HomeMy WebLinkAboutSpecial 2017-01-10 COMPLETE AGENDA PACKET - PUBLIC SAFETY PLAN WORK SESSIONCity of Tukwila
City Council
Tukwila City Council Work Session Agenda: Public Safety Plan
Tuesday January io, 2017
5 :3opm to 7:30pm
Council Chambers
6200 Southcenter Blvd
Tukwila, WA 98188
1) Call to Order and Welcome, Council President Robertson
i. Information, process, decision
2) Introductions
3) Meeting Goals, Review Agenda and Binder
4) Project Organization
i. Organizational Chart
ii. Financial Oversight Committee Charter
iii. Siting Advisory Committee
5) Schedule Review
i. General Overview Review (Milestones for site selection, design, construction, council
decision points and public input milestones)
6) Site Selection Process Outline
7) Design
i. Phases: Schematic, Design Development, Construction Documents
ii. One Design Team for all three Fire Stations
8) Construction
i. Delivery Methods: Design /Bid /Build, General Contractor /Construction Manager
(GC /CM), Design Build, 63 -20
9) Budget Review
i. Project Budget Summary
ii. Major Budget Categories
10) Project Risks: Escalation, Decision making process, Program Contingency
11) Councilmember Decisions
i. Architect contract approval
ii. Contractor preconstruction contract approval
iii. General Contractor /Construction Manager (GC /CM) application to State Agency
iv. Construction contract approval
v. Site Selection
vi. Project budget changes
12) Next Steps
i. Siting Advisory Committee Framework (January)
ii. Site Selection Process (February)
iii. Financial Oversight Committee Selection (February)
iv. Open House (March)
v. Architect Selection (March)
13) Discussion, Councilmembers
14) Adjourn
62oo Southcenter Boulevard • Tukwila, Washington • 98188 - Tel: 206- 433-1800 • www.tukwilawa.gov
Citizens of Tukwila
Tukwila City
Council
Mayor Ekberg
Public / Citizens
Financial Oversight
Committee
r
David Cline
City Administrator
1
Project Executive Team
Mayor Ekberg
David Cline
Bob Giberson PM
Rachel Bianchi
Ken Johnsen (SOJ)
Justine Kim (SOJ) PM
Carrie Holmes (SOJ)
Siting Advisory
Committee
Project Management Group
Project Executive Team
Jay Wittwer (Fire Chief)
Mike Villa (Police Chief)
Joseph Todd (IT Director)
Trish Kinlow (Court Administrator)
Peggy McCarthy (Finance Director)
Laurel Humphrey (Council Analyst)
Land Acquisitions
Consultant
Project
Working
Groups
Other Consultants /
Vendors
Design Teams
Contractors
TUKWILA PUBLIC SAFETY PLAN
Organizational Chart
L _
FIRE STATIONS
Jay Wittwer (Fire Chief)
Bob Giberson (Public Works Director)
Joseph Todd (IT Director)
SOJ
Justice Center
Bruce Linton (Deputy Police Chief)
Trish Kinlow (Court Administrator)
Bob Giberson (Public Works Director)
Joseph Todd (IT Director)
SOJ
Shops
Bob Giberson (Public Works Director)
Joseph Todd (IT Director)
SOJ
1/4/2017
City of Tukwila
Washington
Resolution No. % X 9 A.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF TUKWILA, WASHINGTON, ADOPTING A
CHARTER FOR THE PUBLIC SAFETY BOND
FINANCIAL OVERSIGHT COMMITTEE.
WHEREAS, the City Council has determined that it is in the best interest of the City
to implement its Public Safety Plan, which includes a voter - approved bond to replace
three seismically- deficient fire stations, guarantee funding for critical fire apparatus and
equipment, and construct a justice center to house the Police Department and the
Municipal Court; and
WHEREAS, on August 1, 2016, the City Council adopted Ordinance No. 2509,
providing for submission to the voters of the City on November 8, 2016, a proposition
authorizing the issuance of general obligation bonds for the purpose of paying a portion
of the cost of the Public Safety Plan; and
WHEREAS, outreach on the proposed Public Safety Plan revealed significant
community support for public safety staff and funding, along with a desire for an
independent oversight mechanism; and
WHEREAS, oversight of the City's finances is the ultimate responsibility of the City
Council, given to them by the voters of the City of Tukwila, as set forth by State law and
no independent oversight committee can supersede that fiscal authority; and
WHEREAS, in response to direction from the community the City Council desires to
establish an additional mechanism that will increase accountability, transparency and
public confidence that funds will be spent as stated; and
WHEREAS, Ordinance No. 2509 provides for the establishment of a Financial
Oversight Committee should the Public Safety Plan ballot proposition be approved by the
qualified voters of the City of Tukwila; and
W: \Word Processing \Resolutions \Charter for Public Safety Bond Financial Oversight Cmte 9 -27 -16
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WHEREAS, if the ballot proposition submitted by Ordinance No. 2509 is approved
by the qualified voters of the City of Tukwila on November 8, 2016, the Council desires to
have in place a framework for appointing an independent oversight committee within six
months;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
The City Council is dedicated to accountability and transparency in the expenditure
of bond proceeds and adopts a Charter for the Public Safety Bond Financial Oversight
Committee (attached as Attachment A) to be effective December 1, 2016 should the
Public Safety Bond ballot measure be approved by voters at the November 8, 2016
General Election.
