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Reg 2003-04-21 COMPLETE AGENDA PACKET
1. 2. INTRODUCTION OF NEW EMPLOYEE 3. CITIZEN COMMENTS/ CORRESPONDENCE 4. CONSENT AGENDA 5. BID AWARD 6. PUBLIC HEARINGS 7. OLD BUSINESS Tukwila City Council Agenda REGULAR MEETING Steven M. Mullet, Mayor Councilmembers: Joe Duffie Dave Fenton Rhonda Berry, Acting City Administrator Jim Haggerton Joan Hernandez Pam Carter, Council President Pamela Linder Richard Simpson April 21, 2003; 7 p.m. Ord #2017 Res #1523 CALL TO ORDER/PLEDGE OF ALLEGIANCE/ROLL CALL Introduction of new Municipal Court judge, Kimberly Walden. At this time, you are invited to comment on items not included on this agenda. To comment on an item listed on this agenda, please save your comments until the issue is presented for discussion. a. Approval of Minutes: 4/7/03 Regular b. Approval of Vouchers. c. Authorize Mayor to sign Change Order #1 to Contract #03 -030 with Nordic Construction in the amount of $24,500 for additional repair work at the City Hall northeast entry, and lunchroom deck. d. Accept turnover of storm drainage system and street infrastructure within S. 124th St., S. 126th St., and 35th Av. S. (International Gateway East II Group Health Development) (value of transferred assets from the Developer to the City: $158,372). a. Award a contract to Rodarte Construction, Inc., in the amount of $697,152.32 for the Cascade View Community Park and Street Improvement Project. b. Award a contract to Bernhardt Industries, Inc., in the amount of $324,224 for the Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project. Ordinance No. 2015 establishing a six -month moratorium on electronic signs. a. An ordinance establishing a new chapter of the Tukwila Municipal Code relating to "Stay Out of Areas of Racing Orders." b. Approval of 2003 Contract with Southwest King County Chamber of Commerce in the amount of $20,000. c. An ordinance fixing the amount of compensation for councilmembers through 2007. April 21, 2003 Page 2 Tukwila City Council Agenda REGULAR MEETING (Continued) 8. NEW BUSINESS 9. REPORTS 10. MISCELLANEOUS 11. EXECUTIVE SESSION 12. ADJOURNMENT Authorize Mayor to accept Public Works Trust Fund loan in the amount of $100,000 for design of the Cascade View Neighborhood Drainage Project. Authorize Mayor to sign a contract with Perteet Engineering, Inc., in the amount of $269,715 to provide the North Quadrant GIS Infrastructure Inventory Project. c. Authorize Mayor to sign Supplement #2 with Entranco Engineers in the amount of $250,000 for construction management services on the Interurban Bridge Widening Project. d. Authorize Mayor to sign a contract with Perteet Engineering in the amount not to exceed $82,795 to perform transit planning services of Tukwila's Transit Network Plan. e. Authorize the purchase of a Water Utility maintenance vehicle in 2003 that was originally planned for 2004 in the amount of $46,000. f. Authorize Mayor to execute a purchase order to King County Directors' Association (KCDA) in the amount of $45,608 for the acquisition and installation of play equipment and site amenities for Cascade View Community Park. a. Mayor c. Staff e. Intergovernmental City Council d. City Attorney a. b. b. Tukwila City Hall is wheelchair accessible. Reasonable accommodations are available at public hearings with advance notice by calling the City Clerk's office 206 433- 1800 /TDD 206 248 -2933. This notice is available in alternate formats for those with disabilities with advance notice and is also available at http:/ /www.ci.Tukwila.wa.us. Tukwila Council meetings are audio taped. COUNCIL AGENDA SYNOPSIS Meeting Date 4/21/03 Initials ITEM NO. Prepared by 1 Mayor's review 1 Council review 1 TP ,4c -it 1 L1!/.t CAS Number: 03-052 I Original Agenda Date: April 21, 2003 Agenda Item Title: City Hall NE Entry and Lunchroom Deck Change Order with Nordic Construction, Inc. I Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: 'Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): Meeting Date 4/21/03 Meeting Date 4/21/03 Council ITEM INFORMATION Admin. Public Works Significant additional repair work was required at the NE Entry and the lunchroom deck at City Hall. The four items included the inability to re- utilize the expensive siding, insulate a discovered fire sprinkler line, replace a rotted main support beam on the deck, and reinstall gutters. The original contract was for $9,000 and the additional work totaled $24,500 bringing the contract to $33,500. Authorize the Mayor to sign Change Order No. 1 with Nordic Construction, Inc. Forward to Regular Consent Agenda Same as Sponsor $24,500.00 bringing the total contract to $33,500.00 Facilities 303 Fund RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated February 26, 2003 Change Order No. 1 with Exhibits Utilities Committee Meeting Minutes from April 8, 2003 To: Mayor Mullet From: Public Works Director Date: February 26, 2003 Subject: City Hall Northeast Entry and Lunchroom Deck Entry Additional "Force Account" Work ISSUE During the replacement of City Hall entries, additional work was required. BACKGROUND Item 1 The initial repair plan by the low bidder was to re- utilize the expensive 1 x 4 tongue and groove siding as much as possible. This turned out to be impractical given the brittleness of the material and the amount of decay on the backside of the assembly, both in the northeast planter where it was subjected to summer irrigation and at the lunchroom deck where a previous repair had been done with an early form of water absorbing oriented strand board. Item 2 During the repair of the northeast entry, we discovered a hidden fire sprinlder main line in the wall cavity which needed to be maintained. Item 3 During the repair of the lunchroom entry wall, we discovered that the main 8" x 12" x 24' support beam for the deck was badly rotted and infested with insects to the point of being a structural hazard. Item 4 During the course of the 1998 roof replacement, an important gutter /soffit detail was eliminated making it difficult to reinstall the chain drop for the popular downspout detail. ANALYSES/ALTERNATIVES/RECOMMENDATIONS Item 1 INFORMATION MEMO Analvsis Both the problem areas are exposed to the elements outside of the roof protection. As it turned out, the failing lunchroom wall had been repaired before. The practice of protecting all edges and all faces of the 1 x 4 tongue and groove siding with preservative, stain or primer paint was not done in addition to the replacement of the original untreated plywood with a worse water absorbing material OSB. The subsequent exterior paint layers versus the original penetrating stain allowed the build up of moisture inside the siding and wall interior. Mayor Mullet Page 2 February 26, 2003 Alternatives While it appeared at first to be a viable plan to salvage the very expensive siding, it was soon apparent that it was not an option. The substrate needed to be replaced with pressure treated plywood over new pressure treated framing and where the framing could be reused was slathered with preservative products. The only way to extend the life of the siding is to increase the life cycle by individually cutting and double prime each piece prior to installation. This is a painstaking process. We added venting to the interior cavity to further enhance the longevity. This with the new wide flange sheet metal cap should provide the protection to "not" do this expensive repair again within the foreseeable future. Recommendation Accept the additional cost to use new material and extra care of pre installation priming and installation. Estimated cost $9,000.00. Item 2 Analysis Much to our maintenance staff's surprise during the rework of the entry, a 4" main fire sprinkler for the upstairs ceiling sprinkler system was found to exit the bottom floor ceiling and to extend on the outside of the building in a hollow cavity formed by the entry. The pipe was not insulated by a pipe jacket but the cavity wall was. While we have had trouble in the past with frozen pipes in the soffit areas fed from this pipe, we elected to enhance the cavity insulation and maintain the warm building air access into that space to keep this vital fire suppression system operative. Alternatives The pipe is in a very difficult location to monitor and repair if damaged. As with the live sprinkler line throughout the city hall soffit area, which on occasion has frozen and broke, a variety of prevention methodologies have been considered. The maintenance and introduction of warm building air has been the solution versus the installation of pipe insulation (as the water is not loop fed) and the installation of heat (trace) wire (which to meet the Fire Code would need to be served by the emergency generator, well beyond its capacity). Recommendation Insulate the cavity as best possible and maintain building heat flows into the cavity. Estimated cost $1,000. Item 3 Analysis After we had the opportunity to work under the deck area, we discovered that while the outward appearance of the large beam was good, when you proceeded to drill a hole through it, it was a mere shell of about 1" of good wood. Someone in the past had shored up the beam with an interim post and temporary footing block; however, the decay and insect migration continued to compromise the main support of the deck. Mayor Mullet Page 3 February 26, 2003 Alternatives The deck surface of western red cedar is in good condition having been replaced in the more recent past. The 2 x 12 joists are still satisfactory except in a few areas and would be appropriate to replace or double up with pressure treated members when the beam is removed. To replace the 8" x 12" x 24' beam with anything other than a wood preservative treated beam would not be prudent. The length of 24 feet would require a glue lam beam and to be treated, which would be a special order and take much time. A steel beam was considered; however, like the glue lam beam would weigh 400 to 6001bs. and may necessitate the removal of the deck and joist. Another option which would not require the deck complication and avoided the weight problems was the installation of pressure treated 2 x 12's sandwiched together to form a substitute beam. This option was reviewed and accepted by the Building Department. Work includes construction of a temporary wall to support the deck during beam removal and replacement. Recommendation Replace 800 lbs. of rotted beam with composite beam and where necessary bolster the joists with treated "sisters." On joist to remain, slather wood preservative treatment to thwart decay and critters to point saturation several times. Estimated cost $12,000. Item 4 Analysis Fabricate and install replicas of the original downspout grabber to fix the new gutter downspout detail. This component must be strong enough to support the weight of the chain and thwart lateral movement of the chain in wind or act of vandalism. Alternatives During the 2002 installation of new round downspouts and chain drops, the previously restored "grabber" had been discarded. With the new downspouts and chain assemblies, it was soon apparent that the weight of the chain and potential motion would damage the gutter. The discarded grabbers were for a different downspout shape and too few. The new grabbers had to be redesigned for a different connection to building as the 1998 roofing project changed the gutter location. Recommendation Fabricate, apply numerous coats of primer and finish coats to match existing and install to secure downspouts. This will require a rental lift to access high and difficult locations. Estimated cost $2,500. attachments: Modification Proposals and Details CITY OF TUKWILA CONTRACT CHANGE ORDER NO. 1 DATE: 2/26/2003 SHEET 1 OF 1 PROJECT NO.: 02 -BG12 CONTRACT NUMBER: 03 -030 PROJECT NAME: City Hall Entries To: Nordic Construction, Inc. Contractor You are hereby directed to make the herein described changes to the plans and specifications or do the following described work not included in the plans and specifications on this contract: NOTE: This change order is not effective until approved by the "Owner Conditions: A. The following change, and work affected thereby, are subject to all contract stipulations and covenants. B. The rights of the "Owner" are not prejudiced; and C. All claims against the "Owner" which are incidental to or as a consequence of this change are waived. CHANGE: See attached modifications proposal details Change in contract price: Increase of 24,500.00 Adjusted Contract Amount 33,500.00 By reasons of' this order, the time of completion will be adjusted as follows: 30 days We the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above and below. ACCEPTED: Date 3 `1 D 3 Contractor: Nordic Construction, Inc By Title PYest 8e n-E Original Contract 9,000.00 APPROVED BY THE CITY OF TUKWILA Previous Change Order 0.00 Date This Change Order 24,500.00 YCJR REV. CONTRACT AMOUNT 33,500.00 ORIGINAL: City Clerk (1 of 2) Contractor (2 of 2) CC: Finance Department (w /encumbrance Construction Inspector Construction Engineer File: /d t2 I. PROPOSAL REQUEST CITY OF TUKWILA MODIFICATION PROPOSAL NO 1 SHEET I OF I DATE: l2-- 7 )0 ff PROJECT NAME: NA-Ot t-e -..C` 9Zth-E CONTRACTOR: G hd r14-CTLA II. CONTRACTOR'S PROPOSAL (Agreed) or Maximum) Cost: (Agreed) or Maximum) Credit Time Extension (if required) Authorized Contractor's Signature PROJECT NO.: BUDGET NO. CONTRACT NUMBER: Asivfep Please furnish your proposal for executing the following changes to make the herein described changes to the plans and specifications or do the following described work not included in the plans and specifications on this contract: CHANGE:P }✓tQ 141' IC C-, c fr2 St OH-44 Iit roiro (-0 (n c4 eCt,t (L At SIDt ,144m.S, ct-.SdS 6i4.SUL,M CW S t?tQ 1 OI SCovre l` i) !N Oho t 12ic_ REASON FOR CHANGE: (SQ -lx. N,c!&OIC. OA.A—tft jA i'7. at 14(.4- $tTthcas. Date III. CONSULTANTS REVIEW We have examined the foregoing proposal and find the cost reasonable an recommend its acceptance. Consultant's Signature Date Proposal Rejected: IV. OWNER ACCEPTANCE: The Owner hereby accepts the foregoing proposal, pending review and approval of detailed costs and preparation of a formal change order. This acceptance (does) (does not) constitute a FIELD ORDER to proceed immediately with the modification Owner Representative Signature: Date NOTE: This Modification Proposal is not effective until approved by the "Owner Conditions: A. The following change, and work affected thereby. are subject to all contract stipulations and covenants. B. The riehts of the "Owner' are not prejudiced: and C. All claims against the "Owner' which are incidental to or as a consequence of this change are waived. Copy Distribution ORIGINAL and copy to: Contractor. 1 copy to Consultant,I copy to Construction Inspector. 1 copy to Construction Engineer File: CITY OF TUKWILA MODIFICATION PROPOSAL NO. 7, PROJECT NO.: SHEET 1 OF 1 DATE: 1— (9 BUDGET NO. f �i t CONTRACT NUMBER: L t T 1� PROJECT NAME: "14 CONTRACTOR: N ,-,ca,,C i vN c. I. PROPOSAL REQUEST 60 Please furnish your proposal for executing the following changes to make the herein described changes to the plans and specifications or do the following described work not included in the plans and specifications on this contract: n� t CHANGE: 1�xiVtt PI?UC �2 tT'f -Q e X`2- G cri eR'li'1t O)Ltjc— j rc Scki z -.t ?T Mcft UL4bY 2. P dl.duLOY wvtm CVtAJ z.r flsrQ t. tt vet r-r. r rte, S t c. �WCt f \L tc +c CAN30-0 cfr, {bk.. 7 c Lek— SP Lt,ty, REASON FOR CHANGE: t.4.44 t(-C LA-1'L 01 S C_s, ifiz- Y7 II. CONTRACTOR'S PROPOSAL (Agreed) or Maximum) Cost: (Agreed) or Maximum) Credit Time Extension (if required) Authorized Contractor's Signature t tTh-c -S Date III. CONSULTANTS REVIEW We have examined the foregoing proposal and find the cost reasonable an recommend its acceptance. Consultant's Signature Date Proposal Rejected: IV. OWNER ACCEPTANCE: The Owner hereby accepts the foregoing proposal, pending review and approval of detailed costs and preparation of a formal change order. This acceptance (does) (does not) constitute a FIELD ORDER to proceed immediately with the modification Owner Representative Signature: Date NOTE: This Modification Proposal is not effective until approved by the "Owner". Conditions: A. The following change. and work affected thereby. am subject to all contract stipulations and covenants. B. The rights of the "Owner" are not prejudiced; and C. All claims against the "Owner" which am incidental to or as a consequence of this chanee are waived. Copy Distribution ORIGINAL and copy to: Contractor. I copy to Consultant,' copy to Construction Inspector, 1 copy to Construction Engineer File: Permit #D02-370 THIS SET OF APPROVED I LAp3, MUST BE ON THE JOB AT ALL TilVIES DURING CONSTRICTION. Ff!S BUILDING IS NOT TO BE OCCUPIED UNTIL AFTER (FINAL INSPECTION APPROVAL QY THE TUXWFLA BUILDING DIUISION12 DEPARTMENT OF COMMUNITY DEVeCOPR ENT CITY OF TUKWILA MODIFICATION PROPOSAL NO. 2 i SHEET 1 OF 1 DATE: PROJECT NAME: C It k1 t✓ 5 (11 A-1, CONTRACTOR: -1,4.0 C.�st., t r-tc_ I. PROPOSAL REQUEST __„:"amit> ms~_ PROJECT NO.: BUDGET NO. CONTRACT NUMBER: P390 etp Please furnish your proposal for executing the following changes to make the herein described changes to the plans and specifications or do the following described work not included in.the plans and specifications on this contract: GalLIVAWL) CHANGE: I N S LI LkfD u7 iii -fr+ C QJw� tJL Ov�/L lc 2 014 C n 'tiA 1\ cl_ S ua,Yt Y U nk (<Dt, C is b &r-Lis ks l cvr 3 1 6 NL flrcL1ti frfru 61£ 'Let (M-t irs 2 Ldc& xm (D,t4114s !Q- IrtOin GV 5 A 7_ W G4T -trr -r QUJc S REASON FOR CHANGE: 64;i44ifl O (*DT Q (Zgt,ls -OS Wlr A-f G,L.t° C ')l.iZ 'z- t i- S`rRSL -L M? II. CONTRACTOR'S PROPOSAL (Agreed) or Maximum) Cost: (Agreed) or Maximum) Credit Time Extension (if required) Authorized Contractor's Signature Date III. CONSULTANTS REVIEW We have examined the foregoing proposal and find the cost reasonable an recommend its acceptance. Consultant's Signature Date Proposal Rejected: IV. OWNER ACCEPTANCE: The Owner hereby accepts the foregoing proposal, pending review and approval of detailed costs and preparation of a formal change order. This acceptance (does) (does not) constitute a FIELD ORDER to proceed immediately with the modification Owner Representative Signature: Date NOTE: This Modification Proposal is not effective until approved by the "Owner Conditions: A. The following change. and work affected thereby. are subject to all contract stipulations and covenants. B. The ri_shts of the "Owner" are not prejudiced: and C. All claims against the "Owner" which are incidental to or as a consequence of this change are waived. Copy Distribution ORIGINAL and copy to: Contractor. 