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HomeMy WebLinkAboutPARK 2013-02-20 COMPLETE AGENDA PACKET1a� City of Tukwila Jim Haggerton, Mayor Parks & Recreation Department Rick Still, Director PARKS COMMISSION Chair: Sean Albert Vice Chair: Don Scanlon AGENDA Wednesday, February 20, 2013 5:30pm Tukwila Community Center 1. Call to Order 2. Approval of Minutes a. January 16, 2013 pg. 3 3. Citizen Comment 4. Presentation a. None scheduled 5. Business a. Project Update pg. 5 b. Tukwila Tree & Environment Advisory Committee Update n/a c. Transportation Solution Letter pg. 7 d. "Clean Parks" Initiative n/a e. PROS Plan Update pg. 9 f. Department Update n/a g. TMC Review p. 23 6. Other a. City Strategic Plan n/a b. Dr. Seuss Night p. 25 7. Adjournment Next Meeting: March 20, 2013, 5:30pm @ TCC 12424 42nd Ave. S. • Tukwila, Washington 98168 • Phone: 206 - 768 -2822 • Fax: 206 - 768 -0524 p TUKWILA PARKS &..RFC .F.ATION o D jai °A1, „.Iiry r' yaw PARKS COMMISSION MINUTES January 16, 2013 5:30pm Tukwila Community Center Call to Order: Parks Committee Chairperson Sean Albert called the meeting to order at 5:30pm. Attendance: Commissioners —Sean Albert, Don Scanlon, Joanne McManus, Alice Russell Staff — Dave Johnson Absent — Scott Kruize Approval of Minutes: Alice Russell moved to approve the Minutes of the November 20, 2012 meeting. Don Scanlon seconded the motion, and the motion passed unanimously. Citizen Comment: no citizen comment Business Items A. Project Update — Dave Johnson briefly reviewed the Project Update with the Commissioners, most notably the items occurring at the Pool. B. Event /Activitv Calendar — Dave Johnson informed the Commissioners that we are working to further streamline the process for the calendar and hope to have this done in time for the February meeting based on input from the Community Affairs and Parks Committee. C. Tukwila Tree & Environment Advisory Committee Update - Don Scanlon and Sean Albert provided an update to the Commission that the committee is putting lot of their information on the City website. The Committee is awaiting the final Tree Canopy Study and working through and reviewing goals and policies. Beginning in March, their meetings will be on the 2nd Wednesday of the month. D. "Clean Parks” Initiative — Dave Johnson shared with the Commission some of the ideas that arose out of the staff discussion and brainstorm including adding a Park mascot to the education piece and also creating a fun video of how to clean after your park use. E. PROS Plan Update — Dave Johnson provided an update to the Commissioners — in early December, the City sent out an RFP to over 30 consultants. The City received 5 proposals and a review committee scored the 5 proposals on a weighted scale that took 6 elements into account. The review committee narrowed the field to 3 consultants, and they were invited in for an interview. Panel interviews were on January 15th with representation from Parks and Recreation, Mayor's Office, Planning, and the Parks Commission. The panel was very pleased with how the interviews went and are excited about the potential for the PROS Plan. The City is doing reference checks, and will begin Scope of Work. The contract will be forwarded through the Council process. F. Department Update a. Staff are working on the planning for the re -start of the Preschool program which was approved by Council during the budget process. The program will begin in the Fall of 2014, but due to the nature of the program, promotion, and timing of registration, the planning work begins now. b. Staff are working on planning for Summer programs. c. This past Saturday was our first Women's Only time in the Fitness Room at TCC. Staff have been working with Somali Community Services Coalition in coordinating this program, and there were 26 participants. 3 G. TMC Review — Dave Johnson introduced the Commissioners to the Tukwila Municipal Code that addresses the role of the Parks Commission (Chapter 2.32) and notes that it was established in 1977. In the 35 years since it was established, there have been significant changes in the City and the Department. As a result, it seems worthwhile to review it and work to update it so that it reflects the role and duties of the current times. Dave has asked the Commissioners to review it and think about some of the general concepts that may need to be updated and to bring those to the February meeting to discuss. Other A. Pool Grand Re-Opening — The Pool will be re- opening in mid - February with a Grand Opening event planned for April 20th, which is April POOL's Day. As we get closer to the event and finalize details, we'll be sure to include the Parks Commission on the invite list. B. The Green River Trail has re- opened now that the Flood barricades have been removed. There is some patch and repair work still to be done, and the