The URL can be used to link to this page

Home My WebLink AboutReg 2014-11-17 Item 4G - Interlocal Agreement - Cascade View and Thorndyke Elementary Safe Routes to School Grants with Tukwila School DistrictCOUNCIL AGENDA SYNOPSIS Initials Meetin,g Date Prepared by 11/17/14 BG Ma 'ore review Council review 1." ITEM INFORMATION ITEM No. 4.G. 71 STAFF SPONSOR: BOB GIBERSON ORIGINAL AGENDA DATE: /17/14 AGENDA ITEM TITLE Cascade View & Thorndyke Safe Routes to School Projects Inter local Agreement with the Tukwila School District for Grants CATI(;ORY Discussion Mtg Date Motion Date 11/17/14 ['Resolution Mtg Date L Ordinance Mtg Date Bid Award Mtg Date Public Hearin Mtg Date Other Mtg Date Mg SPONSOR Council Mayor HR E] DCD U Finance Fire IT 0 P&R • Police Z Mr SPONSOR'S An Interlocal Agreement is needed between the Tukwila School District and the City of SUMMARY Tukwila in order to reimburse the School District for expenses associated with the education and enforcement components of the two Safe Routes to School grants for the Cascade View and Thorndyke Elementary Schools. Council is being asked to approve the Interlocal Agreement for the pass-through grant funds in the amount of $86,138.00. REVIEWED BY E COW Mtg. Ei CA&P Cmte F&S Cmte z Transportation Cmte E Utilities Cmte 111 Arts Comm. 0 Parks Comm. [j] Planning Comm. DATE: 11/10/14 COMMITTEE CHAIR: ALLAN EKBERG RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Public Works Department Unanimous Approval; Forward to Regular Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $86,138.00 $86,138.00 $0.00 Fund Source: 103 RESIDENTIAL STREETS Comments: MTG. DATE RECORD OF COUNCIL ACTION 11/17/14 MTG. DATE ATTACHMENTS 11/17/14 Informational Memorandum dated 11/07/14 Pages 3 & 4, Proposed 2015 CIP Interlocal Agreement with the Tukwila School District Minutes from the Transportation Committee meeting of 11/10/14 71 72 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee FROM: Bob Giberson, Public Works Director BY: Dave Sorensen, Project Manager DATE: November 7, 2014 SUBJECT: Cascade View and Thorndyke Safe Routes to School Project Nos. 91210301 and 91210302 Inter local Agreement with the Tukwila School District for Grants ISSUE Approve the Inter local Agreement between the Tukwila School District and the City of Tukwila for the Cascade View and Thorndyke Elementary Safe Routes to School grants. BACKGROUND An Inter local Agreement is needed between the Tukwila School District and the City of Tukwila in order to reimburse the School District for expenses associated with the education and enforcement components of the two Safe Routes to School grants for Cascade View and Thorndyke Elementary Schools. Tukwila is the lead administrative agency in the partnership for improving the physical as well as operational aspect of walking and biking to school on City streets. The City is currently constructing a new trail to serve Cascade View Elementary School and improving S 150th St for Thorndyke Elementary. DISCUSSION The Inter local Agreement is instrumental in laying out the mechanism for reimbursing the Tukwila School District for the expenses associated with the grant tasks of walking school buses, a bike safety seminar, organizational efforts for the walking school bus, translation services to promote and inform the school community of safe walking and biking procedures, and administrative overhead. FISCAL IMPACT These are pass-through grant funds earmarked for the School District's participation in these projects. 2015 Budget Cascade View Elementary State Grant Funds $ 29,138.00 Thorndyke Elementary Federal Grant Funds 57,000.00 Total $ 86,138.00 RECOMMENDATION Council is being asked to approve the Inter local Agreement between the City of Tukwila and the Tukwila School District in the amount of $86,138.00 and consider this item on the Consent Agenda at the November 17, 2014 Regular Meeting. Attachments: Pages 3 & 4, Proposed 2015 CIP Inter local Agreement W:\PW Eng \ PROJECTS \A- RW & RS Projects \Safe Routes to School - Cascade View (91210301) \ Info Memo ILA Tuk School Dist 11-07-14 gl.docx 73 74 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2015 to 2020 PROJECT: Cascade View Safe Routes to School Project No 91210301 Construct an off-street, paved shared use path, sidewalks, and a traffic circle at 33rd Ave S and S 140th St. DESCRIPTION: This route was identified in the Walking Audit prepared for the Cascade View school zone. S 140th St is one of the high priority missing