HomeMy WebLinkAboutCAP 2013-02-11 COMPLETE AGENDA PACKETW"
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. Mate]
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
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
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Tukwila Parks, Recreation and Open Space Plan Scope of Work
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 link, 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.
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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.
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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.
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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
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(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
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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.
9
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
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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
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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
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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
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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 link, 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.
1
15
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.
2
16
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.
3
17
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
4
18
(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
5
19
20
estimated project cost
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Tukwila PROS Plan 1 2/5/2013
rn
N
N
PROS Plan RFP Evaluation Sheet
Creativity, responsiveness, clarity, and
soundness of approach
Qualifications, experience, and expertise of the
project team
Proven experience in effective public
involvement and incorporating diverse citizen
input
Demonstrated knowledge and experience with
actual implementation of possible strategies
Professional quality of submittal materials.
Ability to meet timeline
Points
20
20
20
15
15
10
Beckwith
16
19
15
10
6
8
RJM Design
Group
17
16
13
11
8
7
TOTAL
100
74
72
Interview
Interview
Interview
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26