City will be planning a Grand Re- Opening event. Details are still being worked through and we'll keep the Parks Commission updated and on the invite list. C. The Commissioners expressed their support for exploring transportation solutions to ease access for community members to get to the Community Center. Many folks find it difficult to get to TCC because they lack transportation and there is no bus route that provides easy drop point near the Center. The Commissioners expressed their support in drafting a letter to the Mayor and KC Metro to explore solutions to include, but limited to, altered bus routes and funding for community shuttle service. Dave indicated that he would draft a letter for review. D. Alice Russell shared a concept of people being able to donate their live Christmas Tree to the City for the purposes of it being planted in a park or other City right -of -way. Adjournment: Don Scanlon moved to adjourn at 6:25pm. The motion was seconded by Joanne McManus and the motion passed unanimously. Next Meeting: Wednesday, February 20, 2013 4 P RECREATION CURRENT PROJECTS Description - Things are mostly in a wrap -up state of construction right now and a Punchlist Walkthrough is schedule for next week. All plumbing is complete in the locker rooms however, some minor plumbing work is still happening in various areas around the facility. All mechanical equipment is installed and being tested. The terra cotta tile along the base of the walls was completed on February 8th after the completion of the flooring on January 31st. The pool liner was installed right after the deck flooring was completed and the pool began filling on January 31st at 6:OOpm. It took 21 hours to fill the 250,000 gallon pool. Currently the water is being balanced and treated while the liner is brushed twice a day to scrape off any loose plaster and get it out of the pool water system. Staff hung sound abatement baffles, that double as backstroke lane line markers the week of February 4th. Installation of the new reception and lobby social area are scheduled for February 20 — 22nd. Staff are working on numerous in -house projects to continue saving money and increasing the overall scope of the project by completing small items that were not included in McKinstry's scope of work, like painting, dispenser installation, lobby social area arrangement, and sound baffles. The March 4th soft opening is rapidly approaching but things are on track to be ready by then, albeit it is a tight schedule up till then. Commissioning has begun on the various mechanical systems and staff training on these systems is in the planning and coordination stage. Schedule — Everything is on schedule for the soft opening on March 4, 2013. Work will continue between the soft opening and Grand Opening as McKinstry completes their punchtist items and staff continue to work on minor maintenance facelift type items like refinishing benches. The Grand Re- Opening is scheduled for April 20, 2013 in concurrence with the nation -wide aquatics event, April's Pool's Day. Target Completion Date: Soft Opening March 4th Project Stage: Construction and Punchlist Items Project Budget: $1.67M Description - This project will be going through the closeout process in the next month. Target Completion Date: Weather Dependent (hoping for Fall but could be Spring 2013). Project Stage: Design Project Budget: $60,000 Description - Work on this project will most likely begin in spring when the weather meets manufacture's requirements. Target Completion Date: Weather Dependent (hoping for Fall but could be Spring 2013). Project Stage: Design Project Budget: $85,000 PARKS COMMISSION PROJECT UPDATE 5 TU KW LA PA S &. RECREATION Description - No update Target Completion Date: End of year 2012 Project Stage: Researching Products Project Budget: $10,000 oUjp r!yiir!r m/ ra rmmi�or!r/; Description - No update ff,ff rrrfi� %i1 %1 /r; Target Completion Date: June 2013 Project Stage: Prelimianry Investigation of Feasibility Project Budget: Unknown but will be grant funded Description - No update Target Completion Date: June 2013 Project Stage: Design Project Budget: $2,000 - $5,000 Description - Brief communication has been happening between EarthCorps, Forterra, Holly (Past Forward), Friends, and City Staff about the plans for 2013. This will be looked at more intensely in March /April. Target Completion Date: On -going Project Stage: Testing for Phase 2 /Restoration /Maintenance Project Budget: Unknown but lots grants for this project Description Occasional emails keep coming in about this. Target Completion Date: Unknown Project Stage: Brainstorming /Planning Project Budget: N/A right now Description - No new news, on back burner. Target Completion Date: Fall 2012 - Spring 2013 Weather Dependent Project Stage: Scope Planning /Design Project Budget: $15,000 - $20,000 Description - PW is thinking of holding off till late spring 2013 for this to happen... maybe in conjunction with some other P &R parking lot maintenance work that needs to happen. Target Completion Date: Fall 2012 - Spring 2013 Weather Dependent Project Stage: Design Project Budget: $30,000 PARKS COMMISSION PROJECT UPDATE 0 � City of Tukwila Parks & Recreation Department February 20, 2013 The Honorable Jim Haggerton, Mayor City of Tukwila 6200 Southcenter Blvd. Tukwila, WA 98168 Dear Mayor Haggerton: Jim Haggerton, Mayor Rick Still, Director Parks and Recreation is one of the primary elements to a healthy and vibrant community and a strong quality of life. While the Parks and Recreation Department runs a variety of programs at locations throughout the City, the Tukwila Community Center is the home to the bulk of the Recreation programs in Tukwila. As the make -up of the community has evolved over the years, unfortunately, the ability for citizens to move about within Tukwila has not. At best, it is a challenge for many citizens to access the services and programs provided at the Community Center. The Parks Commission strongly encourages you and the City to explore transportation solutions that encourage participation in Parks and Recreation activities, provide increased access to the Community Center, and help contribute a strong quality of life for the citizens of Tukwila. Some suggestions for possible solutions include, but are not limited to, working with King County METRO to increase bus service within Tukwila (particularly East -West routes), seeking funding (grant, donor, or General Fund) for a Community Shuttle Service, or other solutions. Thank you for considering this important matter for a vibrant, healthy, and mobile community. Respectfully Yours, City of Tukwila Parks Commission Sean Albert Don Scanlon Joanne McManus Cc: Kathy Hougardy, Council President Rick Still, Director of Parks and Recreation Alice Russell Scott Kruize 12424 42nd Ave. S. • Tukwila, Washington 98168 • Phone: 206 - 768 -2822 • Fax: 206 - 768 -0524 8 City of Tukwila Community Affairs & Parks Committee o Allan Ekberg, Chair O De'Sean Quinn o Kate Kruller AGENDA Distribution: A. Ekberg D. Quinn K. Kruller K. Hougardy D. Robertson Mayor Haggerton D. Cline C. O'Flaherty S. Kerslake K. Matej R. Still MONDAY, FEBRUARY 11, 2013 — 5:15 PM CONFERENCE Room #3 (at east entrance of City Hall) Item Recommended Action Page 1. PRESENTATION(S) 2. BUSINESS AGENDA An agreement for the Parks and Recreation a. Forward to 2/25 COW and Pg.1 Open Space Plan. 3/4 Regular Mtg. Rick Still, Parks & Recreation Director 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Monday, February 25, 2013 9 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Community Affairs and Parks Committee FROM: Rick Still, Parks and Recreation Director BY: Dave Johnson, Recreation Superintendent DATE: February 6, 2013 SUBJECT: Parks Recreation & Open Space Plan — Authorize Consultant Agreement Project Number 81330101 ISSUE The City's 6 -year Parks Recreation & Open Space (PROS) Plan is due for an update. BACKGROUND The 2008 - 2014 PROS Plan was adopted by Ordinance Number 2207 on June 23, 2008, and amended by Ordinance Number 2213 on November 17, 2008. A city has a PROS Plan for a number of reasons. It helps to establish the parks and recreation needs of a community and identifies ways to meet those needs. It establishes a 6 -year Capital Improvement Plan and provides policy and standards to guide the department for the future. It also serves as the Open Space Plan which is required for the City to be eligible for State and Federal grant funding. DISCUSSION Requests for Proposals (RFP) were sent out to over 30 Parks and Recreation Planning consultant firms from the Municipal Research and Services Center roster. We received five proposals in response to the RFP. A review committee comprised of representation from Parks and Recreation, Mayor's Office, Community Development, and Parks Commission rated the five proposals based on Creative Approach, Qualifications and Expertise, Effective Public Involvement, Experience with Implementation, Professional Presentation, and Ability to Meet Timeline. This review narrowed the field to three consultants, who were invited in for a panel interview. The interview panel was comprised of similar representation as the initial review committee, and MIG was rated with the highest score and selected as the most qualified consultant. FINANCIAL IMPACT The consultant's scope of work will not exceed the CIP's $100,000 budget for this project (page 52). RECOMMENDATION The Community Affairs and Parks Committee is being asked to approve the Consultant Agreement, and consider this item at the February 25, 2013 Committee of the Whole meeting and forward to the Consent Agenda at the March 4, 2013 Regular Meeting. ATTACHMENTS Project Scope of Work Consultant Agreement Evaluation Sheet Cost Estimate 10 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Contract Number: CONSULTANT AGREEMENT FOR PLANNING & DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City ", and MIG, 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 Parks and Recreation Planning services in connection with the project titled Parks, Recreation & Open Space Plan. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and effect for a period commencing upon execution and ending December 31, 2013, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no later than December 31, 2013 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 $95,041.00 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 as 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 the state of Washington for a period of three (3) years after final payments. Copies shall be made available upon request. 11 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 rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non - owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the MIG PROS Plan — 2013 CA revised : 1 -2013 12 Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self - insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. D. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. E. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. F. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent 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 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. MIG PROS Plan — 2013 CA revised : 1 -2013 13 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, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence of any disability in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non - Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the Consultant shall at all times comply with, all applicable federal, state and local laws, regulations, and rules, including the provisions of the City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising from or related to this Agreement shall be exclusively in King County Superior Court. 16. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. MIG PROS Plan — 2013 CA revised : 1 -2013 14 17. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: MIG 815 SW 2nd Avenue, Suite 200 Portland, OR 97204 18. Entire Agreement; Modification. 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. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. DATED this CITY OF TUKWILA Jim Haggerton, Mayor day of , 20 CONSULTANT By: Printed Name: Title: Attest/Authenticated: Approved as to Form: Christy O'Flaherty, City Clerk Office of the City Attorney MIG PROS Plan — 2013 CA revised : 1 -2013 15 Tukwila Parks, Recreation and Open Space Plan Scope of Work Exhibit A PHASE 1: WHERE ARE WE NOW? In Phase 1, the MIG Team will gain a deeper understanding of the Tukwila park, recreation and open space system, building on our Team's existing knowledge, as well as the updated park and facility inventory, and recent local and regional planning efforts. Phase 1 Tasks: 1.1 Project Initiation Meeting (TAG #1) A technical advisory group (TAG) made up of representation from relevant City departments is an important part of building support within the City for park, recreation and open space projects. At key points in the process the planning team will meet with this group to solicit feedback on technical work products and seek guidance on the PROS plan development, including aligning projects with existing City efforts. MIG will facilitate an initial 1.5 hour meeting of the Technical Advisory Group (TAG) to discuss the objectives of the plan, information needs, communication protocols and scheduling of key events in the PROS process. Following the meeting MIG will prepare a 1 to 2 page summary of key decision points and provide this document to the City in pdf format for distribution to the TAG. 1.2 Background Information Review MIG will review key background information provided by the City. This documentation will include relevant site, city-wide and regional plans, City budget and capital improvement plan, recreation program guides, and other documents related to the PROS effort. Information from this background review will be incorporated into the summary documents, beginning with the Existing Recreation Resources Summary Report, as necessary, and tracked in a project references list. 1.3 Inventory Review and Analysis MIG will review electronic and hard copy park, recreation facility, open space and trail inventory data provided by the City. Existing classifications of park sites, counts of facilities and acreage will be analyzed and included in a base map of Tukwila's PROS system based on the provided Geographic Information System (GIS) data provided. The base map will be provided in pdf format for review by the TAG . MIG will complete one revision of the map based on any updates to the data (provided by the City) or style and presentation comments by the TAG. 1.4 Recreation Program Matrix and Analysis Utilizing City program information, staff and consulting team knowledge of other recreation providers in the community, MIG will assemble a matrix of program types and audiences and populate it with information about the existing providers in Tukwila. Analysis of this matrix will identify gaps, overlaps and niche opportunities, which will be incorporated into the Existing Recreation Resources Summary Report. 