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HomeMy WebLinkAboutReg 2004-04-05 Item 8 - Budget - Additional Staffing Needs for Tukwila Valley South Annexation ITEM NO. Meeting Date Prepared by Mayor's review Council review 04-05-04 si ,~,~, ~ ~/,~ ~¥ ~ CASNumber: 04-046 I Original Agenda Date ~pr~l 5, 200~ Agenda Item Tiff< Additional s~f resource needs, Tukwila Valley Sou~ ~e~tion Original Sponsor: Council Admin. X Timeline: Sponsor's Summary: DCD and Public Works propose to meet staffing needs related to Tukwila Valley South annexation and master planning, through temporary contract employees and consultant assistance. Recommendations: Sponsor: Approve use of funds from 2004 ending fund balance Committee: Will be reviewed by Finance and Safety Committee 4-5-04. Administration: Approval Cost Impact (if known): $60,000 to $120,000 in 2004. Impact to 2005 budget uncertain, but potentially up to $250K. Fund Source (if known): Ending fund balance (2004). Meeting Date Action Meeting Date Attachments 04-05-04 Memo from Steve Lancaster and Jim Morrow, dated March 31, 2004 CITY OF TUKWlLA INTER-OFFICE MEMO TO: Mayor Mullet Finance & Safety Committee FROM: Steve Lancaster Jim Morrow SUBJECT: Contract Assistance for TVS Annexation DATE: March 31, 2004 SUMMARY We have previously spoken about the need for additional staff resources within DCD and Public Works related to the proposed Tukwila Valley South annexation. Our specific proposal for meeting this need is to: 1. Retain a Project Manager on a one-year contract (with the possibility of extension) to coordinate the DCD workload. 2. Assign Ryan Larson on a half-time basis to coordinate the PW workload. 3. Transfer Ryan's project management workload (Cascade View Drainage Proj eot, Small Drainage Projects) to Mike Ronda (currently a contract employee). 4. Retain an additional project insPector to assist Mike Ronda with the increased construction inspection workload. 5. Retain the services of an engineering firm to address the transportation, water and sewer issues association with the infrastructure needed to support the annexation. Because the costs are time-dependent, the projected cost of doing this is estimated to be from $60,000 to $120,000 for 2004, and from $150,000 to $250,000 for 2005. This cost is not budgeted for 2004, and so would come out of the ending fund balance. BACKGROUND The Segale family has proposed annexation of approximately 250 acres within the Tukwila Valley South {TVS) area. Associated with the annexation, they have also proposed: · Adoption of a "pre-annexation agreement." · Adoption of a "Master Plan" for the TVS area. · Preparation of an Environmental Impact Statement. · Amendments to the Comprehensive Plan and development regulations. . · Adoption of a "development agreement." Page 1 of 4 These documents and agreements will guide the long-term development of approximately 500 acres. They will have significant implications for land use, environmental protection, infrastructure development and the City's financial health. It is imperative that they accurately reflect the needs of the property owner as will as those of the community at large. As we discussed during the 2003 budget process, neither DCD nor Public Works have the resources to adequately manage such a significant endeavor, in light of other important priorities (Mall expansion, GMA update, TUC Plan, Link unclassified use permit, transportation plan, CtP execution, otc;) PROPOSAL 1. Retain a Project Manager on a one-year contract (with possibility of extension if needed) to coordinate the DCD workload. The Project Manager would coordinate the City's review and consideration of the TVS annexation. S/he would provide support to aProject Team comprising the City Administrator, Community Development Director, City Attorney, Public Works Director and Finance Director. The Project Manager would oversee the preparation of the Master Plan, the Environmental Impact Statement, Development Regulations, and a Development Agreement. The Project Manager would advise the Project Team concerning land use, environmental, infrastructure, financial and other issues; highlighting and evaluating policy issues requiring City Council decisions. Depending upon qualifications and experience, the Project Manager would: · Serve as the primary staff liaison to the property owner's consultant team. · Monitor work of consultants to ensure the development of objective, accurate, complete and well-written information for decision-makers. · Review proposals relating to land use policy, development regulations, infrastructure financing and related issues, and advises decision-makers. · Coordinate inter-departmental review of project-related information and recommendations. · Coordinate the City's project-related activities and decisions with other govemmental agencies. · Identify and evaluate policy and implementation options, and draft issue papers, staff reports and recommendations for consideration by decision-makers. · Make presentations to decision-makers and other groups. It is estimated that it will cost approximately $100,000 per year to hire an experienced project manager. 2. Assign Ryan Larson on a half-time basis to coordinate the Public Works workload. Page 2 of 4 Ryan Larson is knowledgeable of the annexation proposal and would be able to provide immediate value to the proposal. Because surface water issues will be a major component of the annexation plan, Ryan will be able to effectively provide input and advice. In order to assign Ryan to the project, his project management workload (Cascade View Drainage Project Design and Construction, Surface Water Small Drainage Design and Construction) will have to be reassigned. 2. Transfer Ryan's proiect management workload to Mike Ronda (currently a contract employee). Mike Ronda has proven to be an invaluable asset. He provided engineering and construction management services for the S. 180th Street Grade Separation Project. He currently is supervising the Interurban Bridge Widening and Trail Bridge Project. His engineering skill and management capability, as well as being a registered professional engineer, has been tested and proven many times. His talent would transfer well to the Cascade View Drainage Project (Design and Construction) and the City's Small Drainage Project. It is recommended that Mike's salary and benefits be increased to the same level as that paid to the Golf Clubhouse Project Manager because Mike's role and responsibilities are being significantly increased. The additional costs would be approximately $30,000 per year. Expanding Mike's workload and increasing his salary saves the City approximately $50,000 per year because the services of an outside construction management firm will not be needed. 3. Retain an additional project inspector to assist Mike Ronda with the increased construction inspection workload. A portion of each major CIP project's budget includes the cost of an outside firm to perform construction management functions, including construction inspection. These services come at a premium because of consultant mark ups and company overhead expenses. The Cascade View Drainage Project budget (funded by a Public Works Trust Fund Loan) includes construction management services because the Public Works Department does not have sufficient staff to perform these functions. If an additional contract construction inspector were to be hired, at an added expense of $65,000 per year, and placed under Mike Ronda's supervision, then the City could significantly reduce the need of an outside construction management firm. This would save the City and the project approximately $50,000 a year. The need for an additional inspector would not be required until construction of the Cascade View Drainage Project begins in late 2004 or early 2005. 6. Retain the services of an en~neering finn to ~ddress the transportation, water and sewer issues associated with the infrastructure needed to support the annexation. Public Works' current workload prevents the staff from addressing the engineering issues that will arise because of the proposed annexation. In order to address these issues in a timely manner, it is proposed that an outside consultant firm be retained to provide Ryan Larson with the needed engineering support. The contract would be structured as a task order contract - no costs would be incurred unless the City issues a specific scope of work. It is estimated that the consultant costs could be as high as $75,000 per year. Page 3 of 4 OPTIONS 1. Authorize the Mayor to implement the proposal described by this memo. 2. Continue to staff the proposed annexation and associated work with existing resources. This would result in significant delays to virtually all major initiatives, including the CI? Program and the annexation proposal. (Please note, however, that most &these initiatives have legally or contractually mandated timeframes). 3. Request that the proponent fund the additional resource needs described by this memo. 4. Decline to process the annexation proposal at this time. RECOMMENDATION 1. Authorize the Mayor to implement the proposal described.by this memo. Page 4 of 4