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HomeMy WebLinkAboutCOW 2010-10-25 COMPLETE AGENDA PACKET Tukwila City Council Agenda c o COMMITTEE OF THE WHOLE J Haggerton, Mayor Councilmembers Joe Duffie Joan Hernandez tt 5 -1 901 Steve Lancaster, City Administrator Allan Ekberg Verna Seal Dennis Robertson, Council President Kathy Hougardy De'Sean Quinn Monday, October 25, 2010, 7:00 PM Tukwila City Hall Council Chambers 1. CALL TO ORDER PLEDGE OF ALLEGIANCE 2. CITIZEN COMMENT At this time, you are invited to comment on items not included on this agenda (please limit your comments to five minutes per citizen). To comment on an item listed on this agenda, please save your comments until the issue is presented for discussion. 3. SPECIAL a. Department of Ecology Grant Acceptance for National Pollutant Pg.1 ISSUES Discharge Elimination System (NPDES). b. Consultant Agreement for the 2011 Overlay Program. Pg.29 c. Banking Services Agreement. Pg.45 d. Budget: Review City -Wide Revenue Projections. Pg.57 PLEASE BRING YOUR BUDGET BOOKS 4. REPORTS a. Mayor b. City Council c. Staff d. City Attorney e. Intergovernmental 5. MISCELLANEOUS 6. EXECUTIVE SESSION Personnel Matter Pursuant to RCW 42.30.110(1)(g) 60 minutes Potential Property Acquisition or Lease Pursuant to RCW 42.30.110(1)(b) No decisions will be made during the Executive Session. 7. ADJOURNMENT Tukwila City Hall is wheelchair accessible. Reasonable accommodations are available at public hearings with advance notice to the City Clerk's Office (206- 433- 1800/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. 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. COUNCIL AGENDA SYNOPSIS r ry4ILA k i; I nitrals f sy ITEM No. Meetznx Date j Prepared by n 1 iVlaya evrew 1 ,,Coun l review a _I' 10/25/10 I BG 1 g a z 1 11/01/10 1 BG I 1 1 90 7-1''' I I I I IT EM INFORMATION I CAS NUMBER: 10-118 I ORIGINAL AGENDA DA 1E. OCTOBER 25, 2010 AGENDA IPEM TITLE Accept Washington State Department of Ecology grant for the National Pollutant Discharge Elimination System (NPDES). CATEGORY Dzscussion Motion 1 Resolution 1 1 Ordinance 1 1 Bzd Award U Public Hearing 1 1 Other Mtg Date 10/25/10 Mtg Date 11/01/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date 1 SPONSOR Council Mayor Adm Svcs 1 1 DCD 1 'Finance 1 1 Fire Legal P&R 1 Police PW SPONSOR'S Washington State Department of Ecology has awarded $54 million in funding for local SUMMARY governments implementing requirements of the National Pollutant Discharge Elimination System (NPDES) Phase I and II Stormwater permits. The City of Tukwila's share of this funding is $118,112.00 in the form of a non competitive grant. No matching funds are required. Council is being asked to accept this grant for the NPDES projects programmed in 2011. REVIEWED BY COW Mtg. n CA &P Cmte 1 1 F &S Cmte 1 1 Transportation Cmte Utilities Cmte Arts Comm. 1 1 Parks Comm. 1 1 Planning Comm. DA'1E. 10/12/10 RECOMMENDATIONS: SPONSOR /ADIVIIN. Public Works COMIVIII PEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0.00 $0.00 $0.00 Fund Source: 412 SURFACE WATER FUND (PG. 149, PROPOSED 2011 CIP) Comments: 1 MTG. DATE RECORD OF COUNCIL ACTION 10/25/10 11/01/10 1 1 MTG. DATE 1 ATTACHMENTS 10/25/10 Informational Memorandum dated 10/04/10 1 WA State Department of Ecology Funding Letter Department of Ecology Grant Agreement Minutes from the Utilities Committee meeting of 10/12/10 1 11/01/10 1 1 1 1 2 r t feh Ci o f Tuk wil a' Jim Haggerton, Mayor 96a INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Utilities Committee FROM ;r Works Directo' DATE: October 4, 2010 SUBJECT' NPDES Program Project No. 93 -DRIO Department of Ecology Municipal Stormwater Capacity Grant Acceptance ISSUE Authorize Mayor to sign grant agreement No G1100108, FY 2011 Funding Cycle with the Washington State Department of Ecology. BACKGROUND The 2010 Washington State Legislature provided $54,609,000.00 in funding for local governments implementing requirements of the National Pollutant Discharge Elimination System (NPDES) Phase I and II Stormwater permits Tukwila's share of this funding is $118,112.00 and is available to us in the form of a non competitive grant. Staff submitted a Grant Acceptance Intent Notice (GAIN) to the Washington State Department of Ecology (DOE) in June 2010. DISCUSSION The DOE has approved the submitted GAIN and returned the final grant agreement for signature. Staff has reviewed the requirements for this funding and determined that we have proposed projects currently programmed which meet the eligibility requirements for this non- competitive grant. Matching funds are not required. RECOMMENDATION The Council is being asked to approve a grant agreement with the DOE in the amount of $118,112.00 and consider this item at the October 25, 2010 Committee of the Whole Meeting and subsequent November 1, 2010 Regular Meeting. Attachments: DOE Funding Letter DOE Municipal Stormwater Capacity Grant Agreement W \PW Eng1PROJECTS'A- DR Projects \93 -DR10 (NPDES Program)\2011 Capacity Grant $118,112 \Info Memo Capacity Grant doc 3 3 :V .f, ro T .e. J ''Eik 7 7. 2 010 yy DEPARTMENT OF'WAS 'WASHINGTON 9 LI Q DRENT .r d ECOLOGY 9 C T^ j-{ PO Box 47600 0 Olympia, W4 98504- 7600 360-407-6000 711 for Washington Relay Service Persons with a speech .disability can call 877 833-6341 September 27, 2010 Greg Villanueva City of Tukwila 6300 Southcenter Blvd., Suite 100 Tukwila, WA 98188 -8548 Re: City of Tukwila Municipal Stormwater Capacity Grant Local Toxics Control Account Grant No. G1100108 FY 11 Funding Cycle Dear Mr. Villanueva: Enclosed are three unsigned copies of the above referenced agreement between the Department of Ecology and City of Tukwila for the Municipal Stormwater Capacity Grant project. Please carefully review the grant agreement including the project scope of work, budget, and special conditions. If all is acceptable, have the designated representatives sign the enclosed three originals of the grant agreement, and then return all three to me. One fully- executed original will be returned to you after signature by our Program Manager. This agreement will be final upon the date of signature by the Water Quality Program Manager. Once signed, eligible costs incurred since July 1, 2010 may be reimbursed. Also enclosed is a Signature Authorization Form. Please complete this form and return it to me with the agreements. If you have any questions, please call me at (360) 407 -7039. Sincerely, b Tracy Farrell Grant Financial Manager Water Quality Program Enclosures rr DEPARTMENT gg,�yj� K .rw ::n },i'r F State of Washington FY 2011 MUNICIPAL STORMWATER CAPACITY GRANTS PROGRAM GRANT AGREEMENT BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF TUKWILA GRANT AGREEMENT NUMBER G1100108 TABLE OF CONTENTS PART I. GENERAL INFORMATION 3 PART II. PERFORMANCE MEASURES 4 PART III. PROJECT DESCRIPTION 4 PART IV. PROJECT BUDGET 5 PART V. SCOPE OF WORK 5 PART VI. SPECIAL TERMS AND CONDITIONS 7 ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR THE FEDERAL CLEAN WATER ACT SECTION 319 NONPOINT SOURCE FUND 9 EDUCATION AND OUTREACH 9 FUNDING RECOGNITION 9 INDIRECT RATE 9 MINORITY AND WOMEN'S BUSINESS PARTICIPATION 9 PAYMENT REQUEST SUBMITTALS 10 POST PROJECT ASSESSMENT 11 PROCUREMENT 11 PROGRESS REPORTS 11 REQUIRED DOCUMENT SUBMITTALS 11 SPECIAL CONDITION FOR RECIPIENTS IN SNOHOMISH AND KING COUNTY 12 WATER QUALITY MONITORING 12 ATTACHMENT II: GENERAL TERMS AND CONDITIONS PERTAINING TO GRANT AND LOAN AGREEMENTS OF THE DEPARTMENT OF ECOLOGY 14 A. RECIPIENT PERFORMANCE 14 B. SUBGRANTEE /CONTRACTOR COMPLIANCE 14 C. THIRD PARTY BENEFICIARY 14 D. CONTRACTING FOR SERVICES (BIDDING) I4 E. ASSIGNMENTS 14 F. COMPLIANCE WITH ALL LAWS 14 5 G. KICKBACKS 15 H. AUDITS AND INSPECTIONS 15 I. PERFORMANCE REPORTING 15 J. COMPENSATION 15 K. TERMINATION 16 L. WAIVER 17 M. PROPERTY RIGHTS 17 N. SUSTAINABLE PRODUCTS 18 0. RECOVERY OF PAYMENTS TO RECIPIENT 18 P. PROJECT APPROVAL 19 Q. DISPUTES 19 R. CONFLICT OF INTEREST 19 S. INDEMNIFICATION 19 T. GOVERNING LAW 20 U. SEVERABILITY 20 V. PRECEDENCE 20 6 MUNICIPAL STORMWATER CAPACITY GRANTS PROGRAM FUNDING AGREEMENT BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF TUKWILA THIS is a binding agreement entered into, by, and between the state of Washington Department of Ecology (DEPARTMENT), and the City of Tukwila (RECIPIENT). The purpose of this agreement is to provide funds to the RECIPIENT to carry out the requirements described herein. PART I. GENERAL INFORMATION Project Title: Municipal Stormwater Capacity Grant Program State Fiscal Year: FY2011 Grant Number: G1100108 RECIPIENT Name: City of Tukwila Mailing Address: 6300 Southcenter Blvd., Ste. 100 Tukwila, WA 98188 -8548 RECIPIENT Federal ID Number: 91- 6001519 Total Eligible Cost ($70,000 plus per capita calculated amount): $118,112 DEPARTMENT Share: $118,112 DEPARTMENT Maximum Percentage: 100% RECIPIENT Contact: Greg Villanueva Telephone Number: (206) 431 -2442 Fax Number: (206) 431 -3665 E -Mail Address: gvillnueva @ci.tukwila.wa.us RECIPIENT Billing Contact: Gail Labanara Telephone Number: (206) 431 -3660 Fax Number: (206) 431 -3665 E -Mail Address: glabanara @ci.tukwila.wa.us 3 7 DEPARTMENT Project/Financial Manager: Tracy Farrell Mailing Address: Water Quality Program Washington State Department of Ecology P.O. Box 47600 Olympia, WA 98504 -7600 Telephone Number: 360- 407 -6502 Fax Number: 360- 407 -7151 E -Mail Address: The effective date of this grant agreement is July 1, 2010. Any work performed prior to the effective date of this agreement is not eligible for reimbursement. This agreement expires on June 30, 2012. PART II. PERFORMANCE MEASURES A. Water Ouality Goal. Improved stormwater oversight and water quality protection through the direct development and implementation of a comprehensive stormwater management program. B. Proiect Outcomes. Implementation of Phase I and II municipal stormwater National Pollutant Discharge Elimination System (NPDES) permits. C. Post Proiect Assessment. The RECIPIENT agrees to submit a brief survey three years after project completion regarding the key project outcomes and the status of environmental results or goals from the project. The DEPARTMENT's Performance Measures Lead will e -mail the RECIPIENT the Post Project Assessment Survey. The DEPARTMENT may conduct on -site interviews and inspections, and may otherwise evaluate the Project. The DEPARTMENT will enter the information provided into its performance measures database to be provided to the Washington State Legislature, United States Environmental Protection Agency, and other natural resource agencies. Approximate Post Project Assessment Date: June 30, 2015 PART III. PROJECT DESCRIPTION The RECIPIENT's stormwater project will address implementation or management of municipal stormwater programs. 