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Home My WebLink AboutFS 2009-12-08 Item 2 - Discussion - Evidence Storage FacilityTO: City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Finance Safety Committee FROM: Rebecca McGregor, Police Records Manager DATE: December 2, 2009 SUBJECT: New Evidence Storage Facility (17640 West Valley Highway) DISCUSSION There are several reasons a new Evidence Storage Facility is required. Jim Haggerton, Mayor ISSUE The issue is the need for a new Police Department Evidence Storage Facility that meets the Washington Association of Sheriffs and Police Chief's (WASPC) accreditation standards and provides a safe work place. Accreditation allows an external agency to define standards for the way our department functions. These standards are developed in accordance with best practices for law enforcement agencies. They are designed to decrease agency liability, and to promote professionalism and excellence in our line of work. Our current evidence storage facilities will not meet accreditation standards, and our WASPC accreditation deadline is March 31, 2010. BACKGROUND Every evidentiary item taken into Tukwila Police Department (TPD) custody should be maintained in accordance with applicable laws and accreditation standards. This includes all vehicles, found property items, and items for safekeeping. TPD evidence is currently stored in 5 locations: The "Vault" located in the PD, a storage space off of the PD "Sallyport," the "Evidence Annex" located at 12026 42 AVE S, the "North Shops Impound Yard" located at the George Long Facility, and the "Minkler Shops Cage" located at Minkler Shops. In the last several years we have also had to rely on Renton Police Department for vehicle storage, and Des Moines Police Department for drying marijuana. While both agencies have been very accommodating to our needs, Renton PD no longer has additional space that they can share with us, and our use of Des Moines PD is dependent on if their drying room is available at the time we need it. Over the last several years we have toured and researched the pros and cons of numerous facilities as potential evidence storage sites. (See attachment G.) After much consideration, the site at 17640 West Valley Highway has been determined to be the best option. Our current evidence storage facilities create numerous health and safety concerns, and do not meet accreditation standards. Health and Safety Issues 1. According to attachments C and D, an environmental study, specifically a "wall residue sampling," was conducted by Pacific Rim Environmental, Inc. on the Evidence Annex facility located at 12026 42 AVE S, Tukwila, WA. This study noted the following: A white powdery residue covers the majority of the interior wall surfaces. The building does not appear to have adequate ventilation, and the excessive INFORMATIONAL MEMO Page 2 The residue appears to be comprised of calcium carbonate and lime. When re- hydrated the residue will form a mild corrosive. The residue is an irritant to the eyes and respiratory system. Dermal contact should be minimized or avoided. 2. Operable and mechanically sound garage doors are imperative at the Evidence Annex. Currently these garage doors are not automatic, do not have a hydraulic lift, and are in need of multiple and costly repairs. The doors are difficult to open, do not track well, and cannot be safely operated by one person. A member of our Evidence staff suffered an injury while closing one of these garage doors that caused them to be on Light Duty for over a year. This seriously impacted our operations as the PD only has one Full -Time Evidence position. 3. According to standards set forth in the US Department of Justice's, Forensic Laboratories: Handbook for Facility Planning, Design, Construction, and Moving, our current marijuana testing lab is too small and is not adequately ventilated. Toxic chemicals, including chloroform and hydrochloric acid, are used in the marijuana testing process. A safe lab with adequate ventilation and equipment is imperative to the safety of our employees, and to the integrity of the testing process. Accreditation Standards (See attachment E': TPD is scheduled to be re- accredited through WASPC in March 2010. With our current evidence storage facilities as -is, we will not meet the following accreditation standards: 1. 