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Home My WebLink AboutPS 2018-08-20 COMPLETE AGENDA PACKET/4 City of Tukwila Public Safety Committee • Kathy Hougardy, Chair 0 Dennis Robertson o Thomas McLeod MONDAY, AUGUST 20, 2018— 5:30 PM HAZELNUT CONFERENCE ROOM (At east entrance of City Hall) Distribution: K. Hougardy D. Robertson T. McLeod V. Seal Mayor Ekberg D. Cline C. O'Flaherty L. Humphrey Item Recommended Action Page 1., PRESENTATION(S) 2. BUSINESS AGENDA a. Request to spend JAG funds (Justice Assistance Grant) a. Committee consideration/ Pg.1 to purchase unfunded Unmanned Aircraft System (UAS) for the Police Department. decision. Bruce Linton, Police Chief b. Fire Station 51 design development and estimate. b. Forward to 8/27 C.O.W. for Pg.3 Rachel Bianchi, Communications and Government Relations consensus. Manager c. 2019-2020 Biennial Budget: C. Forward to 8/27 C.O.W. Pg.9 • Fire Improvement Fund/Impact Fees Mtg. • Public Safety Plan • Public Works Shops Vicky Carlsen, Deputy Finance Director 3. MISCELLANEOUS 4, ANNOUNCEMENTS Next Scheduled Meeting: Tuesday, September 4, 2018 • The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206-433-1800 (TukwilaCityClerk(aTukwilaWA.gov) for assistance. City of Tukwila Allan Ekberg, Mayor INFOR ATIONAL ME ORANDU TO: Public Safety Council Committee FROM: Bruce Linton, Chief of Police CC: Mayor Ekberg DATE: August 10, 2018 SUBJECT: Request to spend Justice Assistance Grant (JAG) funds to purchase unfunded Unmanned Aircraft System (UAS). ISSUE Addressing the need to fund an Unmanned Aircraft System (UAS) capable of operating in light rain. BACKGROUND The Tukwila UAS program has been very successful in demonstrating the efficiencies of mapping accident and crime scenes in record times, thereby reducing the time officers spend manually re -constructing some of the more complex incidents. With all the recognized success, the persistent precipitation (drizzle) associated with the Western Washington topography, has presented a challenge for most small UAS technologies on the market. These unmanned aerial vehicles do not operate in the light rain that we experience in our environment. ANALYSIS Advances in technology are rapidly improving and the industry has provided solutions to address some of the challenging conditions experienced by public safety when addressing our need to operate in challenging weather environments. The DJI Matrice Series is one of those technologies that will allow us to operate in the predominant conditions of light drizzle because of its 1P46 rating. This new technology will increase our efficiency by allowing our Remote Pilots to operate in our predominant weather during the winter months. The cost of the Matrice 210 First Responder Aerial Kit has been quoted at $10,500. This UAS has been unfunded; however, monies from a Justice Assistance Grant are available to support the purchase. FINANCIAL IMPACT There is no financial impact to the police department budget. There is no matching requirement for the expenditure of JAG funds. JAG funds in the amount of $11,550 (tax included) will fully support this purchase. RECOMMENDATION The committee is being asked to approve the use of $10,500 in JAG funds to purchase a DJI Matrice 210 UAS to support inclement weather operations. 2 City of Tukwila 111LA TO: FROM: CC: Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM Public Safety Committee Rachel Bianchi, Communications and Government Relations Manager Mayor Ekberg DATE: August 20, 2018 SUBJECT: Fire Stations #51 Design Development and Estimate ISSUE The Project Team for Fire Station 51 has completed the Design Development Phase of the project. The GCCM and the architect's estimator's numbers have been checked against each other and the reconciled estimate is $8,611,345, which is $205,890 (2.45%) over the currently approved construction budget of $8,405,455 - within the approved construction budget of $9,396M, when the tax and preconstruction costs are added. BACKGROUND Over the