4 8 PART IV. PROJECT BUDGET Municipal Stormwater Capacity Grants Program, FY2011 TOTAL ELIGIBLE Elements /Objects COST (TEC)* Task 1 Project Administration/Management (limited to 10% of total) $11,812 Task 2 Implementation and management of Stormwater Program $106,300 Total f $118,112 *The DEPARTMENT's Fiscal Office will track to the Total Eligible Project Cost. MATCHING REQUIREMENTS (There are no matching requirements) DEPARTMENT Share FY 2011 (100% of TEC) $118,112 Payment Reauest Submittals. Payment requests will not be submitted more often than monthly, unless allowed by the DEPARTMENT's Project/Financial Manager. The DEPARTMENT's Project/Financial Manager may require the RECIPIENT to submit regular payment requests to ensure efficient and timely use of funds. Payment Schedule. Payments will be made on a cost reimbursable basis. PART V. SCOPE OF WORK The RECIPIENT will ensure that this project is completed according to the details of this agreement. The RECIPIENT may elect to use its own forces or it may contract for professional services necessary to perform and complete project related work. The RECIPIENT certifies by signing this agreement that all applicable requirements have been satisfied in the procurement of any professional services. Eligible and ineligible project costs are separate and identifiable for billing purposes. If professional services are contracted, the RECIPIENT will submit a copy of the final contract to the DEPARTMENT's Project/Financial Manager. Task 1 Proiect Administration/Management A. The RECIPIENT will administer the project. Responsibilities will include, but not be limited to: maintenance of project records; submittal of payment vouchers, fiscal forms, and progress reports; compliance with applicable procurement, contracting, and interlocal agreement requirements; application for, receipt of, and compliance with all required permits, licenses, easements, or property rights necessary for the project; and submittal of required performance items. B. The RECIPIENT will manage the project. Efforts will include: conducting, coordinating, and scheduling project activities and assuring quality control. Every effort 5 9 will be made to maintain effective communication with the RECIPIENT's designees; the DEPARTMENT; all affected local, state, or federal jurisdictions; and any interested individuals or groups. The RECIPIENT will carry out this project in accordance with any completion dates outlined in this agreement. C. The RECIPIENT will submit all invoice voucher submittals and supportive documentation, to the DEPARTMENT's Project/Financial Manager. Copies of all applicable forms will be included with an original A19 -1A, and will be submitted to the DEPARTMENT. Blank forms are found in Administrative Requirements for Recipients of Ecoloav Grants and Loans at http:// www.ecv.wa.aov/biblio /9118.html Required Forms: Where EliEible Costs Have Incurred: Form A19 -1A (original signature) Form E (ECY 060 -12) Form B2 (ECY 060 -7) Form F (ECY 060 -13) Form C2 (ECY 060 -9) Form G (ECY 060 -14) Form D (ECY 060 -11) Form H (F -21) Form I (ECY 060 -15) D. If work conducted results in a report, the RECIPIENT will submit the following to the DEPARTMENT's Project/Financial Manager and in the quantities identified: Draft project completion reports one electronic copy Final project completion reports five copies Electronic copy of final project completion report The RECIPIENT will submit two copies of any document(s) which requires DEPARTMENT approval. Once approval is given, one copy will be returned to the RECIPIENT. If the RECIPIENT needs more than one approved copy, the number of submittals should be adjusted accordingly. Task 2 Implementation of Stormwater Planning and Management Needs A. The RECIPIENT will address stormwater management needs that protect or restore water quality. The RECIPIENT may conduct work related to implementation of activities required by the municipal stormwater National Pollutant Discharge Elimination System (NPDES) permits. The following is a list of elements your project may include. Please check all boxes that apply to your project. Public education and outreach activities Public involvement and participation activities Illicit discharge detection and elimination (IDDE) program activities, including: 1. Mapping or geographic information systems of municipal separate storm sewer systems (MS4s); 2. Staff training; 3. Activities to identify and remove illicit stormwater discharges; 4. Dry weather outfall screening procedures and field activities; 6 10 5. Complaint hotline database or tracking system improvements. 1 Activities to support programs to control runoff from new development, redevelopment, and construction sites, including: 1. Development of an ordinance and associated technical manual; 2. Inspections before, during, and upon completion of construction, or for post construction long -teen maintenance; 3. Training for plan review and/or inspection staff. n Pollution prevention, good housekeeping, and operation and maintenance program activities, such as: 1. Inspecting and/or maintaining the MS4 infrastructure; 2. Developing and/or implementing policies, procedures, or stormwater pollution prevention plans at municipal properties or facilities. n Annual reporting activities, including developing a summary of identified barriers to the use of low impact development. n Establishing and refining stormwater utilities, including stable rate structures. n Water quality monitoring to implement permit requirements for a Water Cleanup Plan (TMDL). Note that any monitoring funded by this program requires submittal of a Quality Assurance Project Plan that Ecology approves prior to awarding funding for monitoring. n Monitoring, including: 1. Developing a report to plan for monitoring the next permit cycle; 2. Monitoring activities to meet Phase I permit requirements; n Structural stormwater controls program activities (Phase I permit requirement) n Source control for existing development (Phase I permit requirement), including: 1. Inventory and inspection program; 2. Technical assistance and enforcement; 3. Staff training. n Equipment purchases that result directly in improved compliance with permit requirements. Allowed costs for equipment purchases must be specific to implementing a permit requirement (such as a vactor truck) rather than general use (such as a general us pick -up truck). Qualified equipment purchases include but are not limited to: 1. Illicit discharge testing equipment and materials; 2. Vactor truck or sweeper truck or MS4 maintenance activities; 3. Electronic devices dedicated to mapping of MS4 facilities and attributes; 4. Software dedicated to tracking peiiiiit implementation activities. PART VI. SPECIAL TERMS AND CONDITIONS A. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the project within four months of the signatory date, the DEPARTMENT reserves the right to terminate this agreement. PART VII. ALL WRITINGS CONTAINED HEREIN 7 11 The following contain the entire understanding between the parties, and there are no other understandings or representations other than as set forth, or incorporated by reference, herein: This agreement Attachment I: General Project Management Requirements for the Municipal Stormwater Capacity Grants Program. Attachment II: General Terms and Conditions The effective edition, at the signing of this agreement, of the DEPARTMENT's "Administrative Requirements for Ecology Grants and Loans" The associated funding guidelines that correspond to the fiscal year in which the project is funded The applicable statutes and regulations No subsequent modifications or amendments of this agreement will be of any force or effect unless signed by authorized representatives of the RECIPIENT and the DEPARTMENT and made a part of this agreement, EXCEPT that in response to a request from the RECIPIENT, the DEPARTMENT may redistribute the grant budget. The DEPARTMENT or the RECIPIENT may change their respective staff contacts without the concurrence of either party. The RECIPIENT acknowledges that they have had the opportunity to thoroughly review the terms of this agreement, the attachments, all incorporated or referenced documents, as well as all applicable statutes, rules, and guidelines mentioned in this agreement. STATE OF WASHINGTON CITY OF TUKWILA DEPARTMENT OF ECOLOGY KELLY SUSEWIND, P.E., P.G. DATE JIM HAGGERTON DATE WATER QUALITY PROGRAM MANAGER MAYOR APPROVED AS TO FORM ONLY ASSISTANT ATTORNEY GENERAL 8 12 ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR THE FEDERAL CLEAN WATER ACT SECTION 319 NONPOINT SOURCE FUND EDUCATION AND OUTREACH The RECIPIENT must do a regional search for existing materials before producing any new educational flyers or pamphlets. The RECIPIENT must request the use of those materials before time and resources are invested to duplicate materials that are already available. The RECIPIENT must also check the Washington Waters website httn: /www.ecv.wa.aov /washinQton waters /index.html for useful educational materials. These materials are available for public use and can be downloaded directly from the website. The RECIPIENT must provide the DEPARTMENT up to two copies and an electronic copy either on floppy disks or CD -ROM of any tangible educational products developed under this grant, such as brochures, manuals, pamphlets, videos, audio tapes, CDs, curriculum, posters, media announcements or gadgets, such as a refrigerator magnet with a message. If this is not practical, the RECIPIENT must provide a complete description including photographs or printouts of the product. The RECIPIENT must also supply the DEPARTMENT with the names and contact infouuiation of local project leads. If there are a significant number of people in the community that speak languages other than English, the RECIPIENT must produce all pamphlets, fliers, meeting notices, reports, and other educational and public outreach materials in English and in the other prevalent language. FUNDING RECOGNITION The RECIPIENT must inform the public about DEPARTMENT or EPA funding participation in this project through the use of project signs, acknowledgement in published materials, reports, the news media, or other public announcements. Projects addressing site specific locations must utilize appropriately sized and weather- resistant signs. Sign logos are available from the DEPARTMENT upon request. INDIRECT RATE To acknowledge overhead costs, the RECIPIENT may charge an indirect rate of up to 25 percent based on employees' direct salary and benefit costs incurred while conducting project related work. The DEPARTMENT's Financial Manager may require a list of items included in the indirect rate at any time. MINORITY AND WOMEN'S BUSINESS PARTICIPATION The RECIPIENT agrees to solicit and recruit, to the extent possible, certified minority -owned (MBE) and women -owned (WBE) businesses in purchases and contracts initiated after the effective date of this agreement. 9 13 Contract awards or rejections cannot be made based on MBE or WBE participation. M/WBE participation is encouraged, however, and the RECIPIENT and all prospective bidders or persons submitting qualifications should take the following steps, when possible, in any procurement initiated after the effective date of this agreement: a) Include qualified minority and women's businesses on solicitation lists. b) Assure that qualified minority and women's businesses are solicited whenever they are potential sources of services or supplies. c) Divide the total requirements, when economically feasible, into smaller tasks or quantities, to permit maximum participation by qualified minority and women's businesses. d) Establish delivery schedules, where work requirements permit, which will encourage participation of qualified minority and women's businesses. e) Use the services and assistance of the State Office of Minority and Women's Business Enterprises (OMWBE) and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as appropriate. The RECIPIENT must report to the DEPARTMENT at the time of submitting each invoice, on forms provided by the DEPARTMENT, payments made to qualified firms. Please include the following information: a) Name and state OMWBE certification number (if available) of any qualified firm receiving funds under the invoice, including any sub -and/or sub subcontractors. b) The total dollar amount paid to qualified firms under this invoice. PAYMENT REQUEST SUBMITTALS Frequency. The RECIPIENT must submit payment requests at least quarterly but no more often than monthly, unless allowed by the DEPARTMENT's Financial Manager. The DEPARTMENT's Financial Manager may require the RECIPIENT to submit regular payment requests to ensure efficient and timely use of funds. Sunnorting Documentation. The RECIPIENT must submit all payment request vouchers and supportive documentation to the DEPARTMENT's Financial Manager. Payment request voucher submittals are based on match requirements found in the budget. Reauired Forms. Anv Match Combination Cash Only Match Where Annlicable Form A19 -1A (original signature) Form A19 -1A (original signature) Form E (ECY 060 -12) Form B1 (ECY 060 -3) Form B2 (ECY 060 -7) Form F (ECY 060 -13) Form C1 (ECY 060 -8) Form C2 (ECY 060 -9) Form H (F -21) Form D (ECY 060 -11) Form D (ECY 060 -11) Form I (ECY 060 -15) 10 14 Reporting eligible costs. The RECIPIENT must report all eligible costs incurred on the project, regardless of the source of funding for those costs. This includes costs used as match. All eligible and ineligible project costs must be separate and identifiable. Reimbursements. Payments will be made on a cost reimbursable basis. POST PROJECT ASSESSMENT The RECIPIENT agrees to submit a brief survey regarding the key project results or water quality project outcomes and the status of long -term environmental results or goals from the project three years after project completion. The DEPARTMENT's Water Quality Program Performance Measures Lead will contact the RECIPIENT before the Post Project Assessment date to request this data. The DEPARTMENT may also conduct site interviews and inspections, and may otherwise evaluate the Project, as part of this assessment. PROCUREMENT The RECIPIENT certifies by signing this agreement that all applicable requirements have been satisfied in the procurement of any professional services. PROGRESS REPORTS The RECIPIENT must submit quarterly progress reports to the