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Home My WebLink AboutCOW 2020-06-08 COMPLETE AGENDA PACKETTukwila City Council Agenda • ❖ COMMITTEE OF THE WHOLE ❖ Allan Ekberg, Mayor Counci/members: ❖ Verna Seal ❖ Kathy Hougardy David Cline, City Administrator ❖ Kate Kruller ❖ Thomas McLeod De'Sean Quinn, Council President ❖ Zak Idan ❖ Cynthia Delostrinos Johnson THE MEETING WILL NOT BE CONDUCTED AT TUKWILA CITY HALL, BASED ON THE GOVERNOR'S PROCLAMATION 20-28 ADOPTED MARCH 24, 2020 WHICH SAYS IN PART: ANY PUBLIC AGENCY, SUBJECT TO RCW 42.30, IS PROHIBITED FROM CONDUCTING ANY MEETING, SUBJECT TO RCW 42.30 UNLESS (A) THE MEETING IS NOT CONDUCTED IN -PERSON AND INSTEAD PROVIDES AN OPTION(S) FOR THE PUBLIC TO ATTEND THE PROCEEDINGS THROUGH, AT MINIMUM, TELEPHONIC ACCESS, ..." THE PHONE NUMBER FORTHE PUBLIC TO LISTEN TO THE MEETING IS: 1-253-292-9750, ACCESS CODE: 670077847#. For Technical Support during the meeting call. 1-206-431-2179. Monday, June 8, 2020; 7:00 PM Tukwila City Hall Council Chambers 1. CALL TO ORDER / PLEDGE OF ALLEGIANCE 2. PUBLIC Those wishing to provide public comments will have the opportunity to deliver COMMENTS public comments via email. All written comments received by email to citycouncil(-atukwilawa.Qov prior to 5:00 PM on the date of the meeting will be read aloud during the meeting by City staff within the normal five-minute time limit. 3. SPECIAL ISSUES a. A resolution amending the rental housing program fee schedule to Pg.1 waive 2020 late fees. (COVID-19) b. A contract with McKinstry for assessment and planning services for Pg.9 the City of Tukwila 2020 Facility Study. c. Update on 2020 overlay and repair options. Pg.35 d. Weekly COVID-19 report. Pg.43 e. March 2020 and COVID-19 impact report. Pg.57 f. 2020 1st Quarter Fire Department Budget Report and proviso Pg.65 update. 4. REPORTS a. Mayor b. City Council c. Staff d. Council Analyst 5. MISCELLANEOUS 6. ADJOURN TO SPECIAL MEETING (continued...) COMMITTEE OF THE WHOLE / SPECIAL MEETING June 8, 2020 Page 2 ❖ SPECIAL MEETING ❖ ❖ Ord # 2631 ❖ Res # 1989 1. CALL TO ORDER / ROLL CALL 2. NEW BUSINESS Ratify the Mayor's three Emergency Orders issued on June 2, 2020, Pg.93 June 3, 2020, and June 4, 2020 to impose a curfew in the City of Tukwila in order to maintain public safety and welfare. 3. EXECUTIVE SESSION Collective Bargaining — Pursuant to RCW 42.30.140(4)(a) and (4)(b) (60 minutes) NO action will follow in the open meeting. 4. ADJOURNMENT This agenda is available at www.tukwilawa.gov, and in alternate formats with advance notice for those with disabilities. Remote Tukwila Council meetings are audio taped (available at www.tukwilawa.pov) COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared b Major's review Council review 06/08/20 KS 06/15/20 KS ITEM INFORMATION ITEM NO. 3.A. STAFF SPONSOR: KIA SHAG ENA ORIGINAL AGENDA DATE: 06/08/20 AGENDAITEMTITLE RESOLUTION TO AMEND RENTAL HOUSING PROGRAM FEE SCHEDULE CATEGORY ® Discussion Mtg Date 06108120 ❑ Motion Mtg Date ® Resolution Mtg Date 06115120 ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑Council ❑Mayor ❑HR ®DCD ❑Finance ❑Fire ❑TS ❑P&R ❑Police ❑PIF ❑Court SPONSOR'S A resolution amending the rental housing program fee schedule to waive 2020 late fees in SUMMARY response to the COVID-19 pandemic. REVIEWED BY ❑ Trans&Infrastructure ❑ CommunitySvs/Safety ❑ Finance Comm. ® Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 5/18/2020 COMMITTEE CHAIR: MCCLEOD RECOMMENDATIONS: SPONSOR/ADMIN. Department of Community Development COMMITTEE Unanimous Approval; Forward to Committee of the Whole & Consent COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 06/08/20 06/15/20 MTG. DATE ATTACHMENTS 06/08/20 Informational Memorandum dated 05/13/20 Residential Rental Licensing Fee Resolution in draft form Minutes from Planning and Economic Development Committee meeting of 05/18/20 06/15/20 Resolution in final form 2 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Planning and Economic Development Committee FROM: Jack Pace, Community Development BY: Kia Shagena, Code Enforcement Officer CC: Mayor Ekberg DATE: May 13, 2020 SUBJECT: Resolution to Amend Rental Housing Program Fee Schedule ISSUE Amend Rental Business License and Inspection Program Fee Schedule (Resolution 1946) to waive 2020 late fees in response to COVID-19 pandemic. BACKGROUND In order to ensure safe and healthy housing for tenants, Tukwila requires all owners of residential rental property to obtain an annual Rental Business License and an inspection of every unit once every four years. This applies to large multi -family developments all the way down to single-family houses, condominiums and accessory dwelling units, which are rented to tenants. These licenses are renewed annually. There are currently approximately 600 rental business licenses for 4182 residential units. Out of 600 licenses approximately 100 are overdue and subject to late fees. On February 29, 2020 Washington Governor Inslee declared a state of emergency in response to the COVID-19 pandemic. On March 23, 2020 Governor Inslee issued a statewide "Stay Home, Stay Healthy" order. The impacts of this public health crisis have resulted in widespread economic hardship. Additionally, it is anticipated that inspections that are due by September could be delayed to due social distancing requirements. DISCUSSION The Rental Housing Program has two types of late fees: 1) $10 monthly late fee for late license renewals. Late renewal fees apply to rental licenses that have not been renewed by March 1. 2) $10 monthly late fee for late rental inspections. Late inspection fees apply to rental licenses that have not been inspected and or (inspection results submitted to the City) by September 30. Removal of 2020 Rental Housing Program late fees is in alignment with the City's response to the COVID-19 pandemic, similar to City's interim policies to waive utility late fees. FINANCIAL IMPACT The proposed removal of 2020 late fees from the rental license program fee schedule will waive approximately $3480 in current late fees owed and will stop the future assessment of late fees for the duration of 2020. 3 INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the amended resolution and consider this item at the June 8, 2020 Committee of the Whole meeting and the subsequent June 15th, 2020 Regular Meeting consent agenda. ATTACHMENTS Draft Residential Rental Licensing Fee Resolution https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/DCD/Rental Housing Fee Resolution -00VID-19/InfoMemo_RHP_C0VlD19- Amending2020FeeSchedule.docx 4 DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AMENDING RESOLUTION NO. 1946 TO WAIVE LATE FEES ASSOCIATED WITH THE RESIDENTIAL RENTAL BUSINESS LICENSE AND INSPECTION PROGRAM THROUGH 2O20 IN RESPONSE TO IMPACTS OF THE NOVEL CORONAVIRUS (COVID-19). WHEREAS, the City established a Residential Rental Business License and Inspection Program in 2010, as codified at Tukwila Municipal Code Chapter 5.06; and WHEREAS, the City adopted a Residential Rental Business License and Inspection Program fee schedule for 2020, pursuant to Resolution No 1946; and WHEREAS, on February 29, 2020, Washington Governor Jay Inslee declared a State of Emergency in response to new cases of COVID-19, directing agencies to use all resources necessary to prepare for and respond to the outbreak; and WHEREAS, on March 23, 2020, Governor Inslee issued the "Stay Home — Stay Healthy" order; and WHEREAS, the impact of this public health crisis has caused widespread economic hardship; and WHEREAS, waiving late fees associated with the Residential Rental Business License and Inspection Program through 2020 may provide economic relief to residential rental property owners; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: W:\Word Processing\Resolutions\Residential Rental Licensing —waive late fees 5-5-20 KMS:bjs Review and analysis by Barbara Saxton Page 1 of 2 5 Section 1. Resolution No. 1946 is hereby amended to revise the Residential Rental Business License and Inspection Program fee schedule to waive late fees through 2020 as shown in the following schedule: RESIDENTIAL RENTAL BUSINESS LICENSE AND INSPECTION FEES DESCRIPTION 2020 LICENSE Annual Residential Rental Business License: Property with one, two, three or four units $ 75.00 Property with 5 to 20 units $195.00 Property with 21 to 50 units $245.00 Property with 51 or more units $305.00 Late foe per month if existing licence is net renewed before March 'I * $1 n 00 Penalty fee if a new unit is leased before a license and inspection is obtained $ 50.00 Inspection fee per unit (City inspector) $ 60.00 Re -inspection fee per unit (City inspector) $ 60.00 Late fee per per menth if Inspection GheGklist is net by $1 n 00 w � �+ �+�+ unit, submitted September `i0 of the year it is due* Hearing Examiner appeal fee $340.00 *Late fees waived through 2020 Section 2. Effective Date. The amended fee schedule contained herein shall be effective as of June 16, 2020. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 12020. ATTEST/AUTH ENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney De'Sean Quinn, Council President Filed with the City Clerk:_ Passed by the City Council: Resolution Number: W:\Word Processing\Resolutions\Residential Rental Licensing —waive late fees 5-5-20 KMS:bjs Review and analysis by Barbara Saxton 0 Page 2 of 2 City of Tu kwi City Council Planning & Economic Development Committee Meeting Minutes May 18, 2020 - 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Thomas McLeod, Kathy Hougardy, Zak Idan Staff Present: Rachel Bianchi, Kia Shagena, Brandon Miles, Derek Speck, Minnie Dhaliwal, Lynn Miranda, Laurel Humphrey Guest. Andrea Reay, Seattle Southside Chamber of Commerce Chair McLeod called the meeting to order at 5:30 p.m. I. BUSINESS AGENDA A. Resolution: Rental Business License Late Fees Staff is seeking Council approval of a resolution that would waive 2020 late fees for Residential Rental Business Licenses in response to the COVID-19 pandemic. Committee Recommendation Unanimous approval. Forward to June 8, 2020 Committee of the Whole. B. Ordinance: Renewing Six -Month Moratorium Staff is seeking Council approval of an ordinance that would renew a six-month moratorium within the Tukwila International Boulevard Study Area on certain uses such as hotels, motels, extended stay facilities, and auto oriented uses. Committee Recommendation Unanimous approval. Forward to June 22, 2020 Committee of the Whole for Public Hearing. C. Ordinance: Repealing Ordinance No. 2619 Staff is seeking Council approval of an ordinance that would repeal Ordinance No. 2619 relating to the use of bags at retail establishments. Committee Recommendation Unanimous approval. Forward to June 1, 2020 Regular Consent Agenda. D. Seattle Southside Chamber of Commerce Presentation Ms. Reay presented information regarding the Chamber's efforts to support business recovery. Committee Recommendation Discussion only. II. MISCELLANEOUS The meeting adjourned at 6:30 p.m. /y( Committee Chair Approval Minutes by LH VA S COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared b Major's review Council review 06/08/20 RB 06/15/20 RB ITEM INFORMATION ITEM NO. STAFF SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 06/8/20 AGENDA ITEM TITLE Facilities Study Contract CATEGORY ® Discussion Mtg Date 618120 ® Motion Mtg Date 6115120 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑Council ®Mayor ❑HR ❑DCD ❑Finance ❑Fire ❑TS ❑P&R ❑Police ❑PIF ❑Court SPONSOR'S Execute contract to provide Assessment and Planning Services for the City of Tukwila 2020 SUMMARY Facility Study (City Hall Campus, Tukwila Community Center, Fire Station 53 and Fire Station 54). REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ® Finance Comm. ❑ Public Safety Comm. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 5/28/20 COMMITTEE CHAIR: SEAL RECOMMENDATIONS: SPONSOR/ADMIN. Administrative Services COMMITTEE Forward to C.O.W. for discussion COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 06/8/20 6/15/20 MTG. DATE ATTACHMENTS 6/8/20 Informational Memorandum dated 5/19/20 McKinstry Proposal Proposed Contract Capital Projects List Minutes from the Finance Committee meeting of 5/28/20 6/15/20 10 City of Tukwila a Allan Ekberg, Mayor Administrative Services Department- Rachel Bianchi, Deputy CityAdministrator INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Rachel Bianchi, Deputy City Administrator CC: Mayor Allan Ekberg DATE: May 19, 2020 SUBJECT: City of Tukwila 2020 Facility Study (City Hall Campus, Tukwila Community Center, Fire Station 53 and Fire Station 54 — Assessment and Planning Services) McKinstry ISSUE Execute contract to provide Assessment and Planning Services for the City of Tukwila 2020 Facility Study (City Hall Campus, Tukwila Community Center, Fire Station 53 and Fire Station 54). BACKGROUND With the imminent opening of the Tukwila Justice Center, many staff members currently inhabiting City Hall and the 6300 building will move out of these facilities, leaving significant unused space. The 2015 Facilities Study adopted by the Council contemplated a future with a renovated City Hall, housing all City Hall Campus staff, and the ultimate demolition of the 6300 building. Since the Justice Center will open in September of this year, it is time to start the next phase of City Hall Campus planning. In addition, the City lacks up to date seismic information on its facilities, making it difficult to determine the best next steps for facilities planning. Liu 6'Y9111111*11[@1►I The City engaged in a public procurement process that included advertising a request for proposals from interested firms in the Daily Journal of Commerce, reviewing and scoring proposals received and selecting a firm. McKinstry is being recommended as the selected firm. The City has confirmed that McKinstry is well qualified to conduct the work requested. McKinstry initially set forth a four -phase program that would provide seismic and facility condition assessment, space planning at City Hall, develop a concept and provide a final report to the City Council. Due to the revenue shortfall associated with the coronavirus pandemic, staff is proposing doing phases one and two now and deferring the final concept to a later date. Phases one and two will allow the City to better understand the seismic condition of City Hall, 6300 Building, Tukwila Community Center, Fire Station 53 and Fire Station 54. Moving forward with these phases will allow the City fully understand the condition of City Hall, the space needs for the organization with the departure of the Court and Police Department to the Justice Center, and develop a preferred option (with initial cost estimates) to address facilities needs at the City Hall Campus. This information will assist the City in determining next steps for the City Hall Campus, which is expected to be discussed as a part of the development of the 2021/2022 budget. FISCAL IMPACT The following table shows the cost estimates for phase 1 and phase 2 with the combined not to exceed total of $188,200. There is currently $190 thousand in the Facilities 303 fund to cover this expenditure. Phase 1 - (Seismic and Facility Condition Assessment) 143,400.00 Phase 2 - (Space Planning to City Hall) 44,800.00 Total $188,200.00 11 RECOMMENDATION Council is being asked to approve the Assessment and Planning services contract for scope of work, associated fees, and schedule described above and in Exhibit A. In addition, staff is requesting authority for the mayor to sign a no -cost contract amendment with both SOJ and the Council's Program Management Quality Assurance consultant to provide oversight and quality assurance monitoring of McKinstry during the two phases of this project. Both SOJ and the PMQA have indicated there is room in the existing contracts to perform such services. ATTACHMENTS Proposal for McKinstry's Assessment and Planning services with Scope of Work and Fee Proposed contract Comprehensive capital improvement program spreadsheet developed for May 18, 2020 meeting Phone: 206-433-I800 • Email: Mayor@TukwilaWA.gov + Website: TukwilaWA.gov 12 For Phase 1 & 2 Planning Proposal City of Tukwila City Hall Needs Assessment and Planning Services APRIIL 28, 2020 • • • ME 14 instry ife Of Your Building J 4/28/20 Rachel Bianchi 5005 3rd AVE. S. • SEATTLE, WA 98134 • 206.762.3311 •mckinstry.com Deputy City Administrator City of Tukwila 6300 Southcenter Boulevard, Suite 115 Tukwila, WA 98188 Justine Kim Partner Shiels I Obletz I Johnsen 101 Yesler Way, Suite 606 Seattle, WA 98104 Re: City Hall Needs Assessment and Planning Services — Phase 1 & 2 Dear Rachel, I'm pleased to provide McKinstry's proposal for the City Hall campus needs assessment master plan project. The enclosed pricing is based on the program scope and goals communicated by your team and McKinstry's understanding of the City of Tukwila's need for support in assessing the current condition and helping city stakeholders plan the next evolution of the City Hall campus. McKinstry and our subcontract partners Signal, tklsc, and RC Cost Group are excited to begin the discovery process for at City Hall and to provide your team with valuable capital planning and risk management information. Please contact me if you have any additional questions about this pricing proposal. I look forward to hearing from you. Sincerely, Grant Granger Account Executive, Technical Services 206-552-3020 grants@mckinstry.com 15 City of Tukwila: City Hall Campus Needs Assessment and Planning Services — Phase 1 &2 Proposal Overview PHASE OUTCOME COST DESIGN TEAM TASKS ANTICIPATED ENGAGEMENT ANTICIPATED DURATION 1 DEFINE THE PROJECT Risk identification and high level programming information $143,400 Seismic Assessment of City Hall 3 6360 Identification of critics! seismic Issues and retrofit costs to remediate. Facility Condition Assessment of City Hall Full visibility into the deferred maintenance, life espactanq, and short-term/long-term capital replacement roses for all building assets. Includes NPV comparison. Vat/Rosaarch Previous Study An In depth assessment of the previous information collected and a collection of new data to provide appropriate context for the grew project. Create Program/Inventory A detailed assessment of the remaining departments and the necessary space and activities that should be accommodated in the program. Determine Planning Priorities Create a strategic set of priorities with the advisory coirmittee input. Test Fit$ Build a pros and con's list from the in'iteI FCA flndirgs, establish adjacencies of departments. Seismic Assessment Tukwila Community Center, Fire Station 53 and Fire Station 54, Identify seismic issues and retrofit costs to remediate. Additional Option Service Abbreviated 63CO FCA Summary/overview and streamlined data applied to capital planning tools • weekly Check -ins with SAJ • Two meetings/interviews of key stakeholders One meeting to review and report on findings up to this point June 1 - July 15 2 EVALUATE THE PROJECT Focused Information $44,800 Interview Departments and Users Through a series of Interviews the team will document and assess the needs from staff. Develop Space Planning Options Develop a series of space plans that illustrate the possibilities for accommodating the program within the space. Vat Preferred Option and Build Team Recommendations With guidance from the Cry Advisory Committee, the team will vet and hone the preferred option. Identify recommended programming locations fa specific structures based on analysts of FCA and the technical performance crlteria. Technical. Review of Building Parfa anon ca ifor preferred option) Understanding of critical systems -haled implications for expansion or retrofit decisions, Progress Report(s) to Council Up to two presentations to council on findings to date and preliminary recommendation Recommendation will include preliminary, rough -order -of - magnitude cost ranges of the preferred space plan recommendation. • Weekly Check -Ins with SOJ • One workshop with key department stakeholders • One meeting to review and report on findings up to this point • Council presentations) July 15 - August 15 a. '(INCEPT Enargr Efficiency Improvements/Critical Systems Planning 4Aalrrancn oe rcr r,—ble syste�:c and rr,ncept 1e 1 identity and ILiustrate A, , h 1 rn... t„r:,;. -n:pr r.'