past seven months, the design team completed the Design Development phase of Station 51. The current estimate amount of $8,405,455 includes the following contingency amounts, in accordance with the industry standard practices: • 4 % design contingency of $272,519 • 3% escalation contingency of $212,565 • 3% Construction Manager Contingency of $ 218,942 Since these contingencies total to $704,026 at approximately 10% of the subcontractor's total scope of work, the design team agree, and Steve Goldblatt, the Council's Program Management Quality Assurance (PMQA) consultant concurs, that it will be possible to find appropriate project adjustments and alternates strategies to stay within the approved budget in the Construction Documents Phase. Some of these deductive alternates would be scopes of work that would not compromise on functionality of the station, although it would result in lesser quality exterior materials and surfaces. RECOMMENDATION The Public Safety Committee is asked to approve this item and move it to the August 27, 2018 Committee of the Whole for discussion and consensus to approve the project team to proceed into the next design phase, Construction Documents, which includes the building permit submittal to the City of Tukwila. ATTACHMENTS -Lydig's DD Estimate Summary dated 8/2/2018 -Fire Stations Budgets 3 4 YD Tukwila Fire Station #51 Selected VE 100% DD Estimate Update 8/2/2018 UNIFORMAT BREAKDOWN FOUNDATIONS SUBSTRUCTURE SUPERSTRUCTURE EXTERIOR ENCLOSURES ROOFING INTERIOR CONSTRUCTION STAIRS INTERIOR FINISHES PLUMBING HVAC FIRE PROTECTION ELECTRICAL EQUIPMENT FURNISHINGS SITE PREPARATION SITE IMPROVEMENTS CIVIL & MECHANICAL UTILITIES ELECTRICAL UTILITIES GENERAL REQUIREMENTS TOTALS 12,540 SF TFS51 Bldg SITE DEVELOPMENT DD BUDGET PROJECT TOTAL $/SF Sub Bonds 1.25% SUBTOTAL Design Contingency 4.00% SUBTOTAL Escalation - Labor & Materials - January 2019 3.00% SUBTOTAL Construction Manager Contingency Negotiated Support Services MACC SUBTOTAL Lydig Specified General Conditions -Fixed Lydig Fee On MACC 100% SCHEMATIC DESIGN ESTIMATE TOTAL Project Budget Current Budget Overrun Current Budget Overrun - Percentage Ul TFS51 Summary 3.00% 4,50% $147,937 $147,937 $0 $427,905 $427,905 $950,027 $950,027 $270,403 $270,403 $359,360 $359,360 $31,616 $31,616 $174,762 $174,762 $639,720 $639,720 $649,643 $649,643 $89,676 $89,676 $624,931 $624,931 $70,263 $70,263 $163,789 $163,789 $148,073 $148,073 $860,421 $860,421 $241,209 $241,209 $308,679 $308,679 $570,456 $570,456 $5,170,488 $1,558,383 $6,728,871 $536.59 11.80 0.00 34.12 75.76 21.56 28.66 2.52 13.94 51.01 51.81 7.15 49.84 5.60 13.06 11.81 68.61 19.24 24.62 $64,631 $19,480 $84,111 $5,235,119 $1,577,862 $6,812,982 $543.30 $209,405 $ 63,114 $272, 519 $5,444,524 $1,640,977 $7,085,501 $565.03 $163,336 $49,229 $212,565 $5,607,860 $1,690,206 $7,298,066 $581.98 $168,236 $50,706 $218,942 $183,228 $183,228 $5,959,323 51,740,912 $7,700,236 $614.05 $433,840 $130,759 $ 564, 599 $268,170 $78, 341 $ 346, 511 $6,661,333 $1,950,013 $8,611,345 $686.71 Page 1 of 1 $ 8,405,455 205,890 2.45% 8/2/201 B 1:03 PM 6 PROJECT COSTS CITY OF TNKWU0A Public Safety Plan Fire Stations -51 52 and expended cost for 54 Schematic Design Budget Summary YOE $ (in thousands) 7/23/2O1Q Project Category FS51 17,950sf FSS2 6,567sf FS 54 8,228sf TOTAL 32,745 sf A/EServices (both design &CA) 731 356 464 1,551 Land Acquisition - 653 862 1,515 Permits/Fees 255 89 lIG 460 Construction (pre'con,uonst,tax) 7,808 3,278 4,273 15,360 Construction Related Costs (indbond) 1,047 438 651 2,036 PW1Services (inc|other prof avcs) 460 297 397 1,154 Contingency (indConstruction &Proj) 1,I45 546 665 2,356 TOTAL $ 11,446 $ 5,657 $ 7,3I9 $ 24,432 Project Category FS51 � 11'933 sf FS52 � 15,068sf R5G4 11933 sf TOTAL 38,934sf A/EServices (both design &CA) 899 1,244 1,003 3,146 Land Acquisition 854 854 Permits/Fees 234 353 262 849 Construction (pm-con,onnsttax) 8,956 12,677 9'935 31,568 Construction Related Costs (indbond) 931 1,398 1,039 3,367 PW1Services (indother prof sms) 426 687 476 1,589 Contingency (indConstruction &Pnoj) 1,062 1'294 1,185 3,541 1 The main fire station was originally identified as FS51, but has been changed to FS52 in the revised estimate. 