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TIS 2023-02-06 COMPLETE AGENDA PACKET
City of Tukwila Distribution: City Attorney (email) K. Kruller Clerk File Copy C. Hougardy Transportation and T. Sharp Place pkt pdf on SharePoint: H. Ponnekanti Z Trans & Infra Agendas Infrastructure Services S. Kim (email) ȍ Ɏ email cover to: F. Ayala G. Lerner (email) Committee A. Le, A. Youn, B. Saxton, S. Norris, L. Humphrey Tosh Sharp, Chair Kate Kruller Mohamed Abdi AGENDA M,F6,2023 5:30 ONDAY EBRUARY PM HMOV YBRID EETING NSITE AND IRTUAL DCR,6300B,2 ND UWAMISH ONFERENCE OOM UILDING FLR MS Teams: Click here to join the meeting Virtual Meeting - Members of the public may listen by dialing 1-253-292-9750 and entering conference ID 439818817# Ɏ Item Recommended Action Page 1. PRESENTATIONS 2. BUSINESS AGENDA King County Metro TDM Agreement 2023-2024 a) a) Forward to the 02/13/2023 Special Pg. 1 (C. Andree) Consent Agenda b) Strander Blvd Extension Phase 3 Project b) Committee Discussion Pg. 37 Update on Unsuccessful 2022 RAISE Grant Application (H. Ponnekanti) c) Nelsen Side Channel King County Conservation c) Committee Approval Pg. 41 Futures Grant Application (J. Hopkins) d) Nelsen Side Channel King County Cooperative d) Committee Approval Pg. 47 Watershed Management Grant Application (J. Hopkins) e) Green the Green Shoreline Restoration Maintenance e) Forward to the 02/13/2023 Special Pg. 51 Amendment No.2 (M. Perfetti) Consent Agenda f) Green the Green King County ReGreen the Green f) Committee Approval Pg. 57 Grant Application (M. Perfetti) g) Sewer Lift Station 5 Rebuild - Design Contract g) Forward to the 02/13/2023 Special Pg. 63 Consultant Selection and Agreement (A. Altallal) Consent Agenda h) Public Works Fleet and Facilities Building - SCL h) Forward to the 02/13/2023 Special Pg. 75 Temporary Construction Permit Renewal(H. Ponnekani) Consent Agenda i) Transportation Element Update (C. Knighton) i) Discussion only Pg. 83 3. MISCELLANEOUS Next Scheduled Meeting: March 6, 2023 Transportation and Infrastructure Committee TO: Nora Gierloff, Department of Community Development Director FROM: Christopher Andree, Sustainable Transportation Outreach Coordinator BY: Alison Turner, Sustainable Transportation Program Manager Mayor Ekberg CC: January 26, 2023 DATE: King County Metro TDM Agreement 2023-2024 SUBJECT: ISSUE The Transportation Demand Management (TDM) Program is asking for approval to accept passthrough funding from King County Metro. The funding source is a federal Congestion Mitigation and Air QualityImprovement Programgrant. Funding will be used to continue implementation of TDM activities inTukwila andsouth King County. BACKGROUND The City of Tukwila TDM Program was previously awarded King County passthrough funding in 2016/17, 2017/19, 2020and 2021/22. TDM Program staff implemented outreach on behalf of King County Metro to reduce congestion and increase use of sustainable travel alternatives to driving alone. DISCUSSION Thisnew funding will supportthe continued operation of the City of Tukwila TDM program through December 31, 2024.The TDM Program will work to increase the use of and access to transit and other sustainable modes of transportation in Tukwila and south King County. TDM services will be provided to residents, workersand businessesat employmentcenters, educational institutions, and multifamily housing sites. Strategies will include community outreach, community-based social marketing, motivational interviewing, education, incentive encouragement, distribution of safety gear, and installation of amenities such as bike racks. FINANCIAL IMPACT There will be no impact to the general fund. RECOMMENDATION Council is being asked to accept passthrough funding from King County Metro in the amount of $225,000 and consider this item on the Consent Agenda at the February 13, 2023,Special Meeting. ATTACHMENTS Attachment A: 20232024Tukwila TDM Agreement.pdf 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 INFORMATIONAL MEMORANDUM Transportation & Infrastructure Services Committee TO: Hari Ponnekanti, Public Works Director/City Engineer FROM: Brittany Robinson, Public WorksGrantAnalyst BY: Mayor Allan Ekberg CC: February 3, 2023 DATE: Strander Blvd Extension Phase 3Project SUBJECT: Project No. 98610403 Update on Unsuccessful 2022 RAISE Grant ISSUE Updateregardingthe unsuccessful application forthe 2022 Rebuilding American Infrastructure with Sustainability & Equity(RAISE)grant programfortheStrander BlvdExtension Project.Strategic discussion on future federal grant opportunities. BACKGROUND Conversationson the Strander BlvdExtension started in the 1980s. The City of Renton had the lead at that time and completed Phases 1 and 2 of the project. The City of Tukwila was the lead on Phase 3. The purpose of the project was to meet growth management concurrency standards, and to move 22,500 vehicles per day offSouth 180th Street, Grady Way and I-405.The project was plannedto complete the last 1,500 feet of an east-west connection by constructing a safe crossing of a key regional railroad line. On February 16, 2016, Council approved BergerABAM to begin preliminary design of the Strander Blvd Extensions Phase 3 project.During the preliminary engineering phase, the project became more complicated due to unforeseen circumstances andthe cost estimateincreased. In 2019, design was stopped at 30% in order to conduct the Value Engineering (VE)Study, which was recommended by the Washington State Department of Transportation (WSDOT). BergerABAM (now part of WSP) was selected as the City's VEstudyconsultant. Based on information provided in the VE study, the total project costsincreased from$39,102,000 to $83,781,626, more than double the original estimate. Council Decision to Stop Project At the June 10, 2019, Committee of the Whole meeting, three options were presented for Council to considerby the Public Works Director and the consultant,BergerABAM: Option 1: Continue with the current design of a 4-lane road. $5 to $10 million potential cost savings identified by VE Study. Option 2: Incorporate value engineering proposals of a 2-lane road with no seal, if possible, and continue design. This option would eliminate walls on one side of the structure. $10 to $25 million potential cost savings identified. Option 2 wasthe recommendationof City Administration. 37 Info Memo, Page 2 Option 3. Stop work. Return grant funding and reimburse federal funds spent to date. The council consensus at the June 10 2019Committee of the Whole meeting was to stop work and return grant funding ($2 million of the full $5 million STP grant from PSRC) due to: significant cost increase for the project, which wasat 30% design and clarified with the VE, no clear funding path to make up the financial gap of approximately $44 to $66 million, reduced benefits if not pursuing a full-build to 4 lanes (which could reduce funding partners), the determination that it was better to stop now and return funds. DISCUSSION On December 14, 2022, the United StatesDepartment of Transportation (USDOT) opened their call for projectsfor RAISE grant funding. The RAISE program is a federal funding source that supports road, rail, transit, and port infrastructure projects that have local and regional impacts.The deadline to apply for funding is February 28, 2023. Staff is bringing this item to Committee for discussion. The City has applied for RAISE funding (formerly known as TIGER and BUILD) eight times since 2010 for the Strander BlvdExtension project.To date, we have not been successful in procuring these funds, even when we had support from other funders, legislature, and community partners. If we apply in 2023, this will be the ninth time the City has applied for a RAISE grant for the Strander Extension Project. The most recent application was submitted in 2022 and was unsuccessful. Timeline August 2010 Applied for TIGER Grant (unsuccessful) March 2012 Applied for TIGER Grant (unsuccessful) April 2014 Applied for FASTLANE Grant (successful) April 2014 Applied for TIGER Grant (unsuccessful) June 2015 Applied for TIGER Grant (unsuccessful) February 2016 Preliminary Design Begins, project cost estimated at $39M at this time March 2016 Applied for PSRC Grant (successful) April 2016 Applied for TIGER Grant (unsuccessful) October 2017 Applied for TIGER Grant (unsuccessful) March 2018 Applied for FMSIB Grant (successful) April 2018 Applied for PSRC Grant (unsuccessful) July 2018 Applied for TIB Grant (unsuccessful) July 2018 Applied for BUILD Grant (unsuccessful) Early 2019 30% design complete, project complications identified. VE study recommended. Early 2019 VE study completed, new cost estimate for project increased to $83M June 2019 Council consensusto stop project 2019-2020 All awarded grant funding returned (approx. $2M) January 2021 Strander Project Removed from the Capital Improvement Program (CIP) March 2022 Consultant provided new cost estimate of $100M for the Strander Project. This estimate was acquiredfor the 2022 RAISE grant application April 2022 Applied for RAISE Grant (unsuccessful) February 28, 2023 2023 RAISE Grant Deadline 38 Info Memo, Page 2 Feedback From Granting Agency On January 31, 2023, City staff met with USDOTand Federal Highway Associationofficials to discuss feedback regarding our 2022 RAISE grant submission.Of the 936 grant applications for the 2022 RAISE grant, only 303 applications made it through the review process and were recommended to the Secretary. Of the applications that made it to the Secretary,only166 applicationswere approved for funding.The Tukwila project application was denied for fourmain reasons: 1.Thefact that we returned $5 million in Fastlane funding for this project in 2019 reflected negatively on our application. For future applications for the Strander BlvdExtension project,the City would need to address the return of funds. 