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Home My WebLink AboutReg 2022-05-02 Item 5F - Contract Amendment #2 - Fire/EMS Community Advisory Committee Consulting with Karen Reed Consulting for $40,000COUNCIL AGENDA SYNOPSIS k‘)* -1 Initials ITEM No. �l' Meeting Date Prepared by Mayor's review Council review �C/r 05/02/22 CT � 5.F. 1908 ITEM INFORMATION STAFF SPONSOR: DAVID CLINE ORIGINAL AGENDA DATE: 05/02/22 AGENDA ITEM TITLE Amendment #2 to Karen Reed Consulting LLC Contract CATEGORY ❑ Discussion Mtg Date 11 Motion Mtg Date 5/2/22 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑ Council 11 Mayor ❑ Admin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PW SPONSOR'S Amending the Scope of Services and Payment sections of the current contract with Karen SUMMARY Reed Consulting LLC REVIEWED BY ❑ Trans&Infrastructure Svcs A ❑ LTAC ❑ DATE: 04/25/22 Community Svcs/Safety ❑ Finance & Governance ❑ Planning & Community Dev. Arts Comm. ❑ Parks Comm. ❑ Planning Comm. COMMITTEE CHAIR: HOUGARDY RECOMMENDATIONS: SPONsoR/ADMIN. Mayor's Office COMMITTEE Unanimous Approval; Forward to 04/25/22 Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $40,000 $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 05/02/22 MTG. DATE ATTACHMENTS 05/02/22 Informational Memorandum dated 4/13/22 Draft Amendment #2 Karen Reed Consulting LLC Minutes from the Community Services and Safety Committee meeting of 04/25/22 77 78 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: COMMUNITY SERVICES & SAFETY COMMITTEE FROM: Mayor Ekberg David Cline, City Administrator DATE: April 13, 2022 SUBJECT: Amendment #2 to the Karen Reed Consulting Contract ISSUE The City Council approved the formation of a Fire/EMS Community Advisory Committee and appointed members to the Committee with consultant Karen Reed as the facilitator. Council has authorized up to $75,000 as compensation for these services. The Committee is scheduled to meet every other week through mid-May, which may be extended to finalize the final task report. Additional funds are being requested for Ms. Reed to continue to facilitate these meetings and compile the final task report. BACKGROUND The City executed a contract with Karen Reed Consulting LLC on June 17, 2021 not to exceed $35,000 with a term expiring December 31, 2021 to assist with the preliminary groundwork to form the Fire Advisory Committee. On November 1, 2021 City Council authorized an amendment to the contract that revised the Scope of Services to include facilitation of the Fire/EMS Community Advisory Committee, extended the term of the contract to December 31, 2022 and increased the compensation to $75,000. DISCUSSION The attached contract amendment revises the Scope of Services to extend the timeframe for completion of the task force final report and increases the compensation by $40,000 to not exceed $115,000. RECOMMENDATION The Committee is being asked to move this item forward to the consent agenda of the May 2, 2022 City Council Meeting for approval and authorization for execution by the Mayor. ATTACHMENTS Amendment #2 to the Karen Reed Consulting Contract 79 80 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: CONTRACT FOR SERVICES Amendment #2 Between the City of Tukwila and Karen Reed Consulting, LLC That portion of Contract No. 21-093 between the City of Tukwila and Karen Reed Consulting, LLC is hereby amended as follows: Section 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. Section 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 at the rate of $215 per hour, billed in quarter-hour increments, provided that the total amount of payment to the Consultant shall not exceed X990 00$115,000.00 without express written amendment of the Agreement signed by the City. All other provisions of Contract No. 21-093 shall remain in full force and effect. Dated this ______ day of , 2022. CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor Karen Reed, Manager ATTEST/AUTHENTICATED APPROVED AS TO FORM Christy O'Flaherty, MMC, City Clerk Office of the City Attorney Karen Reed Consulting LLC Amendment #2 Page 1 of 1 81 Exhibit A Scope of Work The Consultant will facilitate the City's internal team (Team) created to identify and analyze options for the future of the City Fire Department and provision of fire services in the City. The Team will meet approximately weekly from June through the SpringDecember 2022 and will include designated representatives from city