PASSED BY THE CITY COUNCL OF THE CITY OF TUKWILA, WASHINGTON, at
3 a Regular Meeting thereof this itv day of 0 e }, , 2016.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City CI rk
APPROVED AS TO FORM BY:
(acilue,t 64"
Rachel B. Turpin, City Attorney
Filed with the City Clerk:
Passed by the City Council:
Resolution Number: e
Attachment A: Charter of the Public Safety Bond Financial Oversight Committee
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Page 2 of 2
CHARTER
of the City of Tukwila
Public Safety Bond
Financial Oversight Committee
Adopted by Resolution No.
2
CHARTER of the City of Tukwila
Public Safety Bond Financial Oversight Committee
1. Background — Public Safety Bond
On November 8, 2016, voters of Tukwila will be asked to approve issuance of
general obligation bonds not to exceed $77,385,000 to pay for:
• Replacement of three seismically- deficient fire stations (Stations 51, 52 and 54)
• Guaranteed funding for fire equipment and apparatus for the life of the 20 -year
bond
• Construction of a Justice Center to house the Tukwila Police Department and
Municipal Court.
2. Charter Purpose
Pursuant to Ordinance No. 2509 the City Council will appoint a Public Safety Bond
Financial Oversight Committee within six months if the ballot proposition is approved
by the qualified voters of Tukwila at the November 8, 2016 election. The purpose of
this Charter is to serve as the framework for the Financial Oversight Committee
( "Committee "). The City Council may amend this Charter as necessary or
appropriate.
3. Committee Purpose
As the City's legislative body, oversight and control of the City's finances is the
responsibility of the City Council, all seven of whom are held accountable by Tukwila
voters. The purpose of this Committee is not to supersede the fiduciary authority of
the Council, but to independently represent taxpayers concerning the City's
expenditure of revenues received from the sale of general obligation bonds. The
Committee shall review the allocation of bond proceeds and progress on achieving
the purposes of the Public Safety Bond, and shall report at least semi - annually to the
City Council and the public on the same. The Committee will help ensure that the
community remains informed about new public safety construction projects. The
Committee will not be engaged in facility design or construction oversight.
4. Committee Responsibilities
• Review periodic reports provided by the City regarding status of construction
projects, bond expenditures, project schedules, and timelines of bond projects.
• Verify effective and efficient use of bond proceeds and compliance with the
purposes of the Public Safety Bond.
• Review efforts by the City to maximize bond revenues by balancing best value,
quality, and efficiency in meeting the City's goals and priorities.
• Review copies of all other bond reports provided by the City or requested by
the Committee.
(continued...)
Page 2 of 5
CHARTER of the City of Tukwila
Public Safety Bond Financial Oversight Committee
4. Committee Responsibilities (cont.)
• Review copies of any performance or financial audits of the City's bond
programs to ensure that appropriate action is being taken to remediate any
identified deficiencies.
• Prepare and communicate findings and recommendations for improvement via
a periodic (at least semi - annually) independent report to the City Council and
the public.
• Review this Charter annually and recommend revisions to the City Council.
• Approve Committee meeting minutes.
• Approve reports and other Committee communications.
5. Committee Structure and Membership
The Committee shall include 5 members comprising 2 residents, 2 members from the
business community, and 1 at -large member. The City Council will appoint all
members of the Committee.
Members shall serve for terms of two years without compensation, although in order
to have staggered terms, 1 resident and 1 business representative will initially be
appointed for three years and thereafter all terms of appointment will be for two years.
Members may be reappointed for additional terms.
No employee or official of the City of Tukwila shall be appointed to the Committee.
No vendor, contractor, or consultant of the City of Tukwila who is in any way involved
in the public safety construction projects shall be appointed to the Committee.