2.The2022grant application did not address the gaps in funding for the project. The City would need funding commitments from other grantors, outside of RAISE, in order for USDOT to feel secure in their investment. The City could also put forth funding, but the current gap, assuming RAISE funding is received, is estimated to be $80 million. 3.The project review team left a comment on the project schedulestating that the scheduled is too aggressive and unrealistic. They did not think we could meet the schedule laid outin the RAISE requirements. 4.The project scored medium in innovation due to lack of new and emerging technologies in the areas of traffic rate collection and environmental risk. Feedback from Federal Lobbyist The City also received feedback from our federal lobbyist, who suggested that we should wait to apply for the2024RAISE application for the Allentown Truck Reroute project, as that is likely to be a more competitive projectdue to the high level ofneighborhood involvement. FINANCIAL IMPACT Since 2016, costestimates for the Strander BlvdExtension projecthave increased from $39 million to approximately $100 million. The $100 million estimate was provided by TranTech Engineering, a local consulting and will need to be updated to provide accurate project costs. A key reason the project was stopped is becausethere was no clear funding path to make up the financial gap after the project costs increased.Since that time,the gap in funding has continued to increase becauseall securedgrants were returned and the project was removed from the Capital Improvement Program (CIP), which removed all allocatedCity funds from the project. There is no budgetto support grant leverage,staffing,or other costs associated with restarting the Strander Blvd Extension project. The Public Works Engineering Team also has a key Project Manager position frozen, which would be necessary to provide enough internal capacity to reinstatethis project. RECOMMENDATION Administration recommends not applyingforthe 2023 RAISE grant so that next year we are in a better positionto apply for funding for the Allentown Truck Reroute project, which will have a five-year deadline once the Environmental Impact Statement (EIS)is complete. 39 INFORMATIONAL MEMORANDUM TO:Transportation and InfrastructureServices Committee FROM:Hari Ponnekanti,Public Works Director/ City Engineer BY:Brittany Robinson, Public Works Grant Analyst Josh Hopkins, Project Manager CC:Mayor Ekberg DATE:February 3, 2023 Surface Water Fund Nelsen Side Channel SUBJECT: roject No. P91641203 Grant Application ISSUE Authorize the submittal of a grant application to the King County Conservation Futures (CFT) grant program. BACKGROUND The Nelsen side channel is a remnant section of the Green River as it existed prior to the construction of the I-405 in the 1960s. The remnant channel is separated from the mainstem of the river by a constructed levee but offers potential as off- channel rearing habitat for threatened Puget Sound Chinook salmon and other aquatic species. This project will set the levee back to create a ±1.2-acre side channel, restore an acre of riparian forest, provide additional flood storage, and provide public access to the river. Currently, there is a concept design in place for this project and property transfer arrangements are underway between the City, WDNR and WSDOT. DISCUSSION King County is currently seeking applications for its CFT grant program. The CFT program goal is to deliver projects that protect forests, shorelines, farms, greenways, and trails for future generations to enjoy forever. Grant submissions are due on March 6, 2023. FISCAL IMPACT The City is seeking $200,000 from the CFT grant program to fund acquisition costs of the Nelson Family Trust property (shown on the attached map) for the Nelsen Side Channel Project. The grant application indicates that the City must match the grant 1:1. The match would come from the Surface Water utility fund and the Open Spaces River Corridor grant, which has $25,000 allocated for acquisition. Staff are also applying for a match waiver, and if approved, the CFT grant would fund the project 100%. Amount Fund Source 2023-2024 Match Budget CFT Grant $200,000 OSRC $25,000 Match 200,000 Utility Fund 200,000 Total $400,000 $250,000 RECOMMENDATION Committee is being asked to approvethe submittal of the Conservation Futures grant application for the Nelsen Side Channel project. Attachments: 2023 CIP Page, pg. 83 Project Map and Site Photos 41 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2023to2028 PROJECT:Nelsen Salmon Habitat Side Channel Project No.91641203 Create an off-channel salmon rearing habitat side channel by connecting a segment of historic river DESCRIPTION: channel with the Green River. WRIA 9 has identified this project a proposed action in the Salmon Habitat Plan. JUSTIFICATION: The project area is primarily within State lands, but the intent is to transfer to City. The project may take place under an aquatic lease (DNR), depending on timing. Grant application for design funding submitted to Floodplains STATUS: in 2020 with a low probability of success. Expected to increase maintenance MAINT. IMPACT: Property acquisition to the north could create the opportunity for a side channel and additional flood storage, or COMMENT: potentially combine this with Gilliam Creek Fish Barrier project depending on funding source feedback. FINANCIALThroughEstimated (in $000's) 20212022202320242025202620272028BEYONDTOTAL EXPENSES Design50300300650 Land (R/W)5300305 Monitoring0 Const. Mgmt.385385 Construction1,4401,440 TOTAL EXPENSES0556003001,82500002,780 FUND SOURCES Awarded Grant50150150350 Proposed Grant3001001,2321,632 Mitigation Actual0 Mitigation Expected0 Utility Revenue05150505930000798 TOTAL SOURCES0556003001,82500002,780 42 2023 - 2028 Capital Improvement Program 43 44 45 INFORMATIONAL MEMORANDUM TO:Transportation and InfrastructureServices Committee FROM:Hari Ponnekanti,Public Works Director/ City Engineer BY:Brittany Robinson, Public Works Grant Analyst Josh Hopkins, Project Manager CC:Mayor Ekberg DATE:February 3, 2023 Surface Water Fund Nelsen Side Channel SUBJECT: roject No. P91641203 Grant Application ISSUE Authorize the submittal of a grant application to the King County 2023 Cooperative Watershed Management (CWM) grant program. BACKGROUND The Nelsen side channel is a remnant section of the Green River as it existed prior to the construction of the I-405 in the 1960s. The remnant channel is separated from the mainstem of the river by a constructed levee but offers potential as off- channel rearing habitat for threatened Puget Sound Chinook salmon and other aquatic species. This project will set the levee back to create a ±1.2-acre side channel, restore an acre of riparian forest, provide additional flood storage, and provide public access to the river. Currently, there is a concept design in place for this project and property transfer arrangements are underway between the City, WDNR and WSDOT. DISCUSSION King County is currently seeking applications for the 2023 CWM grant program. The CWM program goal is to deliver projects that intended to recover ESA-listed salmon species and restore watershed ecosystems. The priorities, driven primarily by WRIA salmon conservation plans, include habitat restoration and protection, water quality improvements, regionally- coordinated monitoring, watershed planning, stewardship, outreach, and education. Grant submissions are due on March 3, 2023. FISCAL IMPACT The City is seeking $700,000 from the CWM grant program to fund additional acquisition and design costs for the Nelsen Side Channel Project. The grant application indicates that the City must leverage costs outside of the grant request. In this