DEPARTMENT's Financial Manger and Project Manager. Payment requests will not be processed without a progress report. Reporting Periods. January 1 through March 31 O April 1 through June 30 O July 1 through September 30 6 October 1 through December 31 Reporting Due Date. Quarterly progress reports are due 15 days following the end of the quarter. Report Content. At a minimum, all progress reports must contain a comparison of actual accomplishments to the objectives established for the period, the reasons for delay if established objectives were not met, analysis and explanation of any cost overruns, and any additional pertinent information specified in this agreement. The recipient must also attach all landowner agreements signed during the respective quarter to each progress report. REQUIRED DOCUMENT SUBMITTALS The RECIPIENT must submit the following documents to the DEPARTMENT as requested by the DEPARTMENT's Project Manager or Financial Manager: 11 15 Draft project completion reports up to 3 copies Electronic copy of final project completion report 1 copy Final project completion reports up to 8 copies Final project completion reports of statewide significance up to 50 copies Educational products developed under this agreement up to 2 copies Documents that require DEPARTMENT Approval 2 copies (one for the DEPARTMENT and one for the RECIPIENT) Interlocal agreements 1 copy for the DEPARTMENT's Financial Manager Professional services procurement agreements —1 copy to the DEPARTMENT's Financial Manager SPECIAL CONDITION FOR RECIPIENTS IN SNOHOMISH AND KING COUNTY For RECIPIENTS in either Snohomish or King County: When this agreement crosses the RECIPIENT's fiscal year, the obligation of the RECIPIENT to continue or complete the project described herein will be contingent upon appropriation of funds by the RECIPIENT's governing body; provided that nothing contained herein will preclude the DEPARTMENT from demanding repayment of funds paid to the RECIPIENT in accordance with Section 0 of the appended General Terms and Conditions. WATER QUALITY MONITORING Oualitv Assurance Proiect Plan (OAPP). Prior to initiating water quality monitoring activities, the RECIPIENT must prepare a Quality Assurance Project Plan (QAPP). The QAPP must follow Ecology's Guidelines and Specifications for Preparing Quality Assurance Project Plans for Environmental Studies, February 2001 (Ecology Publication No. 01 -03 -003), The applicant may also reference the Technical Guidance for Assessing the Quality of Aquatic Environments, revised February 1994 (Ecology Publication No. 91 -78) or more current revision, in developing the QAPP. The RECIPIENT must submit the QAPP to Ecology's project manager for review, comment, and must be approved before starting the environmental monitoring activities. The RECIPIENT must use an environmental laboratory accredited by Ecology to analyze water samples for all parameters to be analyzed that require bench testing. Information on currently accredited laboratories and the accreditation process is provided on the Department of Ecology's Environmental Assessment Program's website, available at: httn://www.ecv.wa.aov/nrograms/ean/labs/search.html The RECIPIENT should manage all monitoring data collected or acquired under this agreement in order to be available to secondary users and meet the "ten -year rule." The ten -year rule means that data documentation is sufficient to allow an individual not directly familiar with the specific monitoring effort to understand the purpose of the data set, methods used, results obtained, and quality assurance measures taken ten years after data are collected. 12 16 Monitorinv Data Submittal Environmental Information Management System. Funding recipients that collect water quality monitoring data must submit all data to Ecology through the Environmental Information Management System (EIM). Data must be submitted by following instructions on the EIM website, currently available at: http: /www.ecv.wa. Gov /eim The data submittal portion of the EIM website provides information and help on formats and requirements for submitting tabular data. Specific questions about data submittal can be directed to the EIM Data Coordinator, currently available at: eim data coordinator@ecv.wa.gov If GIS data is collected, Ecology data standards are encouraged. An Ecology Focus Sheet entitled GIS Data and Ecology Grants (Publication No. 98- 1812 -SEA) outlines the standards. Common standards must be used for infrastructure details, such as geographic names, Geographic Information System (GIS) coverage, list of methods, and reference tables. 13 17 ATTACHMENT H: GENERAL TERMS AND CONDITIONS PERTAINING TO GRANT AND LOAN AGREEMENTS OF THE DEPARTMENT OF ECOLOGY A. RECIPIENT PERFORMANCE All activities for which grant/loan funds are to be used shall be accomplished by the RECIPIENT and RECIPIENT's employees. The RECIPIENT shall only use contractor /consultant assistance if that has been included in the agreement's final scope of work and budget. B. SUBGRANTEE /CONTRACTOR COMPLIANCE The RECIPIENT must ensure that all subgrantees and contractors comply with the terms and conditions of this agreement. C. THIRD PARTY BENEFICIARY The RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to this agreement, the state of Washington is named as an express third -party beneficiary of such subcontracts with full rights as such. D. CONTRACTING FOR SERVICES (BIDDING) Contracts for construction, purchase of equipment and professional architectural and engineering services shall be awarded through a competitive process, if required by State law. RECIPIENT shall retain copies of all bids received and contracts awarded, for inspection and use by the DEPARTMENT. E. ASSIGNMENTS No right or claim of the RECIPIENT arising under this agreement shall be transferred or assigned by the RECIPIENT. F. COMPLIANCE WITH ALL LAWS 1. The RECIPIENT shall comply fully with all applicable Federal, State and local laws, orders, regulations and permits. Prior to commencement of any construction, the RECIPIENT shall secure the necessary approvals and permits required by authorities having jurisdiction over the project, provide assurance to the DEPARTMENT that all approvals and permits have been secured, and make copies available to the DEPARTMENT upon request. 2. Discrimination. The DEPARTMENT and the RECIPIENT agree to be bound by all Federal and State laws, regulations, and policies against discrimination. The RECIPIENT further agrees to affirmatively support the program of the Office of Minority and Women's Business Enterprises to the maximum extent possible. If the agreement is federally- funded, the RECIPIENT shall report to the DEPARTMENT the percent of grant/loan funds available to women or minority owned businesses. 3. Wages And Job Safety. The RECIPIENT agrees to comply with all applicable laws, regulations, and policies of the United States and the State of Washington which affect wages and job safety. 4. Industrial Insurance. The RECIPIENT certifies full compliance with all applicable state industrial insurance requirements. If the RECIPIENT fails to comply with such laws, the DEPARTMENT shall have the right to immediately terminate this agreement for cause as provided in Section K.1, herein. 14 18 G. KICKBACKS The RECIPIENT is prohibited from inducing by any means any person employed or otherwise involved in this project to give up any part of the compensation to which he /she is otherwise entitled or, receive any fee, commission or gift in return for award of a subcontract hereunder. H. AUDITS AND INSPECTIONS 1. The RECIPIENT shall maintain complete program and financial records relating to this agreement. Such records shall clearly indicate total receipts and expenditures by fund source and task or object. All grant/loan records shall be kept in a manner which provides an audit trail for all expenditures. All records shall be kept in a common file to facilitate audits and inspections. Engineering documentation and field inspection reports of all construction work accomplished under this agreement shall be maintained by the RECIPIENT. 2. All grant /loan records shall be open for audit or inspection by the DEPARTMENT or by any duly authorized audit representative of the State of Washington for a period of at least three years after the final grant payment/loan repayment or any dispute resolution hereunder. If any such audits identify discrepancies in the financial records, the RECIPIENT shall provide clarification and /or make adjustments accordingly. 3. All work perfoiuied under this agreement and any equipment purchased, shall be made available to the DEPARTMENT and to any authorized state, federal or local representative for inspection at any time during the course of this agreement and for at least three years following grant/loan termination or dispute resolution hereunder. 4. RECIPIENT shall meet the provisions in OMB Circular A -133 (Audits of States, Local Governments Non Profit Organizations), including the compliance Supplement to OMB Circular A -133, if the RECIPIENT expends $500,000 or more in a year in Federal funds. The $500,000 threshold for each year is a cumulative total of all federal funding from all sources. The RECIPIENT must forward a copy of the audit along with the RECIPIENT'S response and the final corrective action plan to the DEPARTMENT within ninety (90) days of the date of the audit report. I. PERFORMANCE REPORTING The RECIPIENT shall submit progress reports to the DEPARTMENT with each payment request or such other schedule as set forth in the Special Conditions. The RECIPIENT shall also report in writing to the DEPARTMENT any problems, delays or adverse conditions which will materially affect their ability to meet project objectives or time schedules. This disclosure shall be accompanied by a statement of the action taken or proposed and any assistance needed from the DEPARTMENT to resolve the situation. Payments may be withheld if required progress reports are not submitted. Quarterly reports shall cover the periods January 1 through March 31, April 1 through June 30, July 1 through September 30, and October 1 through December 31. Reports shall be due within thirty (30) days following the end of the quarter being reported. J. COMPENSATION 1. Method of compensation. Payment shall normally be made on a reimbursable basis as specified in the grant agreement and no more often than once per month. Each request for payment will be submitted by the RECIPIENT on State voucher request forms provided by the DEPARTMENT along with documentation of the expenses. Payments shall be made for 15 19 each task/phase of the project, or portion thereof, as set out in the Scope of Work when completed by the RECIPIENT and approved as satisfactory by the Project Officer. The payment request form and supportive documents must itemize all allowable costs by major elements as described in the Scope of Work. Instructions for submitting the payment requests are found in "Administrative Requirements for Ecology Grants and Loans part IV, published by the DEPARTMENT. A copy of this document shall be furnished to the RECIPIENT. When payment requests are approved by the DEPARTMENT, payments will be made to the mutually agreed upon designee. Payment requests shall be submitted to the DEPARTMENT and directed to the Project Officer assigned to administer this agreement. 2. Period of Compensation. Payments shall only be made for actions of the RECIPIENT pursuant to the grant/loan agreement and performed after the effective date and prior to the expiration date of this agreement, unless those dates are specifically modified in writing as provided herein. 3. Final Request(s) for Payment. The RECIPIENT should submit final requests for compensation within forty -five (45) days after the expiration date of this agreement and within fifteen (15) days after the end of a fiscal biennium. Failure to comply may result in delayed reimbursement. 4. Performance Guarantee. The DEPARTMENT may withhold an amount not to exceed ten percent (10 of each reimbursement payment as security for the RECIPIENT's performance. Monies withheld by the DEPARTMENT may be paid to the RECIPIENT when the project(s) described herein, or a portion thereof, have been completed if, in the DEPARTMENT's sole discretion, such payment is reasonable and approved according to this agreement and, as appropriate, upon completion of an audit as specified under section J.6. herein. 5. Unauthorized Expenditures. All payments to the RECIPIENT may be subject to final audit by the DEPARTMENT and any unauthorized expenditure(s) charged to this grant/loan shall be refunded to the DEPARTMENT by the RECIPIENT. 