..,:....rrt WQ kiy Cheek -ins with SQJ One v.orkshap of kcy deparrmeEd r.l.ak-�hrld--r. August 15 - September 15 instry CONFIDENTIAL&PROPRIETARY CITY OF TUKWILA CITY HALL CAMPUS J}Il! lj tk1sc ife Of Your Building NEEDS ASSESSMENT & PLANNING SERVICES 1 1 4 REPORT TO COUNCIL Precise Inforrnatior City Leadership Presentation Fi ovi;lF �n�pr,:l rr. pie - p,eEeraa�nn (.pprdl n a[? pr 9,pnt.a i i,]n ,Vi?1', C]L 43 p1--q Thmkiny ��r. T,,pn_ bo!t—Ina• p]a mng Septernber15- Octuber15 City of Tukwila: City Hall Campus Needs Assessment and Planning Services — Phase 1 &2 Phase 1 Deliverables McKinstry team will provide City of Tukwila with a consolidated Phase 1 report that includes: Seismic Assessment • Written assessment of key seismic findings based on review of the reasonably accessible portions of the existing facilities and review of prior documentation. • Coordination with RC Group independent cost estimators for pricing of any recommended/necessary seismic retrofits at all five facilities, if required Facility Condition Assessment • Facility condition assessment including a summary description of each site and facility with necessary and recommended improvements, Analysis of critical (immediate) repairs, and repairs anticipated over the term of the analysis, schedule for recommended replacement or repairs (schedule of priorities), and 5-year annual cost breakdown with recommendations for project prioritizations. Also includes full facility asset inventory in Excel database format and FCAViz capital planning and scenario visualization tool. Programming and Architectural Analysis Analysis of prior recommendations/documentation, anticipated departmental space needs, and City established planning priorities. Preliminary recommendations which may include written descriptions, photographs, diagrams, and drawings. Preliminary recommendation will also include initial rough -order -of - magnitude cost ranges of the preferred programming direction. Phase 2 Deliverables • Progress report out to Key Stakeholders and/or Council on key findings, preferred option, and preliminary recommendations including high-level cost guidance. Timeline & Staffing The McKinstry project team will be led by Keith Bass, Project Director for McKinstry's Technical Services consulting team. Keith will be the City's day-to-day point of contact and will be responsible for coordinating key meetings and milestone check -ins, and ensuring that every deliverable meets the City's expectations for the project. Keith will work closely with Kristin Kelsey and Mark Johnson from Signal Architecture + Research. Jason Tornquist of tklsc will lead the delivery of the seismic assessments; and Andy Cluness from RC Cost Group will provide independent cost estimation for the preferred option developed by the combined team. Keith will also be supported by additional McKinstry subject matter experts including Mark Hood, Senior Facility Assessment Consultant; Mark Nieman, Building Energy Program Manager; and Scott Henderson, Commissioning Lead. We have assumed a June 1 start date for Phase 1 of the project following notice to proceed from the City. The McKinstry team will establish appropriate project progress meetings in collaboration with the City of Tukwila team. Our preliminary recommendation of key stakeholder meetings and phasing in order to meet the City's objectives can be found on the proposed schedule on the following page. try CONFIDENTIAL &PROPRIETARY \ CITY OF TUKWILA CITY HALL CAMPUS 1} tk1sc ifeOfYour Building NEEDS ASSESSMENT& PLANNING SERVICES 11 17 co City of Tukwila: City Hall Campus Needs Assessment and Planning Services Proposed Schedule C z m M/'ojr V Test Fits Planning Priorities e i 1 Create Program 1 1 1 ' ,Yet Report/Research Technical. Review 1 • 1 FCA 6300 cif needed) ,Preferred Option :,Cost Estimate I � ,FCA City Halt ' 'Space Planning �Architecturat Improvements Seismic Assessment Interviews ,Critical. Sysms 1 1 1 1 1 ,Create Proseptation 1p c -P 0 -P of 9 Q,o d oz, S 4w Sa ac °a Ci 3 S�$ �%� S'e� �iy� 7 G�i ¢S,j `�� °'� �reT qj �°ra �s,� Orm 7 rb �4 j `eo LY �i°fi� y `� 16U 6 ptpl-i� ap jam' �ip?z ep 0 ��^6.0 �� PFi0 k Ilk 12, d�� f,�% �061 �9 �.9 instry CONFIDENTIAL&PROPRIETARY CITY OF TUKWILA CITY HALL CAMPUS i/e0/Your Building NEEDS ASSESSMENT& PLANNING SERVICES 1 1 tk1sc z 0 m 7 City of Tukwila: City Hall Campus Needs Assessment and Planning Services Pricing BASE SCOPE: BY -PHASE LUMP SUM PRICE The Phase 1 & 2 fees listed below detail the McKinstry project team's costs to complete each phase of the core Needs Assessment and Planning services program. Phase 1: Define the Project $143,400 Phase 2: Evaluate the Project $44,800 Total Phase 1 and 2 Scope $188,200 OPTIONAL ADDITIONAL SCOPE: ITEMIZED LUMP SUM PRICE The City of Tukwila may authorize the below scope addition via formal change order during Phase 1 if desired. Abbreviated Facility Condition Assessment of 6300 Building (Phase 1) 1 $9,600 ASSUMPTIONS • Work will be executed during normal business hours (6AM — 4PM, M-F) • The City shall make key department Stakeholders and maintenance/operations personnel available for interviews as reasonably requested by the project team. McKinstry team will make every effort to minimize disruption to the daily work activities of participating City personnel • Proposal assumes that key project meetings and stakeholder interviews can be held virtually or via phone while social distancing guidelines or stay-at-home orders remain in effect. • Proposed schedule is contingent upon available site access to perform necessary assessments of facility assets, systems performance, and space considerations. • City shall recognize the site seismic and condition assessments as essential services supporting the continuity of core City operations in compliance with the Governor's Stay Home --Stay Healthy Order. • McKinstry site assessment team including subcontractors shall comply with McKinstry's Social Distancing Protocol and COVID-19 Safety & Security Response Plan, or applicable City standards where more stringent. • For effective execution of this letter of intent we ask that City of Tukwila provide access to the following for each facility, if it has not already been granted: • Good Faith Survey for existing facilities • Historical utility bills for the last 24 months. • All mechanical, electrical, architectural, and structural drawings. • All operational and maintenance manuals, balancing records, & specifications. • Access to individuals that have relevant information pertaining to the day-to-day operation of energy using systems on site. Existing sustainability and energy efficiency goals for City operations try CONFIDENTIAL &PROPRIETARY \ CITY OF TUKWILA CITY HALL CAMPUS 1} tk1sc ifeOfYour Building NEEDS ASSESSMENT& PLANNING SERVICES 11 19 City of Tukwila: City Hall Campus Needs Assessment and Planning Services • Access, reports or information to City CMMS workorder system • Information on recent major project history (last 10 years) for each facility ACCEPTED BY: City of Tukwila Rep Name & Title Signature McKinstry Essention, LLC. Geremy Wolff Regional Director, Technical Services Signature Date Date CONFIDENTIAL &PROPRIETARY \ try CITY OF TUKWILA CITY HALL CAMPUS ifeOfYour Building 1} NEEDS ASSESSMENT& PLANNING SERVICES 12 tk1sc 20 City of Tukwila: City Hall Campus Needs Assessment and Planning Services Terms and Conditions PERFORMANCE OF WORK McKinstry shall perform the scope of work ("Work") specified herein. McKinstry shall furnish all services necessary to perform the Work and perform the Work to completion diligently, expeditiously and with adequate forces. Customer shall use its best efforts to provide all information, materials, documents, and assistance that is reasonably required for McKinstry to perform any and all aspects of the Work. PAYMENTS Customer shall pay McKinstry the compensation specified herein ("Price") for the value of Work that McKinstry has completed, as the Work is completed. Customer shall pay McKinstry within fifteen (15) days of receiving an invoice. McKinstry will be entitled to interest at the rate of 1.5 percent per month on all sums overdue and unpaid from the date due. WARRANTIES Customer shall receive a one (1) year warranty that covers labor and materials provided by McKinstry as part of the Work. This warranty commences on the date that the portion of the Work warranted is substantially complete. However, McKinstry makes no warranty whatsoever regarding components of the Work provided by third parties, and in such case the terms of the third party's warranty, including manufacturers' warranties, if any, shall apply between Customer and the third party. The warranties in this section are exclusive and in lieu of all other warranties, whether express or implied. TERMINATION Either Party may terminate this agreement upon fifteen (15) days written notice to the other Party. In such case, the rights and obligations of each Party that arose prior to the termination date shall survive such termination. DISPUTES In case of dispute between the Parties, the Parties will attempt to negotiate a resolution. If a dispute remains unresolved more than thirty (30) calendar days after the commencement of negotiation, and the Parties have not agreed to extend such date, then the Parties shall pursue mediation. If any dispute remains unresolved more than sixty (60) calendar days after the commencement of mediation, then either Party may pursue arbitration. No litigation will be commenced by either Party unless all of the foregoing steps have been pursued to completion. CHOICE OF LAW, VENUE The validity, interpretation, and performance of this agreement shall be governed by the laws of the state in which the Work is performed. The venue for resolving any dispute shall be the county in which the Work is performed. FORCE MAJEURE Neither McKinstry nor Customer shall be considered in breach of this agreement to the extent that the Party's performance is prevented by an event or events that are beyond the control of such party, including but not limited to acts of God, fire, earthquake, flood, storm, war, rebellion, revolution, insurrection, riot, strike, nuclear contamination, and/or acts or threats of terrorism. try CONFIDENTIAL &PROPRIETARY \ CITY OF TUKWILA CITY HALL CAMPUS 1} tk1sc ifeOfYour Building NEEDS ASSESSMENT& PLANNING SERVICES 13 21 City of Tukwila: City Hall Campus Needs Assessment and Planning Services Notwithstanding any other provision(s) of this or any related agreement(s), if McKinstry's work is delayed, disrupted, suspended, or otherwise impacted as a direct or indirect result of COVID-19 (coronavirus), including, but not limited to, by (1) disruptions to material and/or equipment supply; (2) illness of McKinstry's workforce and/or unavailability of labor; (3) government quarantines, closures, or other mandates, restrictions, and/or directives; (4) owner or contractor restrictions and/or directives; and/or (5) fulfillment of McKinstry's contractual or legal health and safety obligations associated with COVID-19; then, McKinstry shall be entitled to a reasonable equitable adjustment to its scope, schedule, duration, and price to account for such delays, disruptions, suspensions, and impacts. NO WAIVER No waiver of any breach, failure, right, or remedy shall be deemed a waiver of any other breach, failure, right, or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver. INTELLECTUAL PROPERTY Intellectual property provided by McKinstry to Customer as part of the Work are instruments of service owned by McKinstry and are not "work made for hire" as such term is defined under U.S. copyright law. When the Work is performed to completion, McKinstry grants to Customer a limited license to use the Intellectual Property to operate, maintain, renovate, and manage the subject matter of the Work. DAMAGES LIMITATION Neither party shall be liable to the other party for any consequential, indirect, special, incidental, exemplary, or similar, damages or losses, including loss of profits, arising out of or relating to this agreement, whether based in contract or tort or any other theory, even if a party has been advised of the possibility of such damages. Furthermore, the total aggregate liability of either party, under any theory, is limited to the agreement price. INDEMNIFICATION McKinstry shall indemnify and hold harmless Customer from and against all third party claims, damages, losses and expenses for bodily injury, sickness, disease, or death or destruction of tangible property, directly arising from McKinstry's performance of the Work, but only to the extent caused by the negligent acts or omissions of McKinstry. SEVERABILITY, SURVIVAL If any portion of this agreement shall be held invalid in whole or in part under any law, rule, regulation, or order, then such portion shall remain in effect only to the extent permitted, and the remaining portions of the agreement shall remain in full force and effect. Any invalid portions shall be substituted with an interpretation that most accurately reflects the Parties' intentions. AMENDMENT This agreement may not be amended except pursuant to a written amendment signed by an authorized signer of each Party. COMPLETE AGREEMENT This agreement, including the exhibits attached hereto, is a fully integrated agreement. Any legal terms and conditions appearing elsewhere in this agreement shall be ignored to the extent they contradict or are try CONFIDENTIAL &PROPRIETARY \ CITY OF TUKWILA CITY HALL CAMPUS tk1sc ifeOfYour Building 1} NEEDS ASSESSMENT& PLANNING SERVICES 14 22 City of Tukwila: City Hall Campus Needs Assessment and Planning Services inconsistent with the terms and conditions contained in the foregoing numbered list. All previous agreements between McKinstry and Customer as to the Work are superseded by this agreement. instry 1/e Of Your Building CONFIDENTIAL & PROPRIETARY CITY OF TUKWILA CITY HALL CAMPUS NEEDS ASSESSMENT & PLANNING SERVICES 15 )) � I � tk1sc 23 24 City of Tukwila Contract Number: 6200 Southcenter Boulevard, Tukwila WA 98188 CONSULTANT AGREEMENT FOR FACILITIES ASSESSMENT AND PLANNING SERVICES FOR TUKWILA CITY HALL CAMPUS THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and McKinstry, 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 assessment and planning services in connection with the project titled City of Tukwila 2020 Facility Study (City Hall Campus, Tukwila Community Center, Fire Station 53 and Fire Station 54). 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 at the end December 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 December 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 "A" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $188,200 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 documents, drawings, 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 the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, 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 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance 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 City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 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 to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. CA revised : 1-2020 26 Page 2 4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. D. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen (15) days of execution of this 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 breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, 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 of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, 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 warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence of any disability in the selection and retention of employees or procurement of materials or supplies. CA revised : 1-2020 Page 3 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: McKinstry 5005 3rd Ave. S. Seattle, WA 98134 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 : 1-2020 Page 4 DATED this day of 2020. CITY OF TUKWILA CONSULTANT Allan Ekberg, Mayor Attest/Authenticated: City Clerk, Christy O'Flaherty Printed Name: Title: Approved as to Form: Office of the City Attorney CA revised : 1-2020 Page 5 29 30 Project Fund No. Project Status 2020 CIP Projects 103, 104, & 303 Funds A B City Funding Funding 2020 Budget C D E F G H I Grant/ 2020 Phase 1 & II 103 Fund Dedicated Rev Expenditures Committed Reductions Balance Policy Decision Council Funding to Date for 2020 5/11/2020 Reduction Go / No Go? Decision 103 Fund - Residential Streets 1 103 99410303 42nd Ave S Phase III Physically completed, final payments City $ 378,000 $ 24,102 $ 353,898 2 103 99110301 53rd Ave S Utility undergrounding, Comcast next Grant Funded 399,000 120,140 278,860 3 103 Various (3) Safe Routes to School Projects Not started, seeking grants, no $ to date Grant Funded $ 5,301,000 4 103 81910301 Traffic Calming On hold due to negative fund balance City 400,000 9,564 53,504 $ 350,000 5 103 Interfund Loan Repayment Covers SCL expenditures for 42 & 53 City 336,932 Total 103 Fund $ 1,177,000 104 Fund - Arterial Streets $ 153,806 $ 1,023,194 $ 350,000 6 104 104 Wages & Benefits Ongoing staff expenses City $ 485,383 $ 93,471 $ 391,912 7 104 98610403 Strander Blvd Extension Closed, final 2020 grant reimbursement City 147,362 $ 475,000 622,362 8 104 99310410 West Valley Hwy Design funds only, underway Grant Funded 600,000 60,237 539,763 9 104 91310407 BAR Bridge over Airport Way Construction awarded 5/4/20 Grant Funded - 2,614,000 17,861 2,596,139 10 104 91810404 42nd Ave S Bridge Replacement In-depth bridge inspection City 39,884 39,884 11 104 91810404 42nd Ave S Bridge Replacement 30% Design proposals due 5/19/20 City/WM tax 320,000 680,000 $ 1,000,000 12 104 9030404 S 144th St Bridge - Sidewalks Not started, seeking grants, no $ to date Grant Funded - 227,000 13 104 92010401 Overlay & Repair 2020 Design underway, ready to bid, on hold City 1,400,000 128,453 71,547 $ 1,200,000 14 104 82010403 Traffic Counts 2020 Ongoing, contract began 1/1/20 City 18,750 3,300 15,450 15 104 92010402 Bridge Inspections 2020 4 legally required bridge inspections City 196,000 93,000 2,252 49,444 20,000 16 104 91710406 S 196th St/200th St Br Repair Completed, retainage to be paid City 1,304 16,000 17 104 91610407 S 119th St Pedestrian Bridge Painting of pedestrian bridge on hold City 200,000 18 104 91510405 ADA Improvements ADA ramps at 53, 58, on hold w/ Overlay City 50,000 50,000 19 104 82010404 Annual Traffic Signal Ongoing, reduced by 50%, deferred maint. City 125,000 2,549 59,951 62,500 20 104 11301302 Wetland & Envir Mitigation Ongoing, required by permit City 40,000 16,219 23,781 21 104 82010405 Transp Element of the Comp Plan Not started, required by GMA, due by 2021 City 400,000 400,000 22 104 82010406 Walk & Roll Update not started, on hold City 75,000 75,000 23 104 81710404 TIB Channelization Study Study completed, $25k balance remaining City 25,000 25,000 24 104 Park Impact Fees Transfer to 301 Housekeeping transfer from 104 to 301 City 1,009,000 $ 325,646 1,009,000 $ 5,835,232 $ 1,200,000 $ 1,432,500 Total 104 Fund $ 4,331,379 $ 4,462,000 303 Fund - Facilities 25 Beginning Fund Balance Drawdown of fund balance $ 656,000 27 303 91930304 6300 Dry Fire Sprinkler System Completed City 30,000 $ 30,000 28 303 91630305 TCC Siding Repairs Not started, 2 quotes received in 2019 City 200,000 $ 120,000 303 91630305 TCC Siding Repairs - Savings Savings from bids City 80,000 303 91630304 City Hall Siding Repairs No started City 100,000 $ 100,000 29 303 82030301 2020 Facilities Study/Seismic RFPs in, not started City 300,000 110,000 190,000 Total 303 Fund $ 630,000 $ 30,000 $ - $ 210,000 $ 390,000 Total 1 $ 1,822,500 Lines 3 & 12, not added in totals as completely grant funded and no grants to date. Dedicated revenues include REET, Parking tax, & MVFT Grant funded Line 11, Solid Waste Utility tax revenue may be reduced due to COVID-19 W hops://tukwilawa.sharepoint.com/sites/publicworks/engineering/Shared Documents/Actlw 2020 Project-lu 32 J,��I1lA W4 o� sy z J Q ~ zsoaCity Councii Finance Meeting Minutes May28, 2020 - 5:00 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Verna Seal, Chair; Kathy Hougardy, Kate Kruller Staff Present: Vicky Carlsen, Jay Wittwer, Rachel Bianchi, Tony Cullerton, David Cline, Laurel Humphrey Chair Seal called the meeting to order at 5:00 p.m. I. BUSINESS AGENDA A. Ordinance: Reissuing Limited Tax General Obligation Bonds Staff is seeking Council approval of an ordinance delegating authority to the Finance Director to issue limited tax obligation bonds to refund the outstanding 2010B LTGO bonds via a direct placement process. Refunding these bonds could result in net savings in interest up to $70K. Committee Recommendation Unanimous approval. Forward to June 1, 2020 Regular Meeting. B. Contract: City of Tukwila 2020 Facility Study Staff is seeking Council approval of a contract with McKinstry in an amount not to exceed $188,200 for Assessment and Planning Services for the 2020 Facility Study. Due to budget constraints, staff is recommending moving forward with only phases one and two and deferring the final concept to a later date. Question(s) requiring follow up Provide previous seismic study. Committee Recommendation No recommendation. Forward to June 8, 2020 Committee of the Whole. C. 2020 1st Quarter Fire Department Budget Report The Fire Department is projected to be at or below budget for the lst Quarter of 2020. Staff provided an overview of changes made to achieve this. Committee members discussed the status of the 2020 Budget Proviso and the withdrawal of the third party consultant that was hired in response to one of the conditions. Question(s) requiring follow up Provide the Kragness report again. Committee Recommendation Pursue hiring of another third -party consultant required by the proviso. Forward to June 8, 2020 Committee of the Whole. 33 34 COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared 4 t Mayor's reviear Council review 06/08/20 GL ITEM INFORMATION ITEMNO. 3.C. STAFF SPONSOR: CYNDY KNIGHTON ORIGINAL AGENDA DATE: 06/08/20 AGENDA ITEM TITLE Financial Impacts from COVID-19: 2020 Annual Overlay and Repair Program - Options for Partial Funding CATEGORY ® Discussion Mtg Date 06/08/20 ❑ Motion Mtg Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑Other Mtg Date SPONSOR ❑Council ❑Mayor ❑HR ❑DCD ®Finance ❑Fire ❑']S ❑P&R ❑Police ®PI ❑Court SPONSOR'S Potential savings from five Capital Improvement Program projects could fund and construct SUMMARY two sites of the fully designed 2020 Overlay & Repair Program, Sites F and G for $312,500. Other decision points include the 30% design of the 42nd Ave S Bridge, painting the S 119tn St Pedestrian Bridge in Allentown, TCC siding repairs, and the City Hall facilities/seismic study, which will all be brought forward to Council for decisions in the future. REVIEWED BY ® Trans&Infrastructure ❑ CommunitySvs/Safety ❑ Finance Comm. ❑ Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 06/01/2020 COMMITTEE CHAIR: C. DELOSTRINOS JOHNSON RECOMMENDATIONS: SPONSOR/ADNIIN. Public Works Department COMMITTEE Unanimous Approval; Forward to Regular Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE, REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0.00 $0.00 $0.00 Fund Source: 104 FUND ARTERIAL STREETS Comments: pg 16, 2019 CIP MTG. DATE RECORD OF COUNCIL ACTION 06/08/20 MTG. DATE ATTACHMENTS 06/08/20 Informational Memorandum dated 05/29/20 Overlay & Repair Engineer's Estimate & Map Active 2020 Projects Minutes from the Transportation & Infrastructure Committee meeting of 06/01/20 (Distributed separately) 35 36 City of Tukwila Allan Ekberg, Mayor Public Works Department- Henry Hash, Director INFORMATIONAL MEMORANDUM TO: Transportation and Infrastructure Committee FROM: Henry Hash, Public Works Director Vicky Carlsen, Finance Director BY: Cyndy Knighton, Senior Program Manager Scott Bates, Program Manager CC: Mayor Ekberg DATE: May 29, 2020 SUBJECT: 2020 Annual Overlay and Repair Program Project No. 92010401 - Options for Partial Funding ISSUE Discussion on potential overlay options for 2020. BACKGROUND Every year road segments are identified for possible inclusion in the City's annual Overlay Program. Tukwila uses a pavement management system (PMS) to rate the condition of the pavement, which is the first step in identifying street segments for overlay. Using the pavement scores created in the PMS, staff considers the pavement condition and preliminary cost to overlay, and frequency of ongoing maintenance needs to develop a "long list" of potential projects for the next overlay cycle. Design of the "long list" of selected projects is brought to 50% and, at that point, selection of the final list is generally made based on funding availability for the highest priority segments. This year was no exception to the standard process. Ten locations were fully designed, and the attached Engineer's Estimate was developed. The COVID-19 Pandemic has impacted the City's finances and many programs and projects are being reduced or eliminated in 2020 to mitigate the City's revenue losses. Construction of the 2020 Annual Overlay and Repair Program has currently been suspended. At the May 18, 2020 Transportation and Infrastructure Committee (TIC) meeting, members requested staff develop options in the event that partial funding became available. DISCUSSION AND FINANCIAL IMPACT Potential project savings identified in the table below could be reallocated for use in a truncated 2020 Overlay and Repair Program. Sites F and G on the Engineer's Estimate attachment are recommended by staff for construction, should funds be allocated. Both 54th Avenue S and S 158th Street are in immediate need of overlay restoration and service a high amount of traffic. The work would include asphalt repair, fixing drainage runoff issues, upgraded ADA compliant ramps, and additional guardrail to a portion of 54th Avenue S. CIP Reallocation First Priority Overlay Locations 15 Bridge Inspections 2020 $ 20,000 Site F: 54th Avenue S (S 166th St to Slade Way) $ 165,814 18 ADA Improvements 50,000 19 Annual Traffic Signal 62,500 22 Walk & Roll 75,000 Site G: S 158th St (39th PI S to 42nd Ave S) 136,213 23 TIB Channelization Study 25,000 Use of Existing fund balance 80,000 Savin s $ 312,500 Overlay Cost $ 302,027 Contingency $ 10,473 The second priority for Overlay is Site A: S 200th Street (Southcenter Parkway to Green River Bridge) is estimated to cost $368,229. Sites B, C and D are not high -volume streets, or a high maintenance demand compared to other sites. https:l/tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Box/01 TIC Agenda/Agenda Items/TIC 06-01-2020/f. 2020 Overlay & Repair Options/INFO MEMO - 2020 Overlay Options.docx 37 INFORMATIONAL MEMO Page 2 Reducing the budget for the projects listed in the table on the previous page will not cancel the projects, only delay them until a later date, when funding is available. Decision points for other capital protects At the May 18, 2020 Transportation and Infrastructure Committee meeting, the status of capital projects in the residential street, arterial street, and general government improvement funds were reviewed. The analysis provided status updates on the projects listed in the table above as well as a few others, including 42"d Ave S Bridge design, S 119th St Pedestrian Bridge painting, siding repair at TCC, and the facilities study. 42nd Ave S Bridge: Council authorized funding of up to $1 million ($320k general fund, $680k solid waste utility tax) for 30% design. There is a possibility that a federal infrastructure bill could include funding for "shovel ready" projects. In order for this project to have the best chance of receiving funding, the project would need to be at least 30% designed. The City expects to select a design consultant later this summer to get to 30% design. Since funding for the highest priority areas for overlay have been identified, staff is recommending that a decision on whether to fund this project or redirect funds elsewhere, be delayed until the true cost of design is understood. S 119th St Ped Bridge painting: Not funding this project will only delay the project, not cancel it. There is a window of opportunity to paint the bridge due to weather and fish cycles. Removing funding for this project will delay the project until at least 2021. Siding repair at TCC: Siding repair for TCC has been listed as a project as early as 2018. When the 2019-2020 budget was drafted, the expectation was that $200k in siding and roofing repairs at TCC would occur. Budget for this project is $120k and funding currently exists in the general government improvement fund. Continuing to delay this project will only result in higher costs when the repair is finally completed. Staff is recommending that TCC siding repair occur this year utilizing the existing budget. Facilities Study: This project is also funded out of the general government improvement fund and there is currently adequate funding to complete Phases 1 and 2 for approximately $190k, as currently proposed. The original request for this project was $300k, however, the final phase could be done at a later date. By completing Phases 1 and 2 now, the City will have updated seismic information on City Hall, 6300 building, TCC, and Fire Stations 53 and 54. These phases will also provide a facility condition assessment and space planning at City Hall. The completion of the Justice Center will occur in the next few months and many staff members who are currently located at City Hall and the 6300 building will be moving to the new facility, resulting in significant unused space in both buildings. By completing Phases 1 and 2 now, it will position the City to make informed decisions on the best next steps for the next phase of facility planning. Staff is recommending that phases 1 and 2 move forward as planned. RECOMMENDATION Discussion only or possible recommendation for full Council for review for June 8 Committee of the Whole meeting. Attachments: Engineer's Estimate 2020 Overlay Cover Active 2020 Projects 38 hitps://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Box/01 TIC Agenda/Agenda Items/TIC 06-01-2020/f. 2020 Overlay & Repair Options/INFO MEMO - 2020 Overlay Options.docx City of Tukwila - Department of Public Works 2020 Overlay Program Engineer's Estimate 90% Project No. 19168 92010401 SCHEDULE A SCHEDULE B P�SCHEDULE A S 200th Street S 126th Street 48th Ave S & S 109th Street S 150th Street 54th Avenue S 5158th Street 5 150th St & 46th Ave S South 148th St (Southcenter Pkwy to (East Marginal Way to 44th Ave S (S 109th St, North to Dead End) (46th Ave S, East to Dead S 166th St to Slade (39th PI 5 to 42nd Ave S) 53rd Ave S & Vicinity Intersection Green River Bridge) 37th Ave S) (S 140th St to End) &(47th Ave S to 48th Ave S End) Way) Re -Route Improvements HMA Grind/Overlay: 3" HMA Grind/Overlay: 2" HMA Overlay: 2" One -Way Raised and Enhanced Extra Grind Repair: 3" HMA Grind/Overlay: 2" 3" CSTC Base (48th only) HMA Grind/Overlay: 2" HMA Grind/Overlay: 2" HMA Grind/Overlay: 3" Channelization Crosswalk Curb Ramp Install Total Cost: $368,229 Total Cost: $92,455 Total Cost: $91,212 Total Cost: $71,753 =7Total Cost: $98,698 11 Total Cost: $165,814 Total Cost: $136,213 Total Cost: $138,080 Total Cost: $103,384 Total Cost: $19,553 SiteA Site B Site C Site D Site E Site F Site G Site H Site I Site J Link to full spreadsheet http://records.tukwilawa.gov/WebLink/l/edoc/330628/TIC%202020-06-01%201tem%202F%20-%20Discussion%20-%202020%20Overlay%20and%20Repair%20Options.pdf W 2020 OVERLAY PROGRAM PROJECT NO.92010401 MARCH 2O20 MAYOR ALLAN EKBERG DIRECTOR OF PUBLIC WORKS HENRY HASH CITY ENGINEER HARI PONNEKANTI, P.E. SCHEDULE OF DRAWINGS SHEET NO. SHEET TITLE SCHEDULE A 1 COVER 2 — 4 DETAILS LEGEND 5 44TH AVE S EXISTING: 6 S 109TH ST & 48TH AVE S m 7 S 126TH ST -9- 8 S 126TH ST RAMPS 9 S 150TH ST 10 S 150TH ST & 46TH AVE S IMPROVEMENTS O 11 — 12 RRFB AND WMINAIRE PLANS & DETAILS 14 S 158TH ST ° Q 15 S 158TH ST RAMPS 16 — 17 54TH AVE S 18 — 19 S 200TH ST 20 S 200TH ST RAMPS 21 S 148TH ST CURB RAMP (3438 S 148TH ST) _ SCHEDULE B — — — — 22 — 23 53RD AVE S RE—ROUTE IMPROVEMENTS 24 CURB RAMP DETAILS 25 DRIVEWAY DETAILS 26 53RD AVE S & VICINITY DETAILS 'J111"0011LN10 DE'SEAN QUINN, PRESIDENT VERNA SEAL KATHY HOUGARDY KATE KRULLER THOMAS MCLEOD ZAK IDAN CYNTHIA DELOSTRINOS JOHNSON PROPOSED: WATER VALVE THICKENED EDGE GAS VALVE FIRE HYDRANT PAVEMENT REPAIR TELEPHONE MANHOLE FIBER OPTIC MANHOLE HMA OVERLAY POWER POLE HMA PAVEMENT SECTION MONUMENT SANITARY SEWER CRUSHED GRAVEL WATER METER CATCH BASIN 0 CEMENT CONIC. PAVEMENI TREE BUTT JOINT OR EDGE PLf CRUSHED GRAVEL -- -- SAWCUT CEMENT CONC. PAVEMENT INLET PROTECTION PER A VEGETATION STD PLAN 1-40.20-00 FENCELINE ROW LIMITS PROPERTY LINE TH AVE S i & S 137TH ST EDULE B) LAY & 46TH AVE S )VEMENTS T Q 7 F IL m } F V by dare °�"`�" 9 PUBLIC WORKS DL�PT _ a3 °� aM ° °° KPG p 2020 OVERLAY PROGRAM o �9 d2 MICE 03/2020 1—disciplinary Design BID z *ENGINEERING*STREETS*WATER*SEWER* checked NJD 030M 3131EIdAva 2'A2kAenonA" 24 Y o en Sum iamM, WA . �'tls ,�° sean*,wAs31n �es3lsnmso DOCUMENTS file no 1slsecov.Dwc co'dic Ia3s1zeslMo COVER scale r=aa field bk no o dare revisions date s3rzszs , Project Fund No. Project 2020 CIP Projects 103, 104, & 303 Funds A B C D E F G H I Grant/ 2020 Phase 1 & II 103 Fund City Funding Dedicated Rev Expenditures Committed Reductions Balance Policy Decision Council Status Funding 2020 Budget Funding to Date for 2020 5/11/2020 Reduction Go/No Go? Decision 103 Fund - Residential Streets 1 103 99410303 42nd Ave S Phase III Physically completed, final payments City $ 378,000 $ 24,102 $ 353,898 2 103 99110301 53rd Ave Utility undergrounding, Comcast next Grant Funded 399,000 120,140 278,860 3 103 Various (3) Safe Routes to School Projects Not started, seeking grants, no $ to date Grant Funded $ 5,301,000 4 103 81930301 Traffic Calming On hold due to negative fund balance City 400,000 9,564 53,504 $ 350,000 5 103 Interfund Loan Repayment Covers SCL expenditures for 42 & 53 City 336,932 Total 103 Fund $ 1,177,000 104 Fund - Arterial Streets $ 153,806 $ 1,023,194 $ 350,000 6 104 104 Wages & Benefits Ongoing staff expenses Ciry $ 485,383 $ 93,471 $ 391,912 7 104 98610403 Strander Blvd Extension Closed, final 2020 grant reimbursement City 147,362 $ 475,000 622,362 8 104 99310410 West Valley Hwy Design funds only, underway Grant Funded 600,000 60,237 539,763 9 104 91310407 BAR Bridge over Airport Way Construction awarded 5/4/20 Grant Funded 2,614,000 17,861 2,596,139 30 104 91810404 42nd Ave S Bridge Replacement In-depth bridge inspection City 39,884 39,884 104 91810404 42nd Ave S Bridge Replacement 30% Design proposals due 5/19/20 City/WM tax Grant Funded 320,000 - 680,000 $ 1,000,000 12 104 9030404 S 144th St Bridge - Sidewalks Not started, seeking grants, no $ to date 227,000 13 104 92010401 Overlay & Repair 2020 Design underway, ready to bid, on hold City 1,400,000 128,453 71,547 $ 1,200,000 14 104 82010403 Traffic Counts 2020 Ongoing, contract began 1/1/20 City 18,750 3,300 15,450 15 104 92010402 Bridge Inspections 2020 4legally required bridge inspections City 196,000 93,000 2,252 49,444 20,000 16 104 91710406 S 196th St/200th St Br Repair Completed, retainage to be paid City 1,304 16,000 17 104 91610407 S 119th St Pedestrian Bridge Painting of pedestrian bridge on hold City 200,000 18 104 91510405 ADA Improvements ADA ramps at 53, 58, on hold w/ Overlay Ciry 50,000 50,000 19 104 82010404 Annual Traffic Signal Ongoing, reduced by 50%, deferred maint. City 125,000 2,549 59,951 62,500 20 104 11301302 Wetland & Envir Mitigation Ongoing, required by permit City 40,000 16,219 23,781 21 104 82010405 Transp Element of the Comp Plan Not started, required by GMA, due by 2021 City 400,000 400,000 22 104 82010406 Walk & Roll Update not started, on hold City 75,OG0 75,000 23 104 81730404 TIB Channelization Study Study completed, $25k balance remaining City 25,000 25,000 24 304 Park Impact Fees Transfer [0 301 Housekeeping transfer from 304 to 301 City 1,009,000 1,009,000 Total 104 Fund $ 4,331,379 $ 4,462,000 303 Fund - Facilities $ 325,646 $ 5,835,232 $ 1,200,000 $ 1,432,500 25 Beginning Fund Balance Drawdown offund balance $ 656,000 27 303 91930304 6300 Dry Fire Sprinkler System Completed City 30,000 $ 30,000 28 303 91630305 TCC Siding Repairs Not started, 2 quotes received in 2019 City 200,000 $ 120,000 303 91630305 TCC Siding Repairs -Savings Savings from bids City 80,000 303 91630304 City Hall Siding Repairs No started Ciry 100,000 $ 100,000 29 303 82030301 2020 Facilities Study/Seismic RFPs in, not started City 300,000 110,000 190,000 Total 303 Fund $ 630,000 $ 30,000 $ $ 210,000 $ 390,000 Total 1 $ 1,822,500 Lines 3 & 12, not added in totals as completely grant funded and no grants to date. Dedicated revenues include REET, Parking tax, & MVFF Grant funded Line 11, Solid Waste Utility tax revenue may be reduced due to COVID-19 a• ro�k.�a...