sidewalk areas prioritized as part of the Walk and Roll Plan. Enhance safety for students walking to Cascade View Elementary School and encourage transpo a1 ion choices JUSTIFICATION: for Cascade View neighborhood residents. STATUS: Phase I is construction of an off-street, paved shared use path between S 137th St and S 140th St. Phase II includes a traffic circle at 33rd Ave S/S 140th St. Also includes sidewalks on the eas side of 33rd Ave S between S 140th St & S 144th St and the north side of S 140th St between Military Rd S and 34th Ave S. MAINT. IMPACT: New trail, traffic circle, and sidewalks will need to be maintained. COMMENT: WSDOT Safe Routes to Schoo State gran for $428K for Phase I. Funding for Phase II in beyond will be part of a future grant application. FINANCIAL Through Estimated in $000's 2013 2014 2015 2016 2017 2018 2019 2020 BEYOND TOTAL EXPENSES x�?� �� Project Location i. i --, Phase II Z._.' Design 30 68 29 183 310 Lond(F/VV ) 7 63 70 Cons\.WgmL 25 10 126 161 Construction 264 85 530 879 TOTAL EXPENSES 37 420 124 0 0 0 0 0 839 1,420 FUND SOURCES Awarded Grant 30 398 428 School District Grant Portion 29 29 Proposed Grant 750 750 Mitigation Expected 0 City Oper. Revenue 7 22 95 0 0 0 0 0 89 213 TOTAL SOURCES 37 420 124 0 0 0 0 0 839 1,420 zo/o'2o2o Capital Improvement Program 3 x�?� �� Project Location i. i --, Z._.' `~t - tic ) `� u. 1 »,�� [~��l ^� _� _~—"". . .�~ i zo/o'2o2o Capital Improvement Program 3 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2015 to 2020 PROJECT: Thorndyke Safe Routes to School Project No 91210302 Construction of roadway improvements and new sidewalk on the north side of S 150th St between Tukwila DESCRIPTION: International Blvd and 42nd Ave S. Also a new crosswalk on S 150th St in front of Thorndyke Elementary. Enhance safety for students walking and biking to Thorndyke Elementary and encourages alternate JUSTIFICATION: transportation choices. STATUS: This route is one of the high priority missing sidewalk areas prioritized as part of Walk and Roll Plan. MAINT. IMPACT: Negligible. COMMENT: WSDOT Safe Routes to School Federal grant for $457K. Surfac water on S 150th St is also programmed for $270k (see SDP on page 82). Education, enforcement, and encouragement are included as part of the Safe Routes to School grant requirements and $57k is programmed in 2015. FINANCIAL Through Estimated in $000's 2013 2014 2015 2016 2017 2018 2019 2020 BEYOND TOTAL EXPENSES Project Location ", Design 27 73 57 "�- :Y tt_a,/ ,.-' , - ' `/ 157 Land (R/W) 0 Cunst .NWn8. 91 85 176 Construction 625 625 . 1.250 TOTAL EXPENSES 27 789 767 0 0 0 U 0 0 1.583 FUND SOURCES Awarded Grant 22 384 51 457 Proposed Grant 0 Surface Water 270 270 Mitigation Expected 0 City Oper. Revenue 5 135 716 0 0 0 0 0 0 856 TOTAL SOURCES 27 789 767 0 0 0 0 0 0 1,583 76 2015 - 2020 Capita Improvement Program 4 Project Location ", r�,</,yr/ "�- :Y tt_a,/ ,.-' , - ' `/ ' U� � ~~^ 76 2015 - 2020 Capita Improvement Program 4 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: An Inter local Agreement between the Tukwila School District and the City of Tukwila for Sharing of Safe Route to School Grant Funds to Improve the Health and Safety of Cascade View and Thorndyke Elementary School Children THIS IS AN INTERLOCAL AGREEMENT between the Tukwila School District hereinafter referred to as the "School District," and the City of Tukwila, a municipal corporation of the State of Washington, hereinafter referred to as the "City." WHEREAS, the City and the School District are partners in promoting the health of its community; and WHEREAS, the City's role is to ensure that the community has a safe walking environment and the School District's role is to educate and promote safe walking habits and skills to the school children of the community; and WHEREAS, the State of Washington granted the City of Tukwila an award of funds to administer a grant with shared responsibilities between the School District and the City; NOW THEREFORE, in consideration of the terms and conditions contained herein, it is mutually agreed by the School District and the City as follows: 1 AUTHORITY This Agreement is entered into pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW. 2. PURPOSE The purpose of this ILA is establish the terms and process for reimbursing the District on completion of its obligation in the grant funding awarded for two Safe Routes to Schools projects/programs. The grant is specifically to reimburse the District for completion of programming and education efforts at Thorndyke and Cascade View Elementary schools. 