1 copy to Consultant,1 copy to Construction Inspector, 1 copy to Construction Engineer File: Downspout Grabber Utilities Committee April 8, 2003 Present: Pam Linder, Chair; Joan Hernandez, Dave Fenton Jim Morrow, Frank Iriarte, Brian Shelton, Ryan Larson, Gail Labanara, Tom Pulford, Lucy Lauterbach 1. Public Works Trust Fund Loan The City submitted a $100,000 loan request to the Public Works Trust Fund (PWTF). They have received that loan, and the City is being asked to accept it. It will be used along with CDBG block grant funding to design the needed drainage improvements in Cascade View. They hope to get a loan to do construction next year. Ryan drove to Olympia to turn in the loan application, finding out later he had even more time to do it. Ryan gave information about his other project, TIB, which is going well. There have been some complaints about debris on and off the road, and the work being done for storm water lines. The work for the storm drains is 70% complete. When that's done, the power lines will go in. Recommend City accent 5100.000 PWTF loan. 2. GIS -based Infrastructure Inventory Public Works has agreed to a contract with Perteet to do a global positioning study of the area north of S. 115` in Allentown, including Ryan Hill and East Marginal Way. The annexed areas of the city don't have good drawings of the infrastructure, and it makes building difficult for contractors. It will also let our crews know where the outfalls and catch basins are for maintenance. $100,000 in funding will come from the 303 (Facility maintenance) fund and $169,715 will come from Surface Water. Dave asked if connectivity could be part of this study, and was told it could not be as they're looking for metal pipes only. A year ago the city called for consultants to present the information they would gather in a study like this, and Perteet was the clear winner. The only disadvantage of doing this is that it costs $269,715, and is only a small portion of the whole city. Move authorization for contract with Perteet engineering to provide infrastructure inventory to Regular Meeting. 3. Lower City Hall Entrance Work The northwest entrance to city hall with the deck is rotted and falling apart. The low bid did not include all the work that eventually needed to be done. It turned out that with the change orders, the eventual cost equaled the two higher bidders. What was first thought to be a small improvement turned in to a much larger job, with rot, previous cheap work, and insect damage all beyond what was known up- front. The project will be paid out of the 303 facility improvement fund. Dave and Joan wanted to know how this would affect the project of updating Council chambers. Jim M explained that there is a list of action items, a list of design items, and a list of needed but not scheduled items. The Council chamber is at the top of the design list. Another item Jim mentioned was the possibility of hiring a reliable and decent painting firm to do city projects for a year. Though it would cost more, it would result in higher satisfaction with painting jobs rather than relying on low bids that often do unsatisfactory work. Recommend change order to Council for approval. t uu l 1908 CAS Number: 03-053 Agenda Item Title: Accept Turnover of Infrastructure from International Gateway East II- Group Health Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): Meeting Date 4/21/03 Meeting Date 4/21/03 COUNCIL AGENDA SYNOPSIS Meeting Date 4/21/03 Council The International Gateway East II Group Health development is complete and ready for turnover of public infrastructure improvements. Public Works staff inspected the facilities and all permits have been approved. The turnover includes pavement, curb, gutter, and sidewalk, and 12" storm drainage with 13 catch basins and a detention tank for a value of $158,372.00. Accept turnover of public infrastructure. Forward to Regular Council and authorize Mayor to sign acceptance forms. Same as sponsor. N/A Initials Prepared by 1 Mayor's rpiew 1 Council review DM S A. I I ITEM INFORMATION Original Agenda Date: April 21, 2003 Admin. Public Works RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated March 25, 2003 with vicinity maps Transportation Committee meeting minutes from April 14, 2003 Turnover documents available at Public Works ITEM No. qd TO: FROM: DATE: SUBJECT: ISSUE BACKGROUND ALTERNATIVES None. RECOMMENDATION INFORMATION MEMO Mayor Mullet Public Works Directo March 25, 2003 International Gateway East II Group Health Permit Nos. D99 -0438 D99 -0439 Site Address 12401 12501 East Marginal Way South, Tukwila Parcel Nos. 734560 -0490, 0430, 0385, 0580 Turnover of Storm Drainage and Street Facilities within S 124th St, S 126th St, and 35th Ave S Accept turnover of storm drainage system and street infrastructure, constructed within right -of- way, as part of the development known as the International Gateway East II Group Health Development. The International Gateway East II Group Health Development is now completed. As a condition of the development, the International Gateway East II Group Health Development included the construction of; 1,400 lineal feet of 12 inch CPEP, 60 lineal feet of 72 inch CMP detention tank, 10 each Type I CBs, 1 each Type II CB 48 -inch, 2 each Type II CB 60 -inch for storm drainage. Along with 114 square yards of concrete driveway, 1,370 lineal feet of 5 feet wide sidewalk, 1,400 lineal feet of curb /gutter, and 4,620 square feet of pavement. The value of the transferred assets, from the Developer to the City of Tukwila, is $158.372.00. Conditions were placed on the development to provide the following turnover documents: 1. Letter from owner requesting turnover 2. Capital Asset Acquisition form 3. List of Materials /Costs (City format) 4. Bill of Sale 5. Two -year maintenance bond 6. As -built plans and CD for proposed public facilities The proposed public facilities have been constructed to City standards and inspected by Public Works staff and are now ready for turnover as public infrastructure. Request Utilities Committee move to consent agenda to authorize Mayor to sign acceptance forms. attachments: Vicinity Map Turnover Documents 1-6' Development File: International Gateway East II Group Health *NOTE: All documents are available at Public Works and will be presented at the meetings. 3. Tukwila Urban Center(TUCI /TOD Transit Plan There is already an ongoing study of the TUC /TOD areas by Freedman, Tung and Bottomley as well as ECONorthwest. Now Public Works has selected a contractor to do the Transit Network study that will be a part of the TUC /TOD study as well as an update to the Transportation Element of the Comp Plan. Staff used a consultant list to rate who would be best to do this work and selected Perteet, who has what is possibly the best transportation planner in the region. They were chosen from a list of three consultants. Perteet will coordinate with the other two consultants. Pam C asked for the tally sheet used to rate consultants. When asked how Metro's transit plan would fit into this, Cyndy said this study will be used to fit Metro's plan into this area. Dennis raised the issue of no residents being included in the stakeholder meetings, and Cyndy said residents could go to any of the meetings if they were interested. Recommend Consultant Agreement with Perteet for 582,795 to Regular Meeting for mayor's sienature. 4. Interurban Bridge Consultant Services Entranco provides consultant services on city projects, and they have agreed to provide construction management services on the Interurban Bridge Widening and Trail. The cost of their services will be $250,000 for the $2 m. project. This will be Supplement 2 to their contract. Recommend Sunplemental Agreement for Entranco services on Interurban Bridge Widening proiect to Regular Meeting. 5. Gateway East II- Group Health Turnovers International Gateway East constructed some public improvements as part of their Group Health development. Those were constructed according to city standards, and are ready for acceptance. They include a storm drain, curb, gutter, sidewalk, paving and driveway. Recommend acceptance of infrastructure and release of retainage to Regular Meeting's consent agenda. G. Committee Chair approval I J L chair approval a *Z, c mzz Vicinity Map Site Allentown Foster International Gateway East 11 Group Health Infrastructure Turnover D99-0439 D99-0438 D99-0439 International Gateway East 11 - Group Health 12401 East Marginal Way South 12501 East Marginal Way South International Gateway East II Group Health Infrastructure Turnover Storm Sidewalk Pavement EXISTING POWER POLE TO BE RELOCATED. CQNIWCtOR.SKALI. .COORDINATE.RELOCABON WITH SEATTLE•QTY DOW AND US •*EST. DC STREET SIGN! TO BE RELOGAIED FIRE HTDFWAT. TO BE RELOCATED O DG.VIATER VAIA TO-8(..ADJUST8D-TO BOLLARDS MD aim (FIRE DEPT. ACCESS ONLY) COSTING TELEPHONE POLE TO BE REIAOVED. COMACTOR.SHALL. CONTRACTOR SHALL•COOREARATE. REMOVAL (PER CRY OF TUKWILA S70. DETAIL RS-9) NOTE eCtOR4CTORS1AIli PROYDE BY. ELECTRICAL: ENGINEER MC: EXISTING TELEPHONE GUY POLE MID GUY WIRE TIT BE. RELOCATED...CONTRACTOR SHALL COORDINATE International Gateway East II Group Health Infrastructure Turnover Storm Sidewalk Pavement 1. NEW 8' WATERTON CONSTRUCTED BY OTHERS. CONTRACTOR SHALL FIELD LOCATE WATERMAN MID COORDINATE MN RELOCATION WEN KUM )125. 2. CONTRACTOR SHALL REPLACE DRIVEWAY TO octstim CONDITIONS OR BETTER FOLLOWING CONSTRUCTION. DEVELOPER SHAU. OBTAIN MY TEMPORARY CONSTRUCTION EASEMENTS MD/OR PERMANENT DRAINAGE EASEMENTS FROM ADJACENT PROPERTY OWNER PRIOR TO CONSTRUCTION. COSTING POWER P CONTRACTOR SHALT WITH SEATTLE COY EXISTING POWER P CONTRACTOR SHALT International Gateway East II Group Health Infrastructure Turnover Storm Sidewalk Pavement NOTE* SEE SHEET R2 FOR 35TH AVE. S. PLUG EXISTING TO EAST ARO WEST. ADJUST RIM TO ANISEED GRADE EL International Gateway East II Group Health Infrastructure Turnover Storm Sidewalk Pavement SAWCUT UNE 1 MIN. MATCH EXISTING GRADE PLAN VIEW 10' STORM o DRAINAGE ESMI. I 0 PUGET SOUND ENERGY International Gateway East II Group Health Infrastructure Turnover Storm Sidewalk Pavement CAS Number: 03-054 I Original Agenda Date: April 21, 2003 Agenda Item Title: Bid Award for construction of the Cascade View Community Park and Street Improvements Project (97 -PK03) Original Sponsor: I Timeline: Sponsor's Summary: Meeting Date 4/21/03 Meeting Date 4/21/03 COUNCIL AGENDA SYNOPSIS Initials Meeting Date 1 Prepared by 1 Mayor's review 1 Council review 4/21/03 1 CK„Se{'(fl ka 1 iee_ v I" I I I I I I Council ITEM INFORMATION Admin. Public Works This project will construct the new City park and street improvements at the corner of S. 14411' Street and 37 Avenue South. The project was re- advertised on March 18 and 25 and four bids were received and opened on April 1, 2003. The low bid of $740,410.76 was from Archer Construction who then requested to withdrawal their bid due to an error in their bid submittal. The second low bid of $927,542.88 is from Rodarte Construction, Inc. Recommend award bid to Rodarte Construction. Recommendations: Sponsor: Award contract to Rodarte Construction, Inc. Committee: Forward to Regular Council. Administration: Same as Sponsor. Cost Impact (if known): $927,542.88 Fund Source (if known): 301 Parks (pg. 8 2003 CIP) RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information memo dated April 7, 2003 Archer Construction's Withdrawal Letter Bid tabulation Transportation Committee Minutes from April 14, 2003 ITEM No. a To: From: Date: Subject: INFORMATION MEMO Mayor Mullet Public Works Director April 7, 2003 Bid Award Cascade View Community Park and Street Improvements Project Project No. 97 -PK03 ISSUE Award of bid for the Cascade View Community Park and Street Improvement Project. BACKGROUND On April 3, 2002, four bids were opened and publicly read for the Cascade View Community Park and Street Improvement Project. The apparent low bidder was Archer Construction, Inc. The second low bidder was Rodarte Construction, Inc. All four bids were under the Engineer's Estimate. Additionally, one Additive Bid Alternate was included. Total Base Bid Total Add'1 Alternate Total Construction Contract Other Construction Costs Seattle City Light Art Elements, Gazebo, and Park Lighting Play Equipment, Site Furnishings, etc. Construction Contingency (10 Total Protect Cost LOW BID 2"d LOW Archer Rodarte Construction Construction $535,505.90 $697,152.32 24,153.60 32,640.00 Engineer's Estimate Budget $722,923.43 8,160.00 $559,659.50 $729,792.32 $731,083.43 $10,489.00 46,784.00 67,477.56 56,000.00 $740,410.76 $10,489.00 $10,489.00 46,784.00 46,784.00 67,477.56 67,477.56 73,000.00 73,000.00 $927,542.88 $928,833.99 $930,000.00 I On April 4, 2003, Archer Construction, Inc. submitted a request, in accordance with the Standard Specifications 2002, to withdraw their bid. The request was based on an error Archer staff found in the bid preparation. ANALYSIS Staff has reviewed the request from Archer Construction, Inc and concurs that there was, in fact, an error made during the bid proposal preparation. The error was in the transcription from the estimator's notes to the bid proposal form where $44,000 was mistaken for $4,000. Archer Construction, Inc. bid in good faith and without gross negligence. The request to withdraw the bid was made in a prompt manner and complies in all aspects with the timing specified in the Standard Specifications. Because the second low bidder, Rodarte Construction, Inc., submitted a bid under the Engineer's Estimate and within the City of Tukwila's budget for this project, the City will not be caused substantial hardship by releasing Archer Construction, Inc. from their contractual obligations. RECOMMENDATION p: \cyndy\s 144th street \info memo- park award bid withdrawal.doc gi 1. It is recommended that Archer Construction, Inc. be relieved from their responsibilities of award. 2. It is recommended that Archer Construction, Inc's. bid bond be returned and not forfeited to the City. 3. Staff recommends that the award of contract be given to the second low bidder, Rodarte Construction, Inc., in the amount of $697,152.32. 4. Staff further recommends the award of the additive alternate item in the bid package in the amount of $32,640.00, bringing the full bid award to $729,792.32. Award the bid to Rodarte Construction, Inc. in the amount of $729,792.32. ARCHER CONSTRUCTION, INC. 7855 So. 206th St. Kent, WA 98032 (253) 872 -7222 FAX (253) 872 -7277 AR- CH- El- 219 -DR April 4, 2003 Ms. Cyndy Knighton Senior Transportation Engineer City of Tukwila 6300 Southcenter Blvd, Ste #100 Tukwila WA 98188 RECEIVED APR 0 4 2003 TUKWILA 'UBLIC WORKS RE: City of Tukwila Project Cascade View Community Park and Street Improvements 97 -PK03 Dear Ms. Knighton: After reviewing our bid, we have found that a mathematical error was made on Item A4 ,Grading. The amount should have been $44,000.00, and was incorrectly written down as $4,000.00. As we were hastily putting the bid together, we unfortunately did not have time to double check items as we normally do. Therefore, we are withdrawing our bid. I declare under penalty of perjury that the above statement is true and correct and have attached copies of our worksheets for verification. Please review and call if you have any questions. Sincerely, Wade Archer President Notarized this day of April. 2003. UTILITIES FIRE PROTECTION ARCHER CONSTRUCTION, INC. 7855 So. 206th St, Kent, WA 98032 (253) 872 -7222 FAX (253) 872 -7277 AR- CH -EI- 219 -DR April 4, 2003 Ms. Cyndy Knighton Senior Transportation Engineer City of Tukwila 6300 Southcenter Blvd, Ste #100 Tukwila WA 98188 RECEIVED APR 0 4 2003 TUKWILA PUBLIC WORKS RE: City of Tukwila Project Cascade View Community Park and Street Improvements 97 -PK03 Dear Ms. Knighton: I hereby certify and declare under penalty of pei jury that the enclosed are the worksheets used in preparing the bid we are withdrawing. Please review and call if you have any questions. Sincerely, Wade Archer President Notarized thi tl1 day of April, 2003. UTILITIES FIRE PROTECTION <4 r 2 •P--.. 3 Si ci ea f Z. i 7--r< sc.......-..-, c..„( aeo 0,0 .4ro t' mso 7 1 0 0 Os ric..4._ ettlat .-A- ,e St—C 0 0 a r a e- 1 5— 2. 1Y, q an 4,0 "3 roc, .enav-tvae__ Ls? /no //-k 10 e to /90o Z‘ .L in 0 Af dese, peek >Y<=7 4 2 -1 /7.:00 CITY OF TUKWILA DEPARTMENT OF PUBLIC WORKS Cascade View Park 837th Avenue South Street Improvements Project No. 01 -PKO1D 597 -PK03 Certified Bid Tabulation -April 3, 2003 No. Item BID SCHEDULE A - PARK IMPROVEMENTS By: Susan Byers Date: 04/04/03 WITHDREW BID. Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unk Cost Total Cost Unit Cost Total Coat Unit Cost Total Cost MOBILIZATION Al Mobilaa8on 1 LS 314,000.00 $ 14 000.00 $ 10000.00 3 10.000.00 $ 28.795.17 3 28795.17 3 26,767.00 $ 26.767.00 3 2,000.00 3 2,000.00 PARK CONSTRUCTION A2 Temporary Water PolNtiorvErosion Control 1 FA 2.000.00 2,000.00 .2,000.00 2000.00 2,000.00 2,000.00 2.000.00. 2,000.00 2.000.00 2,000.00 A3 Tree Removal 1 LS 7,700.00 7700.00 5000.00 5.000.00 2.120.00 2,120.00 3,384.45 3.384.45 1,000.00 4,000.00 1.00000 4.000.00 A4 Grading 1 1.5 15.500.00 15500.00 50,000.00 50.000,00 43,106.00 43,106.00 19,095.00 19,095.00 A5 Crushed Surfacing Top Course 190 TONS 20.00.. 3,800.00 25.00 4,750.00 31.00 5,890.00 24.70 4,693.00 14.00 2,660.00 A6 . Chain Link Fencing 185 LF 10.00 1,850.00 15.00 2.775.00 14.00 2,59000 13.20 2,442.00 13.00 2,405.00 A7 Restroom Enclosure - 1 - LS 800.00 80000 2.50.0' 2,500.00 .1.231.00 1.231.00 2,398.00 2,398.00 800.00 800.00 CONCRETE SIDEWALK, PAVING, CURBS, AND CONCRETE BLOCK WALLS A8 Cement Concrete Sidewalk 770 SY 25.00 19,250.00 28.00 21,560.00 41.40 31.878.00 25.20 19.404.00 21.00 16.170.00 A9 4" Concrete Paving at Plaza 400. SY 30.00 12,000.00 28.00 11,200.00 25.30 10,120.00 25.20 10,080.00 21.00 8.400.00 A10 4" Concrete Paving at Comers 115. SY 25.00 2,875.00 26.00. 3.220.00 25.30 2.909.50 25.20 2,898.00 21.00 2,415.00 A11 6" Concrete Paving at Plaza 335 SY 45.00 15.075.00 35.00 11,725.00 30.90 10,351.50 35.90 12,026.50 26.00 8 .710.00 Al2 Concrete Block Seating Wall & To at Plaza 55 LF 40.00 .2,200.00 175.00 9,625.00 173.00 9.515.00 108.60 5,973.00 85.00. 4.675.00 A13 Concre te Block Sign Wall & Towers 40 LF 80.00 3,200.00 ' 175.00 7.000.00 173.00 6,920.00 122.60 4,904.00 85.00 3.400.00 A14 Concrete Blod Seating Wall at Game Area 20 LF 40.00 800.00 235.00 4.700.00 173.00 3,46000 83.20 1,664.00 85.00 12.00 .1.700.00 3.600.00 A15 Concrete Play Area Curb 300 LF 17.00. 5,100.00 18.00. 5,400.00 14.90 4.470.00 24.35 7,305.00 1116 Concrete Mow Sip 35 LF 5.00 175.00 20.00 700.00 13.00 455.0' 21.00 735.00 11.00 385.00 A17 Concrete Footings- Gazebo & Pedesbian Llghls 8 EA .1.000.00 8,000.00 500.00 4,000.00 432.00 3.456.00 1,074.00 8.592.00 300.00 2.400.00 STORM DRAINAGE A18 Area Drains 9 EA 150.00 1,350.00 300.00. 2 ,700.00 165.00 - 1,485.00 631.00 5,679.00 210.00 1.890.00 A19 Drain Pipe. 4 In. Diam. 330 LF 10.00 3,300.00 6,00 1.980.00 5.30 1,749.00 5.60. 1,848.00 8.00 2.640.00 A20 Drain Pipe.6 In. Diam. 445 LF 15.00 6,675.00 7.00 3,115.00 12.70 5,651.50 6.50 2.892.50 8.00 3,560.00 WATER L 10.00 1.250.00 7.00 875.00 5.80 725.00 12.50 1,562.50 18.00 2,250.00 A21 Water Service 125 LF SEWER .. A22 PVC Sanitary Side Sewer Pipe, 1 /2 Ind) Diam. 105 LF 10.00 1,050.00 17.00 1,785.00 4.20 441.00 15.00 1,575.00 .. 13.00 1,365.00 PARK DEVELOPMENT A23 PSIPE -Trees 1 LS 18,000.00 18.000.00 20,000.00 20.000.00 14,310.00 14,310.00 18.660.00 18,660.00 11,380.00 11,380.00 A24 PSIPE- Shrubs 1 LS 12.00.0 12.00.0 9,000.00 9,00.0 6.253.0 6,253.0 9.189.0 9,189.00 6,900.00 6,900.00 025 PSIPE- Groundcover 1 LS 12.00.0 12.00.0 5.00.0 5,000.00 3.572.20 3,572.20 6,176.0 6,176.00 5.600.0 5,600.00 A26 Bulbs 1 LS 3,560.00 3,50.0 5.00.0 5,00.0 2,843.0 2,843.00 4.03.0 4.063.00 410.00 410.00 A27 Topsoil Type A 300 CY 35.00 . 