administration, council staff, fire department administration and union leadership. Deliverables will include: • Conduct short introductory virtual meetings with individual Team members • Interview each Councilmember virtually and develop a summary document outlining themes for guidance of the Team's work. • Creation of Team committee charter (mission, scope of inquiry, reporting) • Creation of a proposed work plan for the Team • Prepare committee agendas & email summaries after each meeting of action items and follow-on task assignments. • Meeting facilitation • Developing Team reports and recommendations to the City Council, with support and input of the Team and the financial consultant engaged by the City. • Presentation to City Council or other Council committees as needed The first phase of work will be to establish the Committee charter and reach agreement on a work plan to prepare background and other important materials for a Council Fire Advisory Task Force which is expected to begin in Fall of 2021. The second phase of work will be to identify and analyze options for the future of the City Fire Department, to include but not necessarily limited to: remaining part of the City; transferring service responsibility by contract and/or annexation to a regional fire authority or partnering with another agency to create a regional fire authority. The third phase of work will be to present the findings and recommendations of the Team to the Mayor and City Council, including recommendations for next steps, including how best to form and support a successful Council Fire Advisory Task Force. Once agreed upon by City Council, the Council Fire Advisory Task Force or a similar community engagement effort, consultant will provide advice on the scoping and phasing of that effort and facilitate that community task force or engagement effort, anticipated to include nine ten task force meetings, with a final task force report submitted by the end of A2022; the Consultant will draft the task force report, with assistance from City staff, at the direction of the task force. Consultant will provide advice to the City in support of Council deliberation on the Task Force recommendations. Consultant is an attorney but will not provide the City legal advice. The City will provide legal assistance to the Team as needed. Consultant will bill at the rate of $215/hr., in quarter hour increments. Any travel time to meetings exceeding 1 hour per round trip is billed at the regular hourly rate. City is responsible for copying of meeting materials as may be needed and for calendaring of all meetings and interviews, and for providing all scheduling and other logistical support to the community task force. The City will separately contract for financial analyst assistance to support the Team. Consultant may be unavailable at times due to commitments to other clients. 82 Karen Reed Consulting LLC Amendment #2 Page 2 of 2 City of Tukwila City Council Community Services & Safety Committee Meeting Minutes April 25, 2022 -5:30 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Staff Present: Guest: Kathy Hougardy, Chair; Tosh Sharp, Thomas McLeod David Cline, Jay Wittwer, Eric Dreyer, Eric Lund, Rachel Bianchi, Tracy Gallaway, Kris Kelly, Andi Delic Rahul Sikhu, SPIDR Tech Chair Hougardy called the meeting to order at 5:30 p.m. I. BUSINESS AGENDA A. Contract Amendment: Fire/EMS Community Advisory Committee Consultant Staff is seeking Council approval of an amendment to the contract with Karen Reed Consulting, LLC in an amount not to exceed an additional $40,000. Committee Recommendation: Unanimous approval. Forward to May 2, 2022 Regular Consent Agenda B. Park User Plan Update Staff reviewed updates to the park user rental agreements to help address neighborhood concerns about park use. Item(s) for follow-up: • Reword sentence in Item 1 to read "If notification to any city official results in a site visit, your deposit will be affected, if found you are the reason for the visitation." Committee Recommendation: Discussion only. C. 2022 1st Quarter Police Department Report Staff presented the report. Committee Recommendation: Discussion only. D. Specialized Police Intelligence Development Resource (SPIDR) Program Staff updated the Committee on a contract with Specialized Police Intelligence Development Resource (SPIDR) Tech to provide tech -based engagement to individuals interacting with PD. Committee Recommendation: Discussion only. 83