>rereao i_,on✓sm, we �w.kv. a ,•n,v�snarea oxure.nu�xow 420 "- 42 Coronavirus Response Update June 8, 2020 Essential Services and City Operations The City has been implementing the staff -related reductions associated with achieving the necessary savings to address the budget shortfall associated with the coronavirus pandemic. The largest represented staff group in the City are Teamsters, in four different bargaining groups. Three of the groups voted for furloughs, reducing their hours from 40/week to 36/week and an associated 10% pay reduction. One unit voted to implement the terms of their contract, which has resulted in the layoff of five employees. Non -represented staff are also being furloughed with a 10% pay reduction and associated hour reduction. The Admin Team — staff leadership team — is taking a 10% salary reduction with no reduction in hours. These furloughs and staff reductions do not apply to Police or Fire. City services will be impacted with reduced staff and reduced hours. While City staff are currently telecommuting due to the pandemic, and therefore City Hall and the 6300 building are closed to the public, even when normal operations resume City Hall and the 6300 building will be closed to the public every Friday through the end of the year. Beginning June 5, 2020, staff will telecommute on Friday mornings and not work Friday afternoons. City services such as pet licenses, construction permits and human services requests will not be fulfilled — either virtually or in -person — on Friday afternoons through the remainder of 2020. Due to staff reductions in our maintenance and trades unit, and the associated hiring freeze necessary to achieve needed expenditure savings, there will be a reduction in services in our Streets Department. This means there will be fewer litter patrols, longer stretches between vegetation management on the roadsides and slower response times for various requests, for example. Safety -related tasks will be prioritized over issues that do not affect the well-being of the Tukwila community, but residents will notice a reduction in service levels in our Streets Department throughout the city. The City realizes that many of these services are important to the community. However, with reduced staffing there must be reductions in service levels. As of this writing, the Parks and Recreation Department is making plans to reopen when allowed under the Governor's Safe Start order. Staff anticipates some reduction in hours at the Tukwila Community Center once it reopens, and there will be an associated reduction in service levels. More information on parks and recreation programming will be released once there is better clarity on when these activities can resume. The City is continuing to refine a reopening plan corresponding with the State's "Safe Start" phased approach to reopening the state. It should be noted that only in Phase 3 do they recommend re -opening customer -facing government services, and even at that time telework is still strongly encouraged for non -customer facing positions. Financial Stability At the May 18 City Council meeting the Council approved various measures for the mayor to implement to address the revenue shortfalls associated with the coronavirus pandemic. As discussed above, the staff -related measures have been implemented since the last report. In addition, Council will continue to refine the direction to staff on capital projects at the June 8 meeting, specifically regarding overlay, siding on the TCC and the new facilities/seismic study. The Council will continue to receive regular updates on the progress of implementation. 43 Police Staffing and Calls for Service There have been no changes to Police staffing since the last report. Calls for service: May 2020: 2383 May 2019: 2819 Fire Staffing and Calls for Service There have been no changes to Fire staffing since the last report. Attached is a detailed analysis of calls for service for the Fire Department. Human Services HS staff has served 14 unduplicated households this month, consisting of 50 residents — all impacted by COVID wage loss. As of this writing staff has spent $16,695 and have $3903 remaining for the month of June. Each household is averaging approximately $1,200 in assistance. These funds including our traditional general fund rent assistance dollars and the recaptured sales tax dollars from HB 1406. We continue to partner with our community -based organization to create a "patchwork" of financial support, as many of our residents are behind a few months in their rent at this point in COVID and our city cap of $1,200 can only approximately one month. One additional item that will assist residents is that the Governor extended the eviction moratorium until August 1, with some limited exceptions. Business Business Reopening Businesses in Washington State are reopening under the State's "Safe Start" business reopening plan. A full description of Safe Start can be found in the agenda packet for the Council's Planning and Economic Development Committee meeting held on June 1. As of June 4, King County is currently in Phase 1 of Washington's "Safe Start" four phase business reopening plan. During this phase, in addition to essential business and activities, other businesses are allowed to open such as restarting construction, vehicle sales, spiritual drive-in services, car washes, landscaping, pet walking, and curbside retail. Westfield Southcenter and other retailers are conducting curbside retail. As of May 27th, twenty-four counties in Washington have been approved to move into Phase 2 and three more have been approved to apply for the variance to move into Phase 2. The Governor continues issuing guidance for various business sectors to follow once a county is approved for Phase 2. This is helpful because it gives our businesses an opportunity to prepare to re -open. The new guidance pertains to dine -in restaurants and taverns, in-store retail, manufacturing, professional services, and personal services. It includes requirements for physical distancing, employees to wear cloth face masks (there are exceptions) and other procedures and policies. Key limitations for restaurants include: customers are limited to 50% of maximum building occupancy, and additional table spacing. Retail stores are limited to 30% of maximum occupancy. As the Governor explained, Phase 2 will start depending on a number of metrics such as disease M. activity, health care capacity, testing and tracing capacity, and protections for high risk individuals. City Economic Development staff is hopeful that King County will enter Phase 2 in early July. On May 29 the Governor announced the State will accept applications from counties to enter into a Modified Phase 1 if they are not yet eligible for Phase 2. King County submitted its application for a Modified Phase 1. When approved, this will be similar to Phase 2 but with some additional safety restrictions. For example, fewer customers would be allowed to enter retail stores and they would be limited to 30 minutes. Economic Development staff anticipates the State will approve the County's application the week of 6/8. Business Resources During the week of 6/1 staff sent an email to all businesses with updates announcing the possibility of a Modified Phase 1 and additional resources. SavingLocalKC. com SavingLocalKC continues to grow, with six new businesses, including TopPot Donuts being added to the deal website. SavignLocal KC. in partnership with the City of Kent and local chambers of commerce, launched the SavingLocalKC.com. SavingLocalKC is a free resource to all consumer facing businesses in King County. Businesses can place a deal on the websites for consumer to purchase now, for future use. The goal is to help support businesses that are closed or whose operations have been severely limited by the Stay Home, Stay Healthy Order. SavingLocalKC has dedicated marketing to promote the deals, including social media. Everyone can help support the campaign by following it on social media: twitter.com/savinglocalkc, instagram.com/savinglocalkc, facebook.com/SavingLocalKC. The program is funded by Tukwila's lodging tax. New Social Media Launched The City has launched new social media channels to promote the City to visitors and businesses. Follow us and tag as at twitter.com/ExpTukwila, instagram.com/experiencetukwila/, facebook.com/ExperienceTukwila. Business Survey Economic Development staff will continue calling businesses to survey their impact and needs related to COVID- 19. We very much appreciated the survey phone calls that Parks and Recreation staff completed in May. During the first week of June we will send a link to the remaining businesses to complete the survey online. We will report results on June 15. Meeting our Community's Basic Needs Food Security The usage rate remains steady at the Tukwila Pantry, serving 350-500 cars each food distribution day (three times a week). They have a list of needs: shampoo, laundry detergent, bar hand soap and diapers. The Pantry could also use assistance feeding their volunteers regularly. 45 Seniors City staff again supported our senior community through direct food distribution to homebound residents. Staff calls residents on Monday and Tuesday, to set up a Wednesday meal delivery. Staff delivered to 67 clients, consisting of 479 meals. Students To date, we have deployed over 500 MyFi devices to families that need the service. The hotspots are free for families that have need, and the service plan lasts for 6 months with unlimited data. Families can connect up to 10 devices on one mobile hotspot. Public Safetv Plan Construction Pro There have been no changes to the Public Safety Plan projects since the last report. Compliance with the Governor's Order There have been no changes to compliance issues since the last report. M Tukwila Fire Department Volume Study May '20 Edition Fire Stn 54 Firje Stn 51 Ploasa note: AIL trausfmitn rt surlaca wamr, san=ry savwra dwrdrdlsMbLrbonraclllhasaam Im nanumus to show an ihls -Lunanary map. Sao UoUdkrtl Gcmp Plan sachon i o-rth is Irrlcrrnallon. Tukwila Fire Stn 53 Rove Mh M C": iiarch 14% k054 pg. 1 Change in Case Volume Metrics ('20 vs '19) Change in Total Case Volume Change in EMS Case Volume % Change '20 vs '19 % Change '20 vs '19 Station January February I March April I May YTD Station I January Februaryj March April I May YTD 51 -12% 11% -19% -47% -47% -23% 51 -11% 26% -12% -50% -49% -20% 52 5% -1% 0% -35% -35% -13% 52 3% 12% -1% -35% -59% -17% 53 6% -23% -8% -32% -24 , -16% 53 -6% -7% 9% -29% -31% -14 4 54 -11% -14% -11% -27% -25% -18% 54 -7% -12% -13% -31% -24 , -17% All TFD -7% -6% -10% -27% -26 / -15% All TFD -7% 4 , -6% -28% -32% -14 , Change in Fire Case Volume % Change '20 vs '19 Station I January I February I March I April 11 May YTD 51 -5% -4% 1 -42% -20% -52% -27% 52 -7% -22% 0% -11% 19% -4% 53 83% -9% -44% -10% -24 , -5% 54 -35% 11% 63% 7% -41% -10% All TFD 3% -8% -22% -9% -21% -12% Change in Service Case Volume % Change '20 vs '19 Station I JanuaryFebruaryMarch April I May YTD 51 -50% -42% 1 100% -73% 17% -36% 52 100% -50% 50 / -80% 700% 24% 53 -38/ -87% -57% -86% N/A -57% 54 -29% -78% -80% -14% 33% -42% All TFD -32% -69% -35% -61% 100•9 -37% # Change in Case Volume Metrics ('20 vs '19) Change in Total Case Volume Change in EMS Case Volume # Change 20 vs '19 # Change '20 vs '19 Station January February March April May YTD Station January February March Aprill May YTD 51 -15 12 -22 -50 -59 -134 51 -10 19 -10 -38 1 -45 -84 52 4 -1 0 -28 -28 -53 52 2 6 -1 -23 -38 -54 53 4 -18 -6 -24 -20 -64 53 -3 -4 5 -17 -21 -40 54 -18 1 -22 1 -17 1 -40 1 38 -135 54 -9 -16 1 -18 -40 -32 -115 All TFD -35 1 -29 -51 1 -131 1 All TFD 1 -28 14 1 -22 -105 -129 -270 Change in Fire Case Volume Change in Service Case Volume # Change '20 vs '19 # Change '20 vs '19 Station January February March April May YTD Station January, Februa March ril A May YTD 51 -1 -1 -14 -4 -14 -34 51 -4 1 -5 1 2 -8 1 -14 52 -1 -4 0 -1 3 -3 52 3 -3 1 -4 7 4 53 10 -1 -7 -1 -4 1 -3 53 -3 -13 -4 -6 5 -21 54 -7 1 5 1 -7 -7 54 -2 -7 -4 -1 1 -13 All TFD 3 -7 -22 -6 -22 -54 All TFD -10 -33 -7 -19 15 -54 pg. 2 Synopsis of Above Metrics 1. Total TFD Case Volume in May `20 represented a decrease of 26% compared to May `19 (Jan, Feb, March, April averaged a 13% decrease). In other words, May '20 had 135 fewer cases than May ' 19. 2. EMS continued carrying the case volume metrics lower, with 129 fewer in May '20 than May ' 19. There were 22 fewer Fire cases and 15 more Service calls over these same ranges. 3. May '20 had 39 more cases than April '20, an increase of 11%. While EMS calls were flat at 270, both Fire and Service calls increased. 4. Year to date through May 3 Pt, total case volume for the Tukwila Fire Department has fallen 15% compared to the same time frame in 2019. This corresponds to 381 fewer cases. 5. With significant closures in the CBD, Stn 51 continues to exhibit the steepest % decline in cases (23% YTD) and nearly ties with Stn 54 for the largest drop in total cases (134 & 135 YTD). Additional notes: 1. Feb 2020 is a leap month with 3.57% more days than the previous three Febs. 2. Because of their infrequent occurrence, Fire and Service response calls are more subject to wilder "% Changes" than EMS responses. YTD, we've averaged 3.1 of these types of calls (combined) each day. An increase or decrease of just one of these types of calls per day would result in a change of about a third. This helps to explain some of the volatility in the graphs and charts. 3. Station -related metrics are based on "Primary Station": while more than one station may respond to a single call, only the station deemed as primary by ValleyCom gets the credit. In some cases, an OSA (Outside Agency/Mutual Aid) unit will be designated as primary on a call within Tukwila. Those calls are included within "All TFD" metrics but not within individual Station metrics. pg. 3 Total Cases by Primary Station 180 160 140 120 100 80 60 40 20 0 2019 2020 2019 2020 51 52 ■ January 121 106 76 80 ■ February 110 122 76 75 ■ Mardi 116 94 90 90 ■ Apnl 107 57 80 52 ■ May 126 67 81 53 160 140 120 2019 11116 2020 53 72 76 80 62 79 73 76 52 85 65 EMS Cases by Primary Station 100 80 60 40 20 0 2019 2020 2019 2020 51 52 ■January 92 82 59 61 ■ February 73 92 52 58 ■ March 81 71 69 68 ■ Apnl 76 38 66 43 ■ May 92 47 64 26 ,III 2019 111L 2020 53 52 49 54 50 56 61 59 42 68 47 2019 2020 54 158 140 154 132 150 133 149 109 153 115 2019 2020 54 131 122 136 120 137 119 129 88 133 101 pg. 4 35 30 25 20 15 10 5 0 ■ January ■ February ■ Mardi ■ April ■ May 16 14 12 10 8 6 4 2 0 ■ January ■ February ■ March ■ April ■ May Fire Cases by Primary Station 2019 2020 2019 2020 51 52 21 20 14 13 24 23 18 14 33 19 19 19 20 16 9 8 27 13 16 19 2019 2020 2019 2020 53 54 12 22 20 13 11 10 9 10 16 9 8 13 10 9 14 15 17 13 17 10 Service Cases by Primary Station 2019 2020 s1 8 4 12 7 2 4 11 3 6 I 7 1lidI � 1 2019 2020 52 3 6 6 3 2 3 5 1 1 8 pg. 5 `111killi 2019 2020� 2019 2020 53 54 8 5 7 5 15 2 9 2 7 3 5 1 7 1 7 6 5 3 4 Total Monthly Case Volume 600 500 400 300 200 100 0 s q ou E 2 E c s q ou v E° E n` 4 oo E r E q oo q v E° E 4 2016 2017 2018 2019 202C EMS Monthly Case Volume 450 400 350 300 250 200 150 100 50 0 q o'n E° E q 'c q on E E$ E q m E E° E ¢ m E E° E 2016 2017 2018 2019 2020 pg. 6 Fire Monthly Case Volume 150 140 120 100 80 60 40 20 0 m a a a m$ s m m n a n m m$ a 4 m n s q ou E E E c s q ou v E° E n` 4 oo E E r E q q oo E E o E 4 o z y o z N o z o z 2016 2017 2018 2019 202C Service Monthly Case Volume 6o 50 40 �IIII� A IIII I 20 I I IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII �I 10 0 q o'o E E o E q o'n E E° E q o'n E E o E ¢ o'n E E o E LL q o 0 n LL q 'o O n ,� q 'o 0 a LL q 'o 0 a LL z z z ,w z . 2016 2017 2018 2019 2020 pg. 7 Total Cases EMS Cases Fire Cases Service Cases Year Year Month Name #Cases Year Month Name #Cases Year Month Name #Cases Year Month Name #Cases 2016 January 482 2016 January 377 2016 January 84 2016 January 21 2016 February 456 2016 February 361 2016 February 65 2016 February 25 2016 March 519 2016 March 392 2016 March 93 2016 March 29 2016 April 464 2016 April 361 2016 April 86 2016 April 16 2016 May 489 2016 May 381 2016 May 85 2016 May 22 2016 June 489 2016 June 352 2016 June 111 2016 June 22 2016 August 532 2016 August 363 2016 August 140 2016 August 25 2016 December 440 2016 December 329 2016 December 82 2016 December 28 2016 July 535 2016 July 393 2016 July 110 2016 July 29 2016 November 433 2016 November 339 2016 November 73 2016 November 21 2016 October 483 2016 October 388 2016 October 70 2016 October 25 2016 September 429 2016 September 326 2016 September 79 2016 September 21 2017 January 448 2017 January 324 2017 January 89 2017 January 34 2017 February 475 2017 February 350 2017 February 66 2017 February 56 2017 March 522 2017 March 407 2017 March 92 2017 March 23 2017 April 459 2017 April 350 2017 April 72 2017 April 36 2017 May 474 2017 May 353 2017 May 100 2017 May 21 2017 June 508 2017 June 390 2017 June 87 2017 June 27 2017 August 531 2017 August 391 2017 August 111 2017 August 28 2017 December 469 2017 December 372 2017 December 73 2017 December 24 2017 July 526 2017 July 362 2017 July 143 2017 July 19 2017 November 526 2017 November 396 2017 November 95 2017 November 34 2017 October 477 2017 October 377 2017 October 77 2017 October 20 2017 September 456 2017 September 338 2017 September 98 2017 September 17 2018 January 475 2018 January 375 2018 January 77 2018 January 21 2018 February 433 2018 February 345 2018 February 56 2018 February 30 2018 March 448 2018 March 360 2018 March 61 2018 March 27 2018 April 447 2018 April 357 2018 April 75 2018 April 13 2018 May 485 2018 May 362 2018 May 101 2018 May 20 2018 June 527 2018 June 380 2018 June 112 2018 June 32 2018 August 532 2018 August 374 2018 August 142 2018 August 16 2018 December 430 2018 December 352 2018 December 44 2018 December 30 2018 July 489 2018 July 346 2018 July 116 2018 July 24 2018 November 465 2018 November 360 2018 November 73 2018 November 27 2018 October 487 2018 October 376 2018 October 88 2018 October 23 2018 September 499 2018 September 379 2018 September 91 2018 September 20 2019 January 504 2019 January 379 2019 January 93 2019 January 31 2019 February 488 2019 February 353 2019 February 83 2019 February 48 2019 March 508 2019 March 386 2019 March 101 2019 March 20 2019 April 477 2019 April 375 2019 April 70 2019 April 31 2019 May 520 2019 May 399 2019 May 104 2019 May 15 2019 June 507 2019 June 350 2019 June 131 2019 June 23 2019 August 501 2019 August 366 2019 August 102 2019 August 26 2019 December 535 2019 December 424 2019 December 82 2019 December 23 2019 July 533 2019 July 382 2019 July 121 2019 July 26 2019 November 475 2019 November 376 2019 November 69 2019 November 25 2019 October 453 2019 October 311 2019 October 110 2019 October 29 2019 September 478 2019 September 365 2019 September 93 2019 September 17 2020 January 469 2020 January 351 2020 January 96 2020 January 21 2020 February 459 2020 February 367 2020 February 76 2020 February 15 2020 March 457 2020 March 364 2020 March 79 2020 March 13 2020 April 346 2020 April 270 2020 April 64 2020 April 12 2020 May 385 2020 May 270 2020 May 82 2020 May 30 Call and Response Type Legend Or . CALL TYPE Literal Call Type Response Type ACCINF Acc with In' EMS ACCMDF ALS In' Acc EMS ACCWAF VehAcc Inv Water EMS AFA Fire Alarm Fire AID Aid EMS AIDH Aid Call Hazard EMS AIDMD Aid Medic EMS AIDMDH Aid Medic EMS AIDSVC Aid Service EMS AIDUNK Unknown Aid Call EMS BARK Beauty Bark Fire Fire BRSH BrushFire No Exp Fire BRSHEX BrushFire Exp Fire CHIMNE Chimney Fire Fire CO CO Alarm EMS COMFIR Commercial Fire Fire CPR CPR in Progress EMS CPRF CPR in Progress EMS DERAIF Train Derailment EMS DROWNF Drowning EMS DUMP Dum ster No Exp Fire DUMPEX Dum ster Exp Fire ELECTR Electrical Fire Fire EXPLOS Explosion No Fir Fire HZINV Haz Mat Invest EMS HZLEAK Haz Mat Leak EMS ILBURN Illegal Bum Fire INFOF Info - Non Dis N/A MC11F MCI EMS MEDIC I MEDIC Mutual Aid JEMS Or . CALL TYPE Literal Call Type Response Type MINFIR Minor Fir NoThrt Fire MUTUAL Mutual Request N/A NGASIN NatGas Lk Inside Fire NGASXT NatGas Lk Outsid Fire NONSTR NonThrt SmallFir Fire OBV Obvious EMS ODF Overdose EMS ODMDF Overdose Medic EMS ODORIN Odor Invest Service ODORXT Odor Invest Out Service POOLF Drowning Medic EMS RESCUE Rescue EMS RESFIR Residential Fire Fire RIVER River Rescue EMS SERVIC Non Aid Service Service SHACK Shack Shed Fire Fire SHOTMF Shooting Medic EMS SMOKXT Smoke Invest Out Fire SPILL Flammable Liquid EMS STABF Stabbing EMS STABMF Stabbing Medic EMS STORM Storm Service SUSFIR Poss Arson Out Fire SWFA Swfa Service UNKFIR Unk Type Fire Fire VEHCOM Comm Veh Fire Fire VEHEX Veh Fire W/Expo Fire VEHPAS Pass Veh Fire Fire WASH Washdown Service WIRES I Power Lines Down jSeNce pg. 9 56 COUNCIL AGENDA SYNOPSIS ----------------------------------Initials Meeting Date P rep ared b_y Mayor's review Council review 06/08/20 Vicky ITEM INFORMATION ITEMIVO. 