case, the leveraged costs have already been funded by other grants. Amount Fund Source Leverage Budget CWM Grant $700,000 2021 CWM $250,000 600,000 Leverage RCO 100,000 $ Total 1,300,000 OSRC 250,000 Total $600,000 RECOMMENDATION Committee is being asked to approve the submittal of the Cooperative Watershed Management grant application for the Nelsen Side Channel project. Attachments : 2023 CIP Page 83 Project Milestones 47 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2023to2028 PROJECT:Nelsen Salmon Habitat Side Channel Project No.91641203 Create an off-channel salmon rearing habitat side channel by connecting a segment of historic river DESCRIPTION: channel with the Green River. WRIA 9 has identified this project a proposed action in the Salmon Habitat Plan. JUSTIFICATION: The project area is primarily within State lands, but the intent is to transfer to City. The project may take place under an aquatic lease (DNR), depending on timing. Grant application for design funding submitted to Floodplains STATUS: in 2020 with a low probability of success. Expected to increase maintenance MAINT. IMPACT: Property acquisition to the north could create the opportunity for a side channel and additional flood storage, or COMMENT: potentially combine this with Gilliam Creek Fish Barrier project depending on funding source feedback. FINANCIALThroughEstimated (in $000's) 20212022202320242025202620272028BEYONDTOTAL EXPENSES Design50300300650 Land (R/W)5300305 Monitoring0 Const. Mgmt.385385 Construction1,4401,440 TOTAL EXPENSES0556003001,82500002,780 FUND SOURCES Awarded Grant50150150350 Proposed Grant3001001,2321,632 Mitigation Actual0 Mitigation Expected0 Utility Revenue05150505930000798 TOTAL SOURCES0556003001,82500002,780 48 2023 - 2028 Capital Improvement Program Nelsen Side Channel Project MilestonesTarget Date Hire Design Consultant 3/15/2023 Apply for Permits 5/30/2024 Purchase Nelsen Family Trust Parcel 5/30/2024 Cultural Resources Complete 12/31/2023 Data Gathering Started4/30/2023 Data Gathering Complete6/30/2023 Preliminary Design Complete 12/31/2023 Final Project Design Complete6/30/2024 Hire Construction Consultant 03/31/2025 Project Construction to Start 06/01/2025 Project Complete 06/01/2026 49 50 INFORMATIONAL MEMORANDUM TO:Transportation andInfrastructure Services Committee FROM:Hari Ponnekanti,Public Works Director BY:Mike Perfetti, Surface Water Sr. Program Manager CC:Mayor Allan Ekberg DATE:February 3, 2023 SUBJECT:Surface Water Fund Green the Green Shoreline Restoration Maintenance Project Number91641202 Contract 21-074Amendment No.2 ISSUE Approve Amendment No. 2 to Contract No. 21-074 with At Work! Commercial Enterprises LLC. BACKGROUND , a public-private partnership, accomplished the removal of 1.82 acres of invasive plant species and the installation of 5,700 native plants along 1,941 lineal feet of Green River shoreline. This phase of the project is intended to support plant establishment and control invasive species regrowth over the next 2 years. DISCUSSION At Work! performed invasive species control and plant establishment throughout 2021 and 2022 at the NC Machinery and JSH/Southcenter Office Plaza sites, which were restored in 2020. Today, the JSH/Southcenter Office Plaza site is largely weed free and is functioning as planned, and the NC Machinery site, while showing overall success, requires additional invasive species control work and subsequent adaptive management planting. This amendment will allow the contractor to provide two additional years of needed maintenance at both locations and add adaptive management planting at the NC Machinery site. FISCAL IMPACT Contract Amendment No.2 brings the total contract amount to $65,927.10, which is over the $40,000 threshold for Council approval. Staff are applying for a King County ReGreen the Green grant, which would be used to cover the cost of Amendment No. 2. The 2023 CIP budget for this project is also sufficient to cover the cost of the contract if necessary. Cost EstimateBudget (2023) $185,000.00 Original Contract $28,736.10 Amendment #1 (Time only) 0.00 Amendment #2 37,191.00 Total $65,927.10 RECOMMENDATION Council is being asked to approve Amendment No. 2 with At Work! Commercial Enterprises, Inc. in the amount of $37,191.00 and consider this item on the Consent Agenda at the January 23, 2022, Special Council Meeting. Attachments: 2023-2028 CIP page 80 At Work Commercial Enterprises LLC Contract 21-074 Amendment no. 2 51 52 2023 - 2028 Capital Improvement Program 53 FYIJCJUC John H. Song 54 55 INFORMATIONAL MEMORANDUM TO:Transportation and InfrastructureServices Committee FROM:Hari Ponnekanti,Public Works Director/ City Engineer BY:Brittany Robinson, Public Works Grant Analyst Mike Perfetti,Surface Water Sr. Program Manager CC:Mayor Ekberg DATE:February 3, 2023 Surface Water Fund Green the Green SUBJECT: roject No. P91641202 Grant Application ISSUE Authorize the submittal of a King County ReGreen the Green grant application for the Green the Green Program. BACKGROUND The Green the Green program supports revegetation efforts along watercourses within the City with main goal of providing habitat and reducing water temperatures. Funding may be utilized for costs related to planting or maintenance, and include City and partner projects that contribute to the goals. DISCUSSION King County is currently seeking applications for its ReGreen the Green grant program. The ReGreen the Green program supports projects designed to enhance riparian vegetation along the Green/Duwamish River and its tributaries. Grant submissions are due on March 3, 2023. The City plans to request funding to provide two years of needed maintenance at the NC Machinery and JSH/Southcenter Office Plaza sites, including consultant and internal staff costs. After the successful restoration of the NC Machinery and JSH Properties sites, the City will work with a selected non-profit partner(s) or other organization to reach out to private property owners in Tukwila to gain interest in partnering on shoreline restoration. Priority will be given to longer and/or larger areas of shoreline and those that are high priority for shade. FISCAL IMPACT The City is seeking $50,000 from the ReGreen the Green grant program. King County has a match leverage requirement, which is $10,000 for this grant application. The project CIP budget is sufficient to cover the leverage. Amount Fund Source 2023 Budget Grant $50,000 CIP $185,000 Leverage _ 10,000 Total $60,000 Total $185,000 RECOMMENDATION Committee is being asked to approve the submittal of the ReGreen the Green grant application for the Green the Green program. Attachments: 2023 CIP Page 80 Green the Green Work Location List NC Machinery Site JSH/Southcenter Office Plaza Site 57 58 2023 - 2028 Capital Improvement Program po Dp qvu Ljoh 312:03131 Djuz- 3131 cz dpnqmfufe fggpsu jo ipme0dbodfmmfe Gpsufssb qsfwjpvt qmboujoh boe 59 Legend Zone 1 - Wet, Steep Zone 2 - Steep, Unmowed Zone 3 - Drier, Upland Zone 4 - Eventual Hedgerow Zone 5 - Access Zone / Unplantable Project Boundary Pictometry International Corp. 2015 ± DISCLAIMER: While every precaution was taken in preparing this map, Tukwila Green the Green the publisher disclaims any warranty of fitness or accuracy of the data. The map is approximate in nature, based on compilation of data from multiple sources, and should not be relied upon or referenced in legal Planting Zone Map documents, including property deeds, title reports, and contract documents, nor substituted for appropriate survey and\\or engineering analysis. The user of the map acknowledges its limitations, assumes all responsibility for its use, and agrees to hold the publisher harmless for NC Machinery 1:827 any damages that may result from the use of this map. This map is subject to change without notice. 