10.50.0 25.00 7.50.0 30.20 9.060.0 26.40 7.920.0 30.00 9,000.00 A28 Compost 30 CY 35.00 10.50.0 30.0 9.00.0 28.30 8.40.0 29.40 8.820.0 23.0 6.90.0 A29 Bark Mulch 200 CY 35.0 7,00.0 30.0 6.00.0 25.70 5,140.0 32.40 6.480.0 26.00 5.20.0 A30 Hydroseeding 5,560 SY 0.90 5.04.0 0.50 .2.780.0 0.70 3.892.0 0.54 3,002.40 070 3,892.00 A31 Initiation System, Complete 1 LS 25, .00 25,000.00 25,000.00 25,00.0 5.269.0 5,269.0 26.820.0 26.820.0 21 000.00 21,00.0 ILLUMINATION AND ELECTRICAL SYSTEM A32 Electric Panel& Meter 1 LS 4,000.00 4,000.00 6,000.00 6.00.0 5.563.0 5.563.0 5.563.0 5,563.0 3.800.0 3,800.00 A33 Junction Boxes -T pe1 4 EA 40.0 1,600.0 500.00 2.00.0 344.0 1.376.0 280.00 1.120.0 310.0 1,240.00 A34 Junction Boxes -Type 2 1 EA 500.00 500.00 500.00 500.0 465.0 465.00 532.00 532.00 4200 420.0 A35 PVC Conduit - 1 Inch Diam. 1,00 IF 10.00 10.00.0 10.0 10,00.0 8.10 8.10.0 5.45 5.40.0 8.00 8,000.00 SITE FURNISHINGS A36 Drinking Fountain (Installation Only) 1 LS 500.00 500.00 30.0 30.00 1,503.0 1,503.0 786.0 786.00 200.00 200.00 A37 Bollard 1 EA 500.00 500.00 400.00 400.00 632.00 632.00 630.00 630.00 200.00 200.00 A38 Picnic and Game Tables (Installation Only) 4 EA 200.00 800.00 200.00 800.00 2,006.00 8.024.0 1,020.00 4,080.00 200.00 800.00 A39 Sign Lettering .1 L5 2,000.00 2,000.00 1,000.00 1,000.00 670.00 670.00 1.50.0 1.600.00.1 200.00 200.00 SUBTOTAL SCHEDULE A $ 251,414.00 $ 276,890.00 $ 264,48057 $ 268,709.35 $ • 163,567.00 Sales Tax @ 8.8% $ 22,124.43 $ 24,366.32 $ 23,274.32 $ 22,766.42 $ 14,39390 SUBTOTAL SCHEDULE A $ 273,53543 $ 301,256.32 $ 257,75519 . $ 281,47577 $ 177,960.90 Page 1 o13 4/7/03 CITY OF TUKWILA DEPARTMENT OF PUBLIC WORKS Cascade View Park 8 37th Avenue South Sheet Improvements Project No: 01 -PK01D 8 97PK03 Certified Bid Tabulation - AprIl 3, 2003 By: Susan Byers Date: 04 /04/03 WITHDREW BID' CHEDULE B - ROADWAY AND SIDEWALK IMPROVEMENTS No Item _. Quantity Unit Unit Cost Total Cost .`�.. Unit Cost Total Cost MOBILIZATION 2,500.00 2,500.00 43.106,00 43,106.00 32.000,00 32,000.00 ROADWAY B2 Temporary Water Pollu8o&Erosion Control 1 FA 5,000.00 10,000.00 5,000.00 10,000.00 5000.00 10,000.00 5,000.00 10,000.00. 5,000.00 10,000.00 5,000.00 10000.00 5,000.00 10,000. 5,000.00 10,000.00 5,000.00 5,000.00 ..10,000. 10000.00 36.00 ' . 34,560.00 36.50 35,040.00 . 40.40 38,784.00 34.00 32,640.00 3.00 8.160.00 2.00 5,440.00 1.70 4,624.00 2.10 . 5.712.00 1.00 2,720.00 86 Pavement Removal. 1485 SY 10.00 14850.00 `. 5.00 7,425.00 3.00 4,455,00 137 Unsuitable Foundation Exca vation Ind, Haul 50 CY 15.00 750.00 22.00 1,100.00 33.00 1.650,00 18.25 912.50 30.00 1,500,00 68 Gravel Borrowincludin• Haul 255 TN 18.00. 4,590.00 14.00 3,570.00 11.00 2,805.00 89 Crushed Surfed • Base Course 645 TN 25,00 16,125.00 16.00 11,610.00 18,70 12,061.50 14.00 9,030.00 610 Cru shed Surfaci • To• Course .1400. TN 25.00. 35.000.00 20.00 28,000.00 26.20 96,680,00 19,70 27,580.00 1100. 15,400.00 911 Planin• 6.00 6,270.00 5.60 5.852.00 6.0 6,270.00 5.00 5,225.00 75.00 ' 35,625.00 60.00. 28.500.00 5630 26.742,50 51.00 24,225.00 60.00 19,800.00 61.60 20,328.00 56.30 18.579.00 52.00 17,160.00 60.00 12,900.00 56.40 12.126,00 55.85 12,007.75 48.00 10,320.00 50.00. 1,000.00 37.00 740.00 82.20 1644.00 • 34,00 680.00 816 Modular Block Retaini • 50.00 10,000.00 22.00 4,400.00 19.40 3,880.00 17,65 3,530.00 15,00 3,000.00 12.00 21,240.00 9.70 17,169,00 - 10.75 .19.027.50 10.00 17,700.00 500.00 3,500.00 . 486.00 3,402.00 650.00 4,550.00 250.00 1,750.00 Ali 25,00 25,000.00 24.00 24,000.00 20.30 20,300,00 23.90 23.90000 20.00 20,000,00 TRAFFIC CONTROL DEVICES 620 Permanent Sienin• 1 LS 2,000.00 2.000.00 1,500.00 1,50000 271.00 271.00 780,00 780.00 2,000.00 2,000.00 3,00 600.00 2.00 400.00 1.60 320.00 3.10 620.00 2,00 400.00 4,00 80.00 5.00 100.00 4.00 80.00 11.75 235.00 5.00 100.00 823 Plastic CB mark.• 100 .00 1,900.00 30.00 570.00 28.00 532.00 33.60 638.40 30.00 570.00 1.00 70.00 1.00 70.00 1.10 77,00 235 15750 2.00 140.00 yr= 5.00 550.00 2.00 220.00 2.20 1 242.00 5.00 550.00 • 3.00 330.00 B26 Plastic Access Parkin• Symbol 1 EA 60.00 60.00 60.00 60.00 56.00 56.00 106.40 106.40 60.00 60.00 827 Topsoil T pe A' 50 CV 30.00 1500.00 60.00 3,000.00 43.00 2,150.00 39.00 1.950.00 31.00 1,550.00 828 H •roseedin• 500 SY 1.00 500 .00 1.00 500.00 2.10 1,050.00 1.20 600.00 1.25 625.00 829 Prop e Restoration 1 LS 5,000.00 5.000.00 2.000,00 2,000.00 2,868.00 2,888.00 11700.00 11.700.00 8,000.00 8.000.00 STORM DRAINAGE 1.00 1,00 1,411.00 1,411.00 840.00 840.00 8,000.00 8.000.00 B31 Draln Pipe, 64nch Diam. PVC 145 LF 15.00 2,175.00 20.00 2,900.00 17.6. 2.552.00 15,00 2.17500 10.00 1,450.00 100.00 400.00 61.00 244.00 435.00 1740.00 300.00 1,200.00 B33 Remove / Abandon Storm Dram Pipe 640 LF 10.00 6,400.00 5.00 3.200:00 1.30 ' 832.00 6,70 4,288.00 8.00 5,120.00 B34 Storm Drain Pipe. 8" 01 140 LF 30.00 4.200.00 45,00 6.300,00 25.00 3,500.00 26.20 3.668.00 20.00 2,800.00 B35 Storm Drain Pipe,12" DI 680 LF 35.00 23.800.00 47,00 31.960.00 31,00 21,06.00 34.80 23.664.00 23.00 15,640.00 30.00 27,600.00 40.00 36,800.00 22.70 20,884.00 29.75 27,370,00 15.00 13400.00 450.00 2,700.00 500.00 3,000.00 613.00 3,678.00 780,00 4.46.00 400.00 2400.00 838 Modified Concrete Inlet 6 EA 700.00 4.200.00 700.00 4.200.00 690.00 ' 4,140.00 990.00 5,940.00 1,000.00 6,000.00 839 Concrete Inlet 6 EA 700.00 4,200.00 800.00 4,800.00 644.00 3.864.00 799.00 4,794.00 1,000.00 6,000.00 B40 Catch Basin, T Pe 1 19 EA 1,000.00 19,000.00 700,00 13,300.00 1,300.00 24.700,00 36,000.00 38,000.00 10,000.00 10,000.00 10,000.00 642 Franchise Utility Trenden• and Restoration 1 LS 2,000.00 2,000.00 25,000.00 25,000.00 19,000,00 19,000.00 SUBTOTAL SCHEDULE B S 432,6856 S 381,096.00 S 405,916.67 S 422,245.30 S 345,495.00 Page 2 of 3 4/7/03 CITY OF TUKWILA DEPARTMENT OF PUBLIC WORKS Cascade View Park 8 37th Avenue South Street Improvements Project No. 01 -PK01D 897 -PK03 Certified 81d Tabulation - Apr/13, 2003 BID SCHEDULE C - FRANCHISE UTILITY WORK By: Susan Byers Date: 04/04/03 r No. Item Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Tobl Cost Unit Cost Total Cost-1 ROADWAY T 01 A0just Manholes to Grade 5 EA 300.00 1,500.00 220.00100.00 179,00 895.00 570.00 2.850.00 300.00 1,500.00 02 Water Service 13 EA 1,000.00 13,000.00 800.00 10.400'00 k 1,094.00 14,222.00 518.50 6,740.50 600.00 . 7.800.00 03' Adjust Water Meter Box 11 EA 200.00 2,200.00 300.00 3,300.00. 67.00 737.00 342.00 - 3.762.00 250.00 2,750.00 - SUBTOTAL SCHEDULE C $ 16,700.00 5 14,800.00 $ 15,854.00 5 13,352.50 $ 12,050.00 5 22,200.00 SUMMARY TOTAL BASE BID 5 660.00 BID SCHEDULE Awl tax S 273,538.43 5.' 301,256.32 -' 5. 287,755.19 5 281,475.77 5 177,960.90 5 1,433.52 6 1,953.60 TOTAL ADDITIVE BID ALTRNATE NO. 1 BID SCHEDULES 5 432,585.00 $ 381,096.00 , S 405,916.57 5 422,245.30 $ 345,495.00 5 28,233.60 $ 17,723.52 BID SCHEDULE C - 5 16,700.00 $ 14,800.00 5.' 15,854.00 $ .1 3,352.50 5 12,050.00 TOTAL BASE BID $ 722,923.43 i 5 697,15232 .,'. 5:' 709,52546 $ 717,073.57 $ 535,505.90 " CORRECTED MATH FR0.0R WITHDREW BID ADDITIVE BID ALTERNATE NO. 1 unit alljanan Unit Cast Total Cast linZiraM CONCRETE SIDEWALK, PAVING, CURBS, AND CONCRETE BLOCK WALLS ADD. NO. AdtlNOnal Seating Wall at Play Area Including 150 LF 1 Towers 50.00 7,500.00 200.00 30,000.00 173.00 - 25,950.00 108.60 16,290.00 148.00 22,200.00 SUBTOTAL ADDITIVE BID ALTRNATE NO. 1 $ 7,500.00 $ 30,000.00 _ 9 25,9500, $ 16,290. 5 22,200.00 Sales Tax @ 8.8% 5 660.00 $ 2,640.00 S 2,283.60 5 1,433.52 6 1,953.60 TOTAL ADDITIVE BID ALTRNATE NO. 1 $ 8,160.00 5 32,640.00 5 28,233.60 $ 17,723.52 S 24,153.60 Does not include owner - supplied park items, artist work, or SCL work. Page 3 ol3 07103 Transportation Committee April 14, 2003 Present: Dave Fenton, Pam Linder CoChairs; Pam Carter Jim Morrow, Bruce Fletcher, Frank Iriarte, Cyndy Knighton, Robin Tiscbmak, Steve Lancaster, Rhonda Berry, Lucy Lauterbach; Dennis Robertson; Stacy Tressler and Craig Stone- WSDOT 1. I -405 Plans Stacy had a large scale map of I -405's south portion, and pointed out preliminary plans as they now stand, The plan calls for a new entrance and exit to 405 from Lind Avenue in Renton. The Rainier exits and entrances would be closed, and people would go down East Valley from Rainier to an entrance near S. 180'". Although there were no current plans for Tukwila service, alternatives were shown to the committee with a northbound entrance at Andover West, and a south/westbound entrance at the 61 Ave (S line) bridge. These were shown in alternatives A -F that were used in charettes, one of which was in Renton and was attended by several Tukwila staff members from Public Works and DCD. Stacy said she could send digital photos of the E and F maps to Tukwila when Pam L requested it. The Tukwila- Renton -north Renton section is one of the most badly congested sections of the road. Though other sections are slated to be done earlier, DOT and Tukwila hope that if the south end can agree on a plan for their section, it could be slipped in while waiting for other areas to reach agreement. The Renton section costs $1.4 billion. One of the plans for the new road is added lanes in each direction. One or two lanes could be added, including managed toll lanes that use computer chips to record trips rather than a toll booth. As the total project cost is $3.7 -4.2 billion, tolls that bring in $20 million per year would be helpful. One of the issues raised was bus rapid transit, and how that could be a solution to mass transit here. When asked, Steve L answered that a transit center at Southcenter was the city's preferred alternative, rather than at Longacres. Dennis raised the point that park and ride spaces were already at a premium on Grady Way across from the theaters. DOT has not planned additional park and rides. Pam L warned that too small a park and ride lot causes many problems. Including opportunities to get on buses that can get to 1 -405 from Tukwila was an important point for the committee. Options include extending Tukwila Parkway east to connect to Interurban's connection to I -405, or adding an entrance at Andover Park West and the 61 Street bridge area. Information. 2. Cascade View Park and Street Improvements Last year the City bid the park and the bids came in too high for us to accept. Some changes were made to lower the cost, including taking the color out of the sidewalks, reducing a paver wall size from a full to a partial circle, and reducing the driveway's base materials. The new bids this year are much better. Though the lowest bid was quite low, that bidder has been excused because of an honest error in his calculations. Jim M said it's often a good idea not to force the low bidder to remain, because their bid may be low because of their inexperience with a project, as appeared in this case. The apparent next low bid which the city is prepared to accept, was from Rodarte Construction, whose bid was just barely under the city's budget. The concrete curb, sidewalks, paving and wall were put into an additive bid, which is included in this bid, as are the art elements and play equipment. Recommend bid award to Rodarte for 5729.792.32 at a Regular IMteetinE. CAS Number: 03-055 Original Agenda Date: 4 O 2 Agenda Item Title: Award of contract to Bernhardt Industries, Inc., in the amdunt ot$324 for the Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project. (CAP 4/15) Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): 4/15/03 Meeting Date Meeting Date 4/21/03 Council The Parks and Recreation Department placed a Calf for Bids to obtain bidders for the Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project Number 89 -13G09 -GOLF 03-03. Eight sealed bids were received and publicly open on April 15, 2003 by the City Clerk. The low bidder was Bemhardt Industries, Inc. with bid of $298,000.00 plus sales tax totaling $324,224.00. Total Project Encumbrance: Bernhardt Industries, Inc $324,224.00 contract, plus a 10% construction contingency of $32,422, totaling $356,646.00.. Recommends Award of Contract. Same as sponsor Same as sponsor $356,646.00 Golf Course CIP, Enterprise Fund. Initials Prepared by 1 Mayor's review 1 Council review RS 105 I f I Ls I I Admin. Parks Recreation A CAP recommends Contract Award at the next Regular City Council Meeting. Attachments 4-21- 031 Memo from Rick Still dated 4/10/03 I .id cicaae 6 01 nina ifrmS l r.AT£ daft d /5 /0Y ITEMN 5 b TO: FROM: cz5 DATE: SUBJECT: City of Tukwila MEMORANDUM Mayor Steve Mullet Members of City Council Rick Still, Assistant Director of Parks and Recreation April 16, 2003 Project Bid Award for Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project- Number 89 -BG09 -GOLF 03 -03 cc: Rhonda Berry, Acting City Administrator Bruce Fletcher, Director of Parks Recreation Mike Sweeney, Owner's Representative Attachments: CAP Memorandum of 4 -10 -03 from Rick Still Bid Opening Results Apparent Low Bidder's Proposal Steven M. Mullet, Mayor Parks Recreation Department Bruce Fletcher, Director RECOMMENDATION: Staff recommends Award of contract to Bernhardt Industries, Inc., in the amount of $324,224.00 for the Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project. (CAP 4/15) Total Project Encumbrance: Bernhardt Industries Inc. $324,224.00 contract, plus a 10% construction contingency of $32,422, totaling $356,646.00. BACKGROUND: The Parks and Recreation Department placed a Call for Bids to obtain bidders for the Foster Golf Links Course Improvements #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project Number 89 -BG09 -GOLF 03 -03. Eight sealed bids were received and publicly open on April 15, 2003 by the City Clerk. The low bidder was Bernhardt Industries, Inc. with bid of $298,000.00 plus sales tax totaling $324,224.00. Bernhardt Industries, Inc. bid is under the Architect's Estimate of $475,443.29 and within the City of Tukwila's budget for this project. The Community Affairs and Parks Committee concurs with staff recommendation. The Center of YOUR Community 12424 42nd Ave. S. Tukwila, Washington 98168 Phone: 206-768-2822 Fax: 206 768 -0524 Foster Golf Links #2, #8, #9 Greens; #1, #9 Tees; Putting Greens Project No. 89 -B009 GOLF 03 -03 BID TABULATION 4 -15 -03 item NO. Item Description 1 2 3 4 5 6 7 8 9 10 11 12 13 14 44 Mobilization (8% Total) Erosion/Sediment Pollution Control Clearing and Grubbing Tree Removal Demolition Excavation and Filling Shaping Asphalt Concrete Paths Planting Secondary Drainage Irrigation Tees and Greens Bunkers Grassing W ator Bature Tel= Out by Addendum tO TOTAL Lost Ridder Ridder 2 Architects Bernhardt Evans -Hall, Estimate Industries Inc. Inc. 21,475 3,262 5,142 2,613 1,807 73,592 28,500 17,442 44,358 19,566 130482 55,780 4,469 28,500 10000 5000 8000 4000 5000 25000 15000 20000 35000 20000 50000 75000 9000 17000 31534 6139 5152 7068 8404 18108 9288 29062 25650 5362 59443 70926 10356 30112 Bidder 3 Golf Landscaping, Inc. 150001 3000 7000 2000 3000 23000 400001 280001 408001 340001 63000 65000 13000 35000 4369881 298000.001 3166041 371800 8.8% WSSTI 38454.971 26224.001 27861.151 32718.401 Sub-toted 475443.291 324224.001 344465.151 404518.401 10 Contingency 47544.331 32422.401 34446.521 40451.841 Authorized Amount Total 522987.621 356646.401 378911.671 444970.24 Page 1 BID OPENING FOSTER GOLF LINKS GREENS, TEES PUTTING GREENS GREENS #2, #8, #9 &TEES #1, #9; PUTTING GREENS PROJECT NO. 89 -BG09 GOLF 03 -03 Clerical Note: All bid packages were received on Tuesday, Aril 15, 2003. SECURITY BID TIME EGG. REC'D DOCUMENTS ADDENDUMS (4)t RECEIVED :1 ACKNOWLEDGED BIDDERNAME DENNIS R. CRAIG CONSTRUCTION. INC. 10:58 A.M. T. F. SAHLI CONSTRUCTION 1 EVANS -HALL. INC. 1 OHNO CONSTRUCTION 1 A -1 LANDSCAPING CONSTRUCTION. INC. 1:37 P.M. NORTHWEST LANDSCAPE COMPANY 1:47 P.M. BERNHARDT GOLF 1 1:51 P.M. 1 GOLF LANDSCAPING, MOSSO NGjNEER.'S"W ESTIMATE' 11:05 A.M. 11:25 A.M. 1:28 P.M. 1:54 P.M. CITY OF TUKWILA OFFICE OF THE CITY CLERK APRIL 15, 2003 3:00 P.M. i IAA; Of 1 i DATED this 15 day of April, 2003. lane E. Cantu. CMC. City Clerk APPARENT: TOTAL -BASE PRICE L0INEST EXCLUDINGWASHINGTON STATE BIDDER SALESTAX) (RANK ORDER) z I bye_ jo, 22.4.m U. WA' 4/4, qoc�. oo ono Ls 2k2. A ,373. n. LO I i 3 RESPONSIBLE CITY STAFF: Mike Sweeney Owner's Representative With questions or inquiries, please contact Mr. Sweeney at 206- 267 -76 9 The above figures appear as written within bid documents; and as read aloud at bid opening. THEY DO NOT however, REPRESENT ANY BID AWARD; apparent low, or otherwise. 8g,„ath...t. Li-cr. JANE E. CANTU, CMC, CITY CLERK capv PROPOSAL (Lump Sum) 0`r LFfj'Fp;F:.i =Hi:S P.4 LIE 09 P -1 BERNHARDT GOLF a division of Contractor's Name Bernhardt Industries Inc. Contractor's State License No. OR 5189 WA BERNHGD108RJ City of Tukwila Project No, 89 8G09 GOLF 03 03 To the Mayor and City Council City of Tukwila, Washington The undersigned (Bidder) hereby certifies that he personally examined the location and construction details of Work outlined in the Contract Documents for the City of Tukwila (Owner) project titled FOSTER GOLF LINKS *2, 48, 49 GREENS; 41, 49 TEES; PUTTING GREENS which project includes but is not limited to grasa.tees, grass greens, grass fairways, asphalt paths including but not limited to demolition, grading, paving, irrigation, seeding, sodding, and planting and has read and thoroughly understands these Documents which govem all Work embraced in this improvement and the methods by which payment will be made for said Work, and thoroughly understands the nature of said Work; and hereby proposes to undertake and complete all Work embraced in this improvement in accordance with these Contract Documents and at the following schedule of rates and prices. The Bidder understands that the quanta as mentioned herein are approximate only cunt dro suu)eci to increase or decrease, and hereby proposes to perform all quantities of work as either Increased or decreased in accordance with the Contract Documents. As evidence of good faith, (check one) St bid bond or 0 cash, 0 cashier's check, 0 certified check, or 0 postai money order made payable to the City of Tukwila equal to five percent (5 of the Total Bid Price Is attached hereto. Bidder understands that, should this offer be accepted by Owner within ninety (90) calendar days after the day of Bld Opening and the Bidder falls or refuses to enter into an Agreement and furnish the required performance bond and liability insurance within ten (10) calendar days after Notice of Award, the Contract shall be null and void and the Bid Deposit or Bond accompanying this Proposal shall be forfeited and become the property of Owner as liquidated damages, all as provided for in the Bid Documents. Bidder shall complete the Physical Work in all respects within Ninety [90] calendar days from the date of written Notice to Proceed. If the work is not completed within this time period. Bidder shall pay liquidated damages to Owner as specified in Section 1 08.9 of the Standard Specifications for every calendar day work is not physically complete after the expiration of the Contract time stated above. In addition, Bidder shall compensate Owner for actual engineering inspection and supervision costs and any other legal lees incurred by Owner as a result of such delay. Rev 2002 2003 1;3: t= I4L5 Proposal P-2 FOSTER GOLF LINKS #2, #8, 49 GREENS; #1, 49 TEES; PUTTING GREENS Project No. 89 -84309 GOLF 03 -03 Note Pikes for all Items, ell extensions, and the total amount bid must be shown. Show prices In both words and figures (ink or typed), and where conflict occun, the written or typed word shall prevail. Where contact acute between the item Mat and the total amount specified, the item price shall prevail, and totals shall be corrected to conform thereto. Item No. I Item Description I Quantity Unit I Unit Price I Amount TEE AND GREEN CONSTRUCTION 1 Mobilization LS �r-�_ and 00 /100 tart Matt nakra 2 I Erosion/ Sediment Pollution 1 LS 1 S.9ntrpi 1 t and C 3w-c 7Ytarcoot nnpgra I 3 Clearing and Grubbing €cr cuoa•v 4 Tree Removal arwt Tkc-t oai -c,Q 5 Demolition 1 3L, 11��uoa 6 Excavation and Filling 1 3i -c hi I4 3 tu 1 Lj-1 wt t •t-cn. ,a-weg andoo /100 T1rR and 00/1(10 and n0 /inn LS and 0 nt 7 I Shaping 1 __LS Iii j tae w.Thcru- a �-cQ a nW� /loo rinJf�s 8 [Asphalt Concrete Paths LS 7 and J wY V� 1 t 1 ✓C1 2%A.a nnipars 9 Planting I LS andacYloO dollars LP EFFi_.aFi4F -HI;; LS LS LS /0,000, o0 C000 .00 ff DO ,e y000. Soo o 00 ,2S;OOp, /S,OOV QQ j, 00x. 35 Pay. 2002 04/11 /20 i 1 0 12 Proposal 14= 52510249 FOSTER GOLF LINKS 12, 18, 18 GREENS; #1, #9 TEES; PUTTING GREENS Project No. 89-8009 GOLF 03-03 Item No. Item Description 10 Secondary Drainage 11 Irrigation 6-tri .c, ...q a -cat 12 Tees and Greens 46 I Water -Feature F'0' ALF'EFPO:¢'AFHP ='S F':; Quantity Unit Unit Price Amount LS and cK) /100 Dollars and 0 0/100 Dollars and I 11_ Q DcJ100 r 4 it Dollars 13 1 Bunkers y-114 -414.0 and I Lac a-v —cxC 0(4100 Dollars 14 1 Grassing and oQ -d k-n- .cocr-v -cQ Dollars Dollars TOTAL BID PRICE c l 0, 000 00 LS LS LS I LS I La UNIT PRICES: The following Unit Prices shall prevail for adding or deducting work items from those indicated in the Contract Documents. The unit prices shall include full compensation for the cost of labor, materials, equipment, overhead, profit and any additional costs associated with the unit bid. (Unit Prices shall not include State of Washington Sales Tax.) The unit prices shall be for the work items indicated in the Contract Documents. ITEM NO. UNIT DESCRIPTION UNIT PRICE PER 1. On -site borrow of suitable soil, in place, shaped. S uv /C.Y. P•3 2c 000 oa SO, coo 'O 9S,OC© �n 00 .Ov r7 i on oc: Rev. 2002 04/11/200? 