3.E. STAFF SPONSOR: VICKY CARLSEN ORIGINAL AGENDA DATE: 06/08/20 AGENDA ITEM TITLE March Financial Update including COVID related data CATEGORY ® Discussion Mtg Date 6/8/20 ❑ Motion Mt Date ❑ Resolution Aft Date ❑ Ordinance Aft Date ❑ Bid Award g Date Aft ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑Council ❑Mayor ❑HR ❑DCD ®Finance ❑Fire ❑TS ❑P&R ❑Police ❑PIV ❑Court SPONSOR'S General fund financial update including report out on COVID specific financial impacts as SUMMARY required in Resolution No. 1987 REVIEWED BY ❑ Trans&Infrastructure ❑ CommunitySvs/Safety ® Finance Comm. ❑ Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 6/8/20 COMMITTEE CHAIR: SEAL RECOMMENDATIONS: SPONSOR/ADMIN. Finance COMMITTEE COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 06/08/20 MTG. DATE ATTACHMENTS 06/08/20 Informational Memorandum dated 06/08/20 57 w City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Vicky Carlsen, Finance Director BY: Jeff Friend, Fiscal Manager CC: Mayor Ekberg DATE: June 8, 2020 SUBJECT: March 2020 Departmental Budget-to-Actuals and COVID-19 Impact Report Summary The purpose of the March 2020 General Fund Financial Report is to summarize for the City Council the general state of departmental expenditures and to highlight significant items. The following provides a high-level summary of the departmental financial performance. The March 2020 Report is based on financial data available as of May 22, 2020, for the period ending March 31, 2020. The allocated budget is calculated to reflect monthly revenue patterns based on prior year activity. Additional details can be found within the attached financial report. The report also includes information specific to COVID-19 and will be updated twice a month, as outlined in Resolution No. 1987 Section 2 Report Required. Revenues The chart on the next page reflects general fund revenue on a monthly basis. The green bar reflects the adopted budget as amended on December 2, 2019, the blue bar indicates the revised budget reflecting projected reductions due to COVID-19, and the orange bar indicates actuals each month through March. General Fund revenue through March 31 st was $13.2 million. The lower than expected actuals in January is mainly due to timing differences in business license renewal. Business license revenue was higher than projected in January and February due to a timing difference resulting in transitioning to the State. Busines license revenue that was anticipated in December 2019 was received in January of this year. March is the first month that the City experienced revenue loss due to the pandemic. Per the chart graph below, actual revenue in March is right in line with expectations. It should also be noted that the revised budget (COVID-19) is higher in June than the adopted budget in anticipation of property owners taking advantage of the ability to delay property tax payments by one month. 59 INFORMATIONAL MEMO Page 2 $12 s n P 10 $8 $6 $4 $2 $0 GENERAL FUND REVENUES N Adopted Budget Revised Budget (Covid-19) Actual JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Expenditures General Fund expenditures totaled $16.0 million through March, which is $431 thousand less than the revised allocated budget of $16.4 million adjusted for the impacts of the COVID-19 pandemic. $14 PS12 $10 $8 $6 $4 $2 $0 GENERAL FUND EXPENDITURES Adopted Budget Revised Budget (Covid-19) Actual JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC I INFORMATIONAL MEMO Page 3 COVID Expenditures General Fund expenditures related to the COVID-19 pandemic began to be incurred in March. These expenditures totaled $174,569 for the month and are reported by department in the schedule below. COVID related expenditures in salaries and benefits include time dedicated to the emergency operations center (EOC) as well as time spent analyzing the financial impacts of the pandemic. Overtime and supplies are for time outside of normal operations spent in the EOC as well as time responding directly to COVID-19 related activities. Supplies are for additional PPE and disinfectant supplies. Unbudgeted costs can be applied against CARES Act funding or FEMA funding and will not affect ending fund balance. Budgeted salaries and benefits for time that has been redirected to responding to the pandemic could qualify for reimbursement from CARES Act funding. Any reimbursement for budgeted salaries and benefits would reduce the need for contingency funds because the City had not received confirmation that CARES Act funding would be available. Reimbursement of these costs were not included in the proposal to close the $12 million revenue gap. BUDGETED I UNBUDGETED Department Salaries and Benefits Overtime and Benefits Supplies Department Total Council $ 1,479 $ - $ - $ 1,479 Mayor 25,645 - 215 25,860 Admin Services 16,628 - 381 17,009 Finance 9,189 386 327 9,902 Recreation 45,342 - 623 45,964 DCD 3,193 - 509 3,702 Court 114 137 491 741 Police 13,279 4,379 377 18,035 Fire 16,269 8,015 6,095 30,379 TIS - - 45 45 Public Works 6,440 318 9,039 15,797 Park Maintenance 5,654 - - 5,654 Total $ 143,232 1 $ 13,236 $ 18,101 $ 174,569 61 INFORMATIONAL MEMO Page 4 COVID-19 Related Grants Available to the City There are several grant opportunities now available to the City to offset some of the costs incurred related to the pandemic. Below is a chart listing grant opportunities as well as what the funds may be used for. It should be noted that all of the grants are reimbursement and cannot be used to offset loss of revenue. The chart will be updated as new information becomes available. Staff will return in the near future with a plan to maximize the use of all known, available funding. Grant Amount Eligible Uses Status CARES Act $627,900 - Expenditures incurred Council authorized through Dept. of directly related to Mayor to sign Commerce responding to COVID-19 agreement (supplies, overtime, regular time that has substantially shifted focus to the pandemic, unemployment, etc.) - Providing economic support to those suffering from employment - Providing economic support to business interruptions FEMA No cap, reimburses Unbudgeted expenditures incurred Contract completed. 75% of expenditures directly related to responding to Can submit for not covered with other COVID-19 reimbursement at any resources time FEMA -CARES To be determined Assistance to food pantryIn rocess King County Approximately Assistance to small businesses Gathering information $33,000 CESF — Dept. of $49,000 Expenditures incurred directly Application submitted Justice related to responding to COVID-19 Assistance United Way of Unknown at this time Food distribution during summer Grant awarded King County months EFSP Researching Supplement existing emergency Application deadline Emergency food & shelter program June 10th Food & Shelter Prog HungerCorps Gathering information Gathering information Gathering information VISTA AmeriCorps 62 INFORMATIONAL MEMO Page 5 Expenditure Type Variances The chart below reflects both adopted budget, as amended on December 2, 2019 along with the allocated budget as well as a revised budget that captures the reductions from phase I (reduce overtime, travel and training, capital transfers, and extra labor), phase II (departmental budget scrubs), and phase III (labor reductions). It does not currently reflect any use of contingency funds as that will require Council action at a later date. Expenditures are $431 thousand below the revised (COVID-19) allocated budget. GENERALFUND CITY OF TUKW ILA BUDGET REVISED BUDGET ACTUAL COMPARISON OF (COVID-19) RESULTS REVISED BUDGET SALARIES AND BENEFITS ACTUAL OVERI(UNDER) 2020 2020 2020 ALLOCATED 2020 ANNUAL ALLOCATED ANNUAL ALLOCATED 2018 2019 2020 BDGT %EXPENDED 11 Salaries 30,064,147 7,516,037 28,423,730 7,448,614 6,819,740 6,916,414 7,235,293 (213,321) 25 % 12 Extra Labor 764,697 192,568 91,386 132,314 126,485 162,485 115,373 (16,941) 126% 13 Overtime 1,354,099 345,068 354,099 245,068 347,533 438,748 328,396 83,328 93% 15 Holiday Pay 555,369 - 555,369 - 4,453 5,996 3,900 3,900 1 % 21 FICA 2,100,726 525,182 1,928,893 515,390 444,188 448,222 458,077 (57,313) 24% 22 Pension-LEOFF2 913,369 228,342 870,169 224,022 207,671 213,775 222,557 (1,465) 26% 23 Pension-PERS/PSERS 1,805,556 451,389 1,525,232 435,415 416,156 428,769 444,436 9,021 29% 24 Industrial Insurance 934,878 233,720 934,878 233,720 149,178 225,284 259,355 25,636 28% 25 Medical & Dental 6,457,336 1,614,334 6,202,336 1,588,834 1,389,441 1,418,149 1,576,986 (11,848) 25% 26 Unemployment - - 200,000 - 16,622 - 6,681 6,681 3% 28 Uniform/Clothing 8,525 1,0871 8,525 1,087 1 1,265 725 432 1 (654) 59% Total Salaries and Benefits 1 44,958,702 11,107,725 141,094,618 10,824,462 1 9,922,732 10,258,567 10,651,486 1 (172,976) 26% BUDGET REVISED (COV BUDGET I D-19) ACTUAL COMPARISON RESULTS OF SUPPLIES, SERVICES, AND REVISED BUDGET CAPITAL ACTUAL OVB7/(UNDER) 2020 2020 2020 ALLOCATED 2020 ANNUAL ALLOCATED ANNUAL ALLOCATED 2018 2019 2020 BOST %D(PENDED 0 Transfers 7,319,140 1,092,285 6,119,140 792,285 2,953,709 2,340,497 984,298 192,013 16% 31 Supplies 1,066,112 299,391 936,890 286,468 221,608 310,851 216,693 (69,775) 23% 34 Items Purchased for resale 22,000 235 22,000 235 - - 235 - 1% 35 Small Tools 133,569 22,886 86,569 18,186 21,190 9,416 38,060 19,874 44% 41 Professional Services 5,908,964 1,046,858 5,546,983 1,010,660 1,258,459 1,065,196 874,592 (136,069) 16% 42 Communication 434,600 108,650 429,600 108,150 77,647 78,437 93,517 (14,633) 22% 43 Travel 159,630 34,872 18,496 10,008 45,578 53,653 30,257 20,249 164% 44 Advertising 47,550 10,574 31,550 8,974 5,424 2,209 4,538 (4,436) 14% 45 Rentals and Leases 2,422,514 722,909 1,400,579 620,716 536,111 697,822 323,355 (297,361) 23% 46 Insurance 1,047,762 1,043,128 1,007,762 1,039,128 967,482 883,280 987,519 (51,609) 98% 47 Public Utilities 2,069,101 1,182,345 2,053,101 1,180,745 669,583 1,136,447 1,212,717 31,972 59% 48 Repairs and Maintenance 587,912 216,460 512,912 208,960 73,560 233,836 201,394 (7,565) 39% 49 Miscellaneous 1,273,723 327,842 1,040,875 304,557 427,499 210,743 351,055 46,497 34% 64 Machinery&Equipment 270,000 57,500 240,000 54,500 12,059 - -- Total Supplies, Services, and Capital 1 22,762,577 6,165,9361 19,446,457 5,643,572 1 7,269,908 7,022,386 5,318,230 (332,565) 27 % Total Expenditures 1 67,721,279 17,273,661 1 60,541,075 16,468,034 1 17,192,640 17,280,953 15,969,716 (505,541) 26% Percent of year completed 25 % 63 m COUNCIL AGENDA SYNOPSIS 4 Initials Meeting Date Prepared b Mayor's review Council review 06/08/20 LH ITEM INFORMATION ITEMNO. 3.F. STAFF SPONSOR: LAUREL HUMPHREY ORIGINAL AGENDA DATE: 6/8/20 AGENDA ITEM TITLE Fire Department 2020 1st Quarter Budget Report and Proviso Update CATEGORY ® Discussion Mtg Date 06108120 ❑ Motion Mtg Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ®Council ❑Mayor ❑HR ❑DCD ®Finance ®Fire ❑TS ❑P&R ❑Police ❑PW ❑Court SPONSOR'S This is a Fire Department 1st Quarter Budget Report and status update on the conditions of SUMMARY the proviso issued by the City Council. The CSS and Finance Committees have both received the proviso update report. At its May 28 meeting, the Finance Committee requested a full Council discussion on the proviso, particularly around the condition requiring a third party consultant. The consultant hired by the City to meet this condition did not fullfil the obligation and no funds have been expended. REVIEWED BY ❑ Trans&Infrastructure ® CommunitySvs/Safety ® Finance Comm. ❑ Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 5/11/20, 5/28/20 COMMITTEE CHAIR: KRULLER, SEAL RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 6/8/20 MTG. DATE ATTACHMENTS 6/8/20 Information Memo dated May 20 and revised June 3, with attachments 5/28/20 Finance Committee Minutes 65 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Jay C. Wittwer, Fire Chief BY: Jay C. Wittwer, Fire Chief CC: Allan Ekberg, Mayor and David Cline, City Administrator DATE: 05/20/2020 (Updated 6/3/20 to list new attachments for COW) SUBJECT: Fire Department 1st Quarter Budget Report CURRENT STATUS The Fire Department has made changes to expenditures for the 2020 budget year. The Fire Department has met the total adopted budget for Jan 1 to March 31, reflected at 25% and now through April 2020, it is on target at 33% of budget. Overtime use is tracking ($77,802) under projected budget as of April 30, 2020. The Fire Department is projected to be at or below budget when the final April 2020 budget report is provided by the Finance Department. BACKGROUND The Fire Department Administrative Team has committed to remain within the adopted budget for 2020. In the past ten years the Fire Department has required a budget amendment that increases that adopted budget each year. There have been reasons for these increases, however most years have been centered on Salaries/Benefits and Overtime. DISCUSSION 1st Quarter Financial Update through April 2020 As the attached report shows, the Fire Department is projected to be within the Adopted 2020 Budget if current expenditure patterns continue. From January to April 2020, the Fire Department had spent approximately 33% of its allocated budget. This has been accomplished through a collaborative process of the full Fire Department Administrative Team as described below and in coordination with support from other departments, specifically the Finance Department and our shared Public Safety Analyst. Overtime Usaae A key change in the Fire Department was the reduction in overtime usage from January to March 2020 as compared to 2019. As the charts show below, the Fire Department had already instituted changes to its overtime usage in 2020, which caused significant savings. Due to the impacts of COVID-19 and the "Stay Home, Stay Healthy" order, there was an expectation of reduced revenues as well as reduced calls for service. The first phase of citywide operational reductions included a directive of no overtime without prior authorization of the Mayor. For the Fire Department, this meant not using overtime when there is an unscheduled leave and to staff an aid car at Fire Station 52 rather than an engine. This change has resulted in additional savings. It should be noted that if staffing falls below 12, then overtime is incurred to maintain minimum staffing of 12. Throughout 2019, the average overtime usage per month was $59,629. On average, of this $59,629 monthly overtime cost, $36,342 was for minimum staffing. Page 1 of 3 67 In 2020, the average monthly overtime usage in Jan -March had decreased to $32,053, of which $16,636 was for minimum staffing. In April 2020, the actual overtime usage declined to $4,098, with minimum staffing making up only $417 of the total month's overtime costs. Fire Department Overtime (Salaries Only) YTD as of December 31, 2019 Details Division # Division January February March April May June July August September October November December YTD TOTAL 200 Suppression 36,377 55,006 47,764 66,909 40,308 52,923 51,977 31,774 39,200 43,423 16,943 17,503 500,107 300 Prevention & Investigation 13,506 11,180 16,937 11,648 12,202 12,329 10,882 17,668 15,729 14,155 8,265 9,475 153,973 410 Training 3,764 2,624 3,846 2,895 1,902 2,624 3,581 3,957 323 4,569 1,122 31,206 600 Emergency Management 2,118 6,913 1,190 7,737 2,751 4,965 4,592 30,266 Total 55,764 75,724 69,737 81,452 54,411 75,612 69,191 53,399 55,251 67,112 25,207 32,692 715,552 The Fire Department has worked diligently in 2020 to stay within the Council's adopted budget. After 4 months in 2020, the Fire Department has only used 19% of its allocated budget for overtime. If this rate is sustained, overtime usage for 2020 will be on budget. Fire Department Overtime Year -to -Date as of April 30, 2020 Rematnlrig Allocated Division# Otvi#on January February With AprN YTDTOTAL Annual Budget %Spent Budget Budget Variance 200 Suppre55-on 26.531 20,565 23,779 1,187 72A62 440,822 16.3% 368,760 145,941 (74,87% 300 Prevention & Investigation 5,985 5,931 4,626 857 17,399 65,143 26.7% 47,744 21,714 (4,34 410 Training 1,607 890 2,537 2,055 7A89 18,813 37.7% 11,724 6,271 8i8 600 EmergercyManagemeni 303 - 3,407 - 3,710 9406 39.4% 5,896 3,135 574 OmmonTow g4,428 179,061 (77,80Z The Fire Department has adopted the following additional administrative and training changes to better manage within the 2020 Council Adopted Budget: Educating the Command Staff and all Officers: The Fire Department Administrative Staff has traditionally managed the budget for the Fire Department. Efforts have been made to include the Command Staff every month to discuss, educate and empower the Battalion Chiefs to manage budgets. Shift Budgets: in December of 2019 schedules were developed and shared with each of the shift Battalion Chiefs. Each shift is expected to remain within the budget set for 2020. The Battalion Chiefs are to review budgets with the captains and all crews. On January 10, 2020 an all officers meeting was held to educate the officers on the budget and to provide clear expectations concerning accountability of the budget. The Mayor and City Administrator attended this meeting. A video was recorded and shared with all Fire Department personnel shortly after the meeting. Fire Prevention: is expected to remain within the budget set for 2020. Efforts have been made in the past year to bring efficiencies within that office and to address services that