2 FS 54 budget includes costs spent to date plus estimated costs to assess the scope of rehabilitation Project Category �� zz'933� �� z�O68� FSS4 �sm� existing TOTAL 32,399sf A/EServices (both design QCA) I,070 1,415 150 2,635 Land Acquisition - 902 902 Permits/Fees 234 353 20 608 Construction (pre'con,consttax) 9,396 13,298 230 22,925 Construction Related Costs (indbond) 931 1,398 50 2,379 PK8Services (indother prof svod 526 787 100 1,413 Contingency (indConstruction &Pro]) 1,115 1,358 50 2,523 TOTAL g 13,279 $ 18,610 $ 1,502 $ 33,384 FUNDING GAP Z:\cvunu|xmenuo 082018 Attachment 2.x1sx, 1.22.18-HIGH � , 8 City of Tukwila Allan Ekberg, Mayor INFOR ATIONAL E ORANDU TO: Public Safety Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director CC: Mayor Ekberg DATE: August 15, 2018 SUBJECT: Fire Improvement Fund 2019-2020 Proposed Budget ISSUE As provided for in the budget process approved by the Finance Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Fire Improvement fund section of the budget is ready for review by the Finance Committee. BACKGROUND This program provides fire department capital improvements and apparatus specific to the fire department through impact fees. DISCUSSION The proposed budget for the Fire Improvement fund are as follows: • Fire impact fees are budgeted at $500 thousand for 2019 and $500 thousand for 2020. This does not include the mitigation fees from the Tukwila South agreement. These are recorded in fund (305) for the Public Safety Plan. Fire impact fees collected will be transferred to fund 305 as partial funding for the construction of 2 fire stations and purchase fire equipment and apparatus. RECOMMENDATION Staff recommends that the Finance Committee forward this section of the budget on to the Committee of the Whole for review. If there are no recommended changes, Council consensus will be requested to move this budget forward to the final budget package in November. ATTACHMENTS Draft Fire Improvement fund 2019-2020 Proposed Budget 9 10 DEPARTMENT: N/A FUND: Fire Improvement RESPONSIBLE MANAGER: Jay VVittwer Description FUND NUMBER: 3O4 POSITION: Fire Chief The program provides fire department capital improvements and apparatus through Fire Impact Fees. Impact fees are transferred to Public Safety fund to pay for improvements specific to the fire department. Revenue and Expenditure Summary Fire Improvement 2016 Actual mnr 2018~ 2018 Budget 2019 2020 Percent Change 2018-19 2019-20 OperaUngnawnue Miscellaneous Revenue |moehnentEeminQv $ 1.216 $ 2.617 $ 202 $ 100 $ 100 $ 100 0.00% 0.00% Total Miscellaneous Revenue 1.210 2,617 202 100 100 100 ozm% 0.00% Capital Project nevenue Fire Impact Fees 183.e67 285.075 400.000 50,000 500.000 500,000 900.00% 0.00y6 Total Revenue 185.084 287^693 400'202 50.100 500.100 500.100 898,20% 0.00Y6 Transfer Out 1.017.000 *VO.VnO ^ 500,000 508.000 0.00% 0.00% Total Expenditures 1,017.000 400.000 500.000 500,000 0.00% 0.00% Beginning Fund Balance Change inFund Balance 551.434 185.084 736,518 (729,307) 7.210 202 677,731 50.100 7.*12 100 7.512 100 'e8.91m 'oRxow 1.35% 0.00% *Projected 12 City of Tukwila Allan Ekberg, Mayor INFOR ATIONAL E ORA DU TO: Finance Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carisen, Deputy Finance Director CC: Mayor Ekberg DATE: August 15, 2018 SUBJECT: Public Safety Plan and City Facilities Funds 2019-2020 Proposed Budget ISSUE As provided for in the budget process approved by the Finance Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Public Safety Plan and City Facilities funds section of the budget is ready for review by the Finance Committee. BACKGROUND The Public Safety Plan fund is used to account for construction costs associated with the new Justice Center and reconstruction of fire stations. Projects in this fund are funded by voter approved