, the Consultant will update the 2014 concurrency model to 2015 conditions. This model will be used to analyze concurrency conditions. Using land use information obtained in Task 3, the Consultant will create a PM peak hour model. The Consultant will update the 2014 operational model to 2015 to calculate levels of service to evaluate whether the concurrency standards can be met in 2015. The Consultant will prepare the 2015 concurrency report. If there are locations where the levels of service cannot meet the existing standard, the consultant will identify needed improvements. Any recommended facility improvements in this analysis will be included in the improvements described in Task 6. Task 5. Financial Analysis The consultant and the City will jointly work to develop a financial plan. The City will provide estimates of historical and anticipated transportation expenditures City -wide and specifically in the Tukwila Urban Center. The consultant and the City will develop a list of the potential future funding sources, estimate amounts likely to be available and identify projects that would be eligible for each funding source. The transportation improvements discussed in Tasks 7 and 8 will be evaluated from a point of the financial feasibility. 5 55 56 The consultant will prepare a memo summarizing the financial analyses, and recommendations for changing City's policies and projects in the Street Concept Plan. Task 6. Initial Identification of Transportation Facility Improvements and Sensitivity Analysis Using the results of Task 3 to indentify transportation issues with the 2030 Baseline forecasts, traffic operational analyses, and pedestrian and bike LOS analysis, the Consultant will propose an initial list of the transportation facility improvements that the City would need to meet the LOS standards for all modes of transportation. (The pedestrian and bicycle LOS analysis will be carried out under the EETP grant.) The Consultant will prepare planning level cost estimates for each of the initial improvement projects. The cost estimate will be done without any detailed engineering analyses and costs will be provided in ranges. The Consultant will initially perform three network concept analyses to demonstrate the effectiveness of the initial improvement projects with regard to auto, pedestrian and bike modes. The improvements will be grouped in three network concepts for the three modes. Using the 2030 PM peak hour model, the Consultant will run the model with the modified networks. Using various display tools such as difference plots, demand to capacity graphics, and select link assignment runs, the Consultant will prioritize the initial improvement project list based on such criteria as availability of street right -of -way, impacts on properties, cost, community support and environmental impacts. In order to further refine the network improvements, the Consultant will perform 10 individual network link sensitivity runs to optimize the improvement projects. The Consultant may hold a workshop with City staff to show the effectiveness of the initially proposed improvements and changes to be made in the list. The Consultant and the City staff will jointly develop an initial list of preliminary transportation facility improvements that will be included the Street Concept Plan. Task 7. Initial Street Concept Plan The Consultant will draw the facility improvements identified in Task 7 on aerial photos using an appropriate scale (e.g.1" to 200 feet) for each of the improvement concepts in the Tukwila Urban Center (TUC) and the areas outside the TUC. The drawings will show how widening of the roadway and/or changes to the intersection can be accomplished within the existing right -of- way. They will also show any proposed pedestrian and bicycle improvements. These drawings will show planning -level right -of -way needs to implement the proposed improvements. The Consultant will show a typical cross section of each of the proposed improvements with the number of lanes, median if proposed, curbs, sidewalks and planning strips, and bike lanes if proposed or will reference a typical cross section in subarea plans if they exist. The Consultant and the City project manager will jointly evaluate the feasibility of each improvement project. The Consultant will update the planning -level cost estimated prepared in Task 7 including construction and right -of -way cost estimates. Task 8. Refinement of the initial Transportation Facility Improvements Based on the financial feasibility analysis in Task 6 and model sensitivity runs in Task 7 and the feasibility evaluation and refined cost estimates in Task 8, the Consultant and City staff will jointly refine the list of the transportation facility improvements in Tasks 7 and 8. The Consultant will make further adjustments to the cost estimates and refine the TUC Street Concept Plan drawings if necessary. Through this process, the City may