have not met the needs of the community. Vacant positions: Two support staff positions have not been filled, one in each of the following divisions: Emergency Management and Fire Prevention. These two positions became vacant during 2019. The savings from these un-filled positions are cost saving measures, however service levels have been affected within the Emergency Management Division and Fire Prevention Division. Consulting Services: Habile Consulting and Prothman Compay are two consulting services brought into this process. Habile Consulting was the vendor selected to meet one of the provisos of the City Council. Prothman provided a fire service professional (former Fire Chief Marcus Kragness) to review and advise the Fire Chief regarding best practices within the fire service. Former Fire Chief Marcus Kragness did review and provide advice to the Fire Department Management Team. He spent twelve weeks with the department that included attending Command Staff meetings, Page 2 of 3 an all Officers meeting, met face to face with most of the response crews, the Fire Marshal's office and reviewed department documents. Mr Kragness also provided a detailed assessment of Fire Station 52 response area including all other fire response units that responded into that area. He also made recommendations that will be incorporated into the Department's Strategic Plan. Habile Consulting has withdrawn from the process and will not provide a report as is mentioned in the attached Fire Department Proviso Response memo. Trainina expenditures: Boat Program Training: For the past ten years the Fire Department has provided training to a select group of boat operators within the department. Most of this training was done on duty with no overtime costs incurred however, there has been a small amount of overtime from time to time during the past ten years. For the budget year 2020 no boat training will be conducted and no associated overtime costs will be incurred. As committed to earlier, the overall Boat Program funding policies will be brought to a future Council Committee later this year for review. Rescue Team Training: All rescue type overtime incurred training has been suspended. There is rescue training that is provided through the training consortium. This training is conducted to on duty personnel only and no overtime is incurred. In the past up to $50,000.00 has been spent on rescue team training, and most of this was off duty overtime expenditures. The goal is to have zero dollars spent on rescue training during 2020. The Zone 3 Operations Committee has developed a plan to have all of the Truck/Ladder Companies respond to assist with Rescue type calls when additional assistance is required. L354 has started to prepare to fill this role in the future. This effort will insure that our rescue capabilities will meet the demand within our community and for the region. Mandatory Training_ All mandatory training is being identified and cataloged. This includes the following; WAC 296-305, JATC, Blue -card, Peer Support, vehicle operators and health/safety. These types of training are required either by National, State or Local Standards. Much of this training is conducted on duty, however there are cases where overtime costs are needed to provide this training. All other training has been suspended as noted above. Staffing Software tracking: The Fire Department has placed a new staffing management software program into service during 2019. Starting January 1, 2020 all regular and overtime entries are coded in a manner that provides the ability to track all staffing costs in detail. FINANCIAL IMPACT With these changes to the Fire Department budget tracking and adjustment efforts, the overall goal is to better track costs and to bring the ending fund balance for the Fire Department 2020 budget within the adopted budget as approved by the City Council. If a budget amendment is requested before the end of this year, these tracking efforts will bring clarity to the City Council concerning the status of service levels and the Fire Department Budget. RECOMMENDATION This is for discussion only and submitted in response to the 2019 Budget Proviso. ATTACHMENTS • December 2019 Overtime report • April 2020 Overtime report • Fire Department 2020 Forecast vs Budget • May 6, 2020 Memo on Proviso Response presented to Community Services & Safety Committee • November 20, 2019 Request for Proposals for Third Party Fire Consultant Page 3 of 3 We 70 Fire Department Overtime (Salaries Only) As of December 31, 2019 OL of Total Annual i Auaust September October November December YTD TOTAL Overtime Budget % Spent 1-Min Staffing 37,055 22,229 44,298 53,206 31,457 45,713 56,785 34,606 37,511 45,136 10,993 17,124 436,114 60.9% 2-Training 5,115 4,074 6,505 10,854 13,413 9,289 1,170 3,360 4,296 9,275 2,091 789 70,232 9.8% 3.0-Other 1,235 33,984 4,931 6,374 847 11,251 3,042 953 337 812 176 2,995 66,938 9.4% 3.2-Equip Test/Maint 1,418 1,021 2,058 1,569 490 1,787 - 1,838 730 2,051 126 482 13,570 1.9% 3.3-Meetings 1,701 3,820 246 990 634 425 317 563 - 422 1,051 1,327 11,497 1.6% 4-Prevention 4,117 4,984 2,913 3,924 3,379 2,312 6,004 4,088 6,489 5,469 5,059 5,930 54,668 7.6% 5-Emergency Response 249 - - 405 1,397 716 - 62 1,191 187 2,504 167 6,879 1.0% 6-Billable 4,873 5,612 8,786 4,130 2,794 4,118 1,874 7,928 4,698 3,759 3,206 3,877 55,655 7.8% Total 55,764 75,724 69,737 81,452 54,411 7d�,9,191 53,399 W 55,251 67,112 25,207 32,692 715,552 9�6 789,838 90.6% Details Annual May June July August September October November December YTD TOTAL Budget % Spent 200 Suppression 36,377 55,006 47,764 66,909 40,308 52,923 51,977 31,774 39,200 43,423 16,943 17,503 500,107 600,646 83.3% 1-Min Staffing 27,653 22,229 39,061 50,946 25,034 33,218 48,930 26,451 33,615 36,324 10,993 12,533 366,985 2-Training 4,426 3,127 2,230 8,284 11,785 9,203 1,170 1,907 3,327 3,626 Z091 - 51,176 3.0-Other 670 25,111 1,502 4,445 561 6,635 1,560 953 337 812 176 Z995 45,759 3.2-Equip Test/Maint 1,418 1,021 2,058 1,569 490 1,787 - 1,838 730 2,051 126 482 13,570 3.3-Meetings 1,110 2,637 246 646 634 425 317 563 - 422 1,051 1,327 9,379 4-Prevention - - 34 282 212 - - - - - - - 527 5-Emergency Response 249 - - 405 1,397 716 62 1,191 187 2,504 167 6,879 6-Billable 851 881 2,633 332 195 939 - - - - 5,832 300 Prevention & Investigation 13,506 11,180 16,937 11,648 12,202 12,329 10,882 17,668 15,729 14,155 8,265 9,475 153,973 145,504 105.8 1-Min Staffing 5,798 - 3,326 2,261 6,423 6,346 3,737 6,218 3,896 4,347 - - 42,352 2-Training - - 2,738 589 723 - - - 646 579 5,276 3.0-Other 565 1,960 1,923 1,762 286 1,364 910 8,771 3.3-Meetings - 170 - 344 - - - 514 4-Prevention 4,117 4,984 2,796 3,559 Z835 1,771 5,339 3,523 6,489 5,469 5,059 5,930 51,872 6-Billable 3,026 4,066 6,153 3,133 1,934 Z847 895 7,928 4,698 3,759 3,206 3,544 45,188 410 Training 3,764 2,624 3,846 2,895 1,902 2,624 3,581 3,957 323 4,569 1,122 31,206 30,545 102.2% 1-Min Staffing 2,078 - 1,911 - - 1,579 1,938 1,938 - - - 9,444 2-Training 689 947 775 1,981 904 86 - 1,454 323 4,569 789 12,518 3.0-Other - - 1,077 166 - 86 1,329 3.3-Meetings 1,012 - - - - 1,012 4-Prevention - 83 83 332 540 665 565 - Z269 6-Billable 997 665 - 665 665 332 978 - - 332 4,635 600 Emergency Management 2,118 6,913 1,190 - - 7,737 2,751 - - 4,965 - 4,592 30,266 13,143 230.3% 1-Min Staffing 1,526 - - - - 4,571 2,180 - - 4,465 - 4,592 17,334 2-Training - - 762 - - 500 - 1,262 3.0-Other - 6,913 428 3,166 571 - 11,079 3.3-Meetings, 592 592 789,838 90.6% N Fire Department Overtime Year -to -Date as of April 15, 2020 Division # 200 300 410 600 Division January February March April YTD TOTAL Suppression 26,531 20,565 23,779 1,187 72,062 Prevention & Investigation 5,985 5,931 4,626 857 17,399 Training 1,607 890 2,537 2,055 7,089 Emergency Management 303 - 3,407 - 3,710 Division Total 34,426 27,386 34,349 4,098 100,260 Fire Department Overtime Detail by Division 200 - Suppression Year -to -Date as of April 15, 2020 Overtime Type Project # Project 1-Min Staffing 429 Shift Extension (Call) 1-Min Staffing 297 Staffing - Minimum Subtotal 2-Training [268.271,421,449] Instructor 2-Training 422 JATC Subtotal 3.0-Other 430 Shift Extension (Report) 3.0-Other 427 Public Safety Bond 3.0-Other 530 COVID-19 Subtotal 3.2-Equip Test/Maint 401 Airpak Maintenance/SCBA Subtotal 3.3-Meetings 405 City Meeting 3.3-Meetings 410 Department Meeting 3.3-Meetings 441 Special Committee Meeting Subtotal 5-Emergency Response 412 Explorers Subtotal 6-Billable 434 Starfire Events/Standby Subtotal Total January February March April YTD TOTAL 361 295 139 333 1,128 15,560 16,144 17,411 84 49,199 15,921 16,439 17,550 417 50,327 2,660 176 - - 2,836 230 - 230 5,012 436 - - 5,448 - 165 129 167 461 399 2,162 889 34 3,484 - - 4,609 - 4,609 399 2,599 5,842 201 9,041 408 833 - - 1,242 408 833 1,242 945 79 - 3,022 178 - 396 3,596 277 - 158 172 607 4,244 258 158 568 5,228 248 - - - 248 248 - 248 299 230 528 299 - 230 - 528 26,531 20,565 23,779 1,187 72,062 Remaining Allocated nnualBudget % Spent Budget Budget Variance 440,822 16.3% 368,760 146,941 (74,879) 65,143 26.7% 47,744 21,714 (4,315) 18,813 37.7% 11,724 6,271 818 9,406 39.4% 5,696 3,135 574 534,184 18.8% 433,925 178,061 (77,802) Fire's 2020 Forecast vs Budget YTD Actuals Updated May 21st 2020 Jan -April %Budget Regular Salaries & Wages $ 2,650,915 34.6% Extra Labor $ - - Total Overtime $ 110,565 20.7% Holiday Pay $ - 0.0% TOTAL SALARIES & WAGES $ 2,761,480 32.5% FICA $ 46,772 22.4% Pension - LEOFF $ 138,520 31.0% Pension - PERS $ 11,260 22.0% Industrial Insurance $ 129,282 30.6% Medical, Dental, Life, Optical $ 551,274 35.6% VEBA6 RMP $ 9,600 N/A PERSONNEL BENEFITS $ 886,709 33.1% TOTAL SALARY & BENEFITS $ 3,648,189 32.6% Jan -March Office & Operating Supplies $ 29,641 14.3% Small Tools & Minor Equipment $ 26,898 30.8% SUPPLIES & SMALL TOOLS $ 56,539 19.2% Professional Services $ 32,714 40.4% Dispatching Services - Dispatching $ 38,218 17.2% Communication $ 8,620 26.8% Travel $ 468 6.7% Operating Rentals & Leases - Non Fleet $ 1,472 38.7% Operating Rentals & Leases - Fleet $ 162,588 25.0% Insurance (WCIA) $ 173,213 86.6% Public Utility $ 35,354 48.2% Repairs & Maintainance $ 16,121 43.7% Miscellaneous $ 22,517 15.7% SERVICES $ 491,285 33.9% Capital Purchases (Machinery & Equipment) $ 0.0% TOTAL OPERATING EXPENSES $ 547,824 28.2% GRAND TOTAL $ 4,196,013 32.0% Full Year Forecasts Forecast Budget $ 7,908,506 $ 7,666,823 $ 5,508 $ - $ 222,365 $ 534,648 $ 257,000 $ 295,454 $ 8,393,379 $ 8,496,925 $ 150,361 $ 208,956 $ 480,495 $ 446,274 $ 43,360 $ 51,129 $ 353,125 $ 422,619 $ 1,586,015 $ 1,548,497 $ 33,000 $ - $ 2,646,356 $ 2,677,475 $ 11,039,735 $ 11,174,400 $ 173,641 $ 206,877 $ 42,398 $ 87,268 $ 216,039 $ 294,145 $ 126,414 $ 81,000 $ 229,310 $ 221,945 $ 31,840 $ 32,170 $ 2,718 $ 7,000 $ 8,832 $ 3,800 $ 596,155 $ 650,351 $ 173,213 $ 199,922 $ 102,854 $ 73,360 $ 57,521 $ 36,921 $ 148,199 $ 143,874 $ 1,477,055 $ 1,450,343 $ $ 200,000 $ 1,693,094 $ 1,944,488 $ 12,732,829 $ 13,118,888 Forecasted Variance from Budget Over/(Under) Deviation % $ 241,683 3.2% $ 5,508 - $ (312,283) -58.4% $ (38,454) -13% $ (103,546) -1% $ (58,595) -28% $ 34,221 8% $ (7,769) -15% $ (69,494) -16% $ 37,518 2% $ 33,000 - $ (31,119) -1.2% $ (134,665) -1.2% $ (33,236) -16% $ (44,870) -51% $ (78,106) -27% $ 45,414 56% $ 7,365 3% $ (330) -1% $ (4,282) -61% $ 5,032 132% $ (54,196) -8% $ (26,709) -13% $ 29,494 40% $ 20,600 56% $ 4,325 3% $ 26,712 2% (200,000) -100% $ (251,394) -12.9% $ (386,059) -2.9% W 74 2020 Fire Department Forecasted Expenditures Updated May 21st 2020 January February March April May June July August September October November December E[2020] 2020 Budget Over (Under) Regular Salaries & Wages $676,801 $678,986 $646,658 $648,470 $656,549 $669,154 $639,638 $640,536 $647,874 $648,629 $649,719 $705,494 $ 7,908,506 $ 7,666,823 $ 241,683 Extra Labor $ - $ - $ - $ - $ - $ - $ 2,358 $ 3,150 $ - $ - $ - $ - $ 5,508 $ - $ 5,508 Min StaffingOT $ 18,120 $ 18,414 $ 17,411 $ 84 $ 1,800 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 76,829 N/A N/A All Other OT $ 19,510 $ 14,373 $ 18,607 $ 4,046 $ 8,000 $ 9,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 145,536 N/A N/A Total Overtime $ 37,630 $ 32,787 $ 36,018 $ 4,130 $ 9,800 $ 12,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 222,365 $ 534,648 $ (312,283) Holiday Pay $ - $ - $ - $ - $ - $ 7,000 $ - $ - $ - $ - $ 250,000 $ $ 257,000 $ 295,454 $ (38,454) TOTAL SALARIES & WAGES $714,431 $711,773 $682,676 $652,600 $ 666,349 $ 688,154 $ 656,996 $ 658,686 $ 662,874 $ 663,629 $ 914,719 $ 720,494 $ 8,393,379 $ 8,496,925 $ (103,546) FICA $ 12,096 $ 12,027 $ 11,597 $ 11,053 $ 12,671 $ 13,095 $ 12,884 $ 12,870 $ 12,742 $ 12,127 $ 14,429 $ 12,770 $ 150,361 $ 208,956 $ (58,595) Pension - LEOFF $ 34,826 $ 35,008 $ 35,473 $ 33,214 $ 36,468 $ 36,562 $ 36,891 $ 36,301 $ 53,724 $ 32,953 $ 48,739 $ 60,337 $ 480,495 $ 446,274 $ 34,221 Pension - PERS $ 2,964 $ 2,853 $ 2,834 $ 2,610 $ 4,130 $ 4,145 $ 4,670 $ 4,347 $ 3,534 $ 3,478 $ 3,830 $ 3,966 $ 43,360 $ 51,129 $ (7,769) Industrial Insurance $ 32,872 $ 31,437 $ 32,637 $ 32,337 $ 29,441 $ 26,469 $ 27,745 $ 28,697 $ 26,947 $ 26,940 $ 26,417 $ 31,188 $ 353,125 $ 422,619 $ (69,494) Medical, Dental, Life, Optical $ 136,444 $ 138,328 $ 138,251 $ 138,250 $ 136,789 $ 133,273 $ 134,575 $ 133,693 $ 114,559 $ 118,588 $ 131,458 $ 131,805 $ 1,586,015 $ 1,548,497 $ 37,518 VEBA6 RMP $ 2,400 $ 2,400 $ 2,400 $ 2,400 $ 2,400 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 33,000 $ - $ - PERSONNEL BENEFITS $ 221,602 $ 222,052 $ 223,192 $ 219,863 $ 221,899 $ 216,545 $ 219,765 $ 218,907 $ 214,505 $ 197,086 $ 227,873 $ 243,067 $ 2,646,356 $ 2,677,475 $ (31,119) TOTAL SALARY & BENEFITS $936,033 $ 933,825 $ 905,868 $ 872,463 $ 888,248 $ 904,698 $ 876,760 $ 877,593 $ 877,378 $ 860,715 $ 1,142,592 $ 963,56 $ 11,039,735 $ 11,174,400 $ (134,665) Office & Operating Supplies $ 11,744 $ 3,778 $ 14,119 $ 6,000 $ 12,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 173,641 $ 206,877 $ (33,236) Small Tools & Minor Equipment $ - $ 4,750 $ 22,148 $ 500 $ 1,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 42,398 $ 87,268 $ (44,870) SUPPLIES & SMALL TOOLS $ 11,744 $ 8,529 $ 36,267 $ 6,500 $ 13,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 216,039 $ 294,145 $ (78,106) Professional Services $ 4,596 $ 11,276 $ 16,842 $ 4,500 $ 17,000 $ 35,000 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 126,414 $ 81,000 $ 45,414 Dispatching Services - Dispatching $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ 229,310 $ 221,945 $ 7,365 Communication $ 3,204 $ 2,770 $ 2,645 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 31,840 $ 32,170 $ (330) Travel $ 67 $ - $ 400 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 2,718 $ 7,000 $ (4,282) Operating Rentals & Leases - Non Fleet $ 736 $ - $ 736 $ 1,472 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 8,832 $ 3,800 $ 5,032 Operating Rentals & Leases - Fleet $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 596,155 $ 650,351 $ (54,196) Insurance(WCIA) $ 173,213 $ - $ - $ - $ - $ - $ $ - $ - $ - $ - $ - $ 173,213 $ 199,922 $ (26,709) Public Utility $ 20,164 $ 7,715 $ 7,476 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 102,854 $ 73,360 $ 29,494 Repairs & Maintainance $ 13,259 $ 1,391 $ 1,470 $ 3,000 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 57,521 $ 36,921 $ 20,600 Miscellaneous $ 9,877 $ 7,289 $ 5,351 $ 7,500 $ 7,800 $ 17,174 $ 10,028 $ 9,908 $ 32,126 $ 22,417 $ 10,416 $ 8,313 $ 148,199 $ 143,874 $ 4,325 SERVICES $ 279,312 $ 122,856 $ 89,116 $ 119,216 $ 94,862 $ 160,454 $ 32,094 $ 124,388 $ 108,388 $ 136,897 $ 86,678 $ 122,794 $ 1,477,055 $ 1,450,343 $ 26,712 Capital Purchases (Machinery & Equipment) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 200,000 $ (200,000) TOTAL OPERATING EXPENSES $ 291,056 $ 131,385 $ 125,382 $ 125,716 $ 107,862 $ 180,454 $ 52,094 $ 144,388 $ 128,388 $ 156,897 $ 106,678 $ 142,794 $ 1,693,094 $ 1,944,488 $ (251,394) GRAND TOTAL $1,227,089 $ 1,065,211 $ 1,031,250 $ 998,179 $ 996,110 $ 1,085,152 $ 928,854 $ 1,021,981 $ 1,005,767 $ 1,017,612 $ 1,249,270 $ 1,106,355 1 $ 12,732,829 $ 13,118,888 $ (386,059) Cn 76 TO: Community Services and Safety Committee FROM: Vicky Carlsen, Finance Director Jay Wittwer, Fire Chief David Cline, City Administrator CC: Mayor Ekberg DATE: May 6, 2020 SUBJECT: Update on 2020 Fire Department Budget Proviso ISSUE Update City Council on status of the 2020 Budget Proviso for the Fire Department that was included in the 2019-2020 mid -biennium budget amendment as well as an update on the Habile Consulting contract, the company that was hired in response to Budget Proviso 1 d of the Tukwila City Council regarding the general fund appropriation to the Fire Department DISCUSSION In 2019, the Finance Committee, as well as the full Council, spent several months reviewing a number of operational aspects of the Fire Department. The review was conducted because the fire department has exceeded their authorized budget every year for the last several years. One of the outcomes of the review was to authorize a budget amendment for 2019 to true up overtime costs, fund recruits in the academy, and provide resources for leave balance payouts incurred when firefighters retired. The City Council approved the budget amendment but included a Budget Proviso which listed conditions to be met in 2020. The Proviso is attached to this memo. Status Update on Proviso Conditions Condition 1 a requires the "Fire Chief to deliver a 2019 annual report to the City Council by the end of the first quarter." While delayed due to the city's COVID-19 response, the e report was transmitted to the City Council on April 27, 2020 and will be presented to the Community Services & Safety Committee on May 11, 2020. The second condition (1 b) requires the "Fire Chief to deliver quarterly reports to the City Council discussing new revenue implementation and budget status updates." Through the end of March, the Fire Department is meeting budget, with 25% of budget spend. A summary report is attached to this memo and a full 1st quarter report will be presented to the Finance Committee in May. 77 INFORMATIONAL MEMO Page 2 The third condition (1 c) requires "the Mayor and/or City Administrator to deliver a mid- year report to the City Council regarding budget status to date and projection for year end." This report is planned to be delivered in July or August after the 2nd Quarter closes. The fourth condition (1d) states, "The City will hire a third -party consultant to review the Fire Department budgetary and management practices." In response to Item 1d, the City contracted with Habile Consulting to perform the review. The contract was signed on December 23, 2019. Habile Consulting began work by interviewing Councilmembers and various City staff. Interviews were completed in mid - January. A meeting was scheduled for March 11, 2020, when the City expected to receive an update on the progress of the review. However, the meeting was canceled by the contractor and the City was notified that, due to a serious medical issue with a family member, the meeting would need to be rescheduled. Since that date, the City has had no response from the consultant even though multiple attempts to contact the consultant have been made. Attempts included emails as well as phone calls. At this time, the City has not paid Habile Consulting. Options moving forward include the following: 1. Hire another consultant to perform the independent study as required by the Budget Proviso. 