debt, non -voted debt (LTGO) and dedicated revenue sources including real estate excise tax, fire impact fees, and land sale proceeds. The City Facilities fund accounts for costs associated with major reconstruction of City facilities including the Public Works shops facility. Projects in this fund are funded by LTGO or other non -voted debt options. DISCUSSION Public Safety Plan Fund: The proposed budget reflects updated project costs as presented by SOJ on August 1, 2018. Because fire station 54 was removed from the plan, soft costs that had been allocated to fire station 54 had to be reallocated to the remaining projects. At the end of the biennium, the fund is expected to have an ending fund balance of approximately $2.5 million. City Facilities fund (PW Shops): Funding for PW Shops facility in the City Facilities fund include LTGO bond proceeds in 2019 to purchase land for the Public Works Shops facility and remodel existing structures to accommodate City staff needs. It is anticipated that construction will be completed in 2020 and any remaining funds will be transferred to the public safety plan fund. Updates to the Financial Framework: The financial framework, as presented to the Finance committee on June 5, 2018 included issuing LTGO debt of $20 million in 2020. Because of changes in timing of expenditures and reallocating soft costs from fire station 54 to the remaining projects, the City now expects to issue $25 million in 2019. Fire impact fee budget has also been increased from $300 thousand to $500 thousand to reflect the increase in the impact fee rates. RECOMMENDATION Staff recommends that the Finance Committee forward this section of the budget on to the Committee of the Whole for review. If there are no recommended changes, Council consensus will be requested to move this budget forward to the final budget package in November. ATTACHMENTS Draft Public Safety Plan and City Facilities Funds 2019-2020 Proposed Budgets 13 14 DEPARTMENT: N/A FUND: Public Safety Plan Fund RESPONSIBLE MANAGER: Henry Hash Description FUND NUMBER:8O5 POSITION: Director The Public Safety Plan fund is used to construct new Justice Center, which will house the Police department and Court, and reconstruct 'existing fire stations. .Projects inthisfundapo9midfor\withvoter- opproVaddebt,non-votaddmbt ). and other dedicated revenue sources including real estate excise taxes, impact fees, and proceeds from land sales. Revenue and Expenditure Summary Public Safety Plan emo Actua/ omr 2018* cmu Budget mny 2020 Percent chanu 2018-19 2019-20 operatingmewnue m/yv000neouspewnue /meotmomsamiona $ 9.561 m 258,283 $ soo'mo $ ' $ 300,000 o 100.000 0.00% *umr% Total Miscellaneous Rmwnuv Capital Project nv\emm mmw/oSouth Mitigation Real Estate Excise Tax' Sale mLand uTsoBond Proceeds onoBond Proceeds Premium vnBond Proceeds 9'561 ' ' 32,990.000 ' 3,719,951 :58.283 500.000 ' ' ~ 503,546 300,000 500,000 ' ' ' ' 300,000 ' ' ' ' ' onn.unn 300,000 500,000 5,289,300 40'675.046 17,500.000 ' 100.000 300,000 oounou 775,000 ' ' 0.00% 0.00% 0.00% 0.00% n00% 0.00% 0.00% *6.67% 0.00% 0.00% -85.35m o.on* 0.00% 0.00% Total Capital Project Revenue Transfers m'Fire Impact Fees Transfers m'City Facilities Fund 36709.954 ' 500,000 1.017.000 800,000 400.000 ' 300,000 ' n*.um,x*o 500,000 1.750.000 1.575.000 500,000 283,709 21321.*5m 0.00% 0.00% -97.55% 0.00% -83.79% Total Revenue 36./19'516 1.775.283 1./03,546 300,000 66.814,346 2,458.709 22171.45m *6.32m Expenditures Justice Center Fire Station 51 Fire Station su Fire Station o* Fire Equipment 123,833 59,853 8,256 431.266 254,413* 161.299 142,791 ' 17.869,000 1.145`000 771.000 1.0e2,000 ' 2.157.ono 5,320.000 mu.opU - ' 26,596,000 9,416.000 2,963,000 297,000 324,578 23,515.000 o,00n'mm 13.749'000 28,14e 1133.01m rouy% *m.mzm n»om 0.00% '11a8% -74.55m no^.00% 0.00% -91�33m Total Capital Projects Transfer for Fire Anp,nmu* 1910942 14.447 989'840 573,651 20.847.000 4.456'000 8.149.000 3,695.00 39,596.578 300,000 39.688'146 x*n,non 385.91m -91.88m 0.23% 13.33m Total Expenditures ' 206,389 1.563.491 25.303.000 11.844.000 ny'uvo'om 40,028.1*6 xxo.m* 0.33% Beginning Fund Balance Change mFund Balance 34513.127 36,513.127 211.792 36.724'918 (23.599.