6. Mileage and Per Diem. If mileage and per diem are paid to the employees of the RECIPIENT or other public entities, it shall not exceed the amount allowed under state law for state employees. 7. Overhead Costs. No reimbursement for overhead costs shall be allowed unless provided for in the Scope of Work hereunder. K. TERMINATION 1. For Cause. The obligation of the DEPARTMENT to the RECIPIENT is contingent upon satisfactory performance by the RECIPIENT of all of its obligations under this agreement. In the event the RECIPIENT unjustifiably fails, in the opinion of the DEPARTMENT, to perform any obligation required of it by this agreement, the DEPARTMENT may refuse to pay any further funds there under and/or terminate this agreement by giving written notice of termination. A written notice of termination shall be given at least five working days prior to the effective date of termination. In that event, all finished or unfinished documents, data studies, surveys, 16 20 drawings, maps, models, photographs, and reports or other materials prepared by the RECIPIENT under this agreement, at the option of the DEPARTMENT, shall become Department property and the RECIPIENT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. Despite the above, the RECIPIENT shall not be relieved of any liability to the DEPARTMENT for damages sustained by the DEPARTMENT and/or the State of Washington because of any breach of agreement by the RECIPIENT. The DEPARTMENT may withhold payments for the purpose of setoff until such time as the exact amount of damages due the DEPARTMENT from the RECIPIENT is determined. 2. Insufficient Funds. The obligation of the DEPARTMENT to make payments is contingent on the availability of state and federal funds through legislative appropriation and state allotment. When this agreement crosses over state fiscal years the obligation of the DEPARTMENT is contingent upon the appropriation of funds during the next fiscal year. The failure to appropriate or allot such funds shall be good cause to terminate this agreement as provided in paragraph K.1 above. When this agreement crosses the RECIPIENT's fiscal year, the obligation of the RECIPIENT to continue or complete the project described herein shall be contingent upon appropriation of funds by the RECIPIENT's governing body; provided, however, that nothing contained herein shall preclude the DEPARTMENT from demanding repayment of ALL funds paid to the RECIPIENT in accordance with Section 0 herein. 3. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the project funded herein within four months after the effective date of this agreement, or by any date agreed upon in writing for commencement of work, the DEPARTMENT reserves the right to terminate this agreement. L. WAIVER Waiver of any RECIPIENT default is not a waiver of any subsequent default. Waiver of a breach of any provision of this agreement is not a waiver of any subsequent breach and will not be construed as a modification of the terms of this agreement unless stated as such in writing by the authorized representative of the DEPARTMENT. M. PROPERTY RIGHTS 1. Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or invents any patentable property, the RECIPIENT may copyright or patent the same but the DEPARTMENT retains a royalty -free, nonexclusive and irrevocable license to reproduce, publish, recover or otherwise use the material(s) or property and to authorize others to use the same for federal, state or local government purposes. Where federal funding is involved, the federal government may have a proprietary interest in patent rights to any inventions that are developed by the RECIPIENT as provided in 35 U.S.C. 200 -212. 2. Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish information of the DEPARTMENT; present papers, lectures, or seminars involving information supplied by the DEPARTMENT; use logos, reports, maps or other data, in printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to the DEPARTMENT. 17 21 3. Tangible Property Rights. The DEPARTMENT's current edition of "Administrative Requirements for Ecology Grants and Loans Part V, shall control the use and disposition of all real and personal property purchased wholly or in part with funds furnished by the DEPARTMENT in the absence of state, federal statute(s), regulation(s), or policy(s) to the contrary or upon specific instructions with respect thereto in the Scope of Work. 4. Personal Property Furnished by the DEPARTMENT. When the DEPARTMENT provides personal property directly to the RECIPIENT for use in performance of the project, it shall be returned to the B -4 DEPARTMENT prior to final payment by the DEPARTMENT. If said property is lost, stolen or damaged while in the RECIPIENT's possession, the DEPARTMENT shall be reimbursed in cash or by setoff by the RECIPIENT for the fair market value of such property. 5. Acquisition Projects. The following provisions shall apply if the project covered by this agreement includes funds for the acquisition of land or facilities: a. Prior to disbursement of funds provided for in this agreement, the RECIPIENT shall establish that the cost of land /or facilities is fair and reasonable. b. The RECIPIENT shall provide satisfactory evidence of title or ability to acquire title for each parcel prior to disbursement of funds provided by this agreement.. Such evidence may include title insurance policies, Torrens certificates, or abstracts, and attorney's opinions establishing that the land is free from any impediment, lien, or claim which would impair the uses contemplated by this agreement. 6. Conversions. Regardless of the contract termination date shown on the cover sheet, the RECIPIENT shall not at any time convert any equipment, property or facility acquired or developed pursuant to this agreement to uses other than those for which assistance was originally approved without prior written approval of the DEPARTMENT. Such approval may be conditioned upon payment to the DEPARTMENT of that portion of the proceeds of the sale, lease or other conversion or encumbrance which monies granted pursuant to this agreement bear to the total acquisition, purchase or construction costs of such property. N. SUSTAINABLE PRODUCTS In order to sustain Washington's natural resources and ecosystems, the RECIPIENT is encouraged to implement sustainable practices where and when possible. These practices include use of clean energy, and purchase and use of sustainably produced products (e.g., recycled paper). For more information, see httn: /www.ecv.wa.aov /sustainabilitv O. RECOVERY OF PAYMENTS TO RECIPIENT The right of the RECIPIENT to retain monies paid to it as reimbursement payments is contingent upon satisfactory performance of this agreement including the satisfactory completion of the project described in the Scope of Work. In the event the RECIPIENT fails, for any reason, to perform obligations required of it by this agreement, the RECIPIENT may, at the DEPARTMENT's sole discretion, be required to repay to the DEPARTMENT all grant/loan funds disbursed to the RECIPIENT for those parts of the project that are rendered worthless in the opinion of the DEPARTMENT by such failure to perform. Interest shall accrue at the rate of twelve percent (12 per year from the time the DEPARTMENT demands repayment of funds. If payments have been discontinued by the DEPARTMENT due to insufficient funds as in 18 22 Section K.2 above, the RECIPIENT shall not be obligated to repay monies which had been paid to the RECIPIENT prior to such termination. Any property acquired under this agreement, at the option of the DEPARTMENT, may become the DEPARTMENT'S property and the RECIPIENT'S liability to repay monies shall be reduced by an amount reflecting the fair value of such property. P. PROJECT APPROVAL The extent and character of all work and services to be perfouned under this agreement by the RECIPIENT shall be subject to the review and approval of the DEPARTMENT through the Project Officer or other designated official to whom the RECIPIENT shall report and be responsible. In the event there is a dispute with regard to the extent and character of the work to be done, the determination of the Project Officer or other designated official as to the extent and character of the work to be done shall govern. The RECIPIENT shall have the right to appeal decisions as provided for below. Q. DISPUTES Except as otherwise provided in this agreement, any dispute concerning a question of fact arising under this agreement which is not disposed of in writing shall be decided by the Project Officer or other designated official who shall provide a written statement of decision to the RECIPIENT. The decision of the Project Officer or other designated official shall be final and conclusive unless, within thirty days from the date of receipt of such statement, the RECIPIENT mails or otherwise furnishes to the Director of the DEPARTMENT a written appeal. In connection with appeal of any proceeding under this clause, the RECIPIENT shall have the opportunity to be heard and to offer evidence in support of this appeal. The decision of the Director or duly authorized representative for the determination of such appeals shall be final and conclusive. Appeals from the Director's determination shall be brought in the Superior Court of Thurston County. Review of the decision of the Director will not be sought before either the Pollution Control Hearings Board or the Shoreline Hearings Board. Pending final decision of dispute hereunder, the RECIPIENT shall proceed diligently with the performance of this agreement and in accordance with the decision rendered. R. CONFLICT OF INTEREST No officer, member, agent, or employee of either party to this agreement who exercises any function or responsibility in the review, approval, or carrying out of this agreement, shall participate in any decision which affects his/her personal interest or the interest of any corporation, partnership or association in which he /she is, directly or indirectly interested; nor shall. he /she have any personal or pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. S. INDEMNIFICATION 1. The DEPARTMENT shall in no way be held responsible for payment of salaries, consultant's fees, and other costs related to the project described herein, except as provided in the Scope of Work. 2. To the extent that the Constitution and laws of the State of Washington permit, each party shall indemnify and hold the other harmless from and against any liability for any or all 19 23 injuries to persons or property arising from the negligent act or omission of that party or that party's agents or employees arising out of this agreement. T. GOVERNING LAW This agreement shall be governed by the laws of the State of Washington. U. SEVERABILITY If any provision of this agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this agreement which can be given effect without the invalid provision, and to this end the provisions of this agreement are declared to be severable. V. PRECEDENCE In the event of inconsistency in this agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: (a) applicable Federal and State statutes and regulations; (b) Scope of Work; (c) Special Terms and Conditions; (d) Any terms incorporated herein by reference including the "Administrative Requirements for Ecology Grants and Loans and (e) the General Terms and Conditions. SS -010 Rev. 04/04 20 24 SIGNATURE AUTHORIZATION FORM FOR GRANT /LOAN RECIPIENTS Department of Ecology Water Quality Program PO Box 47600 Olympia, WA 98504 -7600 WASHINGTON STATE DEPARTMENT Of Phone: (360) 407 -6600 E E ®LOGY FAX: (360) 407 -7151 Name of Organization Date Submitted City of Tukwila Project Title Agreement Number Municipal Stormwater Capacity G1100108 Grant Program AUTHORIZING SIGNATORY Signature 1 Print or Type 1 Title /Term of Office Jim Haggerton Mayor /2009 2012 AUTHORIZED TO SIGN AGREEMENT AMENDMENTS Signature 1 Print or Type 1 Title Jim Haggerton Mayor AUTHORIZED TO SIGN REQUEST FOR REIMBURSEMENT Signature 1 Print or Type Title Gail Labanara Public Works Analyst ECY 070 -206 (Rev. 01/2006) Ecology is an equal opportunity agency. 