3. DISTRICT RESPONSIBILITIES Programming at Cascade View Elementary and Thorndyke Elementary include one year of responsibilities for tasks below: A. A Walking School Bus Program that is conducted twice at Cascade View and four times at Thorndyke during the grant funding cycle and that can be reproduced on an annual basis thereafter. It shall include: • A school-wide mailing • A recorded message in 10 languages 77 • A flyer translated into 10 languages • Translation services in 10 languages • Recruitment and training of volunteers in multiple languages • Purchase of 8 vests B. A Walk to School Day event that is conducted once at Cascade View and twice at Thorndyke that can be reproduced on an annual basis. It shall include: • A school wide mailing in 10 languages • A recorded school message in 10 languages • Purchase of event incentives such as T -shirts and pedometers • Staff time for the event C. A Bike /Safety Assembly at Cascade View D. Enforcement of safe routes and procedures for children arriving and departing Thorndyke. It shall include production of a safety procedures flyer in 10 languages and effective delivery of message and materials. E. Requests for reimbursements within 60 days of District expenditure in conjunction with a submittal of programming summary. F. Conducting and submitting a post project count of biking at walking at each school at the conclusion. 4. CITY RESPONSIBILITIES A. City payment to District upon City receipt of District documents for purchases, subcontract payments for services with Feet First, and accounting for staff time. B. Submittal of required quarterly project reports to Washington State Department of Transportation. C. Submittal of a SRTS Final report. 5. COMPENSATION 5.1 The City shall pay the District for completed work rendered according to this Agreement. The total amount to be paid shall not exceed $86,138. Maximum payable for Cascade View Education Task: $29,138 Maximum payable for Thorndyke Education Task: $46,000 Maximum payable for Thorndyke Enforcement Task: 11,000 5.2 The District shall invoice the City monthly. Payments are due within 60 days of the receipt of an invoice from the District. Rev. 2012 78 Page 2 5.3 Payment as provided in this section shall be for work performed and for materials, supplies, equipment and incidentals necessary to complete the work as summarized above under District Responsibilities. 6. INDEMNIFICATION Each of the Parties shall defend, indemnify and hold the other Party, their officers, officials, employees and agents harmless from any and all costs, claims, judgment, and /or awards of damages, arising out of, or in any way resulting from that other party's negligent acts or omissions in performing under this Agreement. No Party will be required to defend, indemnify or hold the other Party harmless if the claim, suit or action for injuries, death or damages is caused by the sole negligence of that Party. Where such claims, suits or actions result from the concurrent negligence of the Parties, the indemnity provisions provided herein shall be valid and enforceable only to the extent of each party's own negligence. Each Party agrees that its obligations under this subparagraph include, but are not limited to, any claim, demand, and /or cause of action brought by, or on behalf of, any of its employees or agents. For this reason, each of the Parties, by mutual negotiation, hereby waives, with respect to the other Party only, any immunity that would otherwise be available against such claims under the Industrial Insurance provisions of Title 51 RCW. 7. AUDITS AND INSPECTIONS The records and documents with respect to all matters covered by this contract shall be subjected to inspection, review or audit by the City or the District at the requesting party's sole expense during the term of this Agreement and three (3) years after expiration or termination. Such records shall be made available for inspection during regular business hours within a reasonable time of the request. 8. JOINT BOARD /SEPARATE LEGAL ENTITY It is not intended that a separate legal entity be established to conduct this cooperative undertaking. The City shall act as administrator of this Agreement. 