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HomeMy WebLinkAboutReg 2019-05-06 Item 4E - Agreement - Parks, Recreation and Open Space (PROS) Plan Update with MIG for $125,000COUNCIL AGENDA SYNoPsIs Meeting Date 05/06/19 Prepared by RE Mayor's review Council review ITEM INFORMATION ITEM No. 4.E. Si All: SPONSOR: ROBERT EATON ORIGINAL AGENDA DA l'E 05/06/19 AGENDA I 1 EM TITLE Consultant Space Agreement Plan. with MIG to update the 6-Year Parks, Recreation, & Open Motion Date 05/06/19 El Ordinance M/s Date Award El Public Hearing AN Date CA1 I, G 0 RY U Duct/is/on El U Resolution U Bid 1. Other Mtg Date Mtg Alit Date Arts Date Meg Date SPONSOR ECounil gyor 0 FIR 0DCD EFena,ne DFtee flJS PcoR Poke flPJV 11Court SPONSOR'S Tukwila Parks & Recreation is updating the Parks, Recreation, & Open Space (PROS) Plan SUMNL \ RY as required every six years. This document serves as a guiding document for future planning of Parks & Recreation services as well as enables the city to be eligilble for grants through the Recreation Conservation Office. Staff are seeking Council authorization appraving the Mayor to sign the Consultant Agreement to complete these services. RI, VII ,V,'N,D BY . C.O.W. Mtg. 11 CDN Comm 0 Finance Comm. E Parks Comm. QUINN . Public Safety Comm. II Trans &Infrastructure Arts Comm. 0 Planning Comm. DATE: 4/23/2019 COMMIT1EE CHAIR: RECOMMENDATIONS spoNsoR/ADmiN. Commrri Parks & Recreation Department EE unanimous Approval; Forward to Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE REQUIRIM AMOUNT BUDGETED APPROPRIATION REQUIRED $125,000 NTE $125,000 $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 05/06/19 MTG. DATE ATTACHMENTS 05/06/19 Informational Memorandum dated 4/17/ 9 Consultant Agreement with MIG Minutes from he Community Development & Neighborhoods Committee 4/23/19 mtg 21 22 City of Tukwila Al/an Ekberg, Mayor INFOR ATIONAL E ORANDU TO: Community Development and Neighborhoods FROM: Rick Still, Director Parks & Recreation BY: Robert Eaton, Parks & Recreation Manager CC: Mayor Ekberg DATE: April 17, 2019 SUBJECT: Consultant Agreement for Parks, Recreation, & Open Space Plan Update ISSUE Authorize the Mayor to sign a Consultant Agreement to conduct the City's 6-year Parks, Recreation, & Open Space Plan that is due for an update. BACKGROUND The current 2014 - 2019 Parks, Recreations, and Open Space (PROS) Plan was adopted by Ordinance Number 2207 on February 18, 2014. The RCW 35A.63.061 authorizes cities to perform comprehensive planning, including recreation, park and open space planning. This work is completed every six years by the Parks & Recreation department hiring a consultant to perform the services required to develop, and update, the PROS Plan. Staff is proposing to update the PROS Plan in 2019 for the following reasons: • The current PROS Plan was adopted in 2014 and will expire in 2020. • The PROS Plan serves as a valuable tool for future park, recreation, and open space planning. • The Plan is budgeted in the 2019-2024 Capital Improvement Program to be updated in 2019, with adoption in early 2020. • The PROS Plan serves as the Master Plan for Parks, Recreation, and Open Space. In order to continue to qualify for Federal and State Grant Funding through the Recreation and Conservation Office, this must be updated. • The PROS Plan will incorporate the recently updated and ongoing Citywide Strategic Plan and dive deeper with respect to Parks, Recreation, and Open Space. • Significant changes have occurred since the current Plan was adopted in 2014, including demographic, financial climate, service providers, and department staffing levels. The plan will help to forecast future trends and their impact on parks, recreation and equality in access to recreational opportunities for all residents. • The PROS Plan will evaluate programs, facilities, and parks to identify underserved portions of the community. • The PROS Plan will take into account the City's Strategic Plan, Walk and Roll Plan, Comprehensive Plan, and countywide planning policies and Growth Management Act. DISCUSSION A Request for Proposals (RFP) was advertised in two papers for two weeks and specifically distributed to fifteen Parks and Recreation Planning consultant firms from the Municipal Research and Services Center roster. Five proposals were received in response to the RFP. A review committee rated the five proposals based on Creative Approach, Qualifications and 23 INFORMATIONAL MEMO Page 2 Expertise, Effective Public Involvement, Experience with Implementation, Professional Presentation, and