10:12 14_52510249 Pi iyLLF'E_FFci,R::PHI!'. F:;'iE 1 Proposal P4 By signing below, Bidder acknowledges receipt and understanding of the following Addenda to the Bid Documents: Addendum Addendum No. Date of Receipt No. Date of Receipt 1 4 -8 -04 3 4 -11 -03 2 4 -8 -03 4 4 -11 -03 NOTE: Failure to acknowledge receipt of Addenda may be considered as an irregularity in the Sid Proposal and Owner reserves the right to determine whether the bid will be disqualified. By signing below, Bidder certifies that he has reviewed the insurance provisions of the Bid Documents and will provide the required coverage. It is understood that Owner may accept or reject all bids. Award will be based on Base Bid. The Surety Company which will furnish the required Performance Bond Is Developers Insurance Company o f 17780 Fitch, Irvine, CA 92744 (Name) (Address) BERNHARDT GOLF Bidder: a division_pf_Bernhardt Industries Inc. Signature of Authorized Official: I V &A. Printed Name and Title: Darryl J. Bernhardt, President Address 7340 SW Miller Hill Road, Beaverton, OR 97007 -5459 Circle On! ndb4dugj artnership /Joint Venture/ State of Incorporation: Oregon Phone No.: (503) 649 -3535 Date: 4 -15 -03 This address and phone number is the one to which all communications regarding this proposal should be sent. NOTES: 1. 0 the Bidder is a co-partnership, glve firm name under which business is transacted; proposal must he executed by a partner. It the Bidder Is a corporation, proposal must be executed in the corporate name by the president or vice-president (or any other corporate officer accompanied by evidence of authority to sign). 2. A bid must be received on all items. If any unit prices or extensions are left blank they will be entered as s0.00 no charge. Rev 2002 Signed and dated this 15 day of BERNHARDT GOLF A DIVISION OF BERNHARDT Dinh STRTES INC. principal f eiLL Sighkture of Authorized Official Darryl J. Bernhardt President Title Name and address of local office of agent and /or Surety Company: BID SECURITY Bid Deposit: The undersigned Principal hereby deposits a Bid Deposit with the City of Tukwila in the form of a cash deposit, certified or cashier's check, or postal money order in the amount of FTVE PERCENT OF TOTAL RID AMOUNT d011arS 5% OF RID BERNHARDT GOLF A DIVISION OF Bid Bond: The undersigned, RFRNIIARIIT TNnHSTRTF4 TN (Principal), and D VmaPPERS SURETY AND INDEMNITY COMPANY (Surety), are held and firmly bound unto the City of Tukwila (Owner) in the penal sum of FIVE PERCENT OF TOTAL BID AMOUNT dollars 5% OF TOTAL BID which for the payment of which Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally. The liability of Surety under this Bid Bond shall be limited to the penal sum of this Bid Bond. Conditions: The Bid Deposit or Bid Bond shall be an amount not less than five percent (5 of the total bid, including sales tax and is submitted by Principal to Owner in connection with a Proposal for FOSTER GOLF LINKS #2, #8, #9 GREENS; #1, #9 TEES; PUTTING GREENS Project No. 89-B009 GOLF 03 -03, according to the terms of the Proposal and Bid Documents. Now therefore, a. If the Proposal is rejected by Owner, or b. If the Proposal is accepted and Principal shall duly make and enter into an Agreement with Owner in accordance with the terms of the Proposal and shall furnish a bond for the faithful performance of said Project and for the payment of all persons performing labor or fumishing materials in connection therewith, with Surety or Sureties approved by Owner, and shall in all other respects perform the Contract created by the acceptance of said Proposal, then this Bid Security shall be released; otherwise it shall remain in full force and effect and Principal shall forfeit the Bid Deposit or Surety shall immediately pay and forfeit to Owner the amount of the Bid Bond, as penalty and liquidated damages, The obligations of Surety and its Bid Bond shall be in no way impaired or affected by any extension of time within which Owner may accept bids; and Surety does hereby waive notice of any such extension. APRIL 20 03 P -5 DEVELOPERS SURETY -P INDEMNITY_.COMPANY Surety 4' l By l fl .Y c Attorn in Fact (Attach Power of Attorney) C MOHR LEONARD ADAMS COMPANY 5201 SW WESTGATE DR., SUITE 300 PORTLAND, OR 97221 Surety companies executing bonds must appear on the current Authorized Insurance List in the State of Washington per Section 1 -02.7 of the Standard Specifications. Rev. 2002 KNOW ALL MEN RY THESE PRESENTS. That except as expressly limited. DEVELOPERS SURETY AND INDEMNITY COMPANY and INDEMNITY COMPANY OF CALIFORNIA. do each. hereby make constitute and appoint *Brian Dooney, Judy Price, Cynthia Mohr, jointly or severally as their true and lawful Allorney(s)-in -Fact. to make. execute deliver and acknowledge. for and on behalf of said corporations. as sureties. ponds. undertakings and contracts of suretyship giving and granting unto said Attorney(s) -in -Fact full power and authority to do and to perform every act necessary, requisite or proper to he done in connection therewith as each of said corporations could do. hut reserving to each of raid corporations full power of substitution and revocation. and all of the acts of said Atbnteyls)-in -Face- pursuant to these presents: are hereby ratified and confirmed. This Power of Attorney is granted and is signed by facsimile under and by authority of the following resolutions adopted by the respective Board of Directors of DEVELOPERS SURETY AND INDEMNITY COMPANY and INDEMNITY COMPANY OF CALIFORNIA. effective as of November I.21XX): RESOLVED, that the Chairman of the Board. the President and any Vice President of the corporation he, and that each of Them hereby is. authorized to execute Powers of Attorney. qualifying the attorney(s) named in the Powers of Attorney to execute. on behalf of the corporations, bonds. undertakings and contracts of suretyship: and that the Secretary or any Assistant Secretary of the corporations he. and each of them hereby is authorized to attest the execution of any such Power of Attorney: RESOLVE.D. FURTHER. that the signatures of such officers may be affixed In any such Power of Attorney or to any certificate relining thereto hy facsimile. and any such Power of Attorney or certificate hearing such facsimile signatures shall he valid and binding upon the corporation when so affixed and in the future with respect to any hand. undertaking or contract of suretyship to .v hich it is attached. IN WITNESS WFIEREOF. DEVELOPERS SURETY AND INDEMNITY COMPANY and INDEMNITY COMPANY OF CALIFORNIA have severally caused these presents lobe signed by their respective Executive Vice President and attested hy their respective Secretary this S' of Jauary. 21)11 Bvr. David FI. Rhodes. Executive Vice President Waller A. Crowell, Secretary STATE OF CALIFORNIA COUNTY OF ORANGE By ID -13511 (1)1/02) David G. Lane. Chief Opennnting,Officer POWER OF ATTORNEY FOR DEVELOPERS SURETY AND INDEMNITY COMPANY INDEMNITY COMPANY OF CALIFORNIA PO BOX 19725, IRVINE, CA 92(,23 (049) 263 -1300 )SS. CERTIFICATE y cp 41 s^ ft OCT. .4 d 10 n. o 1936 r to g On January S. 2(02. before me. Antonin Alvarado. personally appeared David Il. Rhodes and Walter A. Crowell. personally known 10 me (or proved to me on the basis of satisfactory evidence) to he the persons whose names are subscribed to the within instrument and acknowledged to are Than they executed the same in their ;authorized capacities. and That by their signatures on the instrument the entity upon behalf of which the nersnns acted. executed the instrument. WITNESS my hand and official seal. Y Nr++a ANTONIO ALVARADO 1 Q 4 COMM. k 1300303 a Notary Public California C ORANGE COUNTY 9 y My Comm Expires APRIL 19 2005 The undersigned. as Chief Operating Officer of DEVELOPERS SURETY AND INDEMNITY COMPANY and INDEMNITY COMPANY OF CALIFORNIA. does hereby certify that the foregoing Power of Attorney remains in full force and has not been revoked. and furthermore. that the provisions of the resolutions of the respective Boards of Directors of said corporations set forth in the Power or Attorney. are in force as of the date of this Certificate. 21)03 This Certificate is executed in. the City of Irvine. California, the 15 day of APRIL STATE OF WASHINGTON ss. COUNTY OF KING °FRCP/ SEAL DARNELL C ADGER, NOTARY PUBLIC OREGON COMMISSION NO. 34%O5 MY COMMISSION EXPIRES OCTOBER 1 2005 The undersigned, being first duly sworn, on oath states that the person, firm, association, partnership, joint venture, or corporation named in the Bid Proposal has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the City of Tukwila project named FOSTER GOLF LINKS #2, #8, #9 GREENS; #1, #9 TEES; PUTTING GREENS, Project No. 89- B009 GOLF 03 -03. SEAL NON- COLLUSION AFFIDAVIT BERNHARDT GOLF a division of Bernhardt Industries Inc. e of Firm Si ture of Authorized Offi ial Darryl Bernhardt President Title Signed and sworn to before mn/e�on this 15th day of April 2003 hit-LA id Ul/.e-L1 Signature of Notary Public in add for the State of HEITIDERE Oregon My appointment expires: October 9. 2005 Rev. 2002 Attach additional sheets as necessary to fully provide the information required. Name of Bidder: BERNHARDT GOLF a Address of Bidder: 7340 SW Miller City Contractors License No. OR 5189 Contractor's State Tax No. WA BERNHGD108R7 OR 140085C WA 2823788 Bidder is a(n): 0 Individual 0 Partnership 0 Joint Venture IN Incorporated in the state of OR List business names used by Bidder during the past 5 years if different than above: Bond Registration No. Darryl Bernhardt Leonard Bernhardt Bob Short Tom Wisher Beaverton N/A Bidder has been in business continuously from RESPONSIBLE BIDDER DETERMINATION FORM Year Bank Reference Key Bank of Oregon Ann Marie Coghill (503)790 -7633 Bank Account Officer Officer's Phone No. No. of regular full -time employees: Number of projects in the past 5 years completed: 30 ahead of schedule 10 on schedule 0 behind schedule Bidder has had experience in work comparable to that required for this Project: As a prime contractor for 20 As a subcontractor for 20 division of Bernhardt Hill Road 8 Oregon State Dept. of L &I Worker's Comp. Acct. No. 1959 years. years. Industries Inc. 97007 -5459 Zip Code OR 218254 -1 WA 600376472 OR 265670 P -7 List the supervisory personnel to be employed by the Bidder and available for work on this project (Project Manager, Principal Foreman, Superintendents, and Engineers): Name Title How Lona With Bidder President,pro;.nt M,tnartcr Owner /Principle Foreman Proiect Manager Superintendent Owner Owner 7 years 6 years Rev. 2002 Responsible Bidder Determination Form P -8 List all those projects, of similar nature and size, completed by Bidder within the past 5 years. include a reference for each. Any attached preprinted project listing must include all this information. Year Contract Proiect Name Completed Amount Owner /Reference Name and Phone Please refer to enclosed resume List all projects undertaken in the last 5 years which have resulted in partial or final settlement of the Contract by arbitration or litigation in the courts: Name of Client and Proiect None Has Bidder, or any representative or partner thereof, ever failed to complete a contract? No Yes If yes, give details: Has Bidder ever had any Payment/Performance Bonds called as a result of its work? CI No 0 Yes If yes, please state: Proiect Name Total Claims Amount of Contract Arbitrated Settlement Amount or Litigated of Claims Contractina Party Bond Amount Has Bidder ever been found guilty of violating any State or Federal employment laws? ID No 0 Yes If yes, give details: Rev.2002 Responsible Bidder Determination Form P -9 Has Bidder ever filed for protection under any provision of the federal bankruptcy laws or state insolvency laws? No Yes If yes, give details: Has any adverse legal judgment been rendered against Bidder in the past 5 years? No Yes If yes, give details: Has Bidder or any of its employees filed any claims with Washington State Workman's Compensation or other insurance company for accidents resulting in fatal injury or dismemberment in the past 5 years? ID No Yes If yes, please state: Title: Date The undersigned warrants under penalty of Perjury that the foregoing information is true and accurate to the best of his /her knowledge. The undersigned authorizes the City of Tukwila to verify all information contained herein. Signature of Bidder President Roe of Ini j Asencv Receivina Claim Dajtyl J. Bernhardt Date. 4 -15 -03 Rev.2002 Equipment to be used: Please refer to equipment list in enclosed resume. PROPOSED EQUIPMENT AND LABOR SCHEDULE (Use additional sheets if required) DESCRIPTION/TYPE I YEAR CONDITION OWN/RENT All equipment is like new Title P -10 All equipment is owned Laborto be used: Darryl Bernhardt, Leonard Bernhardt, Bob Short, Tan Wisher, Fernando Velasquez, Paul Enterline, Art Misner, Hose Buscio, Victor Marteneze, Rafael Bandanas BERNHARDT GOLF a division of Bernhardt Industries Inc. Name of Bidder S4nature of Authorized Official Darryl S. Bernhardt President Rev. 2002 PROPOSED SUBCONTRACTORS BERNHARDT GOLF a division of Name of Bidder Bernhardt Tndustri es Inc The following is a list of the heating, ventilation and air conditioning, plumbing and electrical subcontractors that will be used in the work if the Bidder is awarded the contract. In accordance with RCW 39.30.060, revised in 1999, this only applies to contracts expected to cost one million dollars or more. The successful Bidder must have the written permission of the Owner to make any change to this list. Percent of total bid to be performed by Bidder Name This sheet not applicable due to contract amount Schedule /Bid Item Numbers Subcontractor will perform of Total Bid Rev 2002 P -11 l Committee chair approval Community and Parks Committee April 15, 2003 Present: Joan Hernandez, Chair; Pam Carter, Jim Haggerton Rick Still, Rhonda Berry, Steve Lancaster, Mike Sweeney, Lucy Lauterbach; Dennis Robertson 1. Cascade View Community Park Equipment Purchase Although installation of play equipment is part of the larger Park construction contract, some play equipment is being bought outside of that large contract, as it could be bought for a better price elsewhere. The City has done business with King County Director's Association (KCDA) before, and KCDA had bid on the play equipment fairly early in the process. We can get last year's prices on the equipment, bringing in savings. To formalize the purchase, the city administration needs to be authorized to buy the equipment from KCDA. The total cost will be $45,608.76 and is within budget. Recommend purchase of eauipment from KCDA to Regular Meeting', 2. Foster Golf Course Improvements Bids were opened today for improvements to Foster Golf holes #2, #8, and #9, two tees, some fairway work, and a putting green. Bernhardt Industries was the lowest bidder, at a price staff was happy with. Although Mike was not familiar with Bernhardt, he got a very good recommendation from the first reference he called. The committee asked if they had worked in the area much, and by the end of the meeting Mike was able to give several courses around the state where they have worked. Recommend bid award to Regular Meeting. 3. Wetland Work by Sound Transit Because the area Sound Transit will go through in Tukwila is wet along I -5 and the Boeing Access Road, Sound Transit wants to look at places in the same watershed they could do mitigation in. Steve said if we allow them to go look at specific places, it does not mean we will accept their working there as appropriate when they do come through. He said the two places they were looking were the Macadam wetland and the portion of the Green River near I -405. Information. Original Agenda Date: 3/17/03 Moratorium on Electronic Signs 4/21/03 Public Hearing Original Sponsor: Council X Admin. Timeline: Immediate Action Sponsor's Summary: Establish a moratorium on applications for electronic signs while Tukwila adopts updated sign code regulations. CAS Number: 03-035 Agenda Item Title: Recommendations: Sponsor: Committee: Approve moratorium. Administration: Cost Impact (if known): None Fund Source (if known): COUNCIL AGENDA SYNOPSIS Meeting Date 3/17/03 City Council passed Ordinance 2015 on March 17, 2003. 4/21/03 Meeting Date 3/17/03 4/21/03 Initials Meeting Date Prepared by 1 Mayor's review 1 Council review 3/17/03 S.L. 1 $1./Z 4/21/03 S.L A))I I C. l./ I I I I Staff Memo to Council dated 3/12/03 A- Draft Moratorium Ordinance B CAP Minutes Staff Memo to Council dated 4/14/03 A- Ordinance 2015 Action Attachments ITEMNO. (A, TO: Mayor Mullet City Council DATE: April 14, 2003 RE: Electronic Sign Moratorium City of Tukwila Steven M. Mullet, Mayor Department of Community Development Steve Lancaster, Director MEMORANDUM n FROM: Steve Lancaster, DCD Director During its March 17, 2003 meeting, the City Council adopted a six -month moratorium on electronic signs under Ordinance 2015. The City Council must hold a public hearing on the issue of the moratorium no later than sixty days after the adoption date. In accordance with that requirement, a public hearing will be held before the City Council on Monday, April 21, 2003. A p}�rr a l Following your M4 reh 21st public hearing, the City Council may: 1. Take no immediate action, in which case the moratorium will remain in place until September 17, 2003; 2. Repeal the moratorium; or 3. Request that staff prepare a modification to the moratorium for Council consideration. On March 25, 2003 the Community Affairs and Parks Committee "CAP of the City Council forwarded their recommendation to the Planning Commission that the sign code regulations dealing with animated signage be updated. The Planning Commission will review CAP's recommendation in a public hearing to be held on Thursday, April 24, 2003. The six -month moratorium will expire on September 17, 2003. During that period, staff will assist the Council and the Planning Commission in the development of policy and associated sign code changes. 