25 26 City of Tukwila a; 0 1 Utilities Committee UTILITIES COMMITTEE Meeting Minutes October 12, 2010 5 00 p m. Conference Room #1 PRESENT Councilmembers: Kathy Hougardy, Chair; Joe Duffle and Allan Ekberg Staff: Bob Giberson, Frank Iriarte, Gail Labanara, Robin Tischmak, Ryan Larson, Peter Lau, Mike Mathia, Shelley Kerslake, Kim Walden, Trish Kinlow, Shawn Hunstock, Christy O'Flaherty, Stephanie Brown, Derek Speck, Steve Lancaster and Kimberly Matej Guests: Chuck Parrish CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 5:03 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Storm Lift Station #18 Improvements: Proiect Completion and Closeout Staff is requesting Council approval for formal contract acceptance and release of retainage to Ro -Con Equipment Specialists, Inc., in the amount of $302,387.03 for upgrades to the station including two new pumps, a replacement wet well, addition of a control structure and an electrical control building. Nine change orders were issued during this project, including one time extension. Over runs and under runs resulted in the project coming in slightly less than $8,000 over the contract award; however, the project was still completed under budget. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 18 REGULAR MEETING CONSENT AGENDA. B. NPDES Program: Washington State DOE Grant Acceutance Staff is seeking Council approval to enter into a grant agreement with the Washington State Department of Ecology (DOE) to accept non competitive grant funds in the amount of $118,112 for the Municipal Stormwater Capacity Grant. Grant funding for municipalities was calculated and allocated at $70,000 plus per capita, and no matching funds are required. Funds must be utilized for implementing the NPDES Program. Staff will utilize /apply these to conduct a GIS inventory relative to NPDES. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 25 COW FOR DISCUSSION. C. City Council Preliminary 2011 -12 Budget Review The Committee reviewed the 2011 -12 Biennial Budget pages as listed below in preparation of full Council discussion and review of the budget. Due to a last minute conflict, the IT budget section will be discussed at the Utilities Committee scheduled for October 26, 2010. Shawn Hunstock distributed a replacement page for the City Council (GF- 5 /GF -6); and for Human Resources (GF- 35/GF -36). The replacement sheet is yellow, and will be given to the remaining four Councilmembers not in the Committee meeting. SECTION Budget Pages 1 CIP Pages Council GF -3 to GF -6 Mayor's Office /Civil Service GF -7 to GF -12 1 City Clerk GF -29 to GF -32 Court GF -85 to GF -89 1 Human Resources GF -33 to GF -36 i Legal GF -43 to GF -46 I 27 28 COUNCIL AGENDA S ATOPSIS �ItLA J r O y Meetzn� Initials Date Prepared b o May evzew Council review ITEM NO. ,a G) 17 10/25/10 1 BG �l, I ida I I 11/01/10 I BG 1 I '2 I 8. I I ago= 1 I I I 3 ITEM INFORMATION CAS NUMBER: 10-119 'ORIGINAL AGENDA DATE: OCTOBER 25, 2010 AGENDA ITEM TITLE 2011 Annual Overlay Repair Program Consultant Agreement with KPG, Inc. CATEGORY Discussion Motion Resolution 1 1 Ordinance 1__I Bid Award [1 Public Heanng Other Mtg Date 10/25/10 Mtg Date 11/01/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR 1 1 Council Mayor Adm Svcs n DCD Finance 1 1 Fire 1J Legal n P&R n Police PW SPONSOR'S The contract is for design of the 2011 Annual Overlay and Repair Program. Three SUMMARY consultant firms were short- listed from the Consultant Works Roster and KPG was chosen as the most qualified. The street improvements scheduled for 2011 include overlay for eleven road sections. Council is being asked to approve the design contract with KPG, Inc. in the amount of $99,596.67. REVIEWED BY n COW Mtg. CA &P Cmte Il F &S Cmte Transportation Cmte Utilities Cmte 1 1 Arts Comm. [1 Parks Comm. Planning Comm. DATE. 10/18/10 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMIriEE unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $99,596.67 $100,000.00 $0.00 Fund Source: 104 ARTERIAL STREETS (PG. 18, PROPOSED 2011 CIP) Comments MTG. DATE I RECORD OF COUNCIL ACTION 10/25/10 11/01/10 MTG. DATE I ATTACHMENTS 10/25/10 1 Informational Memorandum dated 10/13/10 Consultant Selection Scoring Sheet Vicinity Map Consultant Agreement with Scope of Work and Fee Minutes from the Transportation Committee meeting of 10/18/10 11/01/10 6 A L`J 30 �1. City of Tukwila Jim Haggerton, Mayor 90 IV INFORMATIONAL MEMORANDUM TO: Mayor Haggerton TRANSPORTATION COMMITTEE FROM Public Works Director DATE. October 13, 2010 SUBJECT: 2011 Overlay and Repair Program Project No. 911/0401 Consultant Selection and Agreement ISSUE Execute a contract with KPG, Inc. to provide design services for the 2011 Overlay Program. BACKGROUND The City uses the Municipal Research and Services Center (MRSC) consultant roster whenever possible to select engineering firms to provide necessary services From that roster, a list of firms which provide pavement design overlay services was developed. Three firms that have previously worked with the City and have proven knowledge and expertise in pavement design were selected for consideration. The final scoring sheet is attached KPG, Inc. has been selected to provide design services for the City's 2011 Overlay and Repair Program. Starting the design process in the fall and advertising for construction bids in January or February of each year allows the City to take advantage of the optimal bidding climate that usually occurs early in the year This contract will complete final design and advertise the project for construction bids The list of streets for the 2011 program was developed using the City's Pavement Management Program and input from our engineering and maintenance staff DISCUSSION KPG, Inc. has provided a contract, scope of work, and fee estimate to design the 2011 Overlay and Repair Program and advertise for construction bids (see attached). Contract Budctet Design Budget (2010) $99,596 67 $75,000 00 Design Budget (2011) 25.000.00 $99.596.67 $100.000.00 31 INFORMATIONAL MEMO Page 2 The list includes 1 Interurban Ave S: 1 -5 to S 143 St (select areas only) 2 East Marginal Way 200 yards south of S 81 PI to north city limits 3. East Marginal Way: 9400 block 4. Tukwila Parkway Andover Park W to Bahama Breeze (including 61 Ave S to bridge) 5. S 150 St: Tukwila International Blvd. to 42 Ave S 6. Beacon Avenue: Bangor St to S 107 St 7. Andover Park East. Strander Blvd to Tukwila Parkway 8. Andover Park West: S 180 St to Minkler Blvd. (including intersection) 9 49 Avenue South. S 107 St to S 114 St 10. S 114 St: 49 Ave S to 51 Ave S 11 41 Ave S: S 139 St to north end RECOMMENDATION The Council is being asked to approve and forward the proposed contract with KPG, Inc. in the amount of $99,596.67 for consideration at the October 25, 2010 Committee of the Whole meeting and subsequent November 1, 2010 Regular Meeting. Attachments: Consultant Selection Scoring Sheet Vicinity Map Contract, Scope of Work and Fee Estimate 3 2 W'IPW Eng\PROJECTSIA- RW RS Projects191110401 (2011 Overlay and Repair Program)1Consult Select 10- 14- 10.doc CONSULTANT SELECTION 2011 OVERLAY REPAIR PROGRAM David Evans W H Associates Pacific KPG Project Manager 1 1 1 Pavement Design Rehabilitation Repair Expertise 2 2 1 Agency Overlay Program Management 1 1 1 Tukwila Overlay Program Knowledge 2 1 1 Pavement Management System Experience 2 2 1 Expertise Using WSDOT Standards 1 1 1 TOTALS 9 8 6 For each category, highest score is 1 (with the lowest or worst score at 4) Consultant with the lowest score is ranked the best. W \PW Eng \PROJECTS\A- RW RS Projects \09RWO1 2009 -10 Overlay\2011 consel 33 s.6 I. k 9i '190. a• CITY 395 31 OF s= a TUKWILA 59981 a 3' 5 100 St u 5 i QSs. b 919351 S IW 9,9, III yf d9 5 4 03 601/6 d r IdCaun 'i 5,119 ..I Gue S 11111 u S y 91,1 s1 Z !Du, S n s j al Y S11e91 Wry 1r s„e° f� tip V m<awrw9 snes i, s,,,s1 ip 5t° \�.IN 4 5 \il m. 5 y k u Si u t 513191 w–_ 813191 N .I S124 St S 5 13,50;.. 135� 1 a n; 3 r, F. MI S u '421'''' i tea" r..,; s� ;1 s 1M yam r��a \J E SI O 1 S1x 50 G�i11M© 913 9 5SI E Faster .1, E s,: V 3 ,y 0 °ann �'''1,� 3 LE 1� 39, Q r:. 9 t i' Zper' 6,1:91 Iy i eY 3 9IN .St'i, 81M51 I q o 41M41 3 i J 1 !:1 s• S,I35, I N 14 1' d I Fort II a I SOOSt 1 w suss N "I W -c I °em 1 1 su e si 1915031 L Aft- x 50 '1 S trra 3t x 51!48 81 1901 Park y� I v 5 nn i t 91025, 9•. A 9/5391 !"i 3153 n d!i .•l N 4� owns 815131 1 5 S, H x 913 SIM5. f t 5550 5151 y S 9 010091 T s5 r n J I d gga� 1- I -i, `V S+S.She 0 I Il� ub C`0111 Seogr sp. �G 0 T �a In 8 r. ilns 1 lei it a 50• I. g cvod.l. °fin g r 0' !rile 5 I 'k i O UP•nep 1 33a1ana °.y 1yy B S 5 Ta O r E i Stes 51 5 5,443 5I LEGEND x 5s 500 11 CITY LIMITS ''''''''''.40 J dN J i m STREET CENTERLINE 9 a m BRIDGE '�1: 3va SCALE 1" =1500' Fe 'a y DATE JANUARY 26, 2001 ona.,m... m. m.aan m!•anr•9 e.a •r. �m•n>•a r9. m.en.. a -a3 /1 s 345 s J s,o. s1 C. 3 4 CONSULTANT AGREEMENT FOR ENGINEERING DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and KPG, Inc., hereinafter referred to as "the Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform engineering design services in connection with the project titled 2011 Overlay Program. 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 within 365 calendar days from the date written notice is given to proceed, 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 $99,596.67 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. 35 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 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 be entitled to any benefits accorded City employees by virtue of the services provided under 2 36 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 terns 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. 3 37 16. Notices. Notices to the City of Tukwila shall be sent to the following address: City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: KPG, Inc. 753 9th Avenue N. Seattle, WA 98109 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 2010 CITY OF TUKWILA CONSULTANT By: Jim Haggerton, Mayor Nelson Davis, KPG Principal Title: Attest/Authenticated: Approved as to Form: Christy O'Flaherty, CMC, City Clerk Office of the City Attorney 4 38 EXHIBIT A City of Tukwila 2011 Overlay Program Scope of Work October 12, 2010 PROJECT DESCRIPTION The Consultant shall prepare final Plans, Specifications and Estimates for the 2011 overlay program. Specific projects will be determine from the following list of candidate streets. Interurban Ave S 1 -5 to S 143rd St (select areas only) East Marginal Way 200 yards south of 81st to north city limits East Marginal Way 9400 block Tukwila Parkway Andover Park West to Bahama Breeze (including 61st Ave to S -line bridge) S 150th St Tukwila International Blvd to 42nd Ave S Beacon Ave Bangor St to S 107th St Andover Park East Strander to Tukwila Parkway Andover Park West S 180th St to Minkler (including intersection) 49th Ave S S 107th St to S 114th St S 114th St 51st Ave S to 49` Ave S 41st Avenue S: S 139th Street to north end The Consultant shall review the street segments above to do a visual confirmation and budget level estimates. This information will be summarized in a technical memorandum with recommended street segments amounting to a total program construction budget of approximately $1 Million. Upon approval by the City, selected road segments for the 2011 Overlay Program will be advanced into final design. The Consultant shall provide all necessary field reviews, base mapping, and utility notification required to complete final bid documents. The Consultant shall also prepare the bid tabulation, check low bidder(s) references, and provide a recommendation for award to the City Projects will be bid as a single bid package as budget allows. Projects may be re- prioritized or deferred to a future overlay program based on available budget and other considerations. Detailed estimates will be prepared at the 50% design to verify the final project list to be included in the 2011 Overlay Program. An allowance is included to provide support to the City's pavement management system. This work will be performed by the Consultant and /or Pavement Engineers Inc. under subcontract to the Consultant as required. City of Tukwila KPG, Inc. 2011 Overlay Program Page 1 of 3 October 12, 2010 39 SCOPE OF WORK TASK 1— MANAGEMENT /COORDINATION /ADMINISTRATION 1.1 The Consultant shall provide continuous project management and administration for the duration of the Project. (Estimate 6 months). Hold project coordination meetings with the City to update progress and review submittals. Assume (4) meetings. The Consultant shall provide monthly status reports and billings. 1.2 The Consultant shall provide independent QA /QC reviews by senior in -house staff of all deliverables prior to submittal to the City TASK 2 PREPARE DESIGN BASEMAPS /PRIORITY BUDGET MEMO 2.1 The Consultant shall review the street segments included in the project description to do a visual confirmation of condition and budget level estimates. This information will be summarized in a technical memorandum with recommended street segments amounting to a total program construction budget of approximately $1 Million. Upon approval by the City, selected road segments for the 2011 Overlay Program will be advanced into final design. 