Adherence to RFP Requirements. This review narrowed the field and the top two consultants were interviewed. MIG was rated with the highest score and selected as the most qualified consultant. FINANCIAL IMPACT The budget for this plan is $125,000 (CIP Budget Book page 35, Project No. 81330101), RECOMMENDATION The Community Development and Neighborhoods Council Committee is being asked to approve the consultant agreement with MIG in the amount of $125,000 and move this item to the Consent Agenda at the May 6, 2019 Regular Meeting. ATTACHMENTS Consultant Agreement 24 Z:\Councii Agenda Items I Parks and Recreation \CDN PROS PlanIMEMO - PROS Consultant Agreement (4-17-19) - FINAL.doc City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Contract Number: CONSULTANT AGREEMENT FOR PLANNING, DESIGN, & COMMUNITY ENGAGEMENT 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 & Recreation Planning, Design, & Community Engagement services in connection with the project titled Tukwila Parks, Recreation, & Open Space Plan Update. 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 March 31, 2020, 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 March 31, 2020, 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 $125,000.00 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. 25 5. Ownership and Use of Documents. All dVounnenta, dravvnge, 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 theproject for which they one made is executed or not. The Consultant shall be permitted to retain copies, including reproducible oopkaG, ofdrawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not beresponsible for any use ofthe said docUnlents, dngwinge, specifications or other materials by the City on any project other than the project specified inthis Agreement. 6. Compliance with Laws. The Consultant nho||, in performing the services contemplated by this /\Qreernent, faithfully observe and comply with all f8de[8|. state, and local |8vvs. ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officia|s, employees and volunteers hornn|eoo from any and all dainlo, iWrY8s. damages, |000ee or suits including attorney fees, arising out of or resulting from the acto, errors or omissions of the Consultant in performance of this /\greennent, except for injuries and damages caused bythe sole negligence ofthe City. Should Q court of competent jurisdiction determine that this Agreement is subject to RCVV 4.24.115, theO, in the event of liability for damages arising out Of bodily injury to persons or dornoQes to property caused by or resulting from the concurrent n8Q|ig8MCe of the Consultant and the City, its Vfficern, officia|g, 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 RC\8/, solely for the purposes of this indemnification. This waiver has been n1utU8Uy negotiated by the parties. The provisions ofthis section shall survive the expiration Ortermination ofthis Agreement. 8. Insurance. The Consultant oho|| procure and maintain for the duration of the AgreoMlmnt, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the vVo[h hereunder by the C0OsUltant, its agents, R*preneOt8tives, or employees. Consultant's nOo|ntenoOoe 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 Cit«/S recourse to any remedy available at law oFin equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. /\UtQ[DDb||e Liability inSUngOQe with a OliOirnVnl COnlbiO8d single limit for bodily injury and property MQ0gge Of $1,000.000 per accident. Automobile Liability insurance shall cVY8[ all owned, OOD-QVVOed, hired and leased vehicles, Coverage shall be written on Insurance Services Office (ISO) form CA UD 01 or a Substitute fO[rO providing eqUiY@|8Ot liability coverage. If Oecessary, the policy shall beendorsed huprovide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than G1.000.000 each occurrence, $2.000.000 general aggregate. CVnnnlerc|a| General Liability insurance shall be written on |S{] occurrence form CG DO 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 Consultant's Commercial General Liability insurance policy with respect tothe work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance |oVV9 of the State of Washington. CArevised :1-2O13 26 4. PFOf8SSiOOg| Liability with |iDlh3 no |eSS than $1.00[i[00 per claim and $1.000.000 policy ' aggregate NniL Professional Liability insurance shall be appropriate tVthe Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to oontoin, or be endorsed to contain that they shall be primary insurance with respect to the City. Any |nouranoe, ee|f-inaurance, or insurance