2. Defer this item until the next biennium. 3. Other options Council may wish to consider. The fifth condition (1e) requires the Fire Department to "implement revenue sources and operational efficiencies while considering cost savings wherever appropriate." The following chart shows revenue collected through the end of the March for Fire related activities. Of note, is that False Alarm charges are being charged, the monthly Ambulance Service fees are being received, and the department has collected funds from Haz Mat Response Recovery (accidents). GENERAL Fire Tech Fee EMS Participation Grant Haz Mat Response Recovery Emergency Services (EMS Levy) Fire Inspections Planning Review Fees - FMO False Alarm Charges Ambulance Services Totals JAN FEB MAR YTD TOTAL 698 $ 802 $ 773 $ 2,273 - - 1,260 1,260 4,485 3,064 2,800 10,349 2,000 2,000 2,000 6,000 15,595 7,207 7,095 29,897 14,747 12,780 12,157 39,684 400 150 200 750 2,000 2,000 2,000 6,000 $ 39,925 $ 28,002 $ 28,284 $ 96,212 In addition, the Fire Department has continually looked at operational savings throughout its department and has implemented these where possible. INFORMATIONAL MEMO Page 3 RECOMMENDATION Staff is seeking direction on the preferred option to meet the Proviso condition of Item 1d regarding hiring a third -party consultant to review the Fire Department budgetary and management practices. ATTACHMENTS Attachment 1: Budget Proviso of the Tukwila City Council 2019 — 2020 Mid -Biennium Budget Amendment Attachment 2: Fire Department Budget to Actual Report as of March 31, 2020 79 INFORMATIONAL MEMO Page 4 Attachment 1 Budget Proviso of the Tukwila City Council 2019-2020 Mid -Biennium Budget Amendment The following is hereby declared to be the legislative intent of the City Council regarding the General Fund appropriation to the Fire Department: 1. The City Council approves the $522,900 amendment to the Fire Department's 2019 budget with the expectation that the following conditions be met in 2020: a. The Fire Chief will deliver a 2019 Annual Report, per RCW 35A.92.030, to the City Council by the end of the 1 st Quarter. b. The Fire Chief will deliver quarterly reports to the City Council discussing new revenue implementation and budget status updates including overtime and training. c. The Mayor and/or City Administrator will deliver a mid -year report to the City Council regarding budget status to date and projection for year-end. d. The City will hire a third -party consultant to review the Fire Department budgetary and management practices. e. The Fire Department will implement additional revenue sources and operational efficiencies while considering cost savings wherever appropriate. 2. It is expected that the Fire Department will operate within the adopted budget for 2020. If the above proviso conditions are met, the City Councii may reconsider a budget amendment following the mid -year report. INFORMATIONAL MEMO Page 5 Attachment 2 FIRE CITY OF TUKW I LA GENERAL FUND EXPENDITURES YTD AS OF MARCH 31, 2020 BUDGET ACTUAL VARIANCES ACTUAL EXPENDITURE TYPE OVER/(UNDER) % CHANGE 2020 ALLOCATED % 2020 ANNUAL ALLOCATED 2018 2019 2020 BDGT B(PBNDED 2018/2019 2019/2020 11 Salaries 7,666,823 1,916,706 1,814,823 1,910,209 2,002,445 85,740 26% 5% 5% 12 Extra Labor - - 825 - - - - - - 13 Overtime 534,648 170 822 121,036 207,665 106,435 (64,387) 20 % 72 % (49) % 15 Holiday Pay 295,454 - 2,443 - - - - - - 21 FICA 208,956 52,239 33,511 38,196 35,719 (16,520) 17% 14% (6)% 22 Pension-LEOFF2 446,274 111,569 96,434 106,396 105,306 (6,262) 24% 10% (1)% 23 Pens ion-PER SIPSERS 51,129 12,782 12,517 13,551 8,650 (4,132) 17% 8% (36)% 24 Industrial Insurance 422,619 105,655 66,953 102,081 96,946 (8,709) 23 % 52 % (5)% 25 Medical & Dental 1,548,497 387,124 364,164 376,823 420,224 33,100 27 % 3 % 12 % Total Salaries & Benefits 11,174,400 2,756,897 2,512,706 2,764,921 2,776,726 18,830 25% 10% 1 % 31 Supplies 206,877 84,753 38,063 56,102 29,641 (55,112) 14 % 47 % (47) % 35 Small Tools 87,268 2,132 3,307 276 26,898 24,766 31 % (92) % 9643 % 41 Professional Services 302,945 18,442 74,446 54,160 70,932 52,490 23 % (27) % 31 % 42 Communication 32,170 6,321 8,318 7,169 8,620 2,298 27% (14)% 20% 43 Trawl 7,000 757 1,788 2,355 468 (290) 7 % 32 % (80) % 45 Rentals and Leases 654,151 162,974 151,209 168,731 164,060 1,086 25 % 12 % (3) % 46 Insurance 199,922 172,182 191,453 164,888 173,213 1,031 87% (14)% 5% 47 Public Utilities 73,360 15,575 23,270 23,846 35,354 19,780 48 % 2 % 48 % 48 Repairs and Maintenance 36,921 8,218 11,418 11,876 16,121 7,903 44% 4% 36% 49 Miscellaneous 143,874 18,750 82,056 22,512 22,517 3,767 16 % (73) % 0 % 64 Machinery & Equipment 200.000 - - - - - - - - Total Operating Expenses 1 1,944,488 490,1041 585,328 511,914 547,824 1 57,720 28% (13)% 7% Total Expense, 1 13,118,888 3,247,001 1 3,098,033 3,266,836 3,323,550 1 76,549 25% 5% 2 % Percent of year completed 25 % 0 CITY OF TUKWILA REQUEST FOR PROPOSALS FIRE DEPARTMENT EXPENDITURES, REVENUES AND SERVICES INDEPENDENT ANALYSIS DUE: DECEMBER 4, 2019 5:00 PM (PST) The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department Expenditures, Revenues and Services Independent Analysis. The successful Vendor or Firm is expected to review and provide recommendations for resolving excess expenditures, review the current staffing model and service levels, review training costs and review and assess revenues currently collected and recommended other potential revenue sources. Please review the full RFP following this notice. The Request for Proposal may be emailed to Cheryl.Thompson(�i_)TukwilaWA.gov by no later than 5:00 PM (PST) on Wednesday, December 4, 2019. The City requests a limit of ten (10) pages total for the RFP and proposal, including cover page, project examples and supplements. The submittal shall clearly include the project name "Fire Department Expenditures, Revenues and Services Independent Analysis". The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This Request for Proposals does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, or disability. The contracted vendor for this project will be expected to comply with all Federal, State, County, and City codes and regulations applicable to such work and perform the work in accordance with the requirements and edifications of the contract documents. Published Daily Journal of Commerce: November 20, 2019. City of Tukwila Fire Department Expenditures, Revenues and Services Independent Analysis Request for Proposals November 18, 2019 City of Tukwila Request for Proposals For Fire Department Expenditures, Revenues and Services Independent Analysis Request for Proposals Submittal Deadline: December 4. 2019 by 5PM (PST) The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department Expenditures, Revenues and Services Independent Analysis. The City requests proposals in response to this RFP be limited to ten (10) pages total, including cover page, project examples and supplements. It is the City's intent to select afirm based on qualifications, abilities, past performance, and availability to complete the work within the timeframe specified. Once the City has reviewed the qualifications, one or more firms may be requested to provide additional information and/or participate in an interview process. Review of the RFPs and proposals and the final selection will be performed by a committee comprised of City staff. RFPs and proposals are due by December 4, 2019 at 5PM. The City will evaluate the proposals and select the highest-ranking firms for additional information and/or interviews. The final selection will be based on the combined score of the written RFPs and proposals and the interviews. Purpose: To analyze the operational costs, services and practices of the Tukwila Fire Department and provide recommendations on how to improve monitoring and accounting for costs, staffing and service levels. This independent analysis should review current practices and provide recommendations and options for the Fire Chief, Mayor and Council on using best practices to balance costs and service levels to the community. Background: The Tukwila Fire Department has a long history of providing excellent service to the Tukwila Community for the past 75 years. With four stations in nine square miles, covering approximately 6,000 calls per year, the Fire Department has an excellent response time compared to other Zone 3 fire organizations. With the financial support of the voters in 2016, the City has recently invested significantly in two new stations and new fire apparatus and equipment. Operationally, the Fire Department has had difficulty staying within its Council adopted budget for the past ten years, needing additional budget amendments to cover overtime and other expenses. In 2019, the City completed a deeper analysis of costs and services reviewing use of overtime, sick leave, Kelly days, training and other factors, as well as looking at response by stations and automatic aid. The City is now interested in an outside review of the department to provide an independent analysis of costs and services to provide recommendations on how best to align budget, costs and services going forward into 2020. See Tukwila City Council website for previous council discussions. • May 22, 2019 Memo to Council re: Fire Budget Discussion • July 17, 2019 Memo to Council re: Fire Budget Discussion — Service Levels • August 7, 2019 Memo to Council re: Update Fire Department Fee Schedule • August 7, 2019 Memo to Council re: Sources of Revenue for Fire Departments • August 21, 2019 Memo to Council re: Tukwila Fire Special Operations SCOPE OF WORK: The City of Tukwila anticipates that the selected firm will provide: Analysis: • Review the City's 2019 analysis of costs and services for background information of the past ten to fourteen years of expenses and service levels. • Review the current practices and use of leave and overtime in the department and provide recommendations for resolving excess expenditures. This analysis should include review of the following: • Use of sick leave, long-term disabilities, shift changes, training and other uses. • Compare these finding with regional and national trends regarding data points. This review should cover at least the last three years. • The sick leave use study should also include a review of up to fourteen years to capture the data for the 48/96 vs Modified Detroit schedules which took place January 2008. • Review the current staffing model and service levels, including the 48/96 shift, use of Kelly days, the minimum staffing standard, and call -out procedures to determine if there are improvements that can be implemented to best use available resources. • Review use and costs of training, especially specialized trainings, and provide a cost benefit review. Provide options, and recommendation for future training activities. • Provide recommendations on community service levels with associated costs and best practices for City Council direction. • Review and assess revenues currently collected and provide recommendations for other revenue sources. These would include a review of best practices from other agencies, how to best recover costs and implementing fees. • Provide recommendations on creating transparent monitoring reports for expenses and service levels that can be used by the City on a regular basis. The selected firm will begin in mid -December 2019 and produce a preliminary report no later than February 15, 2020, with a final report with recommendations no later than March 31, 2020. SUBMITTAL DEADLINE: The City must receive RFP's by December 4, 2019 by 5 PM at the email address of Cheryl. Thompson(@tukwilawa.gov SUBMITTAL REQUIREMENTS: 1. Letter of Interest: The cover letter shall briefly summarize the firm's qualifications and past experience relevant to the scope. A principal or officer of the firm authorized to execute contracts or other similar documents on the firm's behalf must sign the letter. 2. Outline your firm's experience on the scope of work required for the appropriate discipline. 3. Describe your firm's overall approach, including organization and work tasks necessary to accomplish the objectives. If it is your firm's practice to have specific sub -categories of the Scope of Work, performed by consultant(s), please identify the consultant(s) you anticipate using for a Contract, indicate their specific role(s), and outline their experience on similar or related work. 4. Describe your quality control process. 5. Identify qualifications/expertise of the key personnel on your team; and evidence of availability of staff to begin immediately upon awarding of the contract. 6. Provide a list of key personnel, including consultants' personnel indicating the specific role of each, and clearly identify the Project Manager. 7. Provide a professional resume for each of the named key personnel, indicating the extent of his/her experience on projects related to this type of work. SELECTION PROCESS: All responses to this RFP will be screened for eligibility. If there is insufficient information, the City reserves the right to request additional information. It is the City's intent to interview the top two or three firms based upon the submitted written materials. 1. This solicitation does not obligate the City to award a Contract to any respondent. At its option, the City reserves the right to waive as informality any irregularities in the proposals and/or to reject any or all submittals. 2. The City reserves the right to request clarification of information submitted, and to request additional information from any firm. 3. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFQ. ADMINISTRATIVE INFORMATION: 1. Minority -owned and Women -owned Business Enterprises: The City strongly encourages minority owned and women owned businesses, socially and economically disadvantaged business enterprises, and small businesses to respond to this RFQ, to participate as partners, or to participate in other business activity in response to this RFQ. 2. Basic Eligibility: Any successful firm must be licensed to do business in the State of Washington, the City of Tukwila and must have a state Unified Business Identifier (UBI) number. In addition, the successful firm must not be debarred, suspended, or otherwise ineligible to contract with the City. 3. Payment Requirements: Firms should be aware that the City will only make payments on invoices after the work being billed has been completed and will pay reimbursable expenses to the firm only upon receipt of an itemized invoice for the reimbursable expenses. No advance payments will be made to the firm; who must have the capacity to meet all project expenses in advance of payments by the City. 4. Approval of Consultants: The City retains the right of final approval of any consultant of the selected firm who must inform all consultants of this provision. 5. Documents Produced: All reports, and other documents produced under Contract to the City must be submitted to the City a digital format that meets the City's requirements, using Microsoft Office . All documents shall become the exclusive property of the City. 6. Civil Rights: The City of Tukwila embraces civil rights and equal opportunity. If any events occur involving the firm or subcontractors that would violate those rights, then the firm shall take full responsibility for said actions. 7. Insurance: Successful consultant will be expected to enter into a standard City of Tukwila Consultant Agreement (Agreement), that requires the consultant to include the City as an additional insured on their policy and includes the standard general insurance requirements as follows: MR The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance 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 City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 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 to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VI I. D. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen (15) days of execution of this 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 breach of contract, upon which the City may, after giving five business days' notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. Published Daily Journal of Commerce: November 20, 2019 Do re J,��I1lA W4 o� sy z J Q ~ zsoaCity Councii Finance Meeting Minutes May28, 2020 - 5:00 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Verna Seal, Chair; Kathy Hougardy, Kate Kruller Staff Present: Vicky Carlsen, Jay Wittwer, Rachel Bianchi, Tony Cullerton, David Cline, Laurel Humphrey Chair Seal called the meeting to order at 5:00 p.m. I. BUSINESS AGENDA A. Ordinance: Reissuing Limited Tax General Obligation Bonds Staff is seeking Council approval of an ordinance delegating authority to the Finance Director to issue limited tax obligation bonds to refund the outstanding 2010B LTGO bonds via a direct placement process. Refunding these bonds could result in net savings in interest up to $70K. Committee Recommendation Unanimous approval. Forward to June 1, 2020 Regular Meeting. B. Contract: City of Tukwila 2020 Facility Study Staff is seeking Council approval of a contract with McKinstry in an amount not to exceed $188,200 for Assessment and Planning Services for the 2020 Facility Study. Due to budget constraints, staff is recommending moving forward with only phases one and two and deferring the final concept to a later date. Question(s) requiring follow up Provide previous seismic study. Committee Recommendation No recommendation. Forward to June 8, 2020 Committee of the Whole. C. 2020 1st Quarter Fire Department Budget Report The Fire Department is projected to be at or below budget for the lst Quarter of 2020. Staff provided an overview of changes made to achieve this. Committee members discussed the status of the 2020 Budget Proviso and the withdrawal of the third party consultant that was hired in response to one of the conditions. Question(s) requiring follow up Provide the Kragness report again. Committee Recommendation Pursue hiring of another third -party consultant required by the proviso. Forward to June 8, 2020 Committee of the Whole. 