120600120KCD Planner: Kristen Reichardt 60 Copyright ©2017 King Conservation District Feet October 03, 2017 Document Path: M:\\Shared Resources\\Administration\\Contracted Services - KCD\\Tukwila Green the Green\\MAPS\\NCMachineryMap.mxd Legend JSH Property Boundary Zone 1 - Tidal/Wet Zone; Edge of River Zone 2 - Steep Slope; Use Stakes Zone 3 - Ivy Hedge Zone 4 - Dry, Sunny, Blackberry Zone 5 - Established Tree Canopy; Add Conifers Zone 6 - Planted 2016 Pictometry International Corp. 2015 ± DISCLAIMER: While every precaution was taken in preparing this map, Tukwila Green the Green the publisher disclaims any warranty of fitness or accuracy of the data. The map is approximate in nature, based on compilation of data from multiple sources, and should not be relied upon or referenced in legal Planting Zones Map documents, including property deeds, title reports, and contract documents, nor substituted for appropriate survey and\\or engineering analysis. The user of the map acknowledges its limitations, assumes all responsibility for its use, and agrees to hold the publisher harmless for JSH Properties 1:1,500 any damages that may result from the use of this map. This map is subject to change without notice. KCD Planner: Kristen Reichardt 2001000200 61 Copyright ©2017 King Conservation District Feet October 19, 2017 Document Path: M:\\Shared Resources\\Administration\\Contracted Services - KCD\\Tukwila Green the Green\\MAPS\\JSH Properties Planning Maps\\JSHPlantingZonesMap.mxd INFORMATIONAL MEMORANDUM Transportation and Infrastructure Services Committee TO: Hari Ponnekanti, Public Works Director/City Engineer FROM: Adib Altallal,Utilities Engineer BY: MayorAllan Ekberg CC: February3, 2023 DATE: SUBJECT: Sewer Lift Station 5 Rebuild-DesignContract Project No. 92340201 Consultant Selection and Agreement ISSUE Approve theconsultant selection andagreement with PACE Engineers, Inc.for the design of the Sewer Lift Station 5 RebuildProject. BACKGROUND Sewer Lift Station 5 is located near the I-405 ramps at Interurban Ave S, along Fort Dent Way. The sewer lift station was originally constructedin 1980 and later updated in 2000. No significant improvements have taken place since. The pumps, fittings, and electrical components have neared their useful life and have resulted in an increased need for maintenance. The existing pumps are obsolete, and the electrical components will need to be brought up to code to prevent unsafe access by City staff.Rebuilding Sewer Lift Station 5 will reduce maintenance costs and reduce the risk of failure. DISCUSSION The City contacted four qualified consultants with a request for proposalfor the Sewer Lift Station 5 Rebuild Project.All four consultants submitted a proposal. The review board awarded the design contract to PACE due to their familihey did recently on Sewer Lift Station 2. FINANCIAL IMPACT The contract is for $236,801.25.The project costs are within budgetand are 100% funded by the sewer enterprise fund. Cost Estimate 2023-2024Design Budget 236,801.25 PACEDesignContract $ $300,000.00 RECOMMENDATION Councilis being asked to approvethedesign contract with PACE Engineers, Inc.in the amount of $236,801.25for the Sewer Lift Station 5 RetrofitProject and consider this item on the Consent Agenda at the February13, 2023Special CouncilMeeting. Attachments: 2023CIP,Page67 PACEContract 63 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2023to2028 PROJECT:Sewer Lift Station No. 5 Rebuild Project No.92340201 DESCRIPTION: Rebuilding of sewer lift station 5 will reduce maintenance costs and reduce the risk of failure. Aging sewer lift station requires the replacement of motors, pumps, and controls at older lift stations to reduce JUSTIFICATION: maintenance. The sewer lift station has been seeing a lot of issues with maintenance of pumps and motors. The existing STATUS: panels and valves are in a confined space and will need to be moved to grade for safer access. MAINT. IMPACT:New pumps will reduce the liability of the existing pumps that are obsolete and prone to fail. COMMENT:Additional right-of-way or property will be required for the new backup generators to be installed. FINANCIALThroughEstimated (in $000's)20212022 202320242025202620272028BEYONDTOTAL EXPENSES Design25050300 Land (R/W)0 Const. Mgmt.50200250 Construction1,0001,0002,000 TOTAL EXPENSES001,3001,25000002,550 FUND SOURCES Awarded Grant0 Proposed Bond/ULID0 Mitigation Actual0 Mitigation Expected0 Utility Revenue001,3001,25000002,550 TOTAL SOURCES001,3001,250000002,550 64 2023 - 2028 Capital Improvement Program City of Tukwila Contract Number: 6200 Southcenter Boulevard, Tukwila WA 98188 PROFESSIONAL SERVICES AGREEMENT (Includesconsultants, architects, engineers, accountants, and other professional services) THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as the City, and PACE Engineers, hereinafter referred to as the Consultant, in consideration of the mutual benefits, terms, and conditions hereinafter specified. Project Designation. 1.The Consultant is retained by the City to perform designservices in connection with the project titled Sewer Lift Station No. 5 Rebuild. Scope of Services. 2.The Consultant agrees to perform the services, identified on Exhibit A attached hereto, including the provision of all labor, materials, equipment and supplies. Duration of Agreement; Time for Performance. 3.This Agreement shall be in full force and effect for a period commencing upon execution andending December 31, 2024, 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, 2024unless an extension of such time is granted in writing by the City. Payment. 4.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 Battached hereto, provided that the total amount of payment to the Consultant shall not exceed $236,801.25without express written modification of the Agreement signed by the City. B.The Consultant may submit vouchers to the Cityonce 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 Consultants records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and the stateof Washingtonfor a period of three (3) years after final payments. Copies shall be made available upon request. 65 Ownership and Use of Documents. 5.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 Consultants 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. Compliance with Laws. 6.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. Indemnification. 7.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 Consultants liability hereunder shall be only to the extent of the Consultants 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. Insurance. 8.The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage toproperty which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. agreement shall not be construed to limit theliability of the Consultant to the coverage provided equity. MinimumAmounts andScope of Insurance. A.Consultant shall obtain insurance of the types andwith thelimits described below: Automobile Liabilityinsurance with a minimum combined single limit for bodily injury 1. and property damage of$1,000,000 per accident.Automobile Liability insurance shall coverall 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 Liabilityinsurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate.Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop-gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 3.coverage as required by the Industrial Insurance laws of the State of Washington. Page 2 CA revisedMay 2020 66 4.Professional Liabilitywith limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Co Public Entity Full Availability of Contractor Limits. B.If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. Other InsuranceProvision. C. General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respectto the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consinsurance and shall not be contributedor combined with it. Acceptability of Insurers. D.Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. Verification of Coverage. E.Consultantshall 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 Contractor before commencement of the work. Upon request by the City, the Consultantshall furnish certified copies of all required insurance policies, including endorsements, required in this Notice of Cancellation. F.The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. Failure to Maintain Insurance. G.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. Independent Contractor. 9.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 toany 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. Covenant Against Contingent Fees. 10.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. Page 3 CA revisedMay 2020 67 Discrimination Prohibited. 11.Contractor, 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, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. Assignment. 12.The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. Non-Waiver. 13.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. Termination. 14. 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.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 att from or related to this Agreement shall be exclusively in King County Superior Court. Severability and Survival. 16.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. Notices. 17.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: PACE Engineers 11255 Kirkland Way #300 Kirkland, WA 98033 Entire Agreement; Modification. 18.