pool coverage maintained by the City Gh@|| be excess of the Consultant's insurance and shall not becontributed orcombined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating ofnot less than A:\/||. D. Verification of Coverage. Consultant shall furnish the City with original certificates and 8 COpV of the amendatory end0rsenleOtS, including but not necessarily limited to the additional insured endnnserDeOt, evidencing the insurance requirements of the Consultant before connnnanoe[neMt of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen /15\ days ofexecution ofthis 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 b[800h of contract, upon which the City may, after giving five business days notice to the Consultant to correct the bre8ch, immediately terminate the contract or, at its discretion, procure Orrenew such insurance and pay any and all prerUiUnlS in connection therevith. with any sums S0 expended to be repaid to the City On demand' or at the sole discretion of the Ojty, 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 ofthe Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that hehas not employed or retained any company or person, other than a bonmf|de employee working solely for the Conou|tont, to solicit or secure this oontraCt, and that he has not paid oragreed to pay any mJnnpony or peroon, other than o hoM2fide employee working solely for the Conou|tent. any fee. Con1nlieS|Dn, percentGge, 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 YV@[T8O[. the City ShgU have the right to annul this contract without |imbi|ity, or in its discretion to deduct from the contract price or C0nsid8ratiOO, or otherwise recover, the full @MUnuMt of such fee, cnnnnnisaion, percentago, brokerage fee, gift. orcontingent fee. 11. Discrimination Prohibited. The Conau|taMt, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, C[eed, Co|o[. OgUon@| origin. 8ge. veteran etatuo, eeX, sexual or|entotion, gender identity, marital atatus, political affiliation or the presence of any disability in the selection and retention of employees or procurement of materials or supplies. CArevised :1-2O3 27 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. 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: 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. CA revised : 1-2013 28 Page 4 DATED this day of , 20 CITY OF TUKWILA CONSULTANT Allan Ekberg, Mayor Attest/Authenticated: By: Printed Name: Title: Approved as to Form: City Clerk, Christy O'Flaherty Office of the City Attorney CA revised : 1-2013 Page 5 29 30 APPENDIX A: SCOPE OF'v%1*RK General ntons 1. City staff will be responsiblefor project management throughout the process, including: managing the overall process; providing relevant reports and documentation to MIG; reviewing all documents and providing comments; publicizing and arranging public meetings,- and scheduling/arranging workshops and public hearings. M|Gwill provide project rnanagennent support for City staff and be responsible for management of the MIG team. 2. The project budget isanestimate ofhow project cVstsarea||ocatedarnongphasesandtasksand among MIG team members. The MIG Team will not exceed the total contract amount without the express approval ofthe City. K4|Gmay reallocate costs among phases and tasks and team members 8sneeded tocarry-out the phases and tasks inScope ofWork. M|Gvvi|l notify the City of significant cost reallocations in conjunction with monthly invoicing. 3. The City will arrange, advertise, host and facilitate all public meetings, workshops, study sessions and public hearings, unless otherwise noted in the Scope of Work. The MIG Team will provide content and conduct the meetings, workshops and study sessions as noted in the Scope of Work. 4. City staff will provide a single, consolidated set of comments in electronic format on all documents. All comments will be reviewed by City staff to resolve any inconsistencies and provide clear direction. If possible, changes will be provided using track -changes or similar digital comment format. 