recommend changes to the LOS standards. The City staff and the Consultant will jointly create a final set of the transportation facility improvements for 2030 to be included in the Transportation Element. Using the final set of the improvements in the Street Concept Plan, the Consultant will re- calculate intersection and corridor LOS. The final project lists will be evaluated for the inclusion in the City's future Capital Facility Plan. Task 9. Transportation Element Policy Review The Consultant and City staff will review the existing transportation policies in the Transportation Element. The Consultant will offer its comments on the existing transportation policies. City staff will be responsible for revising the existing transportation policies and proposing new policies. Task 10. Transportation Impact Fee Program Review Early in the planning process, the City project manager will provide all documents including spreadsheets, data sheets, memos and reports that have been used to calculate the current impact fees to the Consultant. The Consultant will review the documents. The Consultant will review the information that was used to prepare the impact fees. The purpose of the review is for the Consultant to gain thorough understanding of the work that was done to create the impact fee program as the existing program was carried out jointly by multiple consultants and City staff. The Consultant will meet with the City project manager to discuss the impact fee program in detail and clarify any outstanding questions. Task 11. Draft and Final Reports The Consultant will prepare a draft and final report that will be suitable as the appendix to the Transportation Element of the Comprehensive Plan and a draft and final Street Concept Plan report. These reports will contain maps, figures and drawings identifying existing and future transportation infrastructure needs within the City. These maps will cover roadway, transit, and bicycle /pedestrian facilities. Subconsulting Parts of Task 5 and Task 10 will be done by Henderson Young, a subconsultant to Fehr and Peers. The main tasks to be performed by Henderson Young will be the financial analysis in 7 57 58 Task 5. Fehr Peers and Henderson Young will work together to conduct the impact fee analysis and update the impact fee schedule in Task 10. KPG will work as a sub consultant to Fehr Peers to prepare cost estimate tasks in Tasks 7, 8 and 9. Optional Task A. Calculate Pedestrian and Bike Levels of Service The Consultant will work with the City project manager to establish pedestrian and bike analysis corridors on the City arterial network. The Consultant will identify the existing pedestrian and bike facilities. The Consultant will review the pedestrian and bike data and need analysis in the Walk 'n Roll Plan and make a list of possible actions that should be included in the Transportation Element. Combining the previous steps, the Consultant will calculate 2030 levels of service for the pedestrian and bike corridors. The LOS analysis will be based on the current methods such as those described in NCHRP report 616 or the updated 2010 Highway Capacity Manual. The Consultant will have a workshop with City public works and planning staff to review the results to the pedestrian and bike corridor LOS analyses. The City may want to set initial level of service standards for pedestrian and bike modes. The Consultant will test potential pedestrian and bike improvements to meet the initial LOS standards. The City staff and the Consultant will discuss the feasibility of the improvements in Tasks 7 through 9. The Consultant will prepare a draft memorandum summarizing the data and methods used to calculate pedestrian and bike LOS along with the results of the analysis. Optional Task B. Transportation Impact Fee Program Update The Consultant will update the impact fee rates using the same methodology as the City had used, with the updated project lists in the Street Concept Plan in Task 9 and travel characteristics with the update modeling information generated in Tasks 3, 7 and 9. If changes in current law require modification to the impact fee methodology, the Consultant will discuss with the City project manager and make some recommendations for change, as needed. The Consultant will prepare a free standing report summarizing the information used to update impact fees. 1 2 Transportation Existing Data Collection and Analysis 3 Tukwila Travel Demand Forecasting Model Update 4 5 Financial Analysis 6 Initial Identification of Transportation Facility Improvements and Sensitivity Analysis 7 Initial Street Concept Plan for Tukwila Urban Center (TUC) 8 Refinement of the initial Transportation Facility Improvements 9 Transportation Element Policy Review 10 11 Optional Task Optional Task Project Management Exhibit B Budget Concurrency Modeling Update Transportation Impact Fees Program Review Draft and Final Reports Direct Cost Total Calculate Pedestrian