*55) 10,673.000 (11,544.000) 13,125.463 26,917.768 /0.0*3,231 (37.569.437) 2e.98m '333.18m cnsno% -239�57m Ending Fund Balance o 36.513^127 m 36,724.918 $ 13'125.463 u (871.000) $ *0.0*3.231 $ z.*m'rsw ^myrx*» *o.oc% 15 Expenditure Detail —Services and Capital Services include consulting and design. Capital includes land acquisition and construction. Project costs are related to Public Safety Plan. Public Safety Plan Account Number 2016 Actual 2017 2018* 2018 Budget 2019 2020 305.98.522.220.35.00 Supplies - Office & Operating - $ 403,948 $ 2,393 - $ - $ - 305,98.594.220.35.00 Supplies - Office & Operating - - 4,066 - 324,578 28,146 Total Supplies - 403,948 6,458 - 324,578 28,146 305.98.594,180.41.00 Prof Secs - Design for Justice Center - $ - $ 824,968 $ 2,157,000 $ - $ - 305.98.594.220.41.00 Prof S1,cs - Design for Fire Stations - - 12,750 1,314,000 - - Total Services - - 837,718 3,471,000 - - 305.00.594.220.64.00 Capital - Land Fire Station - - 882,730 2,269,000 - - 305.98.594.180.61.00 Capital - Buildings & Structures - - 2,977,600 - - - 305.98.594.210.61.00 Capital - Construction of Justice Center - - 13,331,289 - 460,000 - 305.98.594.210.62.00 Capital - Land for Justice Center - 431,266 576,258 - 26,136,000 23,515,000 305.98.594.220.61.00 Capital - Land Fire Station - - 908,000 - - - 305.98.594.220.62.00 Capital - Construction of Fire Stations - 558,574 288,183 - 12,676,000 16,145,000 305.98.594.220.64.00 Capital - Fire equipment - 9,130 1,684 - - - 305.98.594.220.65.00 Capital - Fire Stations - - 868,459 4,654,000 - - Total Other - 998,969 19,834,203 6,923,000 39,272,000 39,660,000 Total Supplies, Services and Other $ - $ 1,402,917 $20,678,380 5 10,394,000 $ 39,596,578 $ 39,688,146 *Projected 16 DEPARTMENT: N/A NDCity Facilities Fund RESPONSIBLE MANAGER: Henry Hash Description FUND NUMBER:3O0 POSITION: Director The City Facilities Fund iaused for new construction ormajor ranonotnucUonofoitvfacUbeo The current project accounted for in this fund is the Public Works Shops facility. Revenue and Expenditure Summary Facilities City Actual 2016 mnr mno° omo Budget umy 2020 Percent Change 2018-19 2019-20 Revenue Bond Proceeds $ $' ' $20,000.000 $23,343,000 $ r.00n'nun $ ' *n.orm 000m Transfers m'General Fund Transfers n' q.3,00 Transfers|n-uomrFunda ' 1*1.854 141,85* 1.000.000 ,0o 4,000,000 ' ' ' ' ' uoVm 0.00% nuo% unn% noom 0.00% Total Revenue ' 283,709 28�0,000 23,343000 7,500,000 ' -67.87m 0.90% Expenditures Capital Projects Public Works Shops ' 283,709 22,336,000 ' 2,879,000 *.501.2e1 0.00m 56.35m Total Capital Projects ' 283,709 22,336,000 ' 2,879,000 4.501.291 0.00% 56.35% Transm,moen,m/Fund Transfer mUtility Funds Transfer mPublic Safety Plan Fund Total Expenditures ' ' ' ' ' 283,709 1.000p00 2.750,000 , 26,086,000 ' ' ' ' 1.750.000 4.629.000 ' 283,709 *.roo.000 0.00% u.00m 0.00% 000m o.Vn& 'oo.rem 0.00% o`orm Beginning Fund Balance Change inFund Balance ' ' 1.91*,000 23.343000 1.e14.000 o'xn.ono 4'785,000 (4`roo.onn) 0.00% 150o0% '87.70% '000arm Ending Fund Balance * ' $ ' $ 1,914.000 y23,343.000 $ 4.785,000 m ' -79.50% 0.00% Expenditure Detail —Services and Capital Services include consulting and design. -Capital includes land acquisition and construction. -Project costs are related to City Facilities. City Facilities Actual Budget Account Number 2016 2017 2018 2018 2019 2020 306.98.594.180.41.00 Prof Svcs - Design for PW Shops - $ - $ 2,302,000 $ 2,302,000 $ - - Total Services - - 2,302,000 2,302,000 - - 306.98.594.180.61.00 Capital - Land PW Shops - - 23,629,879 23,629,879 - - 306.98.594.480.62.00 Capital - Buildings & Structures - 283,709 136,026 136,026 2,879,000 4,501,291 Total Other - 283,709 23,765,905 23,765,905 2,879,000 4,501,291 Total Supplies, Services and Other $ - $ 283,709 $ 26,067,905 $ 26,067,905 $ 2,879,000 $ 4,501,291 *Projected 18