The Committee shall continue in existence for the economic life of the Public Safety
Bond.
6. Appointment Process
The City will advertise broadly the opportunity to serve on the Committee. Interested
individuals may apply by completing the City's Boards and Commissions application
form available on the City website. Applications will be reviewed by a standing
Committee of the City Council which will make a recommendation to the Committee
of the Whole. Volunteers for City Boards, Commissions, and Committees are subject
to a background check.
Page 3 of 5
CHARTER of the City of Tukwila
Public Safety Bond Financial Oversight Committee
7. Bylaws
The Committee shall adopt bylaws regarding its internal organization, including the
following:
• A provision for electing a Chair and a Vice - Chair, as well as any other officers
deemed necessary by the Committee.
• All meetings will be open to the general public.
• A majority of active members shall constitute a quorum.
• Reports and /or recommendations to the City Council must be approved by a
majority of active members of the Committee.
• Written minutes of all meetings of the Committee shall be composed.
8. Meetings
The Committee shall determine its meeting schedule according to the flow of
information to evaluate, no fewer than two times per year. Members are expected to
reliably attend and participate in meetings. If a member fails to attend two or more
meetings without cause, the Committee shall define the member as inactive and
inform the Council of its action.
9. City Support
The City will provide the Committee with reasonable technical and administrative
assistance, including:
• Provision of timely reports that will describe proposed projects, costs,
contingency, and schedule.
• Provision of other documents such as financial statements, investment reports,
contracts, budget amendments, bid awards, or other reports requested by the
Committee.
• Provision of a meeting room.
• Provision of space on the City website and Digital Records Center for public
access to agendas, minutes, reports, and any other relevant information.
• Preparation and distribution of meeting agendas and minutes.
Page 4 of 5
CHARTER of the City of Tukwila
Public Safety Bond Financial Oversight Committee
10. Ethics Policy
Committee members shall be bound by Tukwila Municipal Code Chapter 2.95, Code
of Ethics for Employees and Appointed Officials.
The Committee serves the general interest of the public and not any personal or
special interest.
Committee members are required to sign a conflict of interest statement and to
disclose any potential conflicts that may arise in the course of their service.
11. Member Termination
The City Council retains the right to remove a Committee member for specific reasons
such as, but not limited to:
• The member has been declared inactive due to missing two or more meetings
without cause.
• The member has been found to violate a provision of the Code of Ethics (TMC
Chapter 2.95).
If a member is removed from the Committee, the community will be notified of the
vacancy and the City Council will appoint another qualified person to the Committee
per the process outlined in Section 6 of this Charter.
Page 5 of 5
City of Tukwila
Public Safety Bond
Siting Advisory Committee
Overview
Summary
The Tukwila City Council and Administration share the common goal of ensuring robust community
engagement regarding the siting of the facilities included in the Public Safety Plan. As such, the City will
appoint and staff a Siting Advisory Committee that will provide advice to City officials throughout the
siting process, particularly with regard to the Justice Center. While fire station locations are data - driven
to ensure optimum response times, and while the Public Works facility will be constrained by acreage
and zoning requirements, these facilities can also benefit from the Siting Advisory Committee. It is
important to note the distinction between the Siting Advisory Committee and the Financial Oversight
Committee, which has a different role as formally defined in Ordinance 2509 and Resolution 1892.
Responsibilities
The Siting Advisory Committee will meet regularly to review and provide strategic advice on outreach
efforts, as well as to review feedback gathered from the community and verify that major themes are
incorporated into siting decisions. Members are encouraged to participate in additional community and
Council meetings throughout the siting process.
S
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TUKWILA PUBLIC SAFETY PLAN FACILITIES PLAN
Project Schedule
1/10/2017
site selection
program
design and permitting
bidding and construction
move -in /occupancy
completed
♦ public outreach
COUNCILMEMBER DECISIONS
(A) Architect Contract Approval (D) Site Selection
(B) Contractor Pre -Con Contract (E) Project Budget Changes
(C) Contractor Construction Approval (F) Bond Sale #2
(G) GC /CM CPARB
Start
Finish
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2019
2020
2021
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CITY /SOJ KICK -OFF MTG
10/05/16
10/05/16
100%
■
CITY VOTE
11/08/16
10/31/19
100%
■
BOND SALE
12/01/16
12/31/16
100%
PUBLIC OUTREACH - SITE SELECTON
01/01/17
12/31/21
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JUSTICE CENTER
02/06/17
05/25/20
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02/24/17
09/27/19
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site selection
program
design and permitting
bidding and construction
move -in /occupancy
completed
♦ public outreach
COUNCILMEMBER DECISIONS
(A) Architect Contract Approval (D) Site Selection
(B) Contractor Pre -Con Contract (E) Project Budget Changes
(C) Contractor Construction Approval (F) Bond Sale #2
(G) GC /CM CPARB
TUKWILA PUBLIC SAFETY PLAN
Proposed Site Selection Process
01/10/17
SITE SELECTION PROCESS OVERVIEW
1. Site Criteria — what does the building need to do? We need a set of city criteria for each
facility. We will consult:
a. Internal Experts — what does the city staff need the building to do for them?