18.3.1: "The permanent storage facility has controls to keep property protected from unauthorized entry, fire, moisture, extreme temperature, and pests." Example Fire: The Evidence Annex, North Shops Impound Yard, and Minkler Shops Cage are not adequately protected against fire. Example Moisture: The North Shops Impound Yard is directly exposed to the elements and not protected from moisture at all. The Minkler Shops Cage is covered, yet not entirely enclosed and is therefore exposed to the elements as well. The Evidence Annex has fluctuating humidity and has had numerous leaks. (These leaks have caused the destruction of numerous items of evidence.) Example Extreme Temperature: The North Shops Impound Yard and the Minkler Shops Cage are located outside, therefore they are not protected from extremes in temperature. The implications of deteriorated and /or destroyed evidence are far reaching. There is a high level of liability and risk for our agency if pertinent case related evidence is damaged or destroyed. (Example One of the aforementioned leaks at the Evidence Annex damaged and destroyed numerous items of evidence that are part of a missing person believed homicide case.) 2. 18.3.2: "The permanent storage facility containing biohazards or organic matter has systems in place to prevent the exposure of hazards and noxious odors to agency employees and the public." Example: After discussing this standard with WASPC accreditation team members, our current narcotics storage and drying room do not meet ventilation standards. 3. 18.3.4: "Access to the agency's property and evidence facilities is restricted to authorized employees only." INFORMATIONAL MEMO Page 3 Example: Access to the North Shops Impound Yard and Minkler Shops Cage is not limited to authorized (evidence) employees only. All members of the PD have access to both of these facilities. Fundina: The start-up cost for this proposal is $96,600. The lease amount for 2010 is $86,724 *This is based on the 2009 triple net expense which is not anticipated to increase for 2010.) The cost breakdown is as follows: Building Improvements $80,000. Bids were received for upgrading the warehouse space with alarm system and chainlink cages and gates; and the office /laboratory space with a separate security alarm system, added exhaust fans and moving a wall /door and improving the functionality. One year of alarm system monitoring is included along with permit fees and tax. Equipment $16,600: $8,590 of the equipment costs could be paid for using Police Department Seizure funds. (See attachment A for specific items.) There is not currently a funding source for the remaining $8,010 of equipment costs. Lease (60 month contract) No cost for Month 1, Months 2 -36 would be $6,077 plus the triple net expense, and Months 37 -60 would be $6,441 plus the triple net expense. (The triple net expense for 2009 is estimated at $.125 per square feet per month.) There is not currently a funding source for the lease. (See attachments B and F.) Other: The recommended Facility at 17640 West Valley Highway is adjacent to and just east of the Green River. With the placement of 4 foot tall HESCO barriers along the West Valley Highway, the chance of flooding is greatly reduced. Further, the building pad is about 3 to 4 feet higher than the surrounding properties and any minor flood waters would pass in between buildings and flow to the east to the much lower wetland areas to the east. RECOMMENDATION Mayor Haggerton is in support of this proposal. The Council is being asked to approve this proposal and consider this item at the December 14, 2009 Committee of the Whole meeting and the January 4, 2010 Regular Meeting. ATTACHMENTS A: Accessory Costs Worksheet B: Copy of Memorandum to Chief Haynes dated 10/1/09 C: Copy of Memorandum to Acting Chief Sutter dated 10/29/06 D: Copy of Pacific Rim Environmental, Inc.'s "Wall Residue Sampling" from the Evidence Annex E: Copies of WASPC Accreditation Standards Chapter 18 Evidence /Property Control Function F: Lease Proposal from The Andover Company, Inc. G: Site Comparison Spreadsheet Equipment: *Vehicle Lift 1 *Go Jacks Auto Positioning System 8 *Go Jacks Storage Rack 2 Tool Box With Mechanic Tools 1 Impact Wrench 1 Impact Wrench Tools 1 Air Compressor -1 Automatic Battery Charger 1 Automotive Drip Pans 40 Vehicle Spill Kit 4 Pallet Truck 1 Shelving Units 30 Adjustable Tripod Halogen Lighting 4 Ground Level Halogen Lighting 4 Electrical Extention Cords 6 Bike Racks 3 *Lab Table 1 *Portable Eye Wash Station 1 *Table Top