and Bike Levels of Service Transportation Impact Fee Program Update $23,675 $25,345 $40,250 $25,790 $23,720 $44, 906 $36,525 $27,184 $7,500 $16,215 $32,070 $5,300 $308,479 59 60 November 25, 2009 Dear Mayor Haggerton: STATE OF WASHINGTON DEPARTMENT OF COMMERCE 128 l0'h Avenue SW PO Box 42525 a Olympia, Washington 98504 -2525 (360) 725 -4000 The Honorable Jim Haggerton Mayor of Tukwila 6300 Southcenter Boulevard, Suite 100 Tukwila, Washington 98188 RE: Energy Efficiency through Transportation Planning grant award I am pleased to inform you that City of Tukwila was selected by The Washington State Department of Commerce for grant funding through the Energy Efficiency through Transportation Planning (EETP) grant program. Your grant in amount of $69,500 is awarded through Growth Management Services to develop bicycle and pedestrian level of service standards which will be incoporated into development review standards and public improvement plans. This funding is available through April of 2012. This grant is a sub -grant of the Energy Efficiency and Conservation Block Grant (EECBG) program, which was funded through the U.S. Department of Energy and American Recovery and Reinvestment Act (ARRA). You were among 34 applicants requesting over $2.6 million in grant funding. Growth Management Services could fund only a small portion of the proposals with the $770,000 available. The evaluation team selected eight projects throughout the state that best align with the goals and eligibility requirements of the grant funding program. A summary of the funded projects is available on our Web site at www.commerce.wa.gov /recovery. Anne Fritzel from our office will contact you this month to discuss the terms of the grant, ARRA contracting and reporting requirements, and any refinements to your scope of work. You can contact her by phone at 360.725.3064 or by email at annefritzel @commerce.wa.gov. Congratulations on your successful proposal, and we look forward to working with you. Sincerely, Leonard Bauer, AICP Managing Director Growth Management Services cc: Cyndy Knighton, Senior Engineer, City of Tukwila TRANSPORTATION COMMITTEE **TUESDAY MEETING DUE TO HOLIDAY Meeting Minutes January 19, 2010 5:00 p.m. Conference Room 1 City of Tukwila Transportation Committee PRESENT Councilmembers: Verna Seal, Chair; Joan Hernandez and De' Sean Quinn Staff: Bob Giberson, Robin Tischmak, Cyndy Knighton, Stan Anderson, Gail Labanara, Jack Pace, Nora Gierloff, Shawn Hunstock, Steve Lancaster and Kimberly Matej CALL TO ORDER: The meeting was called to order at 5:03 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Transportation Element to Comprehensive Plan Staff is seeking full Council approval to enter into an agreement with Fehr Peers (formerly known as Mirai Associates) in the amount of $308,479 for transportation modeling services as required for updating of the transportation element of the City's Comprehensive Plan. The Comprehensive Plan update is required to be completed by 2011. Fehr Peers has provided traffic modeling and concurrency services for the City since 2002. They are familiar with the City and its traffic functions. The work provided in the agreement includes but is not limited to: transportation data collection and analysis; forecasting model update; concurrency update; impact fees review; initial street concept plan; transportation facility improvements and the transportation element policy review. Staff noted that City has been selected as a grant recipient for funding through the Washington State Department of Commerce for Option Task A: Calculate Pedestrian and Bike Levels of Service, as discussed on page 13 of the Committee agenda packet. However, funds have not yet been distributed to the Department of Commerce via the appropriate federal government agency. Once the award is ready to process, staff will return to Committee with additional information. This project was one of eight chosen state wide, and the award amount is $69,500. UNANIMOUS APPROVAL. FORWARD TO JANUARY 25 COW FOR DISCUSSION. B. Tukwila Transit Center and Andover Park West Design Report and Siting Decision In order to move forward with a completed Design Report for the Tukwila Transit Center and Andover Park West, staff is seeking hill Council direction on a siting decision for the northbound transit stop. Completion of this report has been delayed for almost two years due to pending litigation which is no longer in question. Staff provided a brief overview of the report and its siting suggestions in consideration of pedestrian friendliness, functionality and urban appeal. In conclusion, staff recommends that Council consider the Farside Concept siting option for the north transit stop, as it best meets the needs of pedestrians, transit users and vehicular traffic. King County Metro Transit Service is also in favor of the Farside Concept siting. Currently, complete funding is not available for this project. Staff will continue to seek grant opportunities, and is hopeful that a new federal initiative may offer opportunities for funding. SUPPORTIVE OF STAFF RECOMMENDATION (FARSIDE CONCEPT). FORWARD TO FEBRUARY 8 COW FOR DISCUSSION. 