6300 Southcenter Boulevard, Suite #100 Tukwila, Washington 98188 Phone: 206- 431 -3670 Fax: 206 431 -3665 Elwronic signs City of Tukwila Washington Ordinance No. a 0 5 ATTACHMENT A AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ESTABLISHING A SIX MONTH MORATORIUM ON ELECTRONIC SIGNS; PROVIDING FOR SEVERABILITY; AND DECLARING AN EMERGENCY. WHEREAS, Tukwila's existing sign code regulations do not reflect current industry technology regarding electronic signage; and WHEREAS, Tukwila has received applications for signs that use electronic technology such as LED and video display; and WHEREAS, a potential of distraction to drivers exists through electronic signs containing rapidly- changing images and text, based on the Federal Highway Administration report "Research Review of Potential Safety Effects of Electronic Billboards on Driver Attention and Distraction and WHEREAS, one of the purposes of Tukwila's Sign Code is to increase safety and minimize driver distractions; and WHEREAS, Tukwila is currently considering policy issues related to regulation of electronic signs; and WHEREAS, Tukwila wishes to prevent a proliferation of electronic signs prior to adoption of updated regulations; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. Findings of Fact: The above "Whereas" clauses are hereby adopted as the City Council's findings of fact as if fully set forth herein. Furthermore, the City Council hereby declares an emergency necessary for the protection of public health and safety. Section 2. Moratorium Established. A moratorium is hereby established upon the acceptance of sign permits for all types of electronic signs capable of displaying changeable text or images. No sign permit or other approval shall be granted for such signs during the effective period of this moratorium, provided that this moratorium shall not affect vested rights, if any, applicable to any such fully completed applications submitted prior to the effective date of the moratorium. Section 3. Effective Period of Moratorium. The moratorium established by this ordinance shall become effective as set forth in section 5 below, and shall continue in effect for six months thereafter unless repealed, renewed or modified by the City Council after a subsequent public hearing and entry of findings of fact. Section 4. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 5. Effective Date. This ordinance, as a public emergency ordinance necessary for the protection of public health and safety, shall take effect and be in full force immediately upon adoption. Section 6. Public Hearing to be Held. A public hearing on the issue of the moratorium shall be held no later than sixty (60) days after the date of adoption herein. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this 11 day of vv"- kr 2003. B OW" 11M1 bVLt- Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Offi� Attorney Electronic signs Steven M. Mullet, Mayor Filed with the City Clerk: 03 /3 03 Passed by the Qty Council: Q +(7_O:h Published: 11 U.3 Effective Date: 3 17 -Uj Ordinance Number: Sumord Electronic Signs.doc CITY OF TUKWILA SUMMARY OF ORDINANCE NO. 2015 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ESTABLISHING A SIX -MONTH MORATORIUM ON ELECTRONIC SIGNS; PROVIDING FOR SEVERABILITY; AND DECLARING AN EMERGENCY. On March 17, 2003, the City Council of the City of Tukwila passed Ordinance No. 2015, establishing a six -month moratorium on the acceptance of sign permits for all types of electronic signs capable of displaying changeable text or images; providing for severability; and declaring an emergency. The full text of this ordinance will be mailed without charge to anyone who submits a written request to the City Clerk of the City of Tukwila for a copy of the text. APPROVED by the City Council at its meeting of March 17, 2003. Jane E. Cantu, CMC, City Clerk Published Seattle Times: March 21, 2003 1 CAS Number: 03-47 Agenda Item Title: Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: Sponsor: Conunittee: Administration: Cost Impact (if known): Fund Source (if known): 4/14/03 Meeting Date 4/14/03 4/21/03 COUNCIL AGENDA SYNOPSIS Meetinz Date 4/14/03 4/21/01 03 ©4 Unlawful Racing Ordinance Council Admin. )C Racing has developed into a significant problem for Tukwila and our region. Racers gather in large numbers and race on public and private streets. They drive recklessly, disobey traffic laws and risk their lives and the lives of others. This proporsed ordinance establishes "Stay Out Of Areas Of Racing Orders" and a new crime, "Unlawful Race Attendance Keith Haines, Chief of Police Finanace and Safety I_Djscussed at cow; 4/21 Rea. Mta. Memo from Chief Haines dated 4/1/03 Finance Safety Committee Minutes dated 4/7/03 Draft ordinance Ordinance 1 n final form Prepared by K. Haines Mayor 's review 1 Council review AL.a -0-* I LrG ITEM INFORMATION Original Agenda Date: 4/14/03 ORD OF. COUNCILzAC'ION APPENDICES Attachments Initials ITEM NO. 7 a Washington Ordinance No. AN ORDINANCE OF THE CITY OF TUKWILA, WASHINGTON, RELATING TO STREET RACING; ESTABLISHING "STAY OUT OF AREAS OF RACING" ORDERS; DESIGNATING "NO RACING ZONES"; PROHIBITING UNLAWFUL RACE ATTENDANCE; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE WHEREAS, the racing of motor vehicles within the City presents issues of safety for both participants and spectators; and WHEREAS, the Tukwila Police Department has observed the illegal racing of motor vehides at the locations within this ordinance, and WHEREAS, in the interest of public health, safety, and welfare, the City Council desires to make it unlawful for individuals to engage in racing or to attend unlawful races within designated "No Racing Zones"; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. A new chapter of the Tukwila Municipal Code, Chapter 8.72, entitled "Street Racing," is hereby established to rdad as follows: Chapter 8.72 STREET RACING 8.72.010 Definitions. City of Tukwila Sections: 8.72.010 Definitions. 8.72.020 SOAR Orders. 8.72.030 Designated "No Raring Zones." 8.71040 Unlawful Race Attendance Prohibited. 8.71050 Issuance of SOAR Orders. 8.72.060 Violation of SOAR Orders. Unless the context clearly requires otherwise, the definitions in this section shall apply throughout this chapter. A. "Public place" means an area, whether publicly or privately owned, generally open to the public and includes, without limitation, the doorways and entrances to buildings or dwellings and the grounds enclosing them, streets, sidewalks, bridges, alleys, plazas, parks, driveways, and parking lots. B. "SOAR" is an abbreviation for "Stay Out of Areas of Racing." C. "Unlawful race event' means an event wherein persons willfully compare or contest relative speeds by operation of one or more motor vehicles. 8.71020 SOAR orders. Racing 1 A SOAR order prohibits persons from engaging in racing or unlawful race attendance attendance within a "No Racing Zone," as set forth in TMC 8.72.040, between the hours of 10:00 p.m. and 4:00 a.m. 8.72.030 Designated "No Racing Zones." A. The SOAR order may apply to any of the following areas designated herein as "No Racing Zones," between the hours of 10:00 p.m. and 4:00 a.m.: 1. Segale Business Park, including: a. Andover Park West from Tukwila Parkway to Segale Drive C; b. Segale Drive A; c. Segale Drive B; d. Segale Drive C; e. Segale Drive D, 2. Southcenter South Business Park, including: a. Todd Boulevard; b. Olympic Avenue South; c. Riverside Drive; d. Glacier Street, 3. Andover Park East from Tukwila Parkway to South 180th Street; 4. Corporate Drive North; 5. Corporate Drive South; 6. Midland Drive; 7. Minkler Boulevard from Southcenter Parkway to 600 Industry Drive; 8. Strander Boulevard from Southcenter Parkway to West Valley Highway; 9. Triland Drive; 10. Upland Drive; 11. West Marginal Place from the 10000 block to the 11000 block; and 12. West Valley Highway from Southcenter Boulevard to South 190th Street. B. These "No Racing Zones" include the listed locations described above, together with adjoining property areas (such as sidewalks entryways, landscaped areas, and parking areas) if those adjoining areas are being used for racing or unlawful race attendance regardless of whether such property is public or private. These "No Racing Zones" shall be designated by the placement of clear and conspicuous signs at all highway entrances to the no racing zone. At a minimum, these signs must include the following statements: "No Racing Zone "Race Attendance Prohibited TMC 8.72.040. 8.72.040 Unlawful Race Attendance Prohibited. Any person 1. who has actual or constructive knowledge that they are in a designated SOAR area between the hours of 10:00 p.m. and 4:00 a.m., and 2. who has actual or constructive knowledge that an unlawful race event is occurring, has occurred, or is about to occur, and 3, intends to observe or support or encourage the unlawful race event, is guilty of a misdemeanor. 8.72.050 Issuance of SOAR Orders A. The municipal court may issue a SOAR order to any person charged with racing, Racing 2 unlawful race attendance, reckless driving associated with race activity, or trespass associated with race activity as a condition of pre -trial release, sentence, or deferred sentence. B. A person is deemed to have notice of the SOAR order when: 1. The signature of either the person named in the order or that of his or her attorney is affixed to the bottom of the order, which signature shall signify the person named in the order has read the order and has knowledge of the contents of the order; or 2. The order recites that the person named in the order, or his or her attorney, has appeared in person before the court at the time of issuance of the order. C. The written SOAR order shall contain the court's directives and shall bear the statement: "Violation of this order is a criminal offense under TMC 8.73.050 and will subject the violator to arrest." 8.72.060 Violation of SOAR Orders. A. In the event a police officer has probable cause to believe that a person has been issued a SOAR order as a condition of pre -trial release or a sentence imposed by the court and, in the officer's presence, the person is seen violating or failing to comply with any requirement or restriction imposed upon that person by the court as a condition of his or her pre -trial release or condition of sentence, the officer may arrest the violator without warrant for violation of the SOAR order and shall bring that person before the court that issued the order. B. When a SOAR order is issued pursuant to this chapter and the person so named in the order has notice of the order, a violation of any of the provisions of the SOAR order is a gross misdemeanor and shall be punishable by a fine not to exceed five thousand dollars ($5,000) or imprisonment not to exceed more than one (1) year, or both. Section 2. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 3. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force five days after passage and publication as provided by law. PASSED BY THE CITY COUNCIL OF THE 0.117 OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2003. ATTEST /AUTHENTICATED: Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney Racing 3 Steven M. Mullet, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: CAS Number: 03-048 Agenda Item Title: Original Sponsor: Timeline: Sponsor's Summary: Meeting Date 4/14/03 Meeting Date 4/14/03 4/14/03 4/14/03 4/21/03 COL" TCIL AGENDA Sr TOPSIS Initials MeetinE Date Prepared by 1 Mavor's}�eview 1 Council review 1 4/14/03 ARD I /5�' 1 i2C, 1 4121103 1 1 L✓.& Recommendations: Sponsor: Approve as submitted Coinmittee: Finance Safety Moved forward to April 14, 2003 Administration: Same as sponsor Cost Impact (if known): $20,000 I Fund Source (if known): Hotel/Motel Tax Fund Budget ITEM NO. %%f4: /9: /*,N: /%.%!y' /jj Original Agenda Date: 4/14/03 Southwest King County Chamber Contract for 2003 Council Admin. X Approve at April 28, 2003 Regular meeting. Annaul contract for services from Southwest King County Chamber See attachments. i /ilr Action Discussed at (OW• fnrwearded to 4/71 /01 Peg Mtn Attachments Staff report dated April 3, 2003 Proposed agreement Finance Safety minutes from April 7, 2003 meeting. Contract for Servit3es Revised Scone of Work ,-A i A WITNESSETH: CITY OF TUKWILA APPROVED AS TO FORM: Office of the City Attorney City of Tukwila 6200 Southcenter Boulevard Tukwila, Washington 98188 Steven M. Mullet, Mayor CITY OF TUKWILA CONTRACT FOR SERVICES THIS AGREEMENT is made and entered into this day of 2003 between the City of Tukwila, a municipal corporation, hereinafter referred to as the CITY, and the Southwest King County Chamber of Commerce, hereinafter referred to as the CONTRACTEE. In consideration of the mutual agreements herein contained, the CONTRACTEE agrees to furnish the CITY professional services for the period commending January 1, 2003 and ending December 31, 2003. 1. Attached hereto and incorporated by this reference is a description and definition of the services to be provided under this agreement. For performance of said services, the City shall pay to the CONTRACTEE the sum of twenty thousand dollars ($20,000). 2. It is agreed and understood by and between the parties hereto that this agreement does not create an employer /employee relationship and the CONTRACTEE shall accrue none of the benefits commonly associated with an employee /employer relationship. 3. Either party may terminate this agreement upon the written notice of termination. Such termination shall be effective immediately, provided that such termination shall not release the CONTRACTEE of the responsibility to complete faithfully any work then in progress, unless the written notice so provides. IN WITNESS WEREOF, we have signed the agreement on the day and year written above. SOUTHWEST KING COUNTY CHAMBER OF COMMERCE Phone: 206 433 -1800 City Hall Fax: 206- 433 -1833 www.ci.tukwila.wa.us ORIGINAL SOUTHWEST KING COUNTY CHAMBER OF COMMERCE CITY OF TUKWILA 2003 SCOPE OF SERVICES STANDARD SERVICES SERVICE A At the City's request or on Chamber initiative, assist the City with coordinating and promoting projects and events designed to enhance economic development. The Chamber will participate as a committee member; provide research materials from other economic development agencies; and assist with staffing as requested. SERVICE B The Chamber will serve as an information center, responding to inquiries received locally and from around the world with regard to relocating, locating a business, demographic information, City projects, facilities, issues, and services. All inquiries will be tracked by type and origin; fulfillment will be within ten working days. SERVICE C The Chamber will serve as an information center, track and forward all visitor information inquiries received locally and from around the world with regard to visitor information packet requests, general tourism inquiries, hosting a meeting or special event, group travel leads, hotel reservations, tour groups, etc. to Seattle Southside Visitor Services. Chamber will work with Seattle Southside Visitor Services to develop mutually agreed upon procedure for handling referrals. SERVICE D At the City's request or on Chamber initiative, assist the City in coordinating and promoting projects and events designed to enhance support and enthusiasm and foster a spirit of community within the City (such as a city-wide clean-up effort; encourage businesses to keep their properties clean and litter free). The Chamber will participate as a member of the Equity and Diversity Commission. SERVICE E Upon the City's request, the Chamber will assist in the development, distribution, and display of publications and promotional pieces, community profiles, maps, and other items. SERVICE F The Chamber will establish an Internet link between the City and Chamber web pages to better serve relocation prospects and businesses. SERVICE G Advise and assist members of Tukwila's Domestic Violence Committee and support and coordinate with the City to promote ending domestic violence for the City of Tukwila. SERVICE H The Chamber will serve as liaison between the City and the business community with regards to issues such as the implementation of growth management requirements, the Regional Transit Project, the Commute Trip Reduction Law, Six -Year Parks and Open Space Plan, and other major issues affecting business. SERVICE I The Chamber will assist the City with promotion and maintenance of the Highway 99 Action Committee. SERVICE J Until directed otherwise by the City, the Chamber will continue to strive to build partnerships, between the residents, the businesses, the City, and local school districts. SERVICE K The Chamber will act as a sounding board and information source for issues associated with economic vitality, development, and other matters related to the City's economic development policies. Meeting Date 4/14/03 Meeting Date 4/14/03 COUNCIL AGENDA S'NOPSIS Initials I Meeting Date I Prepared by I Mayor's review I Council review I I 4/14/03 I ,4,4,11- I GC I I 4/21/03 I i 0_ I I Ci e> I 1 I I I I I I I I I ITEM INFORMATION CAS Number: 03-050 I Original Agenda Date: 4/14/03 Agenda Item Title: Ordinance Fixing the Amount of Future Council Compensation ITEM No. 7 I Original Sponsor: Council x Admin. I Timeline: Sponsor's Summary: This ordinance was written in the update of the Council operating procedures. It will remain in the TMC directly following the procedures, but remain a separate ordinance for ease in amending in future years. Recommendations: Sponsor: Recommend ordinance for adoption Committee: Finance and Safety recommended ordinance April 8, 2003 Administration: Same as sponsor Cost Impact (if 2004- $12,540 knnwnl. Fund Source (if known) 000 General Fund RECORD OF COUNCIL ACTION Action Discussed at COW; amendments made; forwarded to 4/21 /03 Rea. Mth. APPENDICES Attachments Memo from L. Lauterbach dated April 10, 2003 Draft Ordinance Fixing the Amount of Future Compensation Information memo; City Attorney Opinion 1/29/03; MSRC opinion 1/24/03 Ordinance 1956 e ne> 4- saw 'C. _minutes April7, 2003 and March 3, 2003 4/21/03 l4emo from rrauterbach dated 4/17/03: Ore di nancA in final fnrm To: City Council From: Lucy Lauterbach Date: April 17, 2003 Subject: Salary Ordinance The salary ordinance is ready for adoption after its consideration at the Committee of the Whole last week. There have been no substantive changes. One thing that was done was to repeal the ordinances that apply to salaries and benefits in this ordinance. Previously they had been repealed in the Operating Procedures ordinance, but it makes better sense to include them here. Finally, a suggestion was made to include an escalator for the benefits in 2006 and 2007 in order to avoid a large increase later. Because benefits rise only after an election, there will necessarily be a somewhat large increase if it is raised for half the Council (but not the other half) every two years. It is Council policy how much to increase each year in the future. The current planned increases were based on past increases in health insurance in the city, and estimating those increases would continue. In a week and a half we should have a definitive answer about whether the reimbursement program should be counted as income. City of Tukwila Washington Ordinance No. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AMENDING THE TUKWILA MUNICIPAL CODE TO FIX THE AMOUNT OF COMPENSATION FOR COUNCILMEMBERS THROUGH 2007, REPEALING ORDINANCE NOS. 1942, 1955 AND 1956; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, Ordinance 1956 set Council compensation levels for the years 2001 through 2005; and WHEREAS, Council members elected in 2003 will serve through 2007, and salaries for 2006 and 2007 are not set forth in Ordinance 1956; and WHEREAS, the City Council recognizes that the current economy warrants a conservative compensation that does not rise beyond the current scale; and WHEREAS, a uniform stipend ensures that all Council members receive the same salary for several years; NOW, THEREFORE, THE CITY' COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. The Tukwila Municipal Code is hereby amended to set Council compensation and benefits as follows: 2.05 Council Compensation and Benefits 2.05.010 Monthly compensation: A. Compensation levels. Pursuant to the provisions of RCW 35A.12.070, members of the Tukwila City Council shall receive the following monthly compensation during the years listed here according to their position and date their term of office commences: YEAR 1 2003 1 2004 1 2005 1 2006 1 2007 B. Compensation review. At any time the Tukwila Council compensation falls below the mean of the other Valley Communication cities, Tukwila will review the stipends and may increase its stipend to the level of those other cities. Council Members Salary.doc POSITIONS 1, 3, 5,7 1/1/02- 12,/31/05 (current term of office) and 1/f06- 12/31/09 $950 /month $1,000 /month $1,050 /month "$1,050/month $1,050 /month "'New Council term commences on January 1. POSITIONS 2, 4, 6 1/1/00- 12/31/03 (current term of office) and 1/1/04- 12/31/07 $685 /month "*$1,000 /month $1,050 /month $1,050 /month $1,050 /month 2.05.020 Benefits: Each member of the City Council, beginning January 1, 2003, shall be eligible for one of two benefits options: 1. Reimbursement program. Reimbursement from the City for medical expenses for one year including: pharmaceuticals, health care, alternative health care, dental, and vision costs; and health and life insurance premiums shall be authorized up to the following limits (which approximates the cost of insurance for one employee) during the years listed here, according to Councilmember position and date their term of office commences: I POSITIONS 1, 3, 5, 7 1/1/02 12/31/05 (current YEAR term of office) and 1/106- 12/31/09 1 2003 1 $3,400 /year 1 2004 1 $3,400 /year 1 2005 1 $3,400 /year 2006 1 **$4598 /vear 1 2007 1 $4,598 /year I POSITIONS 2, 4, 6 1/1/00- 12/31/03 (current term of office) and 1/104- 12/31/07 $3,400 /year **$3,800/ year $4,180 /year $4,598 /year $4,598 /year **New Council term commences on January 1. Reimbursements shall be made only upon presentation to the Finance Director of a receipt or other evidence that the expense was actually incurred. OR 2. Medical plan eligibility. Councilmembers have the ability to join the City's self insured medical and dental plan which is offered to non represented employees. This benefit will cover only the Councilmember and not additional family members, unless the Councilmember makes separate payment for those family members. Section 2. Repealer. Ordinance Numbers 1942,1955 and 1996 are hereby repealed. Section 3. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 4. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force and effect on PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2003. ATTEST AUTHENTICATED: Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney Council Members Salary.doc Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: Steven M. Mullet, Mayor CAS Number: 03-056 Agenda Item Title: Accept Public Works Trust Fund loan of $100,000.00 for design of Cascade View Neighborhood Drainage Project. I Original Sponsor: I Timeline: Sponsor's Summary: Meeting Date 4/21/03 Meeting Date 4/21/03 03 -06b COUNCIL AGENDA SYNOPSIS 1 Meeting Date 4/21/03 Council Initials Prepared by 1 Mayor's review 1 Council review ITEM INFORMATION Original Agenda Date: April 21, 2003 Admin. Public Works ITEM NO. a The Public Works Trust Fund has approved our application of a loan for $100,000.00 to design a storm drainage system for the Cascade View neighborhood. Improvements to the storm drains, water mains and street restorations will be included. Recommendations: Sponsor: Authorize Mayor to sign the loan agreement with Public Works Trust Fund. Committee: Forward to Regular Council. Administration: Same as sponsor. Cost Impact (if known): $100,000.00 loan at %2% per annum for a term of 5 years. Fund Source (if known): Storm Drainage 412 Fund RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated March 27, 2003 Loan Agreement with Public Works Trust Fund Utility Committee Meeting Minutes from April 8, 2003 TO: Mayor Mullet FROM: Public Works Directolat) DATE: March 27, 2003 UU SUBJECT: Loan from the Public Works Trust Fund ISSUE In February 2003, the City of Tukwila Public Works Department applied for a $100,000 Public Works Trust Fund loan to design neighborhood improvements for the Cascade View area of Tukwila. This loan was approved in March and now awaits formal acceptance by the City. BACKGROUND INFORMATION MEMO The Cascade View Neighborhood continues to experience many drainage and groundwater problems. The City completed the Cascade View Neighborhood Drainage and Groundwater Study in 2002 that recommended various drainage and roadway improvements totaling $5,043,000 for design and construction. Various funding options have been pursued to design and construct these improvements, including a construction loan through the PWTF that scored well but failed to receive funding, and Community Development Block Grants (CDBG) that were approved for a total of $315,000. This $100,000 PWTF design loan combined with the CDBG funds and City 412 funds will be used for design of these improvements. Remaining 412 design funds currently budgeted will be moved to the construction phase of this project and used as City match for the next PWTF loan application due in May. RECOMMENDATION Forward to Council with the recommendation to accept the loan from the Public Works Trust Fund for the Cascade View Neighborhood Improvements. RL:ad attachments: Loan Agreement with PWTF file: 00- DRO6.2 (P:proje<uU- DR Projects \00-DR06\PWTP Design Loan Acceptance Memo) PART I: ENTIRE AGREEMENT This agreement, and incorporated attachments, contains all terms and conditions agreed to by the PUBLIC WORKS BOARD and the LOCAL GOVERNMENT. This contract consists of ten pages and two attachments. An attachment to this agreement, ATTACHMENT I: SCOPE OF WORK, consists of a description of local project activities, certification of the project's useful life, and identification of estimated project costs and fund sources and is, by this reference, incorporated into this agreement as though set forth fully herein. In addition, ATTACHMENT 11: ATTORNEY'S CERTIFICATION, is by this reference incorporated into this agreement. The PUBLIC WORKS BOARD and the LOCAL GOVERNMENT have executed this agreement as of the date,and year last written below. PUBLIC WORKS BOARD John LaRocque, Executive Director Public Works Board Date APPROVED AS TO FORM ONLY Date This 17 Day of March, 2003 Mt L (j(} (6 Christine O. Gregoire Federal Taxpayer Identification Number Attorney General By: Signature on File Jeanne A. Cushman Assistant Attomey General PUBLIC WORKS TRUST FUND PRE CONSTRUCTION LOAN AGREEMENT NUMBER PW -03- 691 -PRE -102 TUKWILA Page 1 LOCAL GOVERNMENT Print Name Signature Title 2003 PWTF Pre Construction loan Agreement PART II: INTRODUCTION This loan agreement is made and entered into by and between the PUBLIC WORKS BOARD, or its successor, a department of the state of Washington (referred to as the "BOARD and TUKWILA (referred to as the "LOCAL GOVERNMENT Acting under the authority of Chapter 43.155 RCW, the BOARD has selected the LOCAL GOVERNMENT to receive a Public Works Trust Fund loan for an approved public works project. PART III: PURPOSE The BOARD and the LOCAL GOVERNMENT have entered into this agreement to undertake a local public works project which furthers the goals and objectives of the Washington State Public Works Trust Fund Program The project will be undertaken by the LOCAL GOVERNMENT and will include the activities described in ATTACHMENT I: SCOPE OF WORK. The project must be undertaken in accordance with PART IV: TERMS AND CONDITIONS, and all applicable state and local laws and ordinances, which by this reference are incorporated into this agreement as though set forth fully herein. PART IV: TERMS AND CONDITIONS The parties to this agreement agree as follows: 4.01 Rate and Term of Loan The BOARD, using funds appropriated from the Public Works Assistance Account, shall loan the LOCAL GOVERNMENT a sum not to exceed $100,000.00. The interest rate shall be one -half percent (1/2 per annum on the outstanding principal balance. The term of the loan shall not exceed 5 years, with the final payment due July 1, 2008. 4.02 Local Proiect Share The LOCAL GOVERNMENT pledges an amount of locally generated revenue not Less than fifteen percent (15 of the total eligible portion of the project cost not funded by federal or state grants as identified in ATTACHMENT I: SCOPE OF WORK, to be verified at the time of project close -out. Any change in the percentage of locally generated funds may require an adjustment in the loan amount or interest rate charged, or both. In such event, the LOCAL GOVERNMENT agrees to execute an amendment to this agreement adjusting the loan amount or interest rate, as appropriate. Page 2 2003 PWTF Pre Construction Loan Agreement Local project share must consist of expenditures eligible under WAC 399 -30- 030(3) and be related only to project activities described in ATTACHMENT I: SCOPE OF WORK. These expenditures may be made up to twelve (12) months prior to the execution of the loan agreement and verified at the time of project close -out. PUBLIC WORKS TRUST FUND MONIES MAY NOT BE USED TO REIMBURSE THE LOCAL GOVERNMENT FOR ANY COSTS INCURRED PRIOR TO EXECUTION OF THIS LOAN AGREEMENT. 4.03 Disbursement of Loan Proceeds The availability of funds in the Public Works Assistance Account is a function of tax collection and loan repayment. If funds are not available at the time the invoice is submitted, or when an agreement is executed, the issuance of warrants will be delayed. Therefore, subject to the availability of funds, warrants shall be issued to the LOCAL GOVERNMENT for payment of allowable expenses incurred by the LOCAL GOVERNMENT while undertaking and administering approved project activities in accordance with ATTACHMENT I: SCOPE OF WORK. In no event shall the total Public Works Trust Fund loan exceed eighty five percent (85 of the eligible actual project costs. The disbursement of loan proceeds shall be initiated by the LOCAL GOVERNMENT on a Washington State Invoice Voucher form. The loan funds will be disbursed to the LOCAL GOVERNMENT as follows: Within thirty (30) days of the formal execution of this agreement, a sum not to exceed seventy-five percent (75 of the approved Public Works Trust Fund loan shall be disbursed to the LOCAL GOVERNMENT. At the time of project completion, a Close -out Report, (refer to Section 4.18 for Close -out Report), shall be submitted to the BOARD by the LOCAL GOVERNMENT certifying total actual project costs. The final Public Works Trust Fund loan disbursement shall not bring the total loan in excess of eighty five percent (85 of the eligible project costs or the total of $100,000.00, whichever is less, nor shall this disbursement occur prior to the completion of all project activities. The Close -out Report shall serve as a contract AMENDMENT for determining the final loan amount, interest rate, and Iocal share. Page 3 2003 PWTF Pre Construction Loan Agreement In the event that the final costs identified in the Close -out Report indicate that the LOCAL GOVERNMENT has received Public Works Trust Fund monies in excess of eighty five percent (85 of eligible costs, all funds in excess of eighty five percent (85%) shall be repaid to the Public Works Assistance Account by payment to the Department of Community, Trade and Economic Development, or its successor, within thirty (30) days of submission of the Close -out Report. 4.04 Interest Earned on Public Works Trust Fund Monies All interest earned on Public Works Trust Fund Monies held by the LOCAL GOVERNMENT shall accrue to the benefit of the LOCAL GOVERNMENT and be applied to the eligible costs of the approved project. Benefits shall accrue in one of two ways: 1. Reduce the amount of the Public Works Trust Fund loan. 2. Pay any part of the eligible project costs that are in excess of ATTACHMENT I: SCOPE OF WORK estimates if there is an overrun of project costs. The LOCAL GOVERNMENT shall establish procedures to ensure that all monies received from the Public Works Trust Fund loan can be readily identified and accounted for at any time during the life of this loan agreement. Such procedures shall consist of the establishment of a separate fund, account, sub account or any other method meeting generally accepted accounting principles. 4.05 Time of Performance The LOCAL GOVERNMENT shall begin the activities identified within ATTACHMENT I: SCOPE OF WORK no later than three (3) months after the date of loan agreement execution and reach project completion no later than eighteen (18) months after the date of agreement execution. Failure to perform within the time frame described in the preceding paragraph may constitute default of this agreement. In the event of extenuating circumstances, the LOCAL GOVERNMENT may request, in writing, that the BOARD extend the deadline for project completion. The BOARD may, by a two thirds vote, extend the deadline. 4.06 Renavment The first loan repayment under this agreement is due July 1, 2004, and subsequent installments are due on July 1 of each year during the term of the loan. The first repayment under this agreement shall consist of interest only at the rate of one -half percent (1/2 per annum, calculated on a 360 -day year of twelve 30 -day months, applied to funds received. Interest will begin to accrue from the date the BOARD issues each warrant to the LOCAL GOVERNMENT. Subsequent repayments shall consist of the principal balance due divided by the loan term remaining plus interest on the unpaid balance of the loan. The final payment shall be an amount sufficient to bring the loan balance to zero. Page 4 2003 PWTF Pre- Construction Loan Agreement The LOCAL GOVERNMENT has the right to repay the unpaid balance of the loan in full at any time, and the right to repay at a faster rate than is provided in this agreement, provided that any such payment must equal or exceed the amount normally due on an annual basis. The LOCAL GOVERNMENT will repay the loan in accordance with the preceding conditions through the use of a check, money order, or equivalent means made payable to the Department of Community, Trade and Economic Development, or its successor, and sent to: 4.07 Repayment Account Department of Community, Trade and Economic Development Administrative Services Division/Fiscal Unit 906 Columbia Street S.W. P.O. Box 48300 Olympia, Washington 98504 -8300 The LOCAL GOVERNMENT shall repay the loan according to the option designated in Section 4.09 Loan Security. The name of the fund, account, or sub account shall be 4.08 Default in Repayment S U L Loan repayments shall be made to the Department of Community, Trade and Economic Development, or its successor, in accordance with Section 4.06 of this agreement. A payment not received within thirty (30) days of the due date shall be declared delinquent. Delinquent payments shall be assessed a daily penalty beginning on the thirty -first (31) day past the due date. The penalty will be assessed on the entire payment amount. The penalty will be twelve percent (12%) per annum calculated on a 360 -day year. The LOCAL GOVERNMENT acknowledges and agrees to the BOARD'S right, upon delinquency in the payment of any annual installment, to notify any other entity, creditors, or potential creditors of the LOCAL GOVERNMENT of such delinquency including, without limitation, the state government and the United States of America or its agencies, credit rating agencies, and the municipal finance market. The same penalty terms shall apply to delinquent repayment of funds paid in excess of eligible costs as provided for in Section 4.03. The LOCAL GOVERNMENT shall pay the costs and reasonable legal fees incurred by the BOARD in any action undertaken to enforce its rights under this section. Page 5 2003 PWTF Pre Construction Loan Ageement 4.09 Loan Security The LOCAL GOVERNMENT must select one of the following options for securing repayment of the loan. Please initial the appropriate option. 1. 2< General Obligation: This loan is a general obligation of the LOCAL GOVERNMENT. OR 2. Revenue Obligation: This option may be used only if the entire project is a domestic water, sanitary sewer, storm sewer, or solid waste utility project. LOCAL GOVERNMENTS performing a storm sewer project that have not created a storm sewer utility or a combined sanitary sewer /storm sewer utility may not use this option. Projects providing for a mixture of bridge, road, domestic water, sanitary sewer, and storm sewer activities may not use this option. This loan is a revenue obligation of the LOCAL GOVERNMENT payable solely from the net revenue of the utility system indicated below. Payments shall be made from the net revenue of the utility after the payment of the principal and interest on any revenue bonds, notes, warrants or other obligations of the utility having a lien on that net revenue. As used here, "net revenue" means gross revenue minus expenses of maintenance and operations. The BOARD grants the LOCAL GOVERNMENT the right to issue future bonds and notes that constitute a lien and charge on net revenue superior to the lien and charge of this loan agreement. OR Please choose and initial one of the following utility systems: Water Sanitary Sewer (Wastewater) Stormwater Water /Sanitary Sewer Stormwater /Sanitary Sewer Solid Waste 3. Local Improvement District: Pursuant to RCW 35.51.050, the LOCAL GOVERNMENT pledges to repay this loan from assessments collected from a Local Improvement District, Local Utility District or other similar special assessment district in which the improvements financed by this loan are located. The name of the special assessment district is Nothing in this section shall absolve the LOCAL GOVERNMENT of its obligation to make loan repayments when due, and to adjust rates, fees, or surcharges, if necessary, to meet its obligations under this agreement. Page 6 2003 PWTF Pre- Construction Loan Agreement 4.10 Recordkeenine and Access to Records The BOARD, the BOARD'S agents, and duly authorized officials of the State shall have full access and the right to examine, copy, excerpt, or transcribe any pertinent documents, papers, records, and books of the LOCAL GOVERNMENT and of persons, firms, or organizations with which the LOCAL GOVERNMENT may contract, involving transactions related to this project and this agreement. The LOCAL GOVERNMENT agrees to retain these records for a period of six years from the date of project completion. If any litigation, claim or audit is started before the expiration of the six year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. 