2.2 The Consultant shall prepare base maps for the selected project segments using field measurements, available record drawings and ortho- photography. Assumptions The Consultant shall provide existing mapping or record drawings, GIS information, and existing aerial ortho- photography for the Project areas FieId survey will not be required. Typically, only surface utilities requiring adjustment to grade will be shown. Deliverables Technical memorandum with budget estimates and program recommendations Base maps for selected Project sites. TASK 3 PREPARE PLANS, SPECIFICATIONS AND ESTIMATE 3.1 The Consultant shall prepare final Plans for the proposed improvements including the following: Plans shall be prepared with such provisions in such detail as to permit field layout and construction within a degree of accuracy acceptable to the City and per industry standards It is assumed there will be thirty (30) plan sheets at 1 =20' scale full size (22" X 34 1"=40' at reduced scale (11" X 17 City of Tukwila KPG, Inc. 2011 Overlay Program Page 2 of 3 October 12, 2010 40 Typical sections and details will be prepared for items not available as standard details from the City, State, or APWA standard drawings The Plans shall illustrate complete details of construction of the proposed improvements including limits of construction and removals, utility adjustments, surfacing depths and details, and applicable channelization and signing. The Consultant shall perform Project site walkthroughs with the City to determine extent of roadway improvements /resurfacing (Estimate 2 meetings) Pavement sections will be determined through consultation with the City's maintenance staff and previous experience. 3.2 The Consultant shall calculate quantities and prepare Engineers Estimate of Probable Construction Cost for each review submittal and the bid documents. 3.3 The Consultant shall prepare the Contract Specification per 2010 WSDOT Standard Specifications. 3.4 The Consultant shall distribute 50% and 90% review submittals to franchise utility owners for utility adjustments within the Project limits. 3.5 The consultant shall assist the City with Project Advertisement and Award. Assumptions No federal funding is anticipated for the Project engineering or construction. No utility upgrades are anticipated in the project design. Drainage Water Quality Reports will not be required. Geotechnical Engineering services wiII not be required. Environmental Documentation will not be required. Deliverables 50% review submittal with Plans and Estimate 90% review submittal with Plans, Specifications, and Estimate. Bid Documents and Engineer's Estimate 6 sets of Plans (11" X 17 and specifications provided for each review submittal. 10 sets of Plans (11" X 17 and specifications for the Bid Documents Coordinate upload of Plans and Specifications to Builders Exchange. TASK 4 PAVEMENT MANAGEMENT SUPPORT (AS NEEDED) 4.1 The City may require other services of the consultant in updating the City's Pavement Management Program. This work will be conducted on an as needed basis within the budget allowances contained in Schedule B. For budgeting purposes, we have included 24 hours of staff time and a $2,000 allowance for Pavement Engineers under subcontract to the Consultant. City of Tukwila KPG, Inc. 2011 Overlay Program Page 3 of 3 October 12, 2010 41 -p IV HOUR AND FEE ESTIMATE EXHIBIT B Project: City of Tukwila lc. IP G Architecture 4 2011 Overlay Program 4 Civil E gincering Labor Hour Estimate 1 Total Fee Project Senior Project Design CAD Const Survey Senior Office Task Description Manager Engineer Engineer Engineer Technician Inspector Crew Admin Admin 179 18 129.22 114 85 100 49 81 41 94 10 139 01 100 49 58 11 Fee Task! Management /coordination /administration 1 1 Management and administration (estimate 6 months) 6 0 0 I 0 0 0 I 0 2 6 1,624 71 1.2 QA/QC reviews 8 8 0 I 0 0 0 0 0 4 2,699 60 Reimbursable expenses see breakdown for details 1 1 1 1 40 00 Task Totals 14 8 I 0 I 0 0 I 0 I 0 2 10 1 4,364.31 Task 2 Prepare Design Basemaps /Priority Budget Memo 2.1 Project prioritization memo 4 4 1 12 12 0 0 0 0 0 3,817 69 2.2 Basemap preparation 8 16 60 120 120 0 0 0 0 32,219 55 Reimbursable expenses see breakdown for details 400 00 Task Totals 12 1 20 1 72 132 120 0 0 0 0 1 32,619.55 Task 3 Plans, Specifications and Estimate 3 1 Project Plans 24 40 I 60 100 160 0 0 0 4 39,666.53 3.2 Project Cost Estimates 4 8 16 24 16 0 0 0 0 7,302 34 3 3 Project Specifications 4 8 24 16 0 0 0 0 8 6,579 63 3.4 Utility Coordination 2 0 1 4 4 0 0 0 0 4 1,452.16 3 5 Project Advertisement and Award 4 0 I 8 0 0 0 0 0 8 2,100 42 Reimbursable expenses see breakdown for details 1 1,100 00 Task Total 38 56 1 112 144 176 0 0 0 24 1 58,201 08 Task 4 Pavement Management Support (As Needed) 4 1 Pavement Management Support Allowance 0 0 0 24 0 0 I 0 0 0$ 2,411 74 Reimbursable expenses see breakdown for details 1 2,000 00 Task Total 0 0 0 0 0 0 0 0 0 1$ 4,411 74 Total Estimated Fee: 99,596.67 10/20/2010 HOUR AND FEE ESTIMATE EXHIBIT B Architecture Landscape Architecture Project: City of Tukwila 0 Civil Engineering 2011 Overlay Program Reimbursable Breakdown Cost Task! Management /coordination /administration Mileage 20 00 Reproduction 20 00 Task 1 Total 40.00 Task 2 Prepare Design Basemaps /Priority Budget Memo Mileage 300 00 Reproduction 100 00 Task 2 Total 400.00 Task 3 Plans, Specifications and Estimate Mileage 100 00 Reproduction 1,000 00 Task 3 Total 1,100.00 Task 4 Pavement Management Support (As Needed) Pavement Engineers Allowance 2,000 00 Reproduction Task 4 Total 2,000.00 Total Reimbursable Costs. 3,540.00 10/20/2010 CO J �vJiLA k Cit-v of Tukwila Q X 0 j 2,/ Transportation Committee x 9_ 08; TRANSPORTATION COMIVIITTEE Meeting Minutes October 18, 2010 5:00 p.m. Conference Room 1 PRESENT Councilmembers: Verna Seal, Committee Chair Chair; Joan Hernandez and De' Sean Quinn Staff: Bob Giberson, Frank Iriarte, Robin Tischmack, Gail Labanara, Pat Brodin, Jack Pace, Shawn Hunstock and Kimberly Matej CALL TO ORDER: The meeting was called to order at 4:57 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. 2011 Overlay and Renoir Prouram: Consultant Selection and Agreement Staff is seeking full Council approval to enter into a contract with KPG, Inc. in the amount of $99,596.67 for design services for the 2011 Overlay Program. KPG, Inc. was identified as the best selection of three firms considered from the Municipal Research and Services Center (MRSC) consultant roster. Staff has developed a list of 11 streets for KPG to complete final design on and advertise for construction bids. Bid advertisement is anticipated for January/February. As with ast practice, the list of streets for p p f repair was largely developed from the City's Pavement Management Program. Staff will return to Committee at a later date with a construction bid. The final list of projects will depend on cost estimates, with a balance made between the cost of the project and its priority. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 25 COW FOR DISCUSSION B. City Council Preliminary 2011 -12 Budget Review The Committee reviewed the 2011 -12 Biennial Budget pages as listed below in preparation of full Council discussion and review of the budget. SECTION 1 Budget Pages 1 CIP Pages Public Works I GF -149 to GF -162 1 I 1 Facility Maintenance 1 GF -163 to GF -166 1 Street Maintenance 1 GF -167 to GF -171 1 I III. MISCELLANEOUS Meeting adjourned at 5:2.5 p.m. Next meeting: Monday, November 1, 2010 5:00 p.m. Conference Room 1 J 7 Committee Chair Approval MintIy KAM. Reviewed by GL. 44 COUNCIL AGENDA SYNOPSIS *J r:0 1 Lutzals ITEM NO. :A 1 Meeting Date 1 Prepared by Mayors- rguzew Council reuzev 1 I 10/25/10 I PM I I 11/01/10 PM 1 1.908 I I 3, C' ITEM INFORMATION CAS NUMBISR: 10-120 I ORIGINAL AGENDA DATE. OCTOBER 25, 2010 AG kND,\ ITEM TITLE Approve banking services contract with US Bank. C.V1'I;,GORY Discussion Motion n Resolution n Ordinance BzdAward Public Hearing n Other ifltg Date 10/25/10 Mtg Date 11/1/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council 1 1 Mayor Adm Svcs 1 1 DCD Finance Fire 1 1 Legal 1 1 P &R n Police PW SPC)NSOR'S Council is being asked to approve a banking services contract with US Bank for the period Sl1M,MARY of January 1, 2011 through December 31, 2014. The banking fees for the four year period are estimated at $40,121, subject to variation based on actual activity levels experienced during this period. RI NIIAV1 %D BY COW Mtg n CA &P Cmte F &S Cmte n Transportation Cmte Utihties Cmte LI Arts Comm. 1 1 Parks Comm. 111 Planning Comm. DATE: 10/19/10 RECOMMENDATIONS: SPONSOR /ADMIN. Finance COMMIYIEE Unanimous Approval; Forward to C.O.` COST IMPACT FUND SOURCE EYPIsNDITURIE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $40,121 $40,121 $0 Fund Source: GENERAL FUND Comments MTG. DATE RECORD OF COUNCIL ACTION 10/25/10 MTG. DATE 1 ATTACHMENTS 10/25/10 Informational Memorandum dated 10/13/10 Minutes from the Finance Safety Committee meeting on 10/19/10 45 46 **ILA o \s City of Tukwila F Jim Haggerton, Mayor 906 INFORMATIONAL, MEMORANDUM TO: Mayor Haggerton Finance and Safety Committee FROM: Peggy McCarthy, Deputy Finance Director DATE: October 13, 2010 SUBJECT: Contract for Banking Services ISSUE The Council is being asked to approve the selection of US Bank as the City's primary banking institution for the period of January 1, 2011 through December 31, 2014 The banking fees for the four year period are estimated at $40,121 but are dependent on actual banking activity experienced by the City during this period. BACKGROUND The City's primary banking relationship is currently with US Bank and is based on a 2005 agreement with them. To ensure the City receives optimal service at competitive prices, a banking services solicitation was undertaken On July 2, a banking services request for proposal (RFP) was emailed to five banks that met the City's minimum qualifications. The recipient banks were US Bank, Key Bank, Wells Fargo Bank, Bank of America and West Coast Bank. The minimum qualifications were as follows A. Authority to offer banking services. Institution must hold a charter from either the United States Government or the State of Washington. B. Access to the Federal Reserve System. Institution must be a member of (or have access to) the Federal Reserve System and have access to all Federal Reserve System services. C. Legal Compliance. Institution must be in compliance with all applicable laws, rules, regulations, and ordinances of the City of Tukwila, the State of Washington, and the United States D. Public Deposit Protection Act Institution must be a Washington State qualified depository for public funds and must be in compliance with the Washington Public Deposit Protection Act (RCW 39 58). E. Local banking office. Institution must have an established office or local branch within the City of Tukwila. Of the five banks receiving this solicitation, all responded with proposals except West Coast Bank which felt they lacked the capacity to provide the full range of services to the City. A bidders' conference was held on August 13 to give representatives of the responding banks an opportunity to meet City staff and to ask questions about the proposal, services, and other 47 48 INFORMATIONAL MEMO Page 2 matters. Five representatives from Wells Fargo and two representatives from Key Bank attended. On or before the August 31, 2010 deadline, the four responding banks delivered their proposals to City Hall. From September 16, 2010 through September 24, 2010, interviews were held with representatives from each of the banks giving the City's banking services committee a chance to ask questions and giving the banks a chance to market their proposals and showcase their online banking systems. The City's banking services committee is comprised of the Finance Director, the Deputy Finance Director and the Banking Fiscal Specialist. The banks were evaluated by the committee on six criteria: 1) Responsiveness to the RFP, 2) Ability to perform the required services, 3) Fees, 4) References, and 5) Community presence. All respondent banks were considered able to perform the required services, all had reliable references and, to varying degrees, all were responsive to the RFP and maintained a community presence. The third evaluation point, Fees, was