Exhaust Hood 1 *Exhaust Hood Filters 3 Price /ea: Total (Tax /Ship.Inc.): Comments: $3,850.00 $168.00 $72.00 $200.00 $190.00 $60.00 $440.00 $220.00 $18.50 $77.00 $200.00 $77.00 $80.00 $30.00 $37.00 $500.00 $237.00 $210.00 $1,363.00 $111.00 *These items would be paid for using Total: $16,660 Seizure funds. (Total: $8,590.18) Attachment A: Accessory Costs Worksheet $4,215.75 Installation included. Electrical Work Required. $1,619.51 $173.34 $219.00 $208.05 $65.70 $481.80 $240.90 $891.33 $371.21 $219.00 $2,781.30 $350.40 $131.40 $243.09 $1,806.75 $285.80 $252.95 $1,641.73 $401.10 TO: FROM: DATE: SUBJECT: Cc: Assistant Chief Villa City of Tukj of Tukwila Police Department An Accredited Agency MEMORANDUM Chief Haynes y� Rebecca McGregor October 1, 2009 New Evidence Storage Facility Another additional expense would be alarm system monitoring which would cost approximately $100.00 /month. We also do not currently have a funding source for the monthly alarm monitoring. Attachment B: Memorandum to Chief Haynes Dated 10/1/09 On 9/24/09, Assistant Chief Villa, Evidence Technician Holaday, Bob Giberson, and I met regarding our proposed new Evidence Storage Facility. At this meeting, Bob Giberson confirmed that, upon approval of this project, the building tenant improvements for this facility would be funded through Public Works; most likely through the "303" budget line. At the aforementioned meeting, Bob Giberson also relayed to us that it would be the Police Department's responsibility to secure funding for the monthly lease (including the triple net expense), and associated costs. According to the attached Lease Proposal, there would be no cost for Month 1, Months 2 -36 would be $7,761.88 /month (triple net expense included), and Months 37 -60 would be approximately $8,125.88 /month (triple net expense included at the current 2009 rate). We do not currently have a funding source for the monthly lease. 6200 Southcenter Blvd. Tukwila, WA 98188 Phone: (206) 433 -1808 Admin. Fax: (206) 244 -6181; Invest. Fax: (206) 431 -3688 City of Tukwila Police Department An Accredited Agency MEMORANDUM TO: Acting Chief Sutter FROM: Rebecca McGregor DATE: August 29, 2006 SUBJECT: Wall Residue Sampling at the Evidence Annex Attachment C: Memorandum to Acting Chief Sutter Dated 10/29/06 Since my responsibilities at the Tukwila Police Department have come to include the Evidence Division, I have spent many hours at our offsite Evidence Annex storage facility located at 12026 42 Avenue South. Each time I am in the building, I experience a multitude of respiratory problems to include labored breathing, coughing, and a "runny" nose. I also experience red and "itchy" eyes. Dtie to the symptoms I experience when I'm in the building, and the fact that the building is old, I became concerned regarding the white powdery residue that is prevalent throughout the building. I was especially concerned that this material might, in some way, be hazardous to humans. In order to address these concerns, I had an inspection of the facility performed on 7/25/06 by Pacific Rim Environmental, Inc. At that time, Todd Carter (Operations Manager for Pacific Rim Environmental) performed a visual inspection of the building and also took samples of the white residue in the building. This inspection concluded that the white residue "appears to be comprised of calcium carbonate and lime that leaches out of the CMU (concrete masonry unit) block walls." It continued to say, "the residue has a pH of 13 and when re- hydrated will form a mild corrosive. The residue is an irritant to the eyes and respiratory system. Dermal contact should be minimized or avoided." Mr. Carter recommended installing ventilation and dehumidification equipment to reduce the formation of the residue. He also recommended a thorough cleaning of the walls and an application of a waterproofing or water sealing product. Perhaps we could meet sometime next week to determine the next steps that should be taken in reference to the attached report. Although a second opinion may be necessary, I believe based on the conclusions of this report it is evident that further investigation into this problem needs to occur in the near future. Cc: Evidence Technician Holaday 6200 Southcenter Blvd. Tukwila, WA 98188 Phone: (206) 433 -1808 Admin. Fax: (206) 244 -6181; Invest. Fax: (206) 431 -3688 August 8. 