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. Page 4 CA revisedMay 2020 68 DATED this _________ day of ____________________________, 20_____. CITYOFTUKWILA PACE Engineers: By: Allan Ekberg, Mayor Lfoofui!I!Ojmtfo Printed Name: Qsftjefou Title: ATTEST/AUTHENTICATED: APPROVED AS TO FORM: Office of the City Attorney Page 5 CA revisedMay 2020 69 Scope of Services Professional Civil Engineering Services Lift Station No. 5 Design Retrofit June 1, 2022 Project Understanding The City of Tukwila would like to retrofit the existing sanitary sewer Lift Station No. 5. The existing lift station is a wet/drywell station that is reaching its useful life. Due to the fact that the existing wetwell does not have sufficient space to allow for electrical upgrades that will meet current regulatory requirements, the City would like to abandon the existing drywell and construct an above ground electrical shelter with new electrical controls, construct a new meter vault and install new submersible pumps, rehab the existing wet well and install miscellaneous site improvements. Scope of Work A detailed proposal consisting of fourteen (14) tasks follows. This proposal includes necessary civil, structural, survey, electrical and geotechnical services through the design phase of this project. A separate scope of work and budget for construction administration will be prepared prior to bidding the work and will be based on the needs. PACE will be the prime consultant for the entire Scope of Work and will oversee and administer all work on the project. PACE will complete all civil, survey and permitting services in-house and will subcontract with Follett Engineering for electrical engineering and AESI for geotechnical evaluations. Quality Coating Inspections and Consulting will also be utilized in the preparation of coating specifications for the Lift Station wet well upgrade and for inspection of coating applications during the construction phase. Task 1 Project Management PACE will provide administration and coordination of the project. The following items are included in this task: 1.Attend coordination meetings with the City. It is anticipated that up to 4 meetings will be held. Major design review meetings will be held in-person with other review meetings to be done via Teams. The following major review meetings are anticipated: a.Schematic Design Review b.30% Design Development Review c.60% Design Development Review d.90% Design Development Review 2.Conduct one field reconnaissance of site with the design team and City staff. 3.Review existing information provided by the City as-builts, maintenance records, etc. 4.Coordination with subconsultants. 5.In-house project administration, scheduling, and direction of design team staff. 6.Preparation of monthly progress reports. 70 LS 5 Retrofit Scope of Work Page 2 Task 2 Topographic Survey PACE will provide a topographic and boundary map showing all locatable utilities and surface conditions, environmental constraints and other relevant items at the following locations: The following items are included in this task: 1.Research and confirm primary control points for use on the project. 2.Establish horizontal and vertical control work points along the route. 3.Survey the corridor locating surface improvements, type of material and changes in elevation. 4.All identifiable underground utilities will be surveyed, based on surface indications, radio frequency locating and readily available maps from the service provider. 5.The rights of way and adjoining properties will be calculated from record information and recovered monuments. 6.The survey / base map will be prepared and lot lines, two-foot contours, and surveyed features. Other features from City GIS data (sensitive areas, setbacks, etc. will may be included to augment the survey). PACE will provide the City with an AutoCad drawing and pdf of the basemap. Task 3 - Geotechnical Evaluation AESI will provide a geotechnical evaluation of the LS No. 5 site. This evaluation will include one soil boring 12-feet deep in the vicinity of the new meter vault and prepare a geotechnical design memorandum (See the attached Scope of Work from AESI for more details on the geotechnical evaluation) Task 4 - Easement Preparation and Acquisition It is assumed that the project will not require any permanent or temporary construction easements. If that is not the case any required work will be on a time and expense basis. Task 5 Public Involvement PACE will provide support to the City for the public involvement process. This includes preparing information for and attending one community meeting. The community meeting will be for the businesses in the project vicinity. The City will be responsible for setting up the meeting time and location and notifying the businesses. PACE will prepare a written summary of the community meeting. Additional public involvement may be required for the SEPA process and is in included in Task 10. Task 6 Conceptual Design Based on the site survey, PACE will prepare up to 3-conceptual alternatives for LS No. 5 for City review and comment. Specific items requested by the City include: Replace the two existing vertical turbine pumps from the drywell, with two submersible pumps located within the wetwell Painting of the wet well A new electrical control and instrumentation building Additional site lighting Box/01 TIC Agenda/2023 Agenda https://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Items/TIC 02-06-23/7. Lift Station No. 5 Design Contract/Scope of Work LS 5_060122.docx 71 LS 5 Retrofit Scope of Work Page 3 Potential relocation of the existing generator based on the site layout Replace the existing lawn within the median with a hard surface that does not require frequent maintenance Paint the curb around the median (it is assumed it can be retained). The City will provide covers over the existing bollards Remove the irrigation meter and upsize the second water meter to a 2-inch meter for greater capacity. This may require a new PRV and backflow preventor Evaluate the antenna for the telemetry Replace the existing flow meter within a new vault, preferably outside of the travel lane if possible. Install a new yard hydrant for washdown of the facility Task 7 Schematic Design (30 % design) Based on the selection of the preferred layout based on the conceptual designs, PACE will prepare a schematic design of the proposed improvements for the lift station retrofit. PACE will also prepare an estimate of probable construction costs for City review and comment. This work includes: 1.Schematic layout of the new meter vault 2.Schematic retrofit of the existing wet well 3.Schematic layout of the new electrical control shelter 4.Schematic layout of proposed improvements 5.Prepare budget-level construction cost estimate. Task 8 Design Development Plans (60% Plans, Specifications and Estimates) Based on City comments on the Schematic Design, PACE will prepare Design Development Plans (60%) of the improvements. We will also prepare an outline of the specifications and prepare an estimate of probable construction costs for City review and comment. This work includes: 1.Recommendations for bypassing the flow during construction. 2.Design of the new meter vault 3.Design of the new wet well retrofit 4.Design of the electrical control shelter 5.Design of the site improvements discussed in Task 6 6.Outline of the proposed specifications using APWA/WSDOT format. 7.Prepare budget-level construction cost estimate. Task 9 Electrical Plans/Telemetry and Specifications Follett Engineering will evaluate the project and will provide plans and specifications for site power needs as well as the required communications and controls for Lift Station No .5. It is assumed that we will utilize the existing generator. Specific items are as follows: Box/01 TIC Agenda/2023 Agenda https://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Items/TIC 02-06-23/7. Lift Station No. 5 Design Contract/Scope of Work LS 5_060122.docx 72 LS 5 Retrofit Scope of Work Page 4 Electrical Pre-Design Follett Engineering will prepare the following electrical design and evaluation: Determine/confirm the adequacy of the existing generator for the new submersible pump design Work closely with City for design and installation of Calvert Technical Services controls. Prepare preliminary electrical drawings. Prepare a preliminary construction cost estimate of the above items. Summarize the above items in a Technical Memorandum. Final Electrical Design Follett Engineering will prepare the final electrical design and appurtenances based upon review comments from the City. The final electrical design includes the demolition of all electrical and I&C equipment and replacement with all new electrical equipment including the motor control center and ATS and all new controls and instrumentation and provide a Technical Memorandum outlining the various options including costs to the City for their review and approval of the recommended alternative. Follett Engineering will prepare construction level plans and specifications based upon City review comments. Task 10 - SEPA PACE will prepare a SEPA checklist for the proposed