5. The MIG Team will provide digital files of all documents and products to the City suitable for posting on the City website and for printing paper copies. The City will be responsible for the printing and distribution of paper copies of all documents, unless otherwise noted in the Work l.Project Kick-off and Foundation a.1PROJECT ���FF, TOUR, AND ENGAGEMENT STRATEGY (TAG MEETMG 1); K4|Gwill join City staff toinitiate the project, inc|uding a]6-daytour ofpark facilities, followed bythe first TAG meeting. The tour will be used to provide the team with an update on any changes, major acquisitions, and improvements since the 2014 Plan. The tour will also help our design team to begin a more detailed assessment of site conditions to be used as foundation for the capital improvement program. Atthis first TAG meeting K4|Gvvi|| review the project scope, obtain TAG perspectives on key planning and implementation needs and issues, and discuss the Community Engagement Plan. 1.2SYSTEM INVENTORY AND EVALUATION: During this task, K4|Gwill conduct adetailed assesarnentotparkassetsandtaci|itiestndocun1entand describe site conditions and potential capital improvement projects for Phase 3. This task will also include an updated park system inventory. This task assumes that the City will provide a consolidated list ofinformation Vnthe existing system for the system inventory. K4|Gwill check the Oty's inventory against GIS data to ensure that acreage numbers are consistent and accurate. We further City ofTukwila Parks, Recreation, and Open Space Plan Update | Appendix Al 31 review and analyze the City's inventory to cross-check park classification and facility counts. This product will result in an update of the inventory, linking it spatially to the GIS park data. 1.3 BACKGROUND INFORMAT�ON AND SEPA REV�EVV� After receiving relevant background information and GISdata from the City, M|Gwill conduct a review ofinformation related tothe PROS Plan, including aninitial assessment ofthe SEPAchecklist to uncover needed information for plan development, review, and adoption. As partofthis task, K4|G will outline relevant sections ofother City plans related tothe PROS Plan effort. This information will be used as a reference guide as part of the Final Plan document. The City is responsible for providing the preferred data source for the most recent available information on demographics and population to be used for the project. 1.4UPDATED PARKS AND TRAILS INVENTORY AND MAP: Based on the updated inventory confirmed by the City, MIG will develop an updated map of existing parks, trails, and recreational facilities. 1.5COMMUmTvENGAGEMENT PLAN: Based Onthe rity'spreferred approach, M|Gwill develop the Community Engagement Plan that outlines the goals, tools, and strategies to conduct a comprehensive outreach program for the process. This will ensure that we work in close coordination with planned and ongoing efforts such as the 10-Minute Walk program, to maximize effectiveness and reduce any potential for participation burnout from the public and stakeholders. During our first TAG meeting, we'll identify the best tools to use for this process based on identified underserved communities, which may include an online mapping tool, a series of pop-up events, in -person interviews, social media, and language translation. Our approach includes budget in three phases to carry -out the Engagement plan andMiG will custom tailor our engagement tools to match the preferred strategies we identify together. As part of our approach, MIG recommends working with the Community Connector program and our proposed budget includes a stipend amount to offset these costs as needed. M|Gassumes that preferred and agreed upon community engagement activities will not exceed the level of effort or expense allocated for each task related tnengagement. 1.6 PHASEsSUMMARY -STATE OF THE SYSTEM (GOALS AND POLICIES BENCHMARK)` MIG will develop a concise Word document summary of major findings from this first phase to serve asafoundation for the next phases Vfthe project. Thistaskinc|ude5onedref and one final version. Specifically, the summary will describe: • An updated progress summary nfgoals and policies from the 2014P|aD; * Changes in demographics and recreation trends, including demographic changes within Tukwila in the last 30 years, and future implications from these findings; ° A list ofrelevant plans, goals, and policies; • Existing level Vfservice standards, • Observations from the park evaluation and inventory; • Budget and operating expenses; and • Existing recreation activities, programs, and events. City ofTukwila Parks, Recreation, and Open Space Plan Update | Appendix A2 32 1,7 PHASE IpROxE[rxoAmAGGMEmrAND AoMM|ST3#TMm: MIG will hold one -hour project management calls with the City twice a month. This task includes budget for these coordination calls, aswell asroutine project rnanagennentandadniniStr8tion6or this phase. KN|GQe|�arah�* ' ' w TAG Meeting 1agenda and summary memo • Updated Park System Inventory spreadsheet (Draft and