61 62 25th (Monday) Community Affairs Parks Cmte, 5:00 PM (CR #3) City Council Committee of the Whole Mtg., 7:00 PM (Council Chambers) C.O.W. to be immediately followed by a Special Meeting 1st (Monday) Transportation Cmte, 5:00 PM (CR #1) Civil Service Commission, 5:00 PM (CR #3) City Council Regular Mtg., 7:00 PM (Council Chambers) 26th (Tuesday) Lodging Tax Advisory Committee, 12:00 NOON (Doubletree Guest Suites) Utilities Cmte, 5:00 PM (CR #1) 2nd (Tuesday) Chamber of Commerce Gov't. Community Affairs Cmte., 12:00 NOON (Chamber Office) Finance Safety Cmte, 5:00 PM (CR #3) Arts Commission, 5:30 PM (Community Center) Upcoming Meetings Events JANUARY FEBRUARY 2010 27th (Wednesday) Parks Commission, 5:30 PM (Community Center) RESCHEDULED FROM JAN. 20TH COPCAB HELD JAN. 13TH Court 3rd (Wednesday) Sister City Cmte, 5:30 PM (CR #3) 28th (Thursday) 29th (Friday) 30th (Saturday) b C-ommn3lOn CANCELLED 4th (Thursday) Equity Diversity Commission, 5:15 PM (CR #3) Court Tukwila Int'I. Blvd. Action Cmte's Trash Pickup Day 9:00 10:00 AM For local on contact Rick at rick@forschler, org 5th (Friday) 6th (Saturday) Volunteer Work Party North Wind's Weir Restoration Planting 10:00 AM 2:00 PM (At "the big dig" across S. 112th from Boeing Duwa,n Towers; 2914 S. 112th) First day of planting trees and shrubs in this estuary habitat for young salmon. Soil is sandy, and rock and root free! All tools provided. Contact Dhira Brown, People for Puget Sound, 206- 382 -7007, ext. 182, restoration@ pugetsound.org For more information on restoration projects: www.govlink.org watersheds /9/ plan implementation/ SRFB- northwinds.aspx Arts Commission: 1st Tues., 5:30 PM, Tukwila Community Center. Contact Stephanie Gardner at 206- 767 -2342. Chamber of Commerce's Tukwila Government and Community Affairs Committee: 1st Tues., 12:00 Noon, Chamber Offices. Contact Nancy Hinthorne at 206 -575 -1633. City Council Committee of Whole (C.O.W.) Meeting: 2nd 4th Mon., 7:00 PM; Council Chambers at City Hall. City Council Regular Meeting: 1st 3rd Mon., 7:00 PM, Council Chambers at City Hall. Civil Service Commission: 1st Mon., 5:00 PM, Conf. Room #3. Contact Bev Willison at 206- 433 -1844. Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room #3. Agenda items for 1/25/10 meeting: (A) 2010 parks and recreation issues. (B) Gender equity policy. (C) Parks project update. (D) Pre- retreat budget review. Equity Diversity Commission: 1st Thurs., 5:15 PM, Conf. Room #3. Contact Kimberly Matej at 206 -433 -1834. Finance Safety Committee: 1st 3rd Tues., 5:00 PM, Conf. Room #3. Lodging Tax Advisory Committee: Every other month (or as scheduled), 12:00 NOON. Contact Katherine Kertzman at 206 -575 -2489. Parks Commission: 3rd Wed., 5:30 PM, Senior Game Room at Community Center. Contact Stephanie Gardner at 206- 767 -2342. Sister City Committee: 1st Wed., 5:30 PM, Conf. Room #3. Contact Bev Willison at 206- 433 -1844. Transportation Committee: 1st 3rd Mon., 5:00 PM, Conf. Room #1. >Tukwila Int'1. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Dave Haynes al 206- 433 -1812. Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room 111. Agenda items for 1/26/10 meeting: (A) Comcast franc /use extension. (B) NPDES surface water extension survey. (C) Utility billing refunds and back -bill policy. (D) Pre retreat budget review. Court Busy Court and /or Jury Calendar (noted to alert employees and citizens of potential parking difficulty). 63 64 Tentative Agenda Schedule MONTH. January 4 Pt —New Years Day (City offices closed) 18th —M.L. King, Jr. Day (City offices closed) February 15th Presidents Day (City offices closed) MEETING 1- REGULAR 1 Special Presentations: Community Oriented Policing Citizens Advisory Board awards, and overview of 2009 activities Green River flood history (to current) Unfinished Business: Police evidence facility Interlocal agreement with King County to accept grant funding for a Stream Team stewardship training program Interlocal agreement with King County Solid Waste Division to accept grant funding for the Tukwila Recycling Program Ordinance estab- lishing new regula- tions regarding the stormwater sewer system Ordinance updating regulations regarding surface water management Consultant agree- ment for transpor- tation modeling for the transportation element to the Comprehensive Plan update New Business: Comcast franchise extension MEETING 2 MEETING 3 MEETING 4 C.O.W. REGULAR C.O.W. 11 8 Special Issues: Update on Tukwila Transit Center and Andover Park West design report and siting decision 19 (Tuesday) 25 16 (Tuesday) 22 See agenda packet cover sheet for this week's agenda (Jnnuanj 25, 2010 Committee of the Whole Meeting, to be inunediately followed by a Special Meeting)