work. It is assumed that the City will act as its own lead agency and will issue the Determination. It is assumed that the City will mail and post the SEPA documents in accordance with SEPA requirements. PACE will assist the City with a public hearing to solicit comment on the SEPA determination if required. Task 11 Permitting PACE will coordinate with the required permitting agencies and prepare all necessary permit applications. This task will be initiated early in the design process, based on the 60% Design Development plans. It is assumed that the City of Tukwila Park Right-of-Way Use Permit will be the only permit required for this project. We assume that all permit fees to be paid directly by the City. Task 12- Construction Document Development (100% Plans, specifications and estimates) PACE will provide construction level documents based upon City comments from the Design Development (60% plan review). At this stage we will also have developed fairly complete project specifications. We will utilize contract documents and general provisions from past City projects and will create specific technical specifications as needed. We anticipate the project will bid as one schedule and that the bid documents will be based on the most recent It is assumed that based on the review of these documents there will be one set of revisions to get the doc- Task 13 - QA (Quality Assurance) In order to assure that the final plans and specifications are complete, accurate and appropriate, PACE will conduct a Quality Assurance review of the documents prior to each submittal to the City. The review will consist of a complete sheet-by-sheet and contract document review to assure the City that the documents standard . Box/01 TIC Agenda/2023 Agenda https://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Items/TIC 02-06-23/7. Lift Station No. 5 Design Contract/Scope of Work LS 5_060122.docx 73 LS 5 Retrofit Scope of Work Page 5 Task 14 Management Reserve Fund If directed by the City, PACE will provide services needed to assist the City with tasks related to this project that were not specifically addressed in this scope of work. When requested by the City, PACE will provide a scope and budget for the task identified by the City. PACE will not proceed with the task until written authorization has been provided by the City. Task 15 - Construction Services This task includes management of the project during the bidding and construction period. We have not included a budget herein for construction services; however, PACE is available to provide construction services as needed. PACE will prepare a construction administration proposal following completion of design and once the City include the following: 1.Bid the project through a bidding service such as Builders Exchange. 2.Answer questions during the bidding period. 3.Issue addenda as necessary. 4.Attend a pre-bid meeting as required. 5.Attend the bid opening. 6.Conduct reference checks of the low bidder and prepare recommendation of award. 7.Attend and direct the pre-construction conference and provide meeting minutes to all attendees. 8.Review material submittals for compliance with contract documents. 9.Provide construction staking for the improvements. 10.Review, approve and prepare contract pay estimates. 11.Prepare change orders as necessary, including all documentation and coordination with the contractor. 12.Attend and conduct construction meetings as required and prepare and distribute meeting notes. 13.Monitor construction to determine contractor compliance and prepare all letters and documentation regarding same. We assume that the City would provide an inspector for the project and PACE staff would visit the site as necessary. 14.Address construction questions as they arise. 15.Prepare punch lists and conduct final inspection, and prepare recommendation of project acceptance. 16.Prepare As-Built drawings. PROJECT COSTS The costs associated with the above described work are shown on the attached spreadsheet. Box/01 TIC Agenda/2023 Agenda https://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Items/TIC 02-06-23/7. Lift Station No. 5 Design Contract/Scope of Work LS 5_060122.docx 74 INFORMATIONAL MEMORANDUM Transportation and Infrastructure Services Committee TO: Hari Ponnekanti, Public Works Director/City Engineer FROM: Griffin Lerner, Public Works Analyst BY: Allan Ekberg, Mayor CC: February3, 2023 DATE: Public Works Fleet and Facilities Building SUBJECT: Project No. 91630601 Seattle City Light Temporary Construction Permit Renewal ISSUE Approve renewal of Seattle City Light (SCL) temporary construction permit for the use of SCL's fee- owned transmission line corridor property located at the Public Works Fleet and Facilities Building. BACKGROUND In 2018, the City purchased the property adjoining the SCL's transmission line corridor. In 2019, we started negotiations with Seattle City Light for the use of the property. Council approved the initial rental agreement at the January 27, 2020,Consent Agenda. Since then,the City has rented the property from SCL. ANALYSIS Seattle City Light is allowing the temporary use of their fee-owned transmission line corridor property beginning onJanuary 1, 2020,and shall continue on a month-month basis until December 31, 2025,or until cancelled by either party. FISCAL IMPACT The temporary construction permit with Seattle City Light has the initial base rent of$19,341.27for 2023, with a 3% escalation per year through 2025.The total rent cost from 2023 through 2025 is $59,781.94. Annual Rent Costs 2023 $19,341.27 2024 19,921.51 2025 20,519.16 Total $59,781.94 RECOMMENDATION Council is being asked to approvethe renewal of theSeattle City Light (SCL) temporary construction permit for the use of SCL's fee-owned transmission line corridor property located at the Fleet and Facilities Building for January 1, 2023,through December 31, 2025,in the amount of $59,781.94and considerthis item on the Consent Agenda at the February 13, 2023,Special Council Meeting. Attachment: SCLTemporary Construction Permit Agreement 75 76 77 78 79 80 81 INFORMATIONAL MEMORANDUM Transportation and Infrastructure Services Committee TO: Hari Ponnekanti, Public Works Director/City Engineer FROM: Cyndy Knighton, Senior Program Manager BY: Mayor Allan Ekberg CC: February 3, 2023 DATE: Transportation Element Update SUBJECT: Project No. 72010405 Public Outreach Plan ISSUE Update the Council on the ongoing Transportation Element of the Comprehensive Plan update with specific information on the draft Public Outreach Plan. BACKGROUND Last year, the City retained Fehr & Peers to provide transportation modeling and other planning services to assist with the update of the Transportation Element (TE) of the Comprehensive Plan, which must be adopted by June 2024. The Concurrency Test Fee, which was updated in 2020, is intended to be a funding source for the routine updates to the Transportation Element, including traffic data collection and Concurrency Reports done as needed in between the major update efforts. Major updates to the Transportation Element are done typically every 8 years, but the deadline for this current update was extended into 2024 due to Covid-19 impacts. The TE is a long-range planning effort that projects the needs for transportation facilities to support the growth and development of Tukwila, establishes level of service (LOS) standards for the transportation network, and will also now include a Local Road Safety Plan to identify and plan for improvements to safety, goals in the Target Zero plan. The TE update will be recommending a Multi-modal Level of Service standard (MMLOS) to address the needs of non-motorized transportation. Fehr & Peers has been working with City staff to compile background information necessary for this effort and the project is about to start its first major public outreach to involve the citizens, businesses, and others who have an interest in transportation in Tukwila. DISCUSSION The attached draft Outreach Plan Appendix shows the proposed outreach efforts and an overall schedule for completion of the TE update. Staff has been carefully coordinating with other Comprehensive Plan element updates that are underway, or will be beginning shortly, efforts were made one after the other. The plan is to coordinate outreach efforts to gather input on multiple efforts at single events, if possible. Once internal coordination has been completed, the schedule for outreach can be finalized. In addition to in-person meetings at events or specific tabling efforts, a webpage is being finalized where people can make comments, as well as identify specific locations where transportation works well or needs improvement. FINANCIAL IMPACT None. This work is currently within the project scope and budget. RECOMMENDATION Discussion