Final) * Updated Parks, Trails, and Recreational Facilities Map (Draft and Final) w Community Engagement Plan (Draft and Final) • State ofthe System Summary (Draft and Final) 2. WOitViNeeds Assessment 2.1PARK cOMnMSSICIg|MEETING ~ VISION AND GOALS: MIG will meet with the Park Commission to present the State of the System Summary and Engagement Plan and conduct an interactive discussion about the vision and goals from the 2014 Plan. The results nfthis meeting will help refine updates to park and recreation policies and provide an opportunity to coordinate on community engagement events. This is the first of eight review rneetingsK4|G will hold to discuss the plan. 3.2 COMMUNITY ENGAGEMENT PLAN /MPLEmsmTmT|om(PHASE 2)' This is the first of three tasks that includes budget tocarry out engagement activities identified in the final Community Engagement Plan. Phase 2 engagement will focus on listening and offering outreach tools that are fun, accessible, and meaningful. We expect this task to require the highest level of effort in terms of gathering needs and reaching a broad range of community members and have budgeted accordingly. For all three Community Engagement Plan implementation tasks (2.2, 3.8, and 4.7), we plan to work with the Community Connectors program to ensure we reach Tukwila's diverse community members and this task includes budget to offset costs of the program. 2.3 LEVEL OF SERVICE ANALYSIS AND COST RECOVERY MEMO: This task will evaluate Tukwila's existing park levels of service, focusing on equitable access to parks and recreation in coordination with the 10-MjnuteVVa|k program findings, aswell so comparison's to NRPA standards. This task includes a series of updated access analysis maps (up to five) showing gaps and opportunities in the current network. Based on findings from Phase 1, this task will also potential updates to cost recovery for recreation activities, programs, special events, park maintenance, and golf operations. This task includes one draft and one final version of the map series and memo. 2.4PHASE 2 SUMMARY -NEEDS ASSESSMENT: K4|Gwill develop a Needs Assessment summary that describes community needs for parks and recreation based VO results from Phase 1 documentation, Phase 2outreach, and the Park Commission Meeting, This task includes one draft and one final version. Specifically, the Needs Assessment will document the following: City ofTukwila Parks, Recreation, and Open Space Plan Update | Appendix A3 33 • A Community Needs Assessment that documents needs from community engagement events and results of relevant studies, including the senior needs assessment and 10-Minute Walk program. This will include a description of changes from the 2014 Plan, including needs for seniors, adults, young adults, and youth. This will combine relevant findings from the recent Older Adults Recreation Services Needs Assessment and include a prioritized list of strategic implementation tactics. • An update to the Park Access Analysis completed for the 2014 PROS Plan in coordination with analysis from the 10-K4inUteVVa|k Program to examine needs for equitable park access. • A Capital Improvement Needs Assessment that documents level of service needs, including quantity (park acreages, trail miles, and recreation facilities numbers), and quality (park condition and characteristics) todrive maintenance practices, capital improvements, budgeting, and decision making. This assessment will also include needs for park infrastructure improvements. 2.5 TAG 1VIEETMG 2-REV�EVJ AND PRIOMnZE KEY NEEDS: Scheduled onthe same day asthe City Council meeting, K4|(5will hold the second TAG meeting to present results of Phase 2 community engagement and discuss key findings from and any refinements tothe Needs Assessment. 2,6CITY COUNCIL UPDATE I-mEVIEW KEY NEEDS: Scheduled onthe same day asthe TAG meeting, M|Gwill provide anupdate toCity Council onplan progress, focusing on high-level findings from the Needs Assessment. This is the second of eight review meetings MIG will hold to discuss the plan. 2.7PHASE 2PROJECT MANAGEMENT AND ADMINISTRATION: MIG will hold one -hour project management calls with the City twice a month. This task includes budget for these coordination calls, aswell asroutine project managernentendadrninistrationfor this phase. M|G Deliverables • Park Commission agenda and summary memo * Phase 2 public engagement materials to be outlined in the Public Engagement Plan, including agendas, presentations, and one summary memo asneeded. Budget for this task includes e stipend for Community