i. How best to serve core functions — minimum requirements
ii. How to enhance the provision of city services — non - essential but beneficial
additional features
b. External Experts — what role does the community want this building to serve?
i. In addition to its core function, does it:
1. Enhance the neighborhood?
2. Provide for community uses?
3. Attract economic development?
4. Create a sense of civic pride?
5. Provide a gathering place?
6. Create the beginnings of a downtown?
c. Elected Leaders — what policy considerations should guide site selection?
i. Cost
ii. Geographic equity
iii. Neighborhood distribution
iv. Goals for response times and public accessibility
v. Opportunity to shape city's identity
vi. Part of economic development strategy
vii. Creation of a Civic Center /Campus
d. Each facility will have a Program that articulates the core functional requirements of
the project.
e. The Program and Community /Elected objectives will inform set of selection criteria,
against which we measure potential sites.
2. Site — where does the building need to go?
a. Community desires and core functions will point to particular geographic areas of the
city
b. Overlay these with service - driven polygons (fire stations)
c. Begin to identify parcels of appropriate size and approximate location.
d. Score sites against Council- approved criteria
3. Acquisition Process
a. Develop budget for each parcel acquisition — Council sign -off?
b. Consider engaging broker — discussion with City Administration
c. Use criteria scoring to narrow list
d. Initiate negotiations on short list of properties.
e. Administration brings to Council recommended sites for final approval.
Ongoing
Outreach
Project Milestones
Open Houses
Community
Connectors
Online open house
Tukwila Public Safety Bond Outreach Schedule
Related Events
Draft
0
Key topics:
• Siting criteria discussion
• Fire station siting process
• Justice center programming
• Facility shop space req's
Planning
6 In- person
open house
Online open house
Notifications /education
Jul Aug Sep Oct Nov
Key topics:
• Feedback heard
• Fire station site options
• Justice center siting process and site options
• Facility shop areas
Road show
Planning
In- person
open house
Road show
Notifications /education
Key topics:
• Feedback heard
• Fire station design plans
• Justice center design plans
• Facility shop site options
Planning
In- person
open house
Online open house
Notifications /education
Road show
Project website updates
Response to public inquiries: phone, email and in person
As scheduled or requested:
• Mayor and City Council briefings
• Neighborhood meetings
• Key stakeholder briefings
• Informational tables
• Committee /commission briefings
• Youth engagement
• Site tours
Key milestone communications:
• Postcard mailing
• Newsletter articles
• Press releases
• Email updates
• TukTV
• Tukwila Reporter City pages
• Social media posts
• E- Hazelnut
• Hazelnut
Connector outreach
Feb. 23 -25
• TIB Design
Charrette
1/6/2017
1/5/2017
TUKWILA PUBLIC SAFETY PLAN
Phases of Design
Programming
• Research and decision making process that identifies a scope of work to be defined.
• Synonyms include "facility programming ", "functional and operation requirements" and
"scoping ".
• Identifying the scope of the design problem prior to the beginning of design, intending
to solve the problem.
Schematic Design Phase
• Initial design scheme that seeks to define the general scope and conceptual design.
• Includes rough sketches of interior layout and exterior design.
Informational Presentation for Council at completion of Schematic Design
Design Development Phase
• Furthering schematic design decisions through a clear and coordinated
description of all aspects of the design including Architectural, Mechanical,
Plumbing, Electrical and Fire Protection Systems to create a basis for the
preparation of construction documents.
• Construction Manager assists Owner and architect in determining potential cost
savings, energy efficiency, and constructability improvements.
• At the end of the design development phase the architect will provide the client
with drafted to -scale drawings that will illustrate the project as it would look when
it's constructed. These drawings will very specifically define the site plan, floor
plans and exterior elevations.
Construction Documents Phase
• Documents at the final level that detail requirements for the construction
of a building project, consisting of Drawings and Specifications.