analyzed in detail and weighted more heavily in the evaluation process. To accomplish the analysis, service fee information from each banking proposal bid sheet was compiled into one spreadsheet, an annual estimated cost for each bank was computed, and the results were compared. This Bid Sheet Compilation and Comparison Analysis is included with this memorandum In addition to annual service costs, other factors were considered in estimating the total contract cost for services from each bank. Implementation costs for converting to a new bank were estimated and added to the cost analysis of each bank except the incumbent bank, US Bank; earning credits offered in the banking services proposals were reflected as a reduction of costs; and estimated investment income derived from lower earnings credit balance requirements was also reflected as a reduction of total contract costs. (Typically deposit balances are maintained at a level that generates sufficient earnings credit to pay for the annual banking service fees. The optimal deposit level is a function of the earnings credit rate and the fee amount. For example, to generate enough earnings credit to pay $10,000 of banking fees when the earnings credit rate is .50 an average collected balance of $2,000,000 must be maintained). This Total Contract Cost Analysis is included with this memorandum. The availability of, and fee structure for, new services were also considered. DISCUSSION The evaluation process identified two banks as the best candidates for selection, US Bank and Key Bank. Both banks have the ability to provide the banking services required by the City. Key Bank's fee structure is the most competitive. However, after taking into consideration the implementation costs required to transition to a new bank and the potential investment income resulting from US Bank's lower balance requirement higher earnings credit rate, US Bank's total contract pricing is the most competitive. RECOMMENDATION The Council is being asked to approve the selection of US Bank as the City's primary banking institution for the period of January 1, 2011 through December 31. 2014 with banking fees estimated at $40,121 for the period subject to variation based on actual activity levels experienced during this period. The Council is also being asked to consider this item at the October 25, 2010 Committee of the Whole Meeting and subsequent November 1, 2010 Regular Meeting. H:ICRIBanking RFPIFINALIInfoMemo_Banking Services 10 -13 -10 b.docx 4 9 INFORMATIONAL MEMO Page 3 ATTACHMENTS Bid Sheet Compilation and Comparison Analysis Total Contract Cost Analysis 50 H:1CR1Banking RFPIFINAL \InfoMemo_Banking Services 10 -13 -10 b.docx CITY o+TUKVVu\ BANKING SERVICES PROPOSALS Total Contract Cost Analysis I WELLS BANK OF 1 U BANK KEY BANK pAmoo| AMERICA 4 ¥EAR CONTRACT COST ANALYSIS Total estimated annual cost see Bid Sheet Compilation and Comparison analysis 12.88e 11.3e2 17,930 16.958 Number of years in contract 4 4 4 4 4 YEAR COST before credits and conversion costs 51,544 45.e88 71.722 67,832 Earnings credit offered in proposal (5,000) (a) (5,000) (10.000) Estimaled conversion/transition costs 2,000 (k) 2,000 (k) 2,000 <W 4 YEAR COST after credit and implementation costs 46.544 42,288 73,722 59.832 Estimated investmerit income earned from lower deposit balance Not analyzed further due 10 requirement due to higher earnings credit rate see analysis below (6,423) higher costs. 4 YEAR CONTRACT COST estimate 40.121 42,288 Recommended Contract Award Recipient ESTIMATED INVESTMENT INCOME ON DEPOSIT REQUIREMENT DIFFERENTIAL First Year Total estimated annual cost 7,886 6,322 Average deposit balance required, at proposed earnings rates (see below), to earn credits sufficient to cover cosls (cost earnings rate) $1.752.458 (b) $1.806.320 (c) Deposit requirement differential (c b) 53,862 Eslimated investment rate 0.55% (j) Eslimated investment income on deposit differential 296 Second Year Totalestimated annual cost 1e.886 11.32e Average deposit balance required, at proposed earnings rates (see below), to earn credits sufficient to cover costs (cost earnings rate) $2,863,569 (d) $3.23*.8e1 (e) Deposit requirement differential (e d) 371.323 Estimated investment rate 0.55% (j) Estimated investment income on deposit differential 2,0*2 Third Year Total estimated annual cost 12.886 11.322 Average deposit balance required, at proposed earnings rates (see below), to earn credits sufficient to cover costs (cost earnings rate) $2,863,569 (f) $3.23*.891 (g) Deposit requirement differential (g f) 371,323 Estimated investment rate 0 55% (j) Estimated investment income on deposit differential 2,042 Fourth Year Total estimated annual cost 12.886 11.32e Average deposit balance required, at proposed earnings rales (see below), 10 earn credits sufficient to cover costs (cost earnings rate) $2,863,569 (h) $3.234.891 N Deposit requirement differential (1 h) 371,323 Estimated inve tment rate 0.55% (j) Estimatecl investment income on deposit differential 2.042 Estimated investment income on deposit differential for 4 year period 6.*e3 EARNINGS CREDIT RATE Rate quoted 0.50% 0 35% Less 10% reserve requirement -0.05% Effective earnings credit rate 0 45% 0 35% (a) Additional $5,000 credit for new services is also offered. (b) to (V US Bank and Key Bank balance requirements to fund banking costs. 0 Conservative estimate based on yield of 2-year agency or 3-year treasury note as of 10-08-10 Analysis assumes federal funds rate remains below .35% for the four year period 51 (k) Conservative estimate of out of pocket costs and staff time to achieve transition, costs would increase if temporary help were required. CITY OF TUKWILA Bid Sheet Compilation and Comparison Analysis BANKING SERVICES PROPOSALS US BANK KEY BANK WELLS FARGO BANK OF AMERICA r'i Item Est Mo Unit Price Avg. Mo ANNUAL i Unit Price .Avg Mo ANNUAL Unit Price Avg. Mo ANNUAL i UnIt Price Avg. Mo ANNUAL Volume Cost COST Cogt COST Cost COST Cost COST Ongoing Current Services: 1 1 I I i I Account Maintenance 6 5.00 30.00 360.00 $5.00 30.00 360.00 $5.001 30.00 360.00 7.00 42.00 504.00 Stmnt w /Ck Front Bank 1 5.00 5.00 60.00 Images Paper Credits 154 0.12 18.48 221 76 1 $0.15 23.10 277.20 $0.50 77.00 924.00 0.20 30.80 369.60 Electronic Credits 130 0.10 13.00 156.00 ii 0.06 7.80 93.60 $0.031 3.90 46.80 0.20 26.00 312.00 Paper Debts 400 0.07 28.00 336.00 $0.06 24.00 288.00 $0.101 40.00 480.00 0.10 40.00 480.00 Electronic Debits 66 0.05 3.30 39.60 $0.06 3.96 47.52 $0.101 11 6.60 79.20 0.30 19.80 237.60 Deposited Item On -US 293 0.03 8.79 105.48 $0.02 5.86 70.32 $0.041 11 72 140.64 0.07 20.51 246.12 Deposited Item Local 1579 i s 0.03 47.37 568.44 $0.04 63.16 757.92 $0.051 78.95 947 40 0.07 $110.53 1,326.36 Deposited Item Regional 167 0.035 5.85 70.14 $0.04 6.68 80.16 $0.071 11.69 140.28 0.07 11.69 140.28 Deposited Item Transit 645 0.04 25.80 309.60 $0.04 25.80 309.60 $0.08 51.60 619.20 1 0.07 45.15 541.80 Deposited Items Returned 5 2.00 10.00 120.00 $2.00 10.00 120.00 t $3.00 15.00 180.00 2.00 10.00 120.00 Returned Item Maintenance 1 5.00 5.00 60.00 1 1st Retumed Item Maintenance 1 1 2nd Deposited Items Special 1 5.00 5.00 60.00 $0.00 $10.001 10.00 120.00 Instructions Re- deposited Return Item 6 1.00 6.00 72.00 $1.00 6.00 72.00 $3.00 18.00 216.00 1.00 6.00 72.00 Online Banking Returned 3 5.00 not used j 510.00 one fee, 120.00 1 $15.001 45.00 540.00 Item Statement, per month unlimited Return item image viewed 4 1 00 4.00 48.00 Snapshot statement copy 2 5.00 N/A 10.00 annual est Account Inquiry 1 5.00 5.00 60.00 Copy of check/deposit ticket 1 1.00 1.00 12.00 Photocopy Per Item 1 1.00 1.00 12.00 $2.50 2.50 30.00 $15.00 15.00 180.00 10.00 10.00 120.00 Repo sweep per month 1 $25.00 25.00 300.00 1 I 2,681.02 1 2,926,32 t 1 4,973.52 1.' 1 4,469.76 Account Reconciliation I I I Services: Positive Pay Maintenance 1 2 30.00 60.00 720.00 $25.00 50.00 600.00 $20.00 40.00 480.00 50.00 $100.00 1,200 00 Positive Pay per item 1 400 0.04 16.00 192.00 $0.06 24.00 288.00 $0.10 40.00 480.00 0.035 14.00 168.00 fi Nextday Positive Pay 1 1 Charge No 0.00 $0.00 $20.00 20.00 N/A ,z Positive pay payee validation' 400 1 $0.03 12.00 144.00 SP issue /cancel input 1 15 0.25 3.75 45.00 ii Positive Pay Exception 1 1 1 1.00 12.00 $0.00 1 $1.00 1.00 12.00 1.50 1.50 18.00 Items f PosPay Trans Wkly Input 1 No 0.00 $25.00 25.00 300.00 $0.00 1 Charge ARP Manual Input I 59 No 0.00 $0.00 $0.050 2.95 35.40 s 1.00 no chg Charge online Recon Printing Mailing fee 1 2 5.00 10.00 120.00 4 File Confirmation Per Fax 1 1 1.00 1.00 12.00 i^ N/A ti $0.00 1 N/A 1 g 9 ii ii i CITY OF TUKWILA Bid Sheet Compilation and Comparison Analysis BANKING SERVICES PROPOSALS US BANK K EY BANK rz WELLS FARGO BANK OF AMERICA 1 Item Est Mo Unit Price Avg. Mo ANNUAL Unit Price Avg. Mo ANNUAL Unit Price Avg. Mo ANNUAL Unit Price Avg. Mo ANNUAL Volume Cost- COST Cogt COST a Cost COST E Cost COST ARP transmission output 2 5.00 10.01 120.00 0 $5.001 unlimited 60.00 u 20.00 40.00 1 480.00 DI Ri Account recon paid item ARP Transmission per Item 1 400 0.001 0.401 4.80 $0.0001 e $0.0651 26.00 312.00 0.035 14.00 168.00 Depository Reconciliation 1 f 15.00 using KTT no chg if $0.00 I Reporting Monthly* 1 ri Depository Reconciliation 400 0.06 no chg if Reporting per Item' fusing KTT 1 1,225,80 0 1 1,248.00 4 I 1,463.40 2,034.00 On Line Banking: 1 1 1 I r Fi On Line Banking Current Dal 1 20.00/A 20.00 240.00 N/A $15.00 $15.00 180.00 f 15.00 15.00 180.00 1 Account I I cot' 4 On Line Banking Current Dayl 1 Not 0.00 $15.00 15.00 180.00 1 1 $0.00 N/A Module Charge On Line Banking Current Dayl 13 .035 /itel 0.46 5 46 $0.005 0.07 0.78 $0.060 $0.780 9 36 0.05 0.65 7.80 Detail Trx m On Line Banking Current Dayl 240 0.035 8.40 100.80 3 Sum r e On Line Banking Prior Day 4 $20 1st, 65.00 780.00 $5.00 20.00 240.00 j $15.00 $60.00 720 00 15.00 60.00 720.00 Account $15 next 4 On Line Banking Prior Day I 1011 035 /itel 35.39 424.62 $0.005 5.06 60.66 $0.060 $60 66 727.92 0.04 40.44 485.28 Detail Trx m B i l On Line Banking Prior Day I 240 0.035 8.40 100.80 pi Sum ti On Line Banking Prior Day 1 1 No Charge 0.00 $15.00 15.00 180.00 9 $0.00 N/A e; Module On Line Banking Online DDA 4 5.00 20.00 240.00 $0.00 h Ev Statement 1 $0.00 1. On Line Banking token I 6 No Charge! 4 $0 $0.00 F y t Customer Initiated Stops 1 1 5.001 5.00 60.00 $5.00 5.00 60.00 $10.00 $10 00 120.00 10.00 10.00 120.00 Wires Monthly Client Maint. I 1 10.00 10.00 120.00 $25.00 25.00 300.00 I $0.00 25.00 25.00 300.00 Issue maintenance 2 wF 10.001 unlimited 120.00 4 0 accts Analysis Charge I 1 I No Charge' $5.00 5.00 60.00 $0.00 la 10.00 10.00 120.00 On Line Account 1 1 1 $15.00 15.00 180.00 1 Management Module EDI Report Monthly 1 1 1 $5.00 5.00 60.00 14 g Fee /Unlimited Accounts I. If 1 2,191.68 1,321 44 I 1 1,757.28 0 I I 1,933.08 0 Wire Transfers: I I I I Ki Wire Monthly Maintenance I 1 5.001 5.00 60,00 1 $25.001 25.00 4 $0.00 PIN q Incoming Domestic Wire 1 5 k 7.00 35.00 420.00 $5.00 25.00 300 00 $5.00 25.00 300.00 8.00 I 40.00 480.00 Domestic Repetitive 1 4 7.001 28.00 336.00 1 $7.00 28.00 336.00 1 $5.001 20.00 240.00 1 10.00 1 40.00 480.00 1 1 1 816.00 I 1 636.00 4. I 1 540.00 960.00 Zero Balance Accounts I I I I I i ZBA lead 1 1 10.00 10.00 120.00 $5.001 5.00 60.00 i info not provided $10.00 10.00 120.00 ZBA Subsidiary 3 5 15.00 180.00 5.00 15.00 180.00 1 info not provided $10.00 30.00 360.00 to I ii 1 f is 300.00 0 I 1$ 240.00 1 I$ 4 1 1 480.00 Image Services: I I 1 1 1 1 pi Monthly Maintenance Per I 2 15.00 30.00 360.00 I $0.0001 1 $0.001 $0.00 i 40.00 1 80.00 960.00 Account s Image Per Item 1 400 0.031 12.00 144.00 r, $0.005 2.00 24.00 $0.0201 8.00 96.00 0.05 1 20.00 240.00 Image CD -ROM 1 1 10.001 10.00 120.00 iii 15 15.00 180.00 $10.001 10.00 120.00 7 10.00 I 10.00 120.00 FA SP Web images retrieved 1 1 00 1.00 12.00 $0.10 0.10 1.20 °3 0.25 I 0.25 3. 