Connectors. ° Level ofService Analysis and Cost Recovery Memo (Draft and Final) • Needs Assessment Summary (Draft and Final) m TAG Meeting 2agenda and summary 3. Capital|nlprovement Program 3.1 DRAFT CAPITAL PROJECTS LIST, INIPLEMENTATION, AND PRIORITIES: MIG will develop recommendations for each existing site in the system, including proposed new parks and facilities. This will beaccompanied byocapital projects |istsUrnnoarizingrecomrnended improvements in a matrix. MIG will develop standardized decision -making criteria to prioritize recommendations and improvements and a process for evaluating priorities regularly. This task will include guidance for site acquisition, development, and preservation, focusing on Tukwila Urban City of Tukwila Parks, Recreation, and Open Space Plan Update | AppendixA AA 34 Center. In addition, implementation recommendations will include potential strategies toensure equitable access to parks, as well as considerations to address potential future gentrification caused hvsystem investments. This task includes one draft and one final version. 3.2 PROPOSED SYSTEM MAP: MIG will develop a draft system map showing park improvements, connections,and other projects identified in the Draft Capital Projects List. 3,3"rAG MEETING 3: CAPITAL PROJECTS AND pRIOMTIES, Atthis third meeting,K4kG will meet with the TAG 'todiscuss the Draft Capital Projects List and system map and identify any refinements and next steps needed for implementation and prioritization. 3~4CITY COUNCIL UPDATE 2-CAPITAL PROJECTS ANQpRIOR|TIES; Held on the same day as TAG Meeting 3, MIG will present draft findings from Phase 3 to the City Council and identify any refinements required before beginning Phase 4. This is the third of eight review meetings K4|(5will hold tndiscuss the plan. 3.5 DRAFT STAFF, MAINTENANCE, AND OpERAT�ONS STRATEGY: Based on existing levels and resources identified from the Phase I Summary, MIG will outline draft staffing needs, and maintenance and operations costs and service levels to match needs from the Phase 2 Summary (Community Needs). Based on the needs identified in Task 2.4,this task will provide a strategy to meet any gaps in maintenance and staffing levels of service with the demands ofongoing park operations. 3.6|nnPLEx4EmTATON FUNDING AND PHASING, MIG will develop a recommended list of funding sources in a table format to align with specific projects and investments, as well as a phasing strategy for priority projects. 3.7 PRELIMINARY URBAN CENTER CONCEPT: Based onrecommendations targeting the Urban Center, M|Gwill develop adraft conceptual illustration for park provision in the Urban Center. We completed a similar effort during Shoreline's PROS Plan update. This illustrative diagram will show how the vision and potential recommendations in the Urban Center will respond to the context of Tukwila's unique urban environment. This task includes one draft and one final version. 3.8 COMMUNITY ENGAGEMENT PLAN IMPLEMENTATION (PHASE 3)' Phase 3engagement will focus cwdocumenting, presenting, and receiving opinions onpotential projects, recommendations, and priorities. We expect this task to require less level of effort than Phase 2 and we've budgeted accordingly. As with other implementation tasks, we plan to work with the Community Connectors program to ensure we reach Tukwila's diverse community members and this task includes 'budget tooffset costs ofthe program. 3.9 PHASE 3PROJECT MANAGEMENT AND ADMINISTRATION: . M|Gwill hold one -hour project rnanageMnentcaUswiththe[itytvviceanoonth.ThistaskindVdes budget for these coordination calls, as well as routine project management and administration for this phase. MIG rables • Draft Capital Projects Ust,|mplementation,andPhohties(DraftandFinal) City of Tukwila Parks, Recreation, and Open Space Plan Update I Appendix A AS 35 • TAG Meeting 3 agenda and summary • Draft Staff, Maintenance, and Operations Strategy (Draft and Final) • Implementation Funding and Phasing table (Draft and Final) • Preliminary Urban Center Concept (Draft and Final) • Phase 3 public engagement materials to be outlined in the Public Engagement Plan, including agendas, presentations, and summary memo as needed. Budget for this task includes a stipend for Community Connectors. . _ Review and Adoption 4.1D AFT PLAN UPDATE: Building on updated deliverables in Phase 3, MIG will prepare an Administrative Draft Plan for internal review by City staff. This draft will be provided in basic Word format to facilitate edits and feedback. City staff will provide MIG with a single set of consolidated comments on the Administrative Draft Plan prior to review by the TAG (Task 4.2). 