2006 Rebecca McGregor Police Mum. Assistant Tukwila Police Department Tukwila. WA 98199 Dear Rebecca, PACIFIC _ZIM ENVIRONMENTAL, SEAT 11F www.pacrimenv_com Site Observations ANCH(, Subject: Wall residue sampling Evidence Storage Annex -12026 42 Avenue South, Tukwila WA Attachment D: Pacific Rim Environmental, Inc.'s "Wall Residue Sampling" from the Evidence Annex On July 25, 2006, Todd P. Carter of Pacific Rim Environmental, Inc. (PRE) performed a visual inspection of the Tukwila Police Department Evidence Storage Annex. During the visual inspection, a sample of the white residue on the buildings interior walls was collected. The sample was visually inspected using 400X magnification and the pH was determined. The structure is a one -story concrete block garage with a flat wooden roof. The building is currently used for storage and is occupied infrequently by Police Department personnel. The wood roof deck exhibited evidence of leakage and water damage. The exterior of the building is painted with what appears to be a waterproofing/sealer type product. The building is heated by a gas -fired, forced air heater suspended from the ceiling. No other form of heating or ventilation equipment was observed. However. sections of abandoned metal ductwork remains near the center of the roof. A white powdery residue was observed over the majority of the interior wall surfaces and accumulations of the residue were also observed on horizontal surfaces along the walls. The building does not appear to have adequate ventilation. Excessive humidity and temperature fluctuations may be contributing to the formation of the white residue. The residue appears to be comprised of calcium carbonate and lime that leaches out of the CMU (concrete masonry unit) block walls, The residue has a pH of 13 and when re- hydrated will form a mild corrosive. The residue is an irritant to the eyes and respiratory system. Dermal contact should be minimized or avoided. The installation of ventilation and dehumidification equipment may reduce the formation of the residue. Thorough cleaning of the walls and application of a water- proofing /sealer product is also advised. If you have any questions regarding this report, please do not hesitate to contact our office at (206) 244 -8965. Respectfully, Todd Operations Manager Pacific Rim Environmental, Inc. PRE 13488 Corporate Office 6510 Southcenter Blvd., Ste. #4 Seattle, WA 98188 Phone: (206) 244 -8965 Fax: (206) 244 -9096 Conclusions and Recommendations Anchorage Office Phone (907) 569 -8081 v, ;;nv.pacrimenv.cool CHAPTER 18 Evidence /Property Control Function 18.1.1 The agency has written guidelines for the proper collection and identification of evidence and property. These guidelines are consistent with the intent of the policies and procedures outlined in the current Washington State Patrol Evidence Collection Manual. Purpose: To establish written guidelines for agency personnel that ensure evidence and property are properly collected, handled and secured in field operations in order to maintain the integrity of the chain of custody. 18.1.2 Seizures and Forfeitures: Persons with a vested interest in property and evidence are provided the legal reason for the seizure and intended forfeiture as defined by state law. The agency has procedures for notification, appeal and disposition. Purpose: To establish guidelines for agency personnel to insure applicable state and legal procedures are followed, (i.e. drug cases, money laundering cases, DUI's etc.). 18.1.3 Notifications: The agency has policies requiring efforts are made to identify and notify the owners or custodians of property and evidence in the agency's custody. 18.2.1 Booking Property and evidence is placed under the control of the property and evidence function before the officer completes their shift. 18.2.2 Booking The agency has the means to temporarily separate and secure property and evidence while it is waiting processing into the permanent storage facility. 18.2.3 Booking The agency has the means to properly preserve and secure perishable property both temporarily and after it is received in the permanent storage facility. 18.3.1 The permanent storage facility has controls to keep property protected from unauthorized entry, fire, moisture, extreme temperature, and pests. 18.3.2 The permanent storage facility containing biohazards or organic matter has systems in place to prevent the exposure of hazards and noxious odors to agency employees and the public. 