1.5 Site Tours MIG will participate in one day of site touring to familiarize the project team with the specifics of Tukwila's parks, recreation facilities and open spaces. This tour should include City staff members with on- the - ground knowledge of the best of the system as well as with issues. Observations of park and facility condition from this tour will be incorporated into the Existing Recreation Resources Summary Report. 1.6 Public Information Update MIG will prepare a public information update for each phase of the project that describes the process, interesting facts and findings in a series of short paragraphs that can be easily utilized in a wide range of existing City communications (including social media, newsletters and website updates). The Phase 1 update will include a description of the process, key dates (such as the community workshops), the online survey Zink, and preliminary facts and figures about the park system from the background analysis. 1.7 Stakeholder Interviews /Focus Groups (4 -5) MIG Team member BERK will facilitate one day of stakeholder interviews or focus groups, up to five meetings of 1 -1.5 hours. The topics and invitees will be discussed at TAG meeting #1. The City will initiative outreach and assist in scheduling the attendees, the City will also provide meeting rooms and logistics support. BERK will provide a summary of the discussions that identifies issues and ideas raised by the participants. 1.8 Existing Recreation Resources Summary Report The key work product of this phase will be the Existing Recreation Resources Summary Report. This report will include an overview of the economic context, discussion of demographic trends, and baseline information on the parks, trails, and recreation programs provided by the City and others, including an overview on how these sites and services are marketed to the public. This summary report allows for review of this information by the TAG prior to moving forward with the needs analysis. MIG will provide the summary report in Word and pdf format to facilitate the collection of comments. The City will collect comments and return one set of consolidated comments for one revision by MIG. 16 1.9 Project Management and Administration This task will ensure a consistent basis for project management and follow -up. As part of this task, MIG will prepare a request for information identifying the desired background information for the project. MIG will coordinate with the City on project activities and progress in biweekly phone calls, resolve issues that may arise regarding schedule and deliverables, and recommend direction for completing project tasks. Project Management and Coordination for this phase is based on a 2 -month duration. Phase 1 Deliverables: • TAG #1 Summary • Community and Stakeholder Engagement Plan • Public Information Update • Stakeholder Interviews /Focus Groups Summary • Existing Recreation Resources Summary Report PHASE 2: WHERE DO WE WANT TO BE? Phase 2 will include a needs assessment and the initial development of strategic directions. The community questionnaire and targeted focus groups will occur during this phase. Based on the vision emerging from the public engagement process, the MIG Team will design and conduct a needs analysis for the area that will identify needs for parks, recreation facilities, trails and recreation programs, as well as project future needs. The summary of the Needs Analysis will be the basis of the work in Phase 3. Phase 2 Tasks: 2.1 Community Workshops MIG Team member BERK will design and facilitate three community workshops at times and locations convenient to the target populations. The workshops will be open to the entire community but will also target participation from Tukwila's immigrant communities. Targeted outreach will allow the MIG Team to efficiently provide translation services by identifying the key populations and language groups for each workshop. The MIG Team will provide interpretative /translation at two of the three meetings, one in Spanish and a second covering 3 -4 languages based on anticipated participation. BERK will provide a summary of the set of workshops, identifying the specific ideas and overlapping themes raised by participants. 