4.2 TAG MEETING 4 - DRAFT;PLAN RE IDJV. MIG will hold the fourth and final meeting with the TAG to present the Draft Plan and make any necessary refinements for the Public Draft Plan. 4.3 PU.8LiC DRAFT ivIASTER PLAN. Using comments from City staff and TAG on the first Draft, MIG will update the Public Draft plan for the City to post online. The Public Draft will present the six -year plan and goals, objectives, and implementation strategies for parks, programs, maintenance, and operations. This will include a list of priorities and tactics for quick wins, and potential short-term opportunities. This draft will be used throughout the review process to ensure that every comment is made from a consistent version of the document. The document will be delivered in PDF format sized for high -quality printing, as well as online distribution. City Staff will provide the public draft plan to Park Commission, Planning Commission, and City Council. 4.4 PUBLIC DRAFT PLAN SEPA CHECKLIST MIG assisted with SEPA compliance for the 2014 Plan and anticipates a similar level of effort to complete the initial SEPA Checklist for compliance with state requirements. 4.5• PUBLIC DRAFT PLAN REVIEW HEARINGS: In addition to the three review meetings in previous phases (2.1, 2.6, and 3.4), MIG will support up to five review hearings related to the City's official process for adoption. 4.6•FINAL PLAN AND COMPREHENSIVE PLAN UPDATE: MIG will make final changes to the Plan following public review and City Council review hearings. As part of this task, MIG will also work with the City team to update the Comprehensive Plan element in coordination with the review hearings. As part of this task, MIG will develop a reference section that outlines relevant sections of other City plans related to the PROS Plan as an appendix to the Final Plan. 4.7 COMMUNITY ENGAGEMENT PLAN IMPLEMENTATION (PHASE 4). Phase 4 engagement will focus on, presenting the Draft Plan and receiving comments for the Final Plan. We expect this task to require a similar level of effort as Phase 3 and we've budgeted City of Tukwila Parks, Recreation, and Open Space Plan Update I Appendix A A6 36 accordingly. As with other implementation tasks, we plan to work with the Community Connectors program to ensure we reach Tukwila's diverse community members and this task includes budget to offset costs of the program. 4,8 PHASE 4 PROJECT MANAGEMENT Lj EN AND AD ADMINISTRATION: TION MIG will hold one -hour project management calls with the City twice a month. This task includes budget for these coordination calls, as well as routine project management and administration for this phase. MIG will send all final digital files to the City as part of this task. MIG Deliverables • Draft Plan Update • TAG Meeting 4 agenda and summary • Public Draft Master Plan + Public Draft Plan SEPA Checklist • Final Plan and Comprehensive Plan Update • Phase 4 public engagement materials to be outlined in the Public Engagement Plan, including agendas, presentations, and summary memo as needed. Budget for this task includes a stipend for Community Connectors. • Five printed and bound hard copies of the Final Plan City of Tukwila Parks, Recreation, and Open Space Plan Update I Appendix A A7 37 38 ( project budget Kirk-clff and Found 1.1 Project Kick-off, Tour, and Engagement Strategy (TAG Meeting 1) 1.2 1 1.4 1.5 1,6 System Inventory and Evaluation Background Information and SEPA Review Updated Parks and Trails Inventory and Map Community Engagement Plan Phase 1 Summary: State of the System (Goals and Policies Benchmark) Phase 1 Project Management and Administration /s Asyrrssrneftt II 2.1 Park Commission Meeting: Vision and Goal ! 2.2 Community Engagement Plan Implementation (Phase 2) j 2.3 i-- 2.4 2.5 I 2.6 2.7 Level of Service Analysis and Cost Recovery Memo Phase 2 Summary: Needs Assessment TAG Meeting 2: Review and Prioritize Key Needs City Council Update 1: Review Key Needs Phase 2 Project Management and Administratio 3.1 Draft Capital Projects List, Implementation, and Prioritie I 3.2 Proposed System Map 1 3.3 TAG Meeting 3: Capital Projects and Priorities ( 3.4 .6 3.7 ity Council Update 2: Capital Projects and Priorities Draft Staff, Maintenance, and Operations Strategy mplementation Funding and Phasing Preliminary Urban Center Concept 3.8 3.9 ommunity Engagement Plan Implementation (Phase 3) Phase 3 Project Management and Administration Subtotal] 10 $1,320 $540- $0 1 I S75 Salo 10 51,000j-_ w $0 24 52,805 $3,120 c $800 $3,605 $3,220 l $100 50 6 $870 S0 $0 10 $1,00077j $0 SO 2 $290i SO So 10 $1,000I $o $0 4 S580 12 S1,8601 S0 $0!! S0 $440 8 $1,160 8 $�1,240�i$0 12 $1,200 4 $300 34 $0 8 $1,160 $o $o $ol 2 $150 10 2,200 40 -_.. 