Only. Attachments: 2023 CIP Page 17 Outreach Plan Appendix Draft Full Outreach Plan - Draft 83 Tukwila Transportation Element Outreach Plan Appendix November 2022 (Revised January 2023) 1 84 Upcoming Deadlines for Outreach Prep The following internal deadlines will allow us to meet our intended schedule of an outreach push from February 13 – March 24. January 2023 January 20 (internal check-in) Discuss timeline Confirm proposed activities internally Discuss internal approvals needed Wednesday, January 25 o Content for Feb 6 meeting (info memo) – as high level as possible Tentative calendar / coordination with other departments Setup meeting with DCD, Econ Devel, Utilities January 27 Coordinate with internal outreach teams (confirm additional groups of diverse communities to reach out to one on one) Rachel Comp Plan partners review outreach schedule DCD, Econ Devel, Utilities Confirm key messages Initial outreach to partners for pop-up locations February 2023 February 3 (internal check-in) Confirm schedule with pop-up locations Finalize materials/messages Translate materials February 10 Website live Social media push 2 85 Highlights for February: 2023 February Launch Outreach PostFlyers In-person and online engagement MON WED THU TUE SAT FRI 1234 -Translate materials 6 7 8 910 11 - 5:30 Pm -7:00 Pm -Share final social media Transportation & posts and flyers with City Infrastructure -Finalize website Services Committee language (Introduce project) 131415 16 17 18 -Launch Survey-Place Flyers: - Social media post- Tukwila Library - City Hall - Tabling this week at - Community 2 locations (grocery Center (TCC) stores, Tukwila - Southcenter Mall Sounder Station) - Grocery Stores (Target, Saar’s, Spice Bridge) - Senior housing(Tukwila Village) - Major employers (loop in CTR) 3 -Local orgs (Chamber of Commerce, Rotary) - Optional tabling/mini workshop: Tai Chi for Arthritis (10-11) (TCC) 202122 23 24 25 -Social Media Post-Optional tabling/mini - Tabling at 2 workshop: Teen After locations (South School Room (TCC) Center Mall, Community Center) 2728 - Optional tabling/mini workshop: Tukwila Trailers Women’s Hiking (TCC) Optional tabling/mini workshop: Drop in Volleyball Play Drop in Volleyball 4 Highlights for March 2023 In-person and online March - engagement Social media posts - Close survey after 6 - weeks MON WED THU TUE SAT FRI 1234 -Training Center (employment services) (Library) https://kcls.biblioco mmons.com/events /62fe974b95a42539 006abf59 6 7 8 9 10 11 - Social media post Citizenship Test - 5:30 pm - 7:00 pm Preparation Class Transportation & Wednesday, March 8, Infrastructure 2023 Services Committee 6:00PM – 7:30PM (Discuss activities to Tukwila date) https://kcls.bibliocom mons.com/events/639 8ab9947b3b71f20c7c1 b6 1314 1516 17 18 -Social media post 5 2021 2223 24 25 - Social media post: -Close Survey final reminder for survey 2728 2930 31 6 Overall project schedule (Internal coordination) Winter 2023 Discuss goals o Share ideas and experiences o Wrap up MMLOS policies/network maps o Summer 2023 Receive land use forecasts/assumptions from Department of Community o Development Develop project list o Fall 2023 Review draft project ideas o Winter 2024 Review draft plan including programs, strategies, and projects o Spring 2024 Adopt plan o Key Materials: Flyer Poster Social media posts Boards – map, goals Community destinations / flyer locations (Tabling at 2-4 locations in Phase 1): Tukwila Library Game On (kids event) o Welcoming Center (resources to new community members) o Puget Sound Training Center (resources for job seekers) o Community Center Library advisory board meetings (monthly) o Southcenter Mall Parks and Recreation Programs Youth Activities o Adult Activities o Senior Activities o Grocery stores (Safeway, Target, Saar’s Super Saver Foods) https://www.saarssupersaverfoods.com/WeeklyAd/Store/40624/ o Tukwila Sounder Station 7 90 Advertising: Hazlenut Seniors in the Senior Scoop https://www.tukwilawa.gov/departments/parks-and- recreation/seniors-fitness-recreation-and-wellness/ Teens: https://www.tukwilawa.gov/departments/parks-and-recreation/teens-fitness-and- recreation/after-school-teen-room/ City has FB page, Tukwila TV channel, Hazelnut (electronic multiple times/year and paper copy couple times/year), Tukwila Talk, elected officials’ word of mouth Community Engagement Manager; Scott Kirby, web page, Stacia Norris, Grapevine 8 91 Appx - Roles & Responsibilities Materials Needed/ DateTime EventDescriptionTask Lead Responsible Party –– – CouncilMeeting Committee Meeting Stakeholder Meeting Project Website Outreach Event/Pop-up Webmap 9 Tukwila Transportation Element Outreach Plan November 2022 (Revised January 2023) 1 93 Introduction Community engagement is a key component of the overall process, ensuring that community stakeholders have ample opportunity to identify issues, influence outcomes, and participate in final recommendations. This engagement program will approach these issues sensitively, creating a constructive context for conversation, debate, and change as needed. The overall engagement program will enable collaboration in identifying and resolving issues, facilitate two-way communication, ensure transparency, and build trust. This document serves as an outline of the recommended outreach process for the Tukwila Transportation Element Update. This includes when to engage the various stakeholders/community representatives in the process, key questions to ask at each stage, and outreach activities and channels. It is intended to help the City of Tukwila receive meaningful input on transportation priorities that will advance the City’s overall vision for transportation. Engagement Process Two phases of engagement are planned for this project. This section describes the goals and objectives for each phase and methods for gathering input from different stakeholder groups. Understanding the issues and set draft goals This phase of engagement is focused on understanding the existing issues and challenges. The goal of this phase is to ensure that the project team has a comprehensive understanding of the community and City’s needs and desires to help set the transportation goals and vision for the next 20 years. As part of this phase, Fehr & Peers will also perform an in-depth equity analysis based on identified equity emphasis areas to ensure that we are prioritizing transportation investments differently based on unique the unique needs of different groups. Review draft plan and project list (Optional, expected to be executed in 2023) This phase will focus on presenting and collecting feedback on the draft plan and project recommendations. The goal of this phase will be to gather input from stakeholders and incorporate them into the draft plan. 2 94 Engagement Tactics This section highlights some of the key tactics that we will be considering at different stages of the engagement process and the key messages that we will be striving to deliver. Summary / Key The City of Tukwila’s Transportation Element will provide a framework to guide Messages transportation investments over the next 20 years in accordance with the community’s vision and goals as part of the City’s Comprehensive Plan. The Transportation Element will include both short- and long-range strategies (programs, policies, and project recommendations) that will foster safety and advance the development of an integrated multi-modal transportation system in Tukwila. The transportation element is one of the primary elements within the City of Tukwila’s What is the Comprehensive Plan that will establish Tukwila’s transportation goals and policies for Transportation the next 20 years to meet the City’s current and future needs. Over the years, the City Element update? has undertaken a number of efforts related to transportation planning. This update will identify a single, unified set of transportation priorities that advance the City’s overall vision for transportation. Specifically, the Transportation Element will: Establish new goals and policies to guide City design-making Improve safety, equity, accessibility, reliability and connectivity for all road users and goods movement. Develop a prioritized list of transportation projects and Local Road Safety Plan Make recommendations on how to fund improvements You should participate because: The City is making decisions related to transportation that affects you We need your input on current challenges and ideas about how to improve the transportation network We want to hear from you! Phase 1 – Goals, Needs and What three wordsor phraseswould you use to describe transportation in Tukwila Opportunities today? Imagine your ideal transportation system in Tukwila. What three words or phrases would you to use to describe transportation in Tukwila in 2044? Place