2.2 Online Survey MIG Team will develop an open- access online survey to gather feedback from residents, as well as employers and employees. This online survey gives all interested parties a voice in the planning process, and will collect community input about community desires, initial priorities and important park and recreation activities. The MIG Team will design and program the online survey, and analyze the results, including a brief memo summarizing key findings. The City will post the link to the City website and distribute it as widely as possible using existing communications networks and newsletters. 2.3 Needs Analysis MIG will design a customized analysis addressing Tukwila's issues identified in the Phase 1 public input and the Online Survey. A preliminary review of the analysis will be discussed by the TAG at meeting #2. Following this meeting, MIG will revise the analysis model, run it and prepare a summary of the results to present at the Strategy Session (TAG Meeting #3). All documentation of the analysis will be provided in electronic formats that are accessible to TAG members for review (Word, pdf, Google Earth KMZ). 2.4 TAG Meeting #2 At the second TAG meeting, the MIG Team will preview the results of the Needs Analysis and get direction and feedback to prepare the final analysis. Following the meeting, MIG will prepare a summary of key information items and decision points and provide this document to the City in pdf format for distribution to the TAG. 2.5 City Council Update This meeting will serve as a check -in and update with the Community Affairs & Parks Committee or Committee of the Whole, to present the Needs Analysis results and get feedback from Council prior to the strategy session (Task 3.1). 2.6 Public Information Update The Phase 2 update will include findings from the community input process and a description of the needs analysis process. 2.7 Project Management and Coordination Project Management and Coordination for this phase is based on a 3- month duration. 17 Phase 2 Deliverables: • Community Workshop Summary Survey Summary • Need Analysis Summary • TAG #2 Summary • City Council Key Directions Summary Memo • Public Information Update PHASE 3: HOW DO WE GET THERE? To begin Phase 3, the MIG Team will facilitate a Strategy Session, expanding on the Technical Advisory Group as needed to refine the vision and further define objectives, goals and strategies to sustain and enhance parks, recreation facilities, trails and programs. Following the Strategy Session, the MIG Team will prepare draft strategies, actions and recommendations. We will also prepare a preliminary capital development plan and summarize funding and implementation strategy options (including a review of the implications on the City's impact fees) in a memo format. The TAG will review these materials and the project prioritization criteria. The MIG Team will refine the prioritization criteria and use them to prioritize capital projects, summarizing this information in memo format for further TAG review. Phase 3 Tasks: 3.1 Strategy Session (TAG Meeting #3) MIG will facilitate a third TAG meeting, using the Needs Analysis Summary as a starting point. This meeting will focus on defining the preferred approaches to meeting Tukwila's PROS needs. This meeting may benefit from an expanded attendance to include additional staff and potential partners. 3.2 Draft Strategies, Actions and Recommendations MIG will develop the ideas originating in Task 3.1 into a framework of strategic directions, actions and recommendations that will address park sites, recreation facilities and programs, and open spaces to guide implementation of the plan. The draft of this framework will be provided electronically (Word and pdf) for review by the TAG and comments (one set consolidated by the City) will be integrated into the Working Draft Plan. 3.3 Capital Development Plan MIG will build a planning model of the cost for developing the sites and facilities recommended in the plan. The assumptions for costs will be derived from any recent Tukwila's projects and the MIG Team experience. The model will be a working document that can be updated with new cost assumptions during and following the planning process. For review the document will be provided in Excel and pdf formats and a snapshot of this model will be included in the Working Draft Plan. 3.4 Funding and Implementation Strategies Based on the scale of improvements recommended, MIG will develop strategies for funding and implementing projects and service enhancements in Tukwila. This will include a review of the key variables in the Park Impact Fee calculation and a description of how the application of impact fees benefits the system as a whole. A memo describing proposed strategies will be provided by MIG for review by the TAG and comments (one set consolidated by the City) will be integrated