18.3.4 Physical Security Access to the agency's property and evidence facilities is restricted to authorized employees only. Attachment E: WASPC Accreditation Standards Chapter 18 "Evidence /Property Control Function" 18.2.4 Booking The agency has the means to temporarily separate and secure evidence containing hazardous materials while it is awaiting processing into the appropriate permanent storage facility. 18.3.3 Physical Security The agency's evidence and property facilities are alarmed and monitored 24/7 18.3.5 Physical Security The agency records the name, date, time, and purpose of persons who enter and leave the storage facility. 18.3.6 Physical Security The agency provides additional security for guns, drugs, cash, jewelry, or other sensitive or valuable property, that is over and above that provided for other property and evidence. 18.4.1 Tracking Evidence and property is packaged, individually tagged and logged into a centralized tracking system as soon as possible. 18.4.2 Tracking Every piece of property and evidence is related to a report describing the circumstances of the seizure or custody by the agency. 18.4.3 Tracking A tracking system accurately describes the current Iocation of every piece of property and evidence. 18.4.4 Tracking The tracking system accurately records the movement of every piece of property and evidence by date, location, reason and person. 18.4.5 Tracking Drugs are weighed using a calibrated scale whenever they enter or leave the secure facility. 18.5.1 Purging The agency has policies governing the release and disposition of property and evidence in accordance with applicable state law. 18.5.2 Purging Property containing hazardous materials, biological hazards or other materials restricted by State or Iocal health regulations is disposed of properly. 18.5.3 Purging When property is sold, the disposition of the money received is accounted for and recorded according to State law. 18.5.4 Purging The agency destroys illegal drugs, contraband and other illegal items by methods that are safe. Documentation of destruction is maintained according to the State's retention schedule. 18.6.1 Audits The agency ensures that an audit of the property and evidence is conducted at least annually. 18.6.2 Audits An audit of property and evidence is conducted whenever a new employee is assigned responsibility of the property and evidence function. August 5, 2009 Miss Rebecca McGregor TUKWILA PD Tukwila, WA 98188 THE ANDOVER COMPANY, C O R F A C I N T E R N A T I O N A L PREMISES: 17640 West Valley Highway Tukwila, WA 98188 LANDLORD: North Valley, LLC TENANT: City of Tukwila Attachment F: Lease Proposal from The Andover Company, Inc. RE: 17640 WEST VALLEY HIGHWAY Dear Miss McGregor, The owners of North Valley Business Park have asked me to put together the following Lease Proposal for your review and consideration. SIZE: Approximately 13,479 square feet total with approximately 980isquare feet of office /storage area. TERM: COMMENCEMENT DATE: RENTAL RATE: 60 Months November 1, 2009 Months 1 Months 2 -36 Months 37 -60 0.00 plus NNN $6,077.00 plus NNN $6,441.00 plus NNN RENTAL RATE CALCULATION: 13,479 s.f. .40 p.s.f. $5,391.00 980 s.f. .70 p.s.f. 686.00 $6,077.00 TRIPLE NET EXPENSE: For tax year 2009, the triple net expense is estimated at $.125 per square feet per month. 415 Baker Boulevard, Suite 200 Tukwila, Washington 98188 Phone (206( 244 -0770 Fax (206( 246 -9229 Y: \brokers \Seymour \George Rockwell Proposals \2009.08 OS GR City of Tukwila 17640 Proposal.docx r ielkopRi ss SAua W City owned 5 ,000 L s 1so'� s $1 to $2 NN l 200 to 20,3 segale Business Park ,421SF plus NNN Shell Various 11 $p.751SF P lus NNN Office 13,749 plus NNN $0 451SF� 15,750 lus NNN $0.551SF P 13, lus NNN $0.371SF P 9,140 Val'ey Highway 17640 W est 730 Andover lkvVest 120 Andover P 1095 Andover Park East Leas R ent G Site CamParison ohm Spreads Pros Cons Limited access, small and poor secur Low cost _____comrn er Crystal Springs WBOth Form cased for S and b n dpP s project; surplu$ed an undererp C Machinery sold to N economy__ ideal size; excellent a p robability t mild flood imp ity location oor s security., convenien too big; P Itoo bigs, Poor secs company designed for trucking m aintena nce and op Lor access and security NNN triple net lease where tenant Pay P N NN 1 $1.161S plus insurance, outside security 1landscape ma►nten 7215 5F share of taxes 644 S 43rd St_ s ro rata sublease only to 1 ance, utilities, etc. Lease rate is negotiable in this