• Drawings are the illustrative component of construction documents,
whereas Specifications are written requirements pertaining to building
materials, equipment, and construction systems that outline the standards
to be met in the construction of a project.
Construction Administration Phase
• Period during construction where the Owner's Representative, Architect,
Engineers oversee construction to ensure conformity to construction drawings,
specifications, and standards.
CONSTRUCTION DELIVERY METHOD COMPARISON
TRADITIONAL (DESIGN- BID - BUILD)
CE JERAL
CONTRACTOR
ENE3iNEER
Program Design Bid
Price
SUBCONTRACTORS
Construction
Description
This is the traditional way facilities have been delivered throughout the 20th century.
The owner hires an architect to design a facility in response to the owner's program
requirements. The architect prepares construction drawings and specifications, which
exactly define the scope of work. The drawings and specifications are used to select a
general contractor, typically on the basis of low bid.
DBB Examples:
• SCORE Jail Project
• Smaller Seattle Public Schools Projects
CONSTRUCTION DELIVERY METHOD COMPARISON
GENERAL CONTRACTOR / CONSTRUCTION MANAGER (RECOMMENDED)
OWNER
GENERAL
CO NTF4A CCI N STRU CTI ON
MANAGER
ARCHITECT ENGINEER
SUBCONTRACTORS
Pr gran Design Bid/
Construction
`Guaranteed Maximum Price
Description
A construction manager is hired early in the process as a collaborative team member.
Because the project isn't fully designed when construction begins, the construction
manager typically provides construction services on a cost plus fee basis. To ensure the
project will be completed within the owner's budget, the construction manager also
provides a guaranteed maximum price (GMP). The construction manager is responsible
for costs in excess of the GMP that are not due to changes in the original scope of work.
GC /CM Examples:
• Sound Transit Projects
• King Street Station
• University of Washington Projects
• Larger Seattle Public Schools Projects
CONSTRUCTION DELIVERY METHOD COMPARISON
DESIGN -B ILO
AGN -BUiIb CONTRA OR /
ARCHITECT ENGINEER
!dot) di
SUBCONTRACTORS
Program GMP* Design
Co nsitrurti o n
'Guaranteed Maximum Price
Description
With design- build, one company provides both design and construction services. There is
a single point of accountability for all project related issues. The design- builder may
provide design and construction services using in -house resources or may subcontract for
these services through third party providers.
DB Examples:
• WSDOT Projects
• Projects with simple program /design
CONSTRUCTION DELIVERY METHOD COMPARISON
1S- 20
f
R
NON-PROFIT
CORPORTAT1OV1
GENERAL ARCHITECT
CONTRACTOR ENGINEER
J
acicdc5
Program Design GMP*
Construction
%uarenteed Maximum Price
Description
The Owner develops a Project Program. They then enter a 30 year contract with a
Non - profit corporation who will manage the design and construction of the
project. The Owner then leases the property back from the Non - profit over the
course of that 30 year contract.
63 - 20 Examples:
• King Street Center / King County Metro Project
City of Tukwila - Public Safety Plan
Conceptual Budget Summary
YOE $ (in thousands)
PUBLIC SAFETY PLAN - FUNDING
Project
YEAR OF EXPENDITURE (YOE) SUMMARY
UTGO Impact Fees General Fund Enterprise Funds Total
Facilities
Public Safety Building
Fire Stations (51, 52, 54)
Public Works Shops
$ 28,629
18,824
4,750
858
14,747
14,746
28,629
24,432
29,493
FACILITIES TOTAL
47,453 $
4,750 $
15,605 $
14,746 $
82,554
Apparatus /Equipment
29,932
29,932
PLAN TOTAL
77,385 $
4,750 $
15,605 $
14,746 $
112,486
indicates voter approved
PUBLIC SAFETY PLAN - FACILITIES
Fire Station Program
as of December 31, 2016
Project Budgets (in YOE $)
Public Safety
Building
FS 51 FS 52 FS 54 City Shops TOTAL
Category
A/E Services (both design & CA)
Land Acquisition
Permits /Fees
Construction (pre -con, const & tax)
Construction Related Costs
PM Services (incl Other Professional Svcs)
Contingency (incl Construction & Project)
1,616
6,000
440
16,195
1,064
1,114
2,199
731
0
255
7,809
1,047
460
1,145
356
653
89
3,278
438
297
546
464
862
116
4,273
551
397
665
869 $ 4,037
6,000 13,516
522 1,421
19,202 50,758
425 3,526
348 2,615
2,127 6,682
TOTAL
28,629 $
11,446 $
5,657 $
7,329 $
29,493 $
82,554
1/10/2017