into the Working Draft Plan. 3.5 Prioritization Criteria and Project Priorities MIG will draft criteria for Tukwila to use in prioritizing projects, both during and following the planning process, and apply these criteria to the recommended projects to create a recommended 6 -year Capital Improvement Plan along with non - capital projects the City should pursue in the first six year planning period. A draft of the criteria and preliminary prioritize project list will be provided by MIG for review by the TAG and comments (one set consolidated by the City) will be integrated into the Working Draft Plan. 3.6 City Council Update This meeting will serve as a check -in and update with the Community Affairs & Parks Committee or Committee of the Whole, to get feedback on the plan directions (Tasks 3.2 — 3.5) prior to preparation of the Working Draft Plan. 3.7 Public Information Update The Phase 3 update will include findings from the needs analysis and a description of how these influence the recommended direction for the plan. 18 3.8 Project Management and Coordination Project Management and Coordination for this phase is based on a 2 month duration. Phase 3 Deliverables: • Strategy Session (TAG #3) Summary • Draft Plan Elements o Strategies, Actions and Recommendations o Capital Development Plan o Funding and Implementation Strategies o Preliminary Project Prioritization • City Council Key Directions Summary Memo • Public Information Update PHASE 4: WHERE /HOW DO WE START IMPROVEMENTS? In Phase 4, the MIG Team will prepare a graphically -rich, readable and functional Working Draft Plan. The Working Draft Plan will be presented to staff and their comments will be incorporated and used to create a Public Review Draft plan. This plan will be released for review by the public and local agency review bodies. The MIG Team will provide a toolkit of review support materials, including a PowerPoint presentation and talking points for use by City staff in presenting the plan. Incorporating feedback from the review process, the Final Plan will present practical, implementable directions to provide core parks and recreation services to Tukwila in a cost - effective, sustainable, and successful way. Phase 4 Tasks: 4.1 Working Draft Plan MIG will assemble a first draft of the full PROS plan from the content created in Phases 1 -3, described above. This draft will be provided to the TAG for review prior to release to the public. This review allows the TAG to identify critical flaws, revisions of language and feedback about the overall presentation of the plan. MIG will provide the plan in Word format to allow commenting and will incorporate one set of revisions (based on comments consolidated by the City) into the Public Review Draft Plan. 4.2 TAG Meeting #4 MIG will facilitate a meeting with the TAG to review the direction and content of the plan in detail and discuss suggested revisions. 4.3 City Council Update This meeting will provide a chance for the Community Affairs & Parks Committee or Committee of the Whole to provide feedback on the Draft Plan prior to the public release. 4.4 Public Review Draft Plan MIG will revise the Working Draft Plan based on staff and TAG comments (received at the meeting and in written form), a full PROS plan will be released to the public and provided to City Council for comment and consideration for adoption. This draft is intended to support the community discussion of the plan through the adoption process. Rather than creating multiple versions as comments are received, the City will track comments and corrections in a separate memo, allowing City Council to consider the comments together and City Staff to recommend changes to incorporate in the final plan and which to address in other ways. MIG will provide the plan in both Word and pdf formats to support this review process. 4.5 Adoption Support MIG will provide a PowerPoint presentation to accompany the Public Review Draft Plan that can be presented by City staff as needed during the review and adoption process. MIG will also be available to respond to questions and comments as the plan moves forward. 4.6 Public Information Update The Phase 4 update will include the review and adoption schedule for the plan to inform involved community members when they can provide comments on the draft plan and how those comments will be considered prior to adoption. 4.7 Final Plan Following adoption of the plan, MIG will complete one round of final edits based on feedback received during the adoption process 19 (as approved by City Council) and deliver the final version of Tukwila's PROS Plan to the City in pdf files suitable for printing and for publishing online. 4.8 GMA and RCO Submissions MIG will advise on SEPA review and complete the self - assessment checklist to include with the plan for GMA and RCO submissions. MIG will deliver a package of electronic files appropriate for submission to RCO for plan certification. 