9. FINANCE AND BUDGET This agreement is undertaken to administer two joint Safe Routes to School grants awarded to the City for a joint City and District proposal that includes engineering, infrastructure on the City's part and education and encouragement on the District's part. The State of Washington Department of . Transportation reimburses an agreed upon amount of City and District costs with federal and state funds for completion of proposed tasks as indicated in section 3 herein "District Responsibilities ". No special budget is anticipated. Payment to the District by the City shall be made pursuant to Section 5 above. Rev. 2012 Page 3 79 10. PROPERTY ACQUISITION, HOLDING, AND DISPOSAL The District will acquire the materials identified under Section 3, District Responsibilities and use their discretion to dispose of them as they deem appropriate to implement the success of the events identified under District Responsibilities, Section 3. 11. DURATION; TERMINATION This Agreement is in effect through September 30, 2015. The District must have submitted all receipts and expense accounting for both Thorndyke and Cascade View Elementary Schools by May 30, 2015. And final walking and biking audits by the termination date of this agreement. Either Party may terminate this Agreement upon seven days advance written notice to the other Party in the event that: 1. The other party materially breaches any duty, obligation, or service required pursuant to this Agreement, or 2. The duties, obligations, or services required herein become impossible, illegal, or not feasible. 12. APPLICABLE LAW; VENUE; ATTORNEYS FEES This Agreement shall be subject to, and the Parties 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. 13. 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. 15. ENTIRE AGREEMENT; MODIFICATION This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and District 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. Rev. 2012 80 Page 4 16. 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 shall be sent to the following address: IN WITNESS WHEREOF, the parties have executed this Agreement on the date last written below. TUKWILA SCHOOL DISTRICT CITY OF TUKWILA By: Jim Haggerton, Mayor DATE DATE Approved as to Form: Approved as to Form: City Attorney DATE DATE Attest /Authenticated: Attest /Authenticated: City /County Clerk City Clerk, Christy O'Flaherty DATE DATE Z: \DCD & PW\Walk and Roll \ILA SRTS grant 2014.doc Rev. 2012 Page 5 81 82 City of Tulzwila Transportation Committee TRANSPORTATION COMMITTEE Meeting Minutes November 10, 2014 — 5:15 p.m. — Foster Conference Room, 6300 Building PRESENT Councilmembers: Allan Ekberg, Chair; Kate Kruller, Dennis Robertson Staff: David Cline, Bob Giberson, Pat Brodin, Robin Tischmak, Dave Sorensen, Scott Moore, Gail Labanara, Laurel Humphrey CALL TO ORDER: Committee Chair Ekberg called the meeting to order at 5:15 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. Interlocal Agreement: Tukwila School District for Safe Routes to School Grants Staff is seeking Council approval of an interlocal agreement in the amount of $86,138.00 with the Tukwila School District for the Cascade View and Thorndyke Elementary Safe Routes to School *grants. This agreement will serve to reimburse the School District for educational and enforcement tasks relating to the walking school bus, translation services to promote and educate on safety procedures, and administrative overhead. Compensation is as follows: • Maximum payable for Cascade View Education Task: $29,138.00 • Maximum payable for Thorndyke Education Task: $46,000.00 • Maximum payable for Thorndyke Enforcement Task: $11,000.00 UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 17, 2014 REGULAR CONSENT AGENDA. B. Proiect Completion: 2013 ADA Improvements Staff is requesting Council approval of project completion and release of retainage to Iron Creek Construction, LLC, in the amount of $85,095.07 for the 2013 ADA Improvements Project. The project was physically completed on July 17, 2014 and included one change order in the amount of $2000.00 to relocate a junction box. The project budget was $100,000.00. Staff displayed and narrated several photos of the project, which provided pedestrian access ramp repairs at multiple locations on Tukwila International Boulevard and one location on South 180th Street, as well as replacement of the actuated in-pavement flashing light crosswalk on TIB near South 152nd Street with an actuated Rectangular Rapid Flash Beacon System. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 17, 2014 REGULAR CONSENT AGENDA. HI. SCATBd Staff shared highlights of the September 16, 2014 meeting. 83