a sticker next to a goal you agree with or write in your own! Map of Needs and Opportunities 3 95 Tukwila City Council Audiences + Goal: Ensure that the draft goals align with Council priorities Messaging Transportation & Infrastructure Services Committee Goal: Ensure that the Transportation Element is consistent with other City plans and policies Local transit & transportation agencies Goal: Ensure that the proposed projects and policies are consistent and coordinated within the region Major employers and organizations Goal: Ensure that the transportation system meets current and future needs for the major trip generators General public Goal: Provide community insights representing different communities and diverse perspectives, ensure that the Transportation Element update is consistent with community needs and priorities This phase of outreach will include: Overview of Outreach Types Meetings with City Council, Transportation & Infrastructure Services Committee Stakeholder interviews, including community stakeholders, local transit and transportation agencies, major employers Online engagement (project website) Online interactive webmap for community members to provide input on potential needs and improvements in specific locations Key assumptions: Assumptions Leadership and Tukwila staff will “talk up” the plan and its process with everyone they know, ensuring participation from all sectors of the community – including those that often don’t participate in planning processes like this. The project team will provide most photos to use in outreach materials and outreach material templates (handouts, display boards, comment cards, etc.) They will provide input on all draft outreach materials. F&P staff will be responsible for taking photos at outreach events. The City’s communications staff will publicize events and project updates via social media and email. Communications staff is responsible for sending emails/social media posts that are Social Media compiled by F&P staff: and Digital Strategy Any existing email lists? Neighborhood blogs Facebook posts, events Nextdoor.com Facebook Live Feed Photography, videography Twitter posts 4 96 Tukwila blogs Print outs for libraries, community centers Print Media Strategy Staff to respond to members of the public that email the TEemail address. Email Comment Staff to update an Excel document on SharePoint/OneDrive weekly that includes all Strategy written and emailed comments plus the name, date, and other relevant information. F&P will review email and social media comments and incorporate feedback into draft project list. For the outreach to be successful, a full cross-section of the community needs to Risks participate and offer thoughts and ideas. This won’t happen unless word gets out about the plan. That the public doesn’t participate; participants don’t represent a cross-section of the community, providing input that under-values issues important to others, or that over-emphasizes a narrow range of issues. Emily Alice (Fehr & Peers), Tukwila communications staff Communications Team 5 97 Near term-actions The following actions are identified to be completed in the near-term (Winter 2023): Finalize Outreach and Social Media Strategy Plan Meet with Tukwila staff (such as staff from the City’s Community Outreach Manager) to o understand current connections, relationships, and City staff capabilities for translation and interpretation. City has FB page, Tukwila TV channel, Hazelnut (electronic multiple times/year and paper copy couple times/year), Tukwila Talk, elected officials’ word of mouth Niesha Fort Brooks, Community Engagement Manager; Scott Kirby, web page, Stacia Norris, Grapevine EA to email Niesha and cc Cyndy and Josh Host project website Confirm website text and materials o Work with Scott Kirby to wrap in website EA to email Scott and cc Cyndy and Josh Orientation Interviews - We will conduct up to six stakeholder interviews, speaking with community stakeholders, staff from local transit and transportation agencies, Tukwila School District, and representatives from the community’s major employers. Work with City staff to identify list of stakeholders o City staff to invite stakeholders and confirm interview schedule o Facilitate stakeholder interviews o Summarize stakeholder feedback o Online survey (1/2) Develop online survey to coordinate with online webmap o Consider incorporating safety questions (LRSP) PSRC considering regional safety plan Online Interactive Webmap Fehr & Peers will develop a user-friendly, online interactive map where community members o can provide input on potential needs and improvements in specific locations, such as missing bicycle/pedestrian connections, high-stress crossings, challenging intersections or road segments, or near-miss locations. o Flyers and fact sheets (2/3) Develop flyer (Complete) o Develop fact sheet describing the project o Initiate equity analysis Facilitate workshops with City staff - We will meet with City staff in two 1.5-hour meetings. o First, we will discuss current equity practices and historically underserved communities in Tukwila. After performing a data review and equity analysis, we will meet with the City again to discuss equity emphasis area maps and figures and identify how we may want to consider the equity emphasis areas in project identification and prioritization. 6 98 Equity analysis: Perform an in-depth equity analysis based on identified equity emphasis o areas. We will work with the City to identify these areas including variables such as: health, income, age, and ethnicity, foreign born status, readily available travel options, and accessibility. Deeper dive to grant funding for EJ/equity metrics Loop Niesha/Brittany into these conversations Discuss with Niesha before scheduling/planning workshop 7 99 Staff support needed (Cyndy) Identify time for F&P staff to meet with Tukwila staff (such as staff from Human Services and the City’s Community Outreach Manager) to understand current connections, relationships, and City staff capabilities for translation and interpretation. Confirm website text and materials Stakeholder interviews Review list of stakeholders; o Invite stakeholders and confirm interview schedule o Review flyer Identify time for equity workshop #1 Public outreach tactics to be completed in 2023: City Council check-in (early 2023) – Present introduction to project, initial goals and vision, MMLOS metrics Online survey (1/2) Flyers and fact sheets (1/3) “Meeting in a Box” materials - Fehr & Peers will develop materials that City staff can use to conduct additional outreach events, such as pop-ups, to “meet the community where they are.” Specific materials will be specified in the outreach plan. Targeted outreach and personalized engagement (January/February 2023) Targeted outreach is likely to consist of phone calls, emails, or attendance (either o virtually if COVID continues to be an issue, or in person) at community events or meetings. We will design targeted outreach events and online focus groups/pop-up events at 2-4 locations to gain public input on the draft needs assessment. Tukwila Stakeholders(Draft) City Council Members Transportation & Infrastructure Services Committee o https://www.tukwilawa.gov/departments/city-council/city-council- committees/ City of Tukwila staff Department of Community Development (Complete, Nancy) o Communications staff o Washington State Department of Transportation (WSDOT) King County King County Metro Sound Transit PSRC Freight Advisory Committee Major employers 8 100 Community organizations Emergency service providers Chamber of Commerce https://www.seattlesouthsidechamber.com/tukwila o Rotary Club of SeaTac-Tukwila Tukwila School District https://www.tukwilaschools.org/ o Sample Stakeholder Interview Questions: 1.What do you think is working (and/or is not working) with Tukwila’s overall transportation system? 2.Which transportation issues do you think community members care about most? 3.What do you think are the main challenges for people traveling throughout Tukwila and in surrounding areas? 4.What and where are the main challenges for people who walk and roll (use a wheelchair, stroller, etc.) in Tukwila? How do people usually deal with those challenges? 5.What and where are the main challenges for people who bike in Tukwila? How do people usually deal with those challenges? 6.What and where are the main challenges for people who take transit in Tukwila? How do people usually deal with those challenges? 7.What and where are the main challenges that people experience accessing businesses in Tukwila? 8.What solutions do you think could provide a better and/or safer experience for people who walk, bike, drive, or take transit? 9.What outcomes related to the transportation plan are you interested in? 9 101