4.9 Project Coordination and Close -Out Project Management and Administration for this phase is based on a 3 -month duration and includes the packaging and delivery of project files and other close -out activities. Phase 4 Deliverables: • Working Draft Plan • TAG Meeting #4 • Public Review Draft Plan • Adoption Support Presentation • Public Information Update • Final Plan • GMA/SEPA Self Assessment Checklist and Submission Package • Digital Project Files 20 Exhibit B estimated project cost PROS Plan RFP Evaluation Sheet Interview Interview Interview Points Beckwith Conservation Tec ix ; HBB MIG , RJM Design Group Creativity, responsiveness, clarity, and soundness of approach 20 16 18 15 19 17 Qualifications, experience, and expertise of the project team 20 19 `18 =17 i8 16 Proven experience in effective public involvement and incorporating diverse citizen input 20 15 ��� 13 Demonstrated knowledge and experience with actual implementation of possible strategies 15 10 12 11 5 11 Professional quality of submittal materials. 15 6 11 5 13 8 Ability to meet timeline 10 8 10 `` ' 6 � 7 TOTAL 100 74 85 S 763 72 Interview Interview Interview TUKWILA MUNICIPAL CODE Sections: 2.32.010 2.32.020 2.32.030 2.32.040 2.32.050 CHAPTER 2.32 PARK Cc vI' Itllx'41SSION Created Membership Term of Office Duties Relationship of Commission to Annual Budget 2.32.010 Created There is created in and for the City a park board to be known as the 'City of Tukwila Park Commission." (Ord 1018 §2® 1977) 2.32.020 Membership The Park Commission shall consist of five individuals, res- idents of the City, who shall be appointed by the Mayor with the consent of the Council. Of the five commissioners, one shall be a senior citizen. (Ord 1018 §3, 1977) 2.32.030 Term of Office Each commissioner shall serve for a three -year term. The original terms shall be as provided for in RCW 25.23.170. (Ord 1018 §4, 1977) 2.32.040 Duties The Park Commission shall serve in an advisory capacity, and as such shall submit to the City Council any recommenda- tions it may have regarding the acquisition, development, ex- pansion and operation of parks and recreational facilities and programs in the City. In order to accomplish this, the Commis- sion shall meet at least once per month with the Recreation Supervisor, who shall act as secretary to the Commission. More specifically, the duties of the Park Commission shall be: 1. To recommend any form of recreational activity sponsored by the City that will employ the leisure time of the people in a constructive or wholesome manner; 2. To recommend on all requests for the use of City-owned or leased parks by agencies other than the City; 3. To plan, promote and recommend policy and standards for the construction, development, maintenance and operations, either within or without the City limits, of parks, playfields and recreation grounds belonging to or leased by the City. This includes community buildings as designated by the Tukwila City Council and improvements of such buildings; 4. To make recommendations on ornamentation of all parks and designated community buildings, and to control seasonal and other temporary decoration or ornamentation of street lights and standards; 5. To make recommendations for approval or rejec- tion of any contract in writing with any public or private organi- Page 2 -16 zation or individual(s) for the purpose of conducting any recre- ational programs; 6. To recommend to the City Council for adoption by ordinance rules and regulations for the use and manage- ment of any municipally -owned or controlled park or recrea- tional facility. Publication of rules or changes in rules shall be in such manner as the City Council shall direct. Rules and regulations so adopted shall be enforced by the Police De- partment of the City. (Ord 1018 §5, 1977) 2.32.050 Relationship of Commission to Annual Budget The Park Commission shall recommend the types of recr- eational programs they wish to see operated during each up- coming budget year, and the Recreation Supervisor and Direc- tor of the Office of Community Development shall submit a budget to the City Council encouraging the implementation of these programs. In order to accomplish this, the Park Commis- sion shall annually, before September 1 of each year, submit to the City Council a comprehensive parks and recreation pro- gram. The City Council shall approve, modify or reject such plan within 30 days after it has been submitted. (Ord. 1018 §6, 1977) Produced by the City of Tukwila, City Clerk's Office 23 24 DR SEUSS NIGHT JOIN US AS WE CELEBRATE DR. SEUSS'S BIRTHDAY CAT IN THE HAT WILL BE ON HAND TO JOIN IN T. ENJOY BOUNCERS, ARTS & CRAFTS, FOOD, GAME MUCH MORE! YOU WILL RECEIVE A FREE BOOK \FOR BEING PART OF THE CELEBRATION. PARKS & RECREATION 26