55,8001 20V 53,100? 10 51,3501 42 54,200, 7 S525 129 S1,320 16 $2,320 SO 8 SI,160 $880 16 $2,320 $0; 6 S870 Subtotal [ 10 $2,200 [ 62 4 Subtotal 13 S8801 6 $680 $0 SO $220 $2,860 S01 1 sOT 1 $0( 2 16 $2,480 6 $810p1 S0 6 16 S2,480 $01 SO $0 12 $1,620 16 $1,600 4 6 $9301 $0 $0 4 $150 $450 S0 S300 $290 2 $3101 l $0J S01 SO $1,160 $01 SOt $0 2 $150 $8,990 40 $6,2001 18 1 52,430I 16 1 $1,600 18 , S1,350 $290 $01 $1,160 10 $1,5501 $7,540 $3,7201 14 $I,3501 12 $0 14 SO= $540 S0 $1,8901 42 • City of Tukwila Parks, Recreation, and Open Space Plan Update I Exhibit B $1,200 $1,400 16 12 16 S1,870 1 $ 1,870 S1,290 I S2,4a0 g, $4,340 $1,310 17,175 $900 $1,020 $100 $1,290 $2,440 $4,340 $1,310 1 50 24 52 16 4 10 164 10 4 22 12 20 SO t 21 S0 4 I $300 12 54,200 4 I $300 ( 149 $7,380 s $2,000 $3,640 g S6,720 5 $2,100 I $600 S600 $1,310 $22,770 -.w_.. $2,700I $1,120 ; S9,380 1 $3,640 $6,720 } $2,700 _,..�. $600 5I,310 7 $25,470 53,860 $3,860 1 $1,980 s $1,980 1 i $1,750 € $800 . $2,550 1 1 S730 $730 1 S3,590 11 S3,590_ $1,760 ; $1,760 i $2,180 S3,200 I $1,200 51,J60 $20,510 z $2,180 I S4,400 1 $1,460 1 ,000I $22,510 B1 project budget 4 Review and Adoption 1 4.2 } Draft Plan Update TAG Meeting 4: Draft Plan Review 4.3 Public Draft Master Plan 4.4 Public Draft Plan SEPA Checklist 4.5 Public Draft Plan Review Hearings 4.6 Final Plan and Comprehensive Plan Update 1. 4.7 Community Engagement Plan Implementation (Phase 4) 4.8 (Phase 4 Project Management and Administration Sabra $2,320 $1,160 $2,030 $1,160 $3,480 $1,450 $1,160 It: ,lir: MRt,tirt 8 $1,2401 8 soi 4 $6201 $1,240 $1,550 $1,080. 26 1 $2,600. _.._ $0 -- ___- $0i S0 16 $1,600 S0 6 SO S01 14 $1,400 $600 70 $150 0 8 $600 $8,720 i e 8 $1,160 I $100 36 $4, 690 2 14 $1,760 I 7 34 $4,870 1 $1,800 1 $3,070 I $500 $0 8 $1,160( S0 $0 $0 4 $300 12 81,760 96. $13,9201 30 $4,650- 8 $1,080 61 $6,200 22 S1,6501 226 $3,530 $600 $1,460 $29,260 $8,720 1 $1,260 S $4,690 I 3,0001 $1,760 1 56,670 1 $3,570 $4,130 $1,460 32,260 I City of Tukwila Parks, Recreation, and Open Space Plan Update I Exhibit B B2 City of Tukwila City Council Community Development & Neighborhoods Committee COMMUNITY DEVELOPMENT & NEIGHBORHOODS COMMITTEE Meeting Minutes April 23, 2019 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: De'Sean Quinn, Chair; Dennis Robertson, Verna Seal Staff: David Cline, Jack Pace, Tracy Gallaway, Robert Eaton, Laurel Humphrey Guests: Sharon Mann, Louise Strander, Dixie Stark, Karen Simmons, Planning Commission; Ron Johnston, Civil Service Commission CALL TO ORDER: Chair Quinn called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. Grant Application: 2019 King County Veterans, Seniors and Human Services Levy Staff is seeking Council approval to apply for Veterans, Seniors, and Human Services Levy funding from the King County Department of Community and Human Services. The next round of funding covers five years from September 1, 2019 - December 31, 2023 and will provide successful applicants with funds to create senior hubs and expand outreach to isolated individuals and other forms of engagement. Final inputs are being gathered from the Older Adult Recreation Needs Assessment to identify immediate priorities that VSHSL funding can address. UNANIMOUS APPROVAL. B. Consultant Agreement: Parks, Recreation and Open Space Plan Staff is seeking Council approval of an agreement with MIG in the amount of $125,000 to perform the required update of the Parks, Recreation, and Open Space (PROS) Plan. Five proposals were evaluated by a review committee, and two consultants were then interviewed. MIG was rated with the highest score and selected as the most qualified. Chair Quinn referenced the April 22 discussion on the Older Adult Recreation Needs Assessment and said the Council is going to be looking for detailed recommendations in the updated PROS Plan. UNANIMOUS APPROVAL. FORWARD TO MAY 6, 2019 REGULAR CONSENT AGENDA. C. Commission Appointments and Terms Staff presented information about processes relating to Planning Commissions, including process for reappointments, Council Vs. Mayor role, term limits, and RCW citations. It is most common in cities for the Mayor to appoint and the Council to confirm, which is supported by language in the RCW. Terms vary from 3 to 4 years, and some cities cap terms at two. While 41