4.11 Renorts The LOCAL GOVERNMENT, at such times and on such forms as the BOARD may require, shall furnish the BOARD with such periodic reports as it may request pertaining to the activities undertaken pursuant to this agreement including, but not limited to, quarterly progress reports, the Close -Out Report, and any other matters covered by this agreement. Failure to file periodic reports as requested may result in termination of this agreement as per Section 4.14. 4.12 Indemnification The LOCAL GOVERNMENT will defend, protect, indemnify, save, and hold harmless the BOARD, and the state of Washington from and against any and all claims, costs, damages, expenses, or liability for any or all injuries to persons or tangible property, arising from the acts or omissions of the LOCAL GOVERNMENT or any of its contractors or subcontractors, or any employees or agents in the performance of this agreement, however caused. In the case of negligence of both the BOARD and the LOCAL GOVERNMENT, any damages allowed shall be levied in proportion to the percentage of negligence attributable to each party. 4.13 Amendments. Modifications, and Waivers Except for an increase in the amount of the loan governed by this agreement, the LOCAL GOVERNMENT may request an amendment of this agreement for the purpose of modifying the SCOPE OF WORK or for extending the time of performance as provided for in Section 4.05. No modification or amendment resulting in an extension of time shall take effect until a request in writing has been received and approved by the Board in accordance with Section 4.05. No amendment or modification shall take effect until approved in writing by both the BOARD and the LOCAL GOVERNMENT and attached hereto. No conditions or provisions of this agreement may be waived unless approved by the BOARD in writing. Page 7 2003 PWTF Pre Construction than Agreement 4.14 Termination for Cause If the LOCAL GOVERNMENT fails to comply with the terms of this agreement, or fails to use the loan proceeds only for those activities identified in ATTACHMENT I: SCOPE OF WORK, the BOARD may terminate the agreement in whole or in part at any time. The BOARD shall promptly notify the LOCAL GOVERNMENT in writing of its determination to terminate, the reason for such termination, and the effective date of the termination. Nothing in this section shall affect LOCAL GOVERNMENT obligations to repay the unpaid balance of the loan. 4.15 Termination For Convenience The BOARD may terminate this agreement in the event that federal or state funds are no longer available to the BOARD, or are not allocated for the purpose of meeting the BOARD'S obligations under this agreement. Termination will be effective when the BOARD sends written notice of termination to the LOCAL GOVERNMENT. Nothing in this section shall affect LOCAL GOVERNMENT obligations to repay the unpaid balance of the loan. 4.16 Governing Law and Venue This agreement shall be construed and enforced in accordance with, and the validity and performance hereof shall be governed by, the laws of the state of Washington. Venue of any suit between the parties arising out of this agreement shall be the Superior Court of Thurston County, Washington. The prevailing party is entitled to recover costs in accordance with Washington State Law (Chapter 4.84 RCW). 4.17 Severabilitv If any provision under this agreement or its application to any person or circumstances is held invalid by any court of rightful jurisdiction, this invalidity does not affect other provisions of the agreement which can be given effect without the invalid provision. 4.18 ProiectComnletion The BOARD will require and notify the LOCAL GOVERNMENT to initiate a Close -out Report when the activities identified in ATTACHMENT I: SCOPE OF WORK are completed. In the report, the LOCAL GOVERNMENT will provide the following information to the BOARD: 1. A copy of the Close -out Report. 2. A copy of a resolution accepting the project design as being complete. 3. Certification that all costs associated with the project have been incurred. Costs are incurred when goods and services are received and/or contract work is performed. Page 8 2003 PWTF Pre Construction Loan Agreement 4.19 Proiect Close -out In accordance with Section 4.03 of this agreement, the LOCAL GOVERNMENT will submit, together with the Close -out Report, a request for a sum not to exceed the final twenty -five percent (25 of the loan amount. 4.20 Audit Audits of the LOCAL GOVERNMENT'S project activities may be conducted by the Municipal Division of the State Auditor's Office in accordance with state law and any guidelines the Department of Community, Trade and Economic Development, or its successor, may prescribe. Payment for the audit shall be made by the LOCAL GOVERNMENT. 4.21 Proiect Signs If the LOCAL GOVERNMENT displays, during the period covered by this agreement, signs or markers identifying those agencies participating financially in the approved project, the sign or marker must identify the Washington State Public Works Trust Fund as a participant in the project. 4.22 Nondiscrimination Provision During the performance of this contract, the LOCAL GOVERNMENT shall comply with all federal and state nondiscrimination laws, including, but not limited to chapter 49.60 RCW, Washington's Law Against Discrimination, and 42 U.S.C. 12101 et seq, the Americans with Disabilities Act (ADA). In the event of the LOCAL GOVERNMENT'S noncompliance or refusal to comply with any applicable nondiscrimination law, regulation, or policy, this contract may be rescinded, canceled, or terminated in whole or in part, and the LOCAL GOVERNMENT may be declared ineligible for further contracts with the BOARD. The LOCAL GOVERNMENT shall, however, be given a reasonable time in which to cure this noncompliance. PART V: SPECIAL ASSURANCES The LOCAL GOVERNMENT assures compliance with all applicable state and local laws, requirements, and ordinances as they pertain to the design, implementation, and administration of the approved project. Of particular importance are the following: 5.01 RCW 43.155.060 The LOCAL GOVERNMENT shall comply with the provisions of RCW 43.155.060 regarding competitive bidding requirements for projects assisted in whole or in part with money from the Public Works Trust Fund program. Page 9 2003 PWTP Pre Construction Loan Agreement 5.02 WAC 399 -30- 030(31 The LOCAL GOVERNMENT assures compliance with WAC 399 -30- 030(3) which identifies eligible costs for projects assisted with Public Works Trust Fund loans. 5.03 Historical and Cultural Artifacts The LOCAL GOVERNMENT agrees that if historical or cultural artifacts are discovered during construction, the LOCAL GOVERNMENT shall immediately stop construction and notify the local historical preservation officer and the state's historical preservation officer at the Washington State Office of Archeology and Historic Preservation. The LOCAL GOVERNMENT shall require this provision to be contained in all contracts for work or services related to ATTACHMENT I: SCOPE OF WORK. 5.04 Assignment Neithei this agreement, nor any claims arising under this agreement, shall be transferred or assigned by the LOCAL GOVERNMENT without prior written consent of the BOARD. Page 10 2003 PWTF Pre Construction Loan Agreement TUKWILA Cascade View Drainage Improvements 2. The term of this loan will be five years. T: \Contracting \Pre Con \PC Scope 03 PRE 102.dot PUBLIC WORKS TRUST FUND Pre Construction Program ATTACHMENT 1: SCOPE OF WORK PW -03- 691 -PRE -102 1. Provide a clear description of the project to be financed in part by a Public Works Trust Fund loan. (Attach additional sheets if necessary): Develop plans, specifications and estimates for drainage improvements with the Cascade View neighborhood. The improvements are to include approximately 7,000 linear feet of storm sewer, under drains, and provide water quality treatment. Scope of Work Page Two PW -03- 691 -PRE -102 Estimated Project Costs: Engineering Environmental Review 20,000 Land/R -D -W Acquisition Other Fees Contingency (10%) 26,000 Bid Documents 495,000 Public Involvement/Information 5,000 TOTAL ESTIMATED COSTS 546,000 Anticipated Fund Sources: A KDBG Grant 290,000 KDBG Grant 14,000 B. City Surface Water Fund 142,000 General Funds Capital Reserves Other Fund Rates Assessments (LID, RID, ULID) Special Levies Federal Loan(s) from: (identify all) State Loan(s) from: (identify all) Other: identify sources) TOTAL LOCAL REVENUE C. PUBLIC WORKS TRUST FUND LOAN T: \Contracting \Pre•Con \PC Scope 03 PRE 102.dot Total 142,000 100,000 Scope of Work Page 3 PW -03- 691 -PRE -102 Calculating Local Percentage: (Note: Please exclude any expansion/growth costs and funding before calculating the local percentage.) Calculate as follows: Total Local Revenue PWTF Loan Total Local Revenue Local Loan Percentage $142.000 $100,000 $142,000 59% The local contribution must be at least: Five percent (5 for a loan interest rate of 2% Ten percent (10 for a loan interest rate of 1% Fifteen percent (15 for a loan interest rate of 0.5% T: \Contracting \Pre Con\PC Scope 03 PRE 102.dot Signature of Attomey Name Address Public Works Trust Fund ATTACHMENT II: ATTORNEY'S CERTIFICATION I, hereby certify: I am an attomey at law admitted to practice in the State of Washington and the duly appointed attomey of the (the LOCAL GOVERNMENT); and I have also examined any and all documents and records which are pertinent to the loan agreement, including the application requesting this financial assistance. Based on the foregoing, it is my opinion that: 1. The LOCAL GOVERNMENT is a public body, properly constituted and operating under the laws of the State of Washington, empowered to receive and expend federal, state and local funds, to contract with the State of Washington, and to receive and expend the funds involved to accomplish the objectives set forth in their application. 2. The LOCAL GOVERNMENT is empowered to accept the Public Works Trust Fund financial assistance and to provide for repayment of the loan as set forth in the loan agreement. 3. There is currently no litigation in existence seeking to enjoin the commencement or completion of the above described public facilities project or to enjoin the LOCAL GOVERNMENT from repaying the Public works Trust Fund loan extended by the DEPARTMENT with respect to such project. The LOCAL GOVERNMENT is not a party to litigation which will materially affect its ability to repay such loan on the terms contained in the loan agreement. 4— Assumption of this obligation would not exceed statutory and administrative rule debt limitations applicable to the LOCAL GOVERNMENT. Date Utilities Committee April 8, 2003 Present: Pam Linder, Chair; Joan Hernandez, Dave Fenton Jim Morrow, Frank Iriarte, Brian Shelton, Ryan Larson, Gail Labanara, Tom Pulford, Lucy Lauterbach 1. Public Works Trust Fund Loan The City submitted a $100,000 loan request to the Public Works Trust Fund (PWTF). They have received that loan, and the City is being asked to accept it. It will be used along with CDBG block grant funding to design the needed drainage improvements in Cascade View. They hope to get a loan to do construction next year. Ryan drove to Olympia to tum in the loan application, finding out later he had even more time to do it. Ryan gave information about his other project, TDB, which is going well. There have been some complaints about debris on and off the road, and the work being done for storm water lines. The work for the storm drains is 70% complete. When that's done, the power lines will go in. Recommend City accept 3100.000 PWTF loan. 2. GIS -based Infrastructure Inventory Public Works has agreed to a contract with Perteet to do a global positioning study of the area north of S. 115` in Allentown, including Ryan Hill and East Marginal Way. The annexed areas of the city don't have good drawings of the infrastructure, and it makes building difficult for contractors. It will also let our crews know where the outfalls and catch basins are for maintenance. $100,000 in funding will come from the 303 (Facility maintenance) fund and $169,715 will come from Surface Water. Dave asked if connectivity could be part of this study, and was told it could not be as they're looking for metal pipes only. A year ago the city called for consultants to present the information they would gather in a study like this, and Perteet was the clear winner. The only disadvantage of doing this is that it costs $269,715, and is only a small portion of the whole city. Move authorization for contract with Perteet engineering to provide infrastructure inventory to Regular Meeting, 3. Lower City Hall Entrance Work The northwest entrance to city hall with the deck is rotted and falling apart. The low bid did not include all the work that eventually needed to be done. It turned out that with the change orders, the eventual cost equaled the two higher bidders. What was first thought to be a small improvement turned in to a much larger job, with rot, previous cheap work, and insect damage all beyond what was known up- front. The project will be paid out of the 303 facility improvement fund. Dave and Joan wanted to know how this would affect the project of updating Council chambers. Jim M explained that there is a list of action items, a list of design items, and a list of needed but not scheduled items. The Council chamber is at the top of the design list. Another item Jim mentioned was the possibility of hiring a reliable and decent painting firm to do city projects for a year. Though it would cost more, it would result in higher satisfaction with painting jobs rather than relying on low bids that often do unsatisfactory work. Recommend change order to Council for approval. I ITEM INFORMATION CAS Number: 03-057 I Original Agenda Date: April 21, 2003 Agenda Item Title: GIS -Based Public Works Infrastructure Inventory (North Quadrant) Consultant's Agreement with Perteet Engineering, Inc. Original Sponsor: Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): Meeting Date 4/21/03 I Meeting Date 4/21/03 COUNCIL AGENDA SYNOPSIS Meeting Date 4121/03 Council Initials Prepared by 1 Mayor's review 1 Council review I Zde e• I I I I Admin. Public Works Authorize the Mayor to sign the agreement with Perteet Engineering, Inc. Forward to Regular Council Same as Sponsor $269,715.00 Surface Water 412 and Facilities 303 Fund RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated March 26, 2003 Consultant's Agreement with Perteet Engineering, Inc. Utilities Committee Meeting Minutes from April 8, 2003 ITEM NO. R b. The contract is, for the GIS inventory and mapping of the infrastructure in the northern quadrant of the City. This will encompass the area north of S 115' St to the Seattle border and include the Ryan Hill neighborhood. This first area has minimal infrastructure records and it contains a mix of commercial and residential uses. Three consulting firms were interviewed, with Perteet rating the highest. 1 1 INFORMATION MEMO TO: Mayor Mullet FROM: Public Works Directs: di DATE: March 26, 2003 SUBJECT: GIS -Based Public Works Infrastructure Inventory Project No. 02 -DRO1 ISSUE Conduct the Northern Quadrant GIS Infrastructure Inventory. BACKGROUND The City has incomplete as -built infrastructure information and lacks a comprehensive inventory of all City-owned utilities. The level of information that is currently available varies greatly, primarily depending on when an area was incorporated into the City. In general, areas recently incorporated from King County have little to no recorded as -built information, and areas developed or redeveloped through the City have limited as -built information. Reliable as -built information is important for the following reasons: 1. Allows the City to respond to property owner and developer requests concerning the availability and location of existing utilities. 2. Allows our maintenance crews a method of tracking utilities for routine maintenance. 3. Allows our maintenance crews to more easily locate hidden features during emergencies. 4. Allows the engineering staff to more easily design upgrades and schedule replacement for needed utility work. In addition to these City needs, state and federal regulations require the City to have accurate and complete as-built information. These requirements are as follows: 1. The National Pollution Discharge Elimination System (NPDES) requires the City to have as-built infrastructure network drawings for all storm facilities. 2. The Capacity Management, Operation and Maintenance (CMOM), requires the City to develop a program to address deficiencies leading to sanitary sewer overflows. 3. The Government Accounting Standards Board (GASB) Statement 34 requires the City to annually track City assets either by depreciation of value or by reporting maintenance outlays and providing periodic condition assessments. Mayor Mullet Page 2 March 26, 2003 ANALYSIS The Engineering and Maintenance staff recognized the need to develop a complete as -built GIS record for City -owned facilities and recommended the following features: 1. Compatible with the existing City GIS System. 2. Record field locations of all visible Survey Monuments and Storm Drainage, Sewer, Water, and Traffic features. 3. Record available attribute information concerning type, material, condition, year installed and other information for each feature recorded. 4. Provide a level of accuracy to within 0.3' horizontal and 0.5' vertical. 5. Construct a Microsoft Access database tied to the GIS mapping system. This will allow changes to be made on the GIS or Access components with the corresponding changes automatically recorded on the other component. The Access database will contain attribute information and serve as an inventory listing for all utility components. 6. Phase the citywide inventory to spread the costs over several years. The Northern Section of the City was selected as the first phase of this effort. The inventory and mapping for the infrastructure will be performed north of S 115 St and include the entire Ryan Hill neighborhood. This area was chosen as a "test" area since little infrastructure records are available and it contains a mix of industrial and residential uses. Future phases may be modified based on information learned during this phase. Three consulting engineering firms, Perteet Engineering, PACE, and Earth Tech, were interviewed with Perteet Engineering rating the highest. BUDGET The Storm Water component of this survey requires additional and more detailed information than the other components of this effort. Therefore, it is recommended that of the $269,715 required for this effort, $169,715 come from the 412 Fund and the remaining $100,000 come from the 303 Fund. ALTERNATIVES State and federal regulations necessitate the record keeping of reliable as -built information and the tracking of infrastructure assets. These requirements could be met by two different approaches. 1. Minimal Approach Complete the existing "paper" as -built records system by field inventorying and recording features on maps, and updating the asset tracking sheets. Pros Less initial cost since efforts would be spent on areas where adequate records do not exist. Meets the basic needs of the various regulations. Mayor Mullet Page 3 March 26, 2003 Cons Accuracy of the information would not allow for design. Currently available information has not been kept up to date and contains errors. Electronic copying, storing, and emailing would not be available since this would require significantly larger file sizes. Increased design costs for City as well as developer projects since information is not readily available in a usable format. 