14 E.4 Fm a 1 il I 636.00 f; I I$ 204.00 =a I 1$ 217.20 4 I I$ 1,323.. .00 E U CITY OF TUKWILA Bid Sheet Compilation and Comparison Analysis BANKING SERVICES PROPOSALS US BANK KEY BANK WELLS FARGO BANK OF AMERICA Item Est Mo Unit Price Avg. Mo ANNUAL Unit Price Avg. Mo ANNUAL 1 Unit Price Avg. Mo ANNUAL Unit Price Avg. Mo ANNUAL Volume Cost COST Cogt COST Cost COST 1 Cost COST ACH Service: I I I 1 1 I ACH Monthly Maintenance 2 15.00 30.00 360.00 rY $25.00 50.00 600.00 $10.00 20.00 240.00 15.00 30.00 360.00 ACH Process Run 3 5.00 15.00 180.00 $5.00 15.00 180.00 $1.00 3.00 36.00 5.00 15.00 180.00 ACH Originated Fed Item 969 0.04 38.76 465.12 $0.06 58.14 697 68 $0.130 $125.97 1,511.64 0.08 77.52 930.24 ACH Originated on -US Item 104 0.03 3.12 37 44 6.24 74.88 1 $0.1550 16.12 193.44 0.08 8.32 99.84 ACH Received Item 140 0.05 7.00 84.00 I' $0.06 8.40 100.80 $0.10 14.00 168.00 0.10 14.00 168.00 ACH Block Monthly Maint 4 5.00 20.00 240.00 $10.00 40.00 480.00 $5.00 20.00 240.00 15.00 60.00 720.00 Per Account ACH Filter Monthly Maint 2 5.00 10.00 120.00 $10.00 20,00 240.00 $0.00 15.00 30.00 360.00 ACH Return Per Item 1 3.00 3.00 36.00 1 75 1 75 21.00 $3.50 3.50 42.00 2.50 2.50 30.00 I r ACH Return Notification of 1 2.75 2.75 33.00 :J 0.50 0.50 6.00 Change ACH Return /Notification of 2 3.00 6.00 72.00 ty 1.00 2.00 24.00 r $5.00 10.00 120.00 2.50 5.00 60.00 Change Faxed 1627.56 2,424.36 I I 2,551.08 I 8 2,908.08 CVS, Coln Currency I J 1 Cash Deposits 0150,000 .06/$100 90.00 not used $0.15000 $22,500 $0.00160 '4 0.091 Branch Deposited Cash 5150,000 r .06/8100 90.00 not used 1 $0.00190 $0.00160 0.251 $37,500 Vault Deposited Cash 3150,000 .06/$100 90.00 1,080.00 $0.00090 135.00 1,620.00 $0.00160 $240.00 2,880.00 $0.00085 I $127.50 1,530.00 Cash Vault Deposit per 110 1.00 110.00 1,320.00 $0.15000 16.50 198.00 receipt Cash deposit adjustment 0.5 6.00 3.00 36.00 $8.00 4.00 48.00 Nite Bag Deposit Cash No charge 0 $0.0009 $0.0060 0.09 I Forward Mailed Receipts 20 1.00 20.00 240.00 $0.00 $0.00 N /AI Court Standard change order 4 5.00 20.00 240.00 $2.50 10.00 120.00 1 2.50 10.00 120.00 2,916.00 1,9 $'2,928.00 I I I 1;650.00 Safekeeping (Including reoortina): 1 Interest Received 1 No charge 0.00 J Maturities /Calls 0,5 4. 20.00 10.00 120.00 i F Investment Settlement (DVP) 0.5 40.00 20.00 240.00 20.00 10.00 120.00 Account Maintenance 0.5 20.00 20.00 240.00 2.00 per invest 144.00 ment Price to Market Report 0.5 u, SKG receipts- Govt/Equities 0.5 2.00 1.00 12.00 Annual Administrative fee annual 3,500.00 fee Minimum monthly charge 1 100.00 $100.00 1,200.00 492.00 I 384.00 I 3,500.00 I 1,200.00 Earnings credit 0.50 %I w/ 10% 0.35 %I no 0.43%1 o I 0.50 %I no TOTAL ANNUAL COST;1" reserve reserve reserve reserve I ;.L•.,,,.. 12,886 I 11 322 I I$,17, 930 L` :I $'16, 958 54 CITY OF TUKWILA BANKING SERVICES PROPOSALS Bid Sheet Compilation and Conparison Analysis Notes 1. Certain monthly volume estimates Were adjusted for changes in anticipated activity, especially those impacted by the nunnber of checks written. The City's implementation of a purchasing card program in September 2010 has reduced monthly check volume by over 50 2. Certain line items representing pass;through costs, such as FDIC fees and supply costs, were omitted from the analysis because these costs, and the cost variations among the banks, were not significant in relation to total banking service costs. 3. Credit card fees are riot included in the analysis because the City will be transitloning to a proprietary credit card processing vendor to achieve PCI compliance through a hosted program and to maintain integration with existing point of sale software. 4. Certain like items were added to ensure the analysis includes all existing services. 55 J,L'� I LA y 1 s 3 City of Tukwila 0 -0 I Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes October 20, 2010 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: De' Sean Quinn, Chair; Allan Ekberg and Kathy Hougardy Staff: Shawn Hunstock, Peggy McCarthy, Nick Olivas, Steve Lancaster and Kimberly Matej CALL TO ORDER: Chair Quinn called the meeting to order at 5:02 p.m. I. PRESENTATIONS No presentations. H. BUSINESS AGENDA A. Banking Services Agreement Staff is seeking Council approval to enter into a contract with US Bank for services as the City's primary banking institution for the period of January 1, 2011, through December 31, 2014. This past July the City sent out a request for proposal to five banks that met the City's minimum banking requirements; those banks were US Bank, Key Bank, Wells Fargo Bank, Bank of America and West Coast Bank. West Coast Bank did not respond to the request as they do not believe they have the capacity to offer the City full services. After a thorough evaluation of proposals as well as interview processes, 1>K staff indentified US Bank and Key Bank as the most competitive choices to provide primary banking services to the City. Finance staff continued to analyze the fees and costs associate with banking at each entity, and indentified US Bank as the best choice for the City's current financial and service needs. Committee Member Ekberg inquired about the consideration of banking entities such as BECU. Staff reported that credit unions are not insured by the Washington State Public Deposit Protection Commission (PDPC), who approves which banks can hold state and local government deposits. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 25 COW FOR DISCUSSION. B. City Council Preliminary 2011 -12 Budget Review The Committee reviewed the 2011 -12 Biennial Budget pages as listed below in preparation of full Council discussion and review of the budget. SECTION j Budget Pages 1 CIP Pages Insurance Fund LEOFF1 OF -44 1 Firemen's Pension Fund OF -45 1 Fire j GF -l19 to GF -141 1 1 Fire Reserve Equipment 1 OF -9 1 Committee Member Ekberg requested the annual calls for service for the Fire Department be provided for 2008 and 2009, and be broken down by station, as appropriate. C. First Review of Revenue Proiections for 2011 -12 Budget Due to meeting time constraints, this item will be moved to the next Finance Safety Committee meeting for discussion. 56 CO UINCIL AGENDA SYNOPSIS 4r:41111 Initial! ITEM No. 1Vleetalz� Date Prepared by Mayor revzezv Council review z 1 I u. 10/25/10 SH 1 I I)th 11/01/10 SH .V- ;:290= I I I I I 3 q ITEM INFORMATION i CAS NUMBER. 10-121 I ORIGINAL AGENDA DATE: OCTOBER 25, 2010 AG Nl),\ ITEM Review of revenue projections included in the 2011 -2012 proposed preliminary budget. C.\ 1'1 GORY Discussion n Motzon Resolution 1 Ordinance I 1 BzdAward 1 Public Heanng I Other Mtg Date 11/01/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Si'( Nti( )R I I Council 1 I Mayor 1 Adm Svcs DCD Finance Fire I 1 Legal 1 P &R U Police n PW SI'ONSOR's Administration will present a high -level overview of revenue projections included in the SUMMARY 2011 -2012 proposed preliminary budget. Discussion item only. This item is scheduled for Council discussion at the 10/25/10 COW and 11/01/10 Regular Council meeting. RI; I I ;\VI I) BY I COW Mtg CA &P Cmte F &S Cmte 1 Transportation Cmte 1 1 Utihties Cmte Arts Comm. 1 1 Parks Comm. 1 Planning Comm. DATE. 10/11/2010 RECOMMENDATIONS: SPONSOR /ADMIN Finance Department COMMITTEE N.A. COST IMPACT FUND SOURCE ExiI REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: 1 MTG. DATE RECORD OF COUNCIL ACTION I 10/25/10 I 11/01/10 MTG. DATE ATTACHMENTS 10/25/10 Minutes from the 10 /11/10 meeting of the Community Affairs Parks Committee mtg 11/01/10 57 58 ,�.►d1 LA, ty _6' City of Tukwila ip\ Community Affairs and Parks Committee 19os COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes October 11, 2010 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Joe Duffle, Chair; Joan Hernandez and Verna Seal Staff: Shawn Hunstock, Rick Still, Tracy Gallaway, Paul Surek, Dave Johnson, Derek Speck, Katherine Kertzman, Evie Boykan, Stacy Hansen, Jack Pace, Steve Lancaster and Kimberly Matej Guests: Chuck Parrish and Patricia Perry CALL TO ORDER: Committee Chair Duffle called the meeting to order at 4:57 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. City Council Preliminary 2011 -12 Budget Review The Committee reviewed the 2011 -12 Biennial Budget pages as listed below in preparation of full Council discussion and review of the budget. For information only, Stacy Hansen distributed a memo dated, July 29, 2010, to the Mayor's Office, which details the 2011 -12 Human Services non profit funding recommendations. Shawn Hunstock distributed replacement copies for each section in the budget below. The replacements sheets are yellow, and will be given to the remaining four Councilmembers not in the Committee meeting. SECTION 1 Budget Pages 1 CIP Pages Human Services 1 GF -13 to GF -16 1 1 Parks Recreation 1 GF -47 to GF -60 J 1 1 Parks Maintenance 1 GF -61 to GF -63 1 1 Hotel/Motel Tax I OF -1 to OF -4 B. First Review of Revenue Projections for 2011 -12 Budget Shawn Hunstock distributed a packet of detailed revenue projections from the 2011 -12 Preliminary Biennial Budget. He directed the Committee to Attachment A, and then gave an overview of related details on the revenue projections handout. M. MISCELLANEOUS Meeting adjourned at 5:58 p.m. Next meeting: Monday, October 25, 2010 5:00 p.m. Conference Room #3 4_.J Committee Chair Approval Miri{ates by KAM. 59 60 Upcoming Meetings Events OCTOBER NOVEMBER 2010 25th (Monday) 26th (Tuesday) 27th (Wednesday) 28th (Thursday) 29th (Friday) 30th (Saturday) Community Utilities Cmte, COPCAB, Planning Tukwila Intl. Blvd. Affairs 5 PM 6.30 PM Commission' Action Crate's Parks Crate, (CR #1) (CR #5) 6.30 PM 5 00 PM (Council Trash Pickup Day (CR #3) Chambers) 9 10:00 AM For location contact Court Rick at City Council rick rick@forschler.org Committee of Fa�1ly f ri5ti the Whole Mtg., 7'00 PM Family Movie (Council 6:00 to 8:00 PM Night on the Chambers) Community Center Big Screen $1.00 per person Bring your sleeping bag (Non-perishable food or blanket to set up in items for the Tukwila the Tukwila Food Panhy will be Community Center accepted at the door) gym. Doors open at 6 PM; movie starts at 6.30. illvJ� 1. Call 206-768-2822 for Inure information. Game booths open to kids in preschool FREE! (Concessions up to grade 5. will be available for Pizza and chips purchase available for $3 00. Parents must; y accompany their children. hf The Community Center will be collecting items benefiting local non- profit organizations. (Movie nights also scheduled for Nov 20 and Dec. 18.) 1st`(Mbnday);. 2nd (Tuesday) 3rd (Wednesday) 4th (Thursday) 5th (Friday) .'6th (Saturday) >Transportation Chamber of Volunteer Work Equity Cmte, Commerce Party at Diversity 5:00 PM Gov't. Codiga Park Commission, (CR 61) Community 5 15 PM 10:00 AM 2:00 PM Affairs Cmte., (CR #3) 12:00 NOON 'r Civil ScrVicc (Chamber Office) CANCELLED Court SUNDAY, NOV 7 Finance Safety City Council Crate, Please RSVP to (at 2:00 AM) Regular Mt 5'00 PM restoration@ Daylight Saving Time g g CR 63) pugetsound org Ends 7:00 PM (Council Chambers) Arts 041r Commission, 5.30 PM Sister City (Convnunity Cmtc Center) CANCELLED Election Day Ei VOTE! City Council Committee of Whole (C.O.W.) Meeting: 2nd 4th Mon., 7:00 PM, Council Chambers at City Hall. Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room #3 Agenda items for 10/25/10 meeting: (A) Budget Review• Sister City Commission, Planning Commission, Equity Diversity Commission, Arts Conutissiona, Parks Commission, Library Advisory Board, Department of Community Development (DCD), Golf Course COPCAB (Community Oriented Policing Citizens Adv Board): 4th Wed., 6.30 PM, Conf. Rm #5 Phi H (206 -433 -7175) Planning Commission /Board of Architectural Review: 4th Thurs., except 2nd Thursday in Nov Dec., 6.30 PM, Council Chambers at City Hall. Contact Wynetta Bivens at 206 -431 -3670. Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room #1 Agenda items for 10/26/10 meeting: (A) Cascade Water Alliance update. (B) Water and sewer ordinances. (C) Water, sewer and surface neater rate increases for 2011 (D) Budget review 2011- 2012 biennial budget, 2011 -2016 Capital Improvement Program (CIP). Court =Busy Court and /or Jury Calendar (noted to alert employees and citizens of potential parking difficulty). 61 Tentative Agenda Schedule MONTH MEETING 1- MEETING 2 MEETING 3 MEETING 4 REGULAR C.O.W. REGULAR C.O.W. October 4 11 18 25 See agenda packet cover sheet for this week's agenda (October 25, 2010 Committee of the Whole Meeting) November 1 8 15 22 25th Special Presentation: Suecial Presentation: Public Hearings: Thanksgiving Day Mayor's budget Financial status report Tax levy ordinances (City offices closed) message for 3rd quarter 2011 -2012 budget 26th Day after Unfinished Business: Special Issues: Thanksgiving National Pollutant Tax levy ordinances (City offices closed) Discharg Budget: Elimination System g (NPDES) Dept. of 2011 -2012 budget Ecology grant ordinance acceptance 2010 budget Consultant amendment agreement for 2011 ordinance Overlay Program CIP resolution Banking services agreement Review City-wide COMMITTEE OF THE WHOLE MEETING TO revenue projections BE FOLLOWED BY A and departmental SPECIAL MEETING requests Special Meeting Unfinished Business: Tax levy ordinances December 6 13 20 27 24th Unfinished Business: Christmas Day Budget: (observed) 2011 -2012 budget (City offices closed) ordinance 2010 budget amendment ordinance CIP resolution 62