91 92 COUNCIL AGENDA SYNOPSIS ----------------------------------Initials Meeting Date Prepared b Mayor's review Council review 06/08/20 CO ITEM INFORMATION ITEM NO. Special 2 STAFF SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 6/8/ 20 AGENDA ITEM TITLE Ratification of emergency curfew orders CATEGORY ® Discussion Aft g Date 6/8/20 ® Motion g Date 6/8/20 Mt ❑ Resolution g Date Aft ❑ Ordinance Mtg Date ❑ Bid Axard g Date Mt ❑ Public Hearing g Date Aft ❑ Other Aftg Date SPONSOR ❑ Council ® Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ Ply SPONSOR'S Ratify the Mayor's three Emergency Orders issued on June 2, 2020, June 3, 2020, and June SUMMARY 4, 2020 to impose a curfew in the City of Tukwila in order to maintain public safety and welfare. REVIEWED BY ❑ COW Mtg. ❑ CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE N/A COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $N/A $N/A $N/A Fund Source: N/A Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 6/8/20 Civil Emergency Orders Imposing a Curfew (3) I 93 m CITY OF TUKWILA CIVIL EMERGENCY ORDER IMPOSING A CURFEW WHEREAS, in my capacity as Mayor of the City of Tukwila, I proclaimed a civil emergency exists in the City of Tukwila in a Proclamation of Civil Emergency dated May 31, 2020; and WHEREAS, the conditions stated in my Proclamation of Civil Emergency still exist as this Order is being issued, and criminal acts of property destruction, vandalism, looting and other illegal acts continues to occur in King County; and WHEREAS, it continues to be necessary to use extraordinary measures to protect the public health, safety and welfare; and WHEREAS, the civil emergency necessitates the utilization of emergency powers granted to the Mayor pursuant to Tukwila Municipal Code Chapter 2.57 and RCW Chapter 38.52, including the power to enact a general curfew as set forth in Tukwila Municipal Code, Chapter 2.57; and WHEREAS, a curfew is necessary to ensure public safety and to protect the community and property; NOW, THEREFORE, the undersigned Mayor of the City of Tukwila, Washington hereby orders: A general curfew is imposed within the City of Tukwila commencing at 8:00 p.m. on June 2, 2020. No person shall enter or remain in the public right-of-way, or in the public parks, or at any other public place within the limits of the City of Tukwila, with the exception of publicly sponsored recreational activities. The general curfew shall continue until 6:00 a.m. on June 3, 2020, and shall be enforced by the Tukwila Police Department, other law enforcement agencies and the military. 2. The general curfew shall not apply to law enforcement personnel who are actively engaging in carrying out their duties; military personnel who are actively engaged in providing assistance to the City pursuant to the Proclamation of the Mayor; emergency personnel and other City and government personnel who are actively engaged in carrying out their duties; City and governmental officials with valid identification; representatives of the media authorized in advance by the City Administrator's Office or the Chief of Tukwila Police or his designee; and people who are essential workers or actively engaged in essential functions, including seeking medical care. For purposes of this Order, the phrase "actively engaged in carrying out their duties" includes traveling to and from the location of those duties to begin or end a work shift. 3. Any person found to have knowingly violated this Civil Emergency Order is guilty of Failure to Obey the Mayor's Emergency Order, and upon conviction may be punished by {KZS2162991.DOCX;1/13175.000001/ 1 95 a fine of not more than $500 or by imprisonment for not more than 180 days, or both such fine and imprisonment pursuant to TMC 1.08.010 and 2.57.120. 4. This Civil Emergency Order shall, at the earliest practicable time, be presented to the City Council for ratification and confirmation, and if not so ratified and confirmed shall be void. Dated this 2nd day of June 2020 at 11:00a.m. Allan Ekberg Mayor of the City of Tukwila {KZS2162991.DOCX;1/13175.000001/ 1 CITY OF TUKWILA CIVIL EMERGENCY ORDER IMPOSING A CURFEW WHEREAS, in my capacity as Mayor of the City of Tukwila, I proclaimed a civil emergency exists in the City of Tukwila in a Proclamation of Civil Emergency dated May 31, 2020; and WHEREAS, the conditions stated in my Proclamation of Civil Emergency continue to exist as this Order is being issued, and criminal acts of property destruction, vandalism, looting and other illegal acts continue to occur in King County; and WHEREAS, it continues to be necessary to use extraordinary measures to protect the public health, safety and welfare; and WHEREAS, the civil emergency necessitates the utilization of emergency powers granted to the Mayor pursuant to Tukwila Municipal Code Chapter 2.57 and RCW Chapter 38.52, including the power to enact a general curfew as set forth in Tukwila Municipal Code, Chapter 2.57; and WHEREAS, a curfew extension through Saturday, June 6, 2020, is necessary to ensure public safety and to protect the community and property; NOW, THEREFORE, the undersigned Mayor of the City of Tukwila, Washington hereby orders: 1. A general curfew is imposed within the City of Tukwila on the following dates and times: a. commencing at 8:00 p.m. on Wednesday, June 3, 2020 until 6:00 a.m. on Thursday, June 4, 2020, and b. commencing at 8:00 p.m. on Thursday, June 4, 2020 until 6:00 a.m. on Friday, June 5, 2020, and c. commencing at 8:00 p.m. on Friday, June 5, 2020 until 6:00 a.m. on Saturday, June 6, 2020. During this general curfew, no person shall enter or remain in the public right-of-way, or in the public parks, or at any other public place within the limits of the City of Tukwila, with the exception of publicly sponsored recreational activities. This general curfew shall be enforced by the Tukwila Police Department, other law enforcement agencies and the military. 2. The general curfew shall not apply to law enforcement personnel who are actively engaging in carrying out their duties; military personnel who are actively engaged in providing assistance to the City pursuant to the Proclamation of the Mayor; emergency personnel and other City and government personnel who are actively engaged in carrying out their duties; City and governmental officials with valid identification; representatives of the media authorized in advance by the City Administrator's Office or {KZS2163701.DOCX;1/13175.000001/I 97 the Chief of Tukwila Police or his designee; and people who are essential workers or actively engaged in essential functions, including seeking medical care. For purposes of this Order, the phrase "actively engaged in carrying out their duties" includes traveling to and from the location of those duties to begin or end a work shift. 3. Any person found to have knowingly violated this Civil Emergency Order is guilty of Failure to Obey the Mayor's Emergency Order, and upon conviction may be punished by a fine of not more than $500 or by imprisonment for not more than 180 days, or both such fine and imprisonment pursuant to TMC 1.08.010 and 2.57.120. 4. This Civil Emergency Order shall, at the earliest practicable time, be presented to the City Council for ratification and confirmation, and if not so ratified and confirmed shall be void. Dated this 3rd day of June 2020 at 1:30 p.m. Allan Ekberg Mayor of the City of Tukwila {KZ52163701.DOCX;1/13175.000001/} CITY OF TUKWILA CIVIL EMERGENCY ORDER IMPOSING A CURFEW WHEREAS, in my capacity as Mayor of the City of Tukwila, I proclaimed a civil emergency exists in the City of Tukwila in a Proclamation of Civil Emergency dated May 31, 2020; and WHEREAS, the conditions stated in my Proclamation of Civil Emergency continue to exist as this Order is being issued, and criminal acts of property destruction, vandalism, looting and other illegal acts continue to occur in King County; and WHEREAS, it continues to be necessary to use extraordinary measures to protect the public health, safety and welfare; and WHEREAS, the civil emergency necessitates the utilization of emergency powers granted to the Mayor pursuant to Tukwila Municipal Code Chapter 2.57 and RCW Chapter 38.52, including the power to enact a general curfew as set forth in Tukwila Municipal Code, Chapter 2.57; and WHEREAS, a curfew extension through Saturday, June 6, 2020, is necessary to ensure public safety and to protect the community and property within Tukwila's Central Business District area; NOW, THEREFORE, the undersigned Mayor of the City of Tukwila, Washington hereby orders: 1. A general curfew is imposed within Tukwila's Central Business District area on the following dates and times: a. commencing at 9:00 p.m. on Thursday, June 4, 2020 until 5:00 a.m. on Friday, June 5, 2020, and b. commencing at 9:00 p.m. on Friday, June 5, 2020 until 5:00 a.m. on Saturday, June 6, 2020. During this general curfew, no person shall enter or remain in the public right-of-way, or in the public parks, or at any other public place bordered approximately by Interstate 405, West Valley Highway, South 204t" and Interstate 5 (the Central Business District area) within the limits of the City of Tukwila. This general curfew shall be enforced by the Tukwila Police Department, other law enforcement agencies and the military. 2. The general curfew shall not apply to law enforcement personnel who are actively engaging in carrying out their duties; military personnel who are actively engaged in providing assistance to the City pursuant to the Proclamation of the Mayor; emergency personnel and other City and government personnel who are actively engaged in carrying out their duties; City and governmental officials with valid identification; representatives of the media authorized in advance by the City Administrator's Office or {KZ52164602.DOCX;1/13175.000001/ 1 • • the Chief of Tukwila Police or his designee; and people who are essential workers or actively engaged in essential functions, including seeking medical care. For purposes of this Order, the phrase "actively engaged in carrying out their duties" includes traveling to and from the location of those duties to begin or end a work shift. 3. Any person found to have knowingly violated this Civil Emergency Order is guilty of Failure to Obey the Mayor's Emergency Order, and upon conviction may be punished by a fine of not more than $500 or by imprisonment for not more than 180 days, or both such fine and imprisonment pursuant to TMC 1.08.010 and 2.57.120. 4. This Civil Emergency Order shall, at the earliest practicable time, be presented to the City Council for ratification and confirmation, and if not so ratified and confirmed shall be void. Dated this 4t" day of June 2020 at 12:00 PM. Allan Ekberg Mayor of the City of Tukwila {KZ52164602.DOCX;1/13175.000001/ 1 100 UPCOMING MEETINGS AND EVENTS JUNE 2020 Due to COVID-19, meetings will be held electronically, with telephone access available see a ends page). JUN 8 MONDAY JUN 9 TUESDAY JUN 10 WEDNESDAY JUN 11 THURSDAY JUN 12 FRIDAY JUN 13 SATURDAY ➢ Community Services & Lookingfor Board Members ➢Pork -Commission ➢ Community Safety Committee 30 °"''"ne°'° Cancelled ^-1^^•0.,�.,.�,-o..o�^"^':,9 lElectronic nic meeting CAPPLYtyW" Cancelled ➢ Finance �- Board Members Needed Committee 5:30 PM Currently need 3 more members Electronic meeting for the board of Tukwila Weekend SnackPack's non - City Council profit, Still Waters: Services for Committee of the Families in Transition. These Whole Meeting positions are for a 7:00 PM 3-year term expiring Electronic meeting June 2023. Application due by C.O.W. Meeting to be 5 PM TODAYI followed by a For more information, visit Special Meeting. tuksnackpack.com. JUN 15 MONDAY JUN 16 TUESDAY JUN 17 WEDNESDAY JUN 18 THURSDAY JUN 19 FRIDAY JUN 20 SATURDAY ➢ Transportation & Infrastructure Committee 5:30 PM Electronic meeting ➢ Planning & Economic Development Committee 5:30 PM Electronic meeting ➢ City Council Regular Meeting 7:00 PM Electronic meeting COVID-19 FINANCIAL RESOURCES FOR WORKERS AND BUSINESSES The City of Tukwila has compiled a range of information being developed by various agencies and governments that may be helpful to community ° members on the City website. Check back on this resource page frequently for updates as new information becomes available. For more information, visit tukwilawa.gov/departments/administrative-services/covid-19-financial-resources-for-workersand-businesses. FREE MEALS DELIVERED TO SENIORS If you are 60+ years of age and live in Tukwila, you can get up to 7 frozen meals a week. Halal meals are available. This service is provided during the COVID-19 shutdown by Tukwila Parks and Recreation and King County Veterans Seniors and Human Services Levy. Staff will contact you on Monday or Tuesday to take orders for Wednesday delivery. Email ParksRec@TukwilaWa.gov or call 206-767-2321 and leave your name and phone number. r .?4�9rr FREE FOOD DELIVERY TO HOUSEHOLDS AT HIGH -RISK FOR COVID-19 Tukwila Pantry is partnering with a food delivery service to deliver food to households through the end of June. This delivery comes at no �iGf'tiLtl2 C� cost to you. If you live in Tukwila, Burien, SeaTac or Boulevard Park, and are at high -risk for COVID-19, a senior or have no ability to make it to the Pantry for distribution. To sign up, visit tukwilapantry.org/delivery. DRIVE THRU PICK-UP - 3118 S 140TH ST Regular pantry hours are 12:30 PM - 2:30 PM (Tue, Thu and Sat). Tukwila Pantry is in need of shopping bags. VOLUNTEERS - In need of volunteers Wednesday, Friday and Saturday mornings at 9 AM to prepare 500+ bags of food and clean up. DONORS - Please donate at TukwilaPantry.org. Still Waters SnackPack needs your donations and volunteer help! SnackPack is serving food on Fridays in conjunction with Tukwila School District's distribution of breakfast/lunch onsite at participating schools. Due to the loss of 2 major in -kind donors, food expenditures have nearly doubled. Please donate to feed our Tukwila kids. For more information, call 206-717-4709 or visit tuksnackpack.com. Checks can be mailed to Still Waters, PO Box 88576, Tukwila WA 98138. J�- y� SUPPORT OUR RESTAURANTS WITH THE GREAT TUKWILA CARRY -OUT! ►+ 1� Many Tukwila restaurants are offering pick-up or delivery options during the Stay Home, Stay Healthy Order. Help support Tukwila restaurants by ordering from one of the participating restaurants. Please contact Business@Tukwilawa.gov if we missed a restaurant or if a restaurant is no longer offering services. 49 For a list of restaurants, visit tukwilawa.gov/departments/economic-development/the-great-tukwila-carryout. FREE CH 4LUCARE FREE CHILD CARE FOR ONLY ESSENTIAL WORKERS - MUST PROVIDE WORKER ID OR SIMILAR PROOF OF EMPLOYMENT To access other FREE emergency child care slots, call the Child Care Aware of WA Family Center at 1-800-446-1114 and complete an intake with Family Center staff. After intake, a resources specialist will work to match you with an eligible child care priovider that meets your family needs. King County and its partners are working quickly, and hope to have child care available by mid -April. For more information, visit publichealthinsider.com/2020/04/12/emergency-childcare-for-first-responders-essential-workers/. FRFE TAX FILING TAX DEADLINE EXTENDED TO JULY 15 PREPARATION Visit MyFreeTaxes.com where you can quickly and easily file your taxes online for FREE with a simple return. All United States tax filers with simple returns are eligible. You can prepare and file your taxes using the FREE fillable forms with IRS. You must know how to do your taxes yourself. ®- For more information, visit irs.gov/filing/free-file-do-your-federal-taxes-for-free. COMPLETE YOUR ONLINE SUBMISSION! The count is mandated by the Constitution and conducted by the U.S. Census Bureau, a nonpartisan government agency. The 2020 Census counts Census the population in all 50 states, the District of Columbia, and five U.S. territories (Puerto Rico, American Samoa, the Commonwealth of the Northern Mariana Islands, Guam, and the U.S. Virgin Islands). Each home will receive an invitation to respond to a short questionnaire —online, by phone, or 2020 by mail. There are 59languages available for online submission. Espanol rP3C(W$) Tieng Viet q-`i Dj PytCKHw a+I,FJI Tagalog Polski Frangais Kreydl Ayisyen Portugues Eio Visit my2020census.gov/ to take the 10 minute questionnaire. It's safe, secure, and confidential. Your information and privacy are protected. Your response helps to direct billions of dollars in federal funds to local communities for schools, roads and other public services. 101 Tentative Agenda Schedule MONTH MEETING 1 — MEETING 2 — MEETING 3 — MEETING 4 — REGULAR C.O.W. REGULAR C.O.W. June 1 8 15 22 See this week's agenda Consent Agenda Special Presentations packet cover sheet for the - COVID-19: A resolution South King County Housing agenda: amending Resolution No. and Homeless Partnership 1946 to waive late fees progress report and 2020-2021 June 8, 2020 associated with the Work Plan. Committee of the Whole Residential Rental Business Meeting to be followed by a License and Inspection Public Hearings Special Meeting. Program through 2020 in A resolution adopting the response to impacts of the 2021-2026 Six -Year Novel Coronavirus. Transportation Improvement Award a bid and authorize Program. the Mayor to sign a contract An ordinance renewing a six - with RL Alia Company for the month moratorium within the Riverton Flapgate Removal Tukwila International Project, in the amount of Boulevard study area in the $1,503,267.15. City of Tukwila on the Authorize the Mayor to sign development of certain uses Amendment #6 to Contract such as hotels, motels, #17-070 with Otak Inc for extended stay facilities, or construction management for auto oriented uses. the Riverton Creek Flapgate Removal Project, in the Special Issues amount of $199,965.00. A resolution adopting the A resolution declaring a 2005 2021-2026 Six -Year Cargo Mate Tandem Axle Transportation Improvement Enclosed Trailer surplus and Program. authorizing its transfer of An ordinance renewing a six - ownership to Renton month moratorium within the Regional Fire Authority. Tukwila International A resolution declaring certain Boulevard study area in the fleet vehicles and equipment City of Tukwila on the surplus and authorizing their development of certain uses sale or disposal. such as hotels, motels, extended -stay facilities, or Unfinished Business auto -oriented uses. Authorize the Mayor to sign a 2019 Year -End Financial contract with McKinstry for Report. assessment and planning COVID-19 weekly update. services for the City of COVID-19 financial impact Tukwila 2020 Facility Study report. in the amount of $188,200.00. COVID-19 weekly update. Committee of the Whole COVID-19 financial impact Meeting to be followed by a report. Special Meeting. MONTH MEETING 1 — MEETING 2 — MEETING 3 — MEETING 4 — REGULAR C.O.W. REGULAR C.O.W. July 6 13 20 27 Consent Agenda Special Issues Authorize the Mayor to - Council consensus on sign a contract for a preliminary transit -oriented recommendation on development housing alternative for Tukwila strategies plan. International Boulevard Resolution approving Rechannelization Design. RCO grant application An update on the City's Gilliam Creek Fish Barrier Permit Process. Removal Project. Accept as complete the 2018 Small Drainage project; authorize release of retainage, subject to the standard claim and lien release. Unfinished Business A resolution adopting the 2021-2026 Six -Year Transportation Improvement Program. An ordinance renewing a six-month moratorium within the Tukwila International Boulevard study area in the City of Tukwila on the development of certain uses such as hotels, motels, extended -stay facilities, or auto -oriented uses. 102