2. GIS and Database Annroach Conduct a GIS field inventory of the entire City and create an infrastructure database. Pros Meets the needs of the various regulations. Information can be considered very reliable and used for design purposes. Information can be easily transferred electronically. 1 Easy locating and printing of as -built information for both City and public use. Cons Added cost for the more extensive information that would be collected and the necessity of completing the entire City. RECOMMENDATION Authorize a contract with Perteet Engineering, Inc., to provide the North Quadrant GIS Infrastructure Inventory in the amount of $269,715.00. RL:ad file: 02- DR01.3 (P.PVymU -DR PMan\O2DROI'GIS -Bxe0 PW CONSULTANT AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and Perteet Engineering, Inc. 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 engineering services in connection with the project designated Northern Quadrant GIS Infrastructure Inventory. 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. Time for Performance Work under this contract shall commence upon the giving of 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 within 180 calendar days from notice to proceed, unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit `B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $269,715 without written authorization. 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 is 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 state for a Consultant Agreement for Professional .Services 'Northern Quadrant GIS Infrastructure Inventory c- r &.uroJO:os GIS mvemocv Conimc.d« Page I of I period of three (3) years after final payments. Copies shall be made available upon request. 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 A faithfully observe and comply with all federal, state, and Local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, Losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence /aggregate for property damage, and professional liability insurance in the amount of $1,000,000. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory C. •T:AIP030105 GIS /n.enmry Comrvndoc Page 2 of I required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 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, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 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 the Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations Consultant Agreement for .Professional Services Northern Quadrant GIS Infrastructure Inventory e::TEMP010103 GIS Invenm.v Comma.Joc Page 3 of I I 15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attomey's fees, incurred in such shit from the losing party. 16. Notices. Notices to the City of Tukwila shall be sent to the following address: 17. Integrated Agreement. 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. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this of this Agreement between surviving members of the Consultant and the City, if the City so chooses. City of Tukwila 6300 Southcenter Boulevard Tulcwila, WA 98188 Notices to Consultant shall be sent to the following address: Perteet Engineering, Inc. 2707 Colby Avenue, Suite 900 Everett, WA 98201 CITY OF TUKWILA Steve Mullet, Mayor Attest/Authenticated: Jane E. Cantu, City Clerk Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory C7£ItP1OI0:05 GIS Inventory Conrmn.Jnr day of 20 CONSULTANT By: Approved as to Form: Kevin E. Weed President Office of the City Attorney Page 4 of I I Exhibit "A" Scone of Services City of Tukwila GIS Based Public Works Infrastructure Inventory Northern Quadrant (North of approx. S. 115 St.) INTRODUCTION The overall objective of Scope of Services is to provide an inventory and mapping of the City of Tukwila's public works infrastructure within the northern quadrant of the City. The inventory and mapping for the infrastructure will be performed in this area within the public rights -of -way, west of I -5, east of I -5 and north of the Duwamish River. Additional inventory and mapping east of I -5 will occur where permission for entry can be obtained from private properties. Like many agencies that have annexed highly urbanized areas that were formerly operated and maintained by the county, Tukwila is having difficulties identifying the Location and complexity of their acquired stormwater system. The stormwater systems in these areas were previously controlled by King County, and mapping records for these systems never existed, were lost, or never passed on to the City when annexation occurred. This condition is the most prevalent in the area surrounding East Marginal Way in the northem quadrant of the City. Due to the lack of good stormwater system mapping and inventories in this area, it has been selected to be the first neighborhood to receive a concerted stormwater system mapping and geographic information system (GIS) development effort. The program developed for the north city area will set the foundation for a citywide stormwater mapping and GIS. As the inventory of the stormwater system is being performed in the study area, additional surface features within the right -of -way such as the City's water, sanitary sewer, and street infrastructure system will be captured. The additional mapping of these facilities will allow for detailed information for these facilities to be added at a later date. Key to the success of the project is the thorough design of a data capture and storage system that will blend seamlessly with the City's existing GIS as well as be expandable for integrating future information or integration with maintenance and management software. Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory C:. TEAP.o)o :os GIS Immrom Co.rman.oc Page S of The work under this agreement will be accomplished under the following elements of work: SCOPE OF SERVICES 1.0 Management Coordination /Administration 1.1. Provide continuous project management administration (billing invoices, monthly progress reports) throughout the project's field data acquisition and GIS development. 1.2. Develop project schedule. Schedule to be updated by the Consultant at the City's direction as needed. 1.3. Attend twice monthly coordination meetings with City staff and prepare meeting minutes. It is assumed that a total of 12 meetings will be required and additional meetings, at the City's direction, will be considered additional work 1.4. Prepare independent QA/QC reviews. 1.5. Coordination of Sub consultants. 2.0 Project Planning 2.1. The Consultant analyst will schedule and lead the Project Kickoff and Planning meeting prior to the start of field data collection. This session will focus on the final identification of features and feature attributes to be collected by field survey crews. In addition, planning for future uses of the utility and street inventory will be discussed. From this session, the Consultant will prescribe a database template that will be used in the GPS data dictionaries for seamless transfer to the GIS via MS Access. This process will allow the Consultant to develop a comprehensive geo- database structure that will support both short and long term GIS database inventory needs of the City. 2.2. With the assistance of the City, a geographically bounded "test" area and four to five additional product delivery sub -areas will be defined. The field inventory, database /GIS, and output product for the test area will receive a QA/QC review by the Consultant and then be submitted to the City for review and comment. Upon receipt of the comments from the City modifications of the field inventory, database /GIS and/or project output will be made prior to proceeding to the subsequent geographic areas. Following the Consultant's QA/QC review subsequent submittals to the City will be made as each geographic area is completed. 2.3. The Consultant with input from the City will develop a custom "data dictionary" that will provide systematic inventory data fields for the field survey crews to complete during the field survey. 2.4. Survey "styles" that define the accuracy requirements for the specific inventory items will be determined with the assistance of the City in conjunction of the data dictionary. 2.5. Acquire from the City both a hard copy and electronic mapping that is readily available from King County, WSDOT and Boeing that show the infrastructure features that will be inventoried within their geographical areas. Electronic mapped stormwater features and data from these agencies that are outside of the Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory C.ITE..IP030201 GIS Inventory Conwadoc Page 6 of 11 City's rights -of -way will be incorporated into the City's GIS based utility inventory. 3.0 Field Data Acquisition 3.1. Assumptions: 3.1.1. Elevations will be referenced to NAVD "88" datum. 3.1.2. We estimate that 90% of inventory data will be acquired by GPS, the remainder will be by traditional optical equipment based upon GPS control points. 3.1.3. It is anticipated that the Consultant will not be required to enter confined spaces in order to collect survey data. If the Consultant is required by the City to enter confined spaces all labor and equipment for entry will be billed as "extra work 3.1.4. Only visible or easily recovered features will be surveyed. 3.1.5. City of Tukwila will ensure access to all private properties required for the survey. 3.2. Water System Survey: 3.2.1. The following visible water system appurtenances will be located by GPS or Optical survey: center of main valve boxes, service valve boxes, and hydrants; FDC (at base of wall), center of nut on PW, WIV (at base of wall), Meter Box, water vaults, base of Air Relief Valve vent pipe and center of manholes. 3.3. Sanitary Sewer System Survey: 3.3.1. The following visible Sanitary Sewer system appurtenances will be located by GPS or Optical survey: center of manhole, manhole rim, center of vault (access), invert elevation, pipe size and material, cleanouts, center of pump station access point and base of any electrical service panels for the sanitary system. 3.4. Storm System Survey: 3.4.1. The following visible Storm Sewer system appurtenances will be located by GPS or Optical survey: manhole and catch basins, including invert elevations, pipe sizes, material and direction of flow, culvert outfalls, ponds, ditches and swales. 3.5. Traffic and lighting system Survey: 3.5.1. The following visible Traffic system appurtenances will be located by GPS or Optical survey: base of signal poles, base of ped poles, base of ped push- button posts, center of J boxes and signal vaults, base at front of signal cabinet, base at front of electrical service cabinet, and base of pole for all luminaires. 3.5.2. Field maps prepared by TerraLogic will be used to conduct a "windshield survey" to determine the approximate length of the study area roadway segments and classify them by their apparent material type and lane configuration. 3.5.3. Field maps prepared by TerraLogic will be used to conduct a "windshield survey" to determine the approximate length of the study area sidewalk segments and classify them by their apparent material type and width. Consultant Agreement for Professional Services Page 7 of II Northern Quadrant GIS Infrastructure Inventory C'SEt1P010701 a!S lnvrnrory Comrna+lx 3.6. Monument Survey: 3.6.1.. Perform Global Position System (GPS) Real -time Kinematic (RTK) survey locating visible street monuments adjacent to utility inventory locations. No exhaustive investigation, reconnaissance or research will be performed to recover all of the street monuments. 3.7. Documentation: 3.7.1. NAD 83 (91) coordinates (accurate to 0.10') of all street monuments recovered will be included in the geo- database. 4.0 GIS Data Development 4.1. Support Field Data Acquisition 4.1.1. Implement protocols for weekly transfer of field collected information from GPS to GIS. 4.1.2. Ensure transfers are complete and conform to data dictionary design as prescribed in the Project Planning phase. 4.2. Data Development and Drainage Network Construction 4.2.1. Feature locations and their attributes will be modeled as points for all Water, Sewer, and Street features. 4.2.2. Stormwater features will be developed into a comprehensive drainage network. 4.2.3. Convert two (2) digital CAD files of the Boeing Facility and one (1) digital CAD file of the King County Airport into GIS for inclusion into the geo database. These files will be geo- referenced based on the City's digital orthophotos. Stormwater, water, sewer, and street features will be converted and attributed with information readily available in the digital CAD files. 4.2.4. Computer automated and manual QA/QC procedures will be used to detect flow anomalies, missing features, and other potential errors. These errors will be fixed in GIS where possible or will be returned to the survey team for further research. 4.2.5. Each sub -area data will be provided to City staff on a regular basis to allow for a final tier of QA/QC. Data will be made available for download off a secure web -site or provided to the City in an alternate fashion. 4.3. Geo- database Development 4.3.1. The Drainage Network and other point data constructed in Task 4.2 will be compiled into a "Personal Geo database Format This format provides several benefits in the use and long -term management of the Infrastructure Inventory Data. The personal geo database will implement a MS Access back -end and seamless access via ESRI products (ArcGIS, ArcView, and ARCIMS). NOTE ABOUT GEO- DATABASE: The ArcGIS v. 8.X already used by the City can easily convert the delivered data products in geo database format to a shapefile format for use in earlier versions of ArcView or for use in ArcExplorer (the free GIS software from ESRI). It can also convert to AutoCAD format; however some of the attributes compiled in Geo database may be lost. On the other hand, the geo database is NOT directly accessed by the ArcReader free map viewer. ArcReader can only read a PMF (portable map file) that is Consultant Agreement for Professional Services Page 8 of I I Northern Quadrant GIS Infrastructure Inventory C' TEMP 030.:01 GIS Imeneory Conemn.doe created using the ArcPublisher extension. This extension is purchased separately by ArcGIS users. The Consultant will provide PMF files of all its map product deliverables to the City; however, for future internal development of maps, the City may consider purchasing the ArcPublisher extension if the PMF format works well for them. 4.3.2. The Consultant will work directly with City staff to create fields and records within the database that will assist the City in addressing the current known reporting requirements of GASB -34 and NPDES Phase II. The database will be designed with the ability to be modified/revised to accommodate future requirements of these mandates. 4.3.3. TerraLogic will review the existing GIS road and sidewalk information developed from existing planimetric drawings and the 1999 Triathlon aerial photography. From these, we will extract number of road lanes, sidewalk lengths, and significant changes to sidewalk width. The remaining attributes of shoulder type and road/sidewalk materials will be verified by a windshield survey. TerraLogic will convert the road centerline layer currently used by the City into a linear referencing system. This allows the City to track and query multiple layers of road information along individual blocks or road lengths 4.3.4. In compiling the geo database, TerraLogic will develop the following geo database parameters: 4.3.4.1.Network geometry will be defined to identify the real -world coincidence of drainage network features (complex edges and junctions). 4.3.4.2.Connectivity rules based on physical characteristics of the drainage network will be defined (pipes must have catchments, at least on one end, etc.). 4.3.4.3.Data domains and subtypes will be identified and programmed into geo database. This means that the Consultant will identify all possible values for each attribute type, and that List of possible values will be coded into geo- database to ensure consistent data entry in the future, and prevent the entry of illogical values. For instance, there may be only four possible sewer pipe materials. Once these four types are coded as the "domain" for the "material" field, then the user will not be allowed to enter a material type not on that list. This is also handy in preventing misspellings during data entry that can cause problems in the City's later data queries. 4.3.4.4.Table relationship classes will be built to connect spatial features to their attribute information. This suggests that several of the attributes may be stored in tables separate from the attribute tables directly linked to the spatial features. Therefore, the Consultant will code into the geo database the relationship parameters to seamlessly link the remote tables with the spatial attribute tables. This will allow the user to quickly recreate these relationships in the ArcGIS environment, and be able to perfonn spatial queries and create thematic maps using attributes from the related table. Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory C SJIPOlo:OJ CIS lmmmry Conmm.doc Page 9 of I I 4.3.4.5.Attribute validation rules (coded values and data ranges) will be identified by City and consultant staff and programmed into the geo- database attribute tables by the Consultant. 4.3.4.5.1. TerraLogic will program a process to translate the data inventoried in Tasks 3.5.2 3.5.3 to GIS features attached to the referenced road centerline layer. The process will be semi automated with some manual interpretation of feature locations by an analyst. The road and sidewalk features will be organized into the geodatabase created for the water /sewer inventory, thus building the foundation for a fully integrated GIS for all public works operations. 4.4. Map Production 4.4.1. Hard copy maps of the completed inventory will be developed in ArcMap. This will include a basemap image of the project study area using GIS data provided by the City. The map will depict the drainage network with as many physical attributes that can be displayed without blurring the map image. The map will be compiled in both a poster -size (E) as well as an 11x17 format. One (1) draft and one (1) final submission of each hardcopy map will be provided to the City. Duplicate copies will be provided at an additional cost. 4.5. Documentation and Delivery 4.5.1. FGDC Compliant metadata will be developed and will accompany every feature dataset created in this scope of work. The metadata will outline the creation process as well as the spatial and feature attribute definitions. The form will be seamlessly linked to the layers in ArcGIS using the metadata kit provided with the software. 4.5.2. A recommended data management strategy will be written and provided to the City. This will offer suggestions on future expansion of the database. 4.5.3. The geo- database, including all GIS data layers created by the Consultant, and ArcGIS project file, and digital metafiles of the map graphics, will be placed on CD -ROM. A single copy of the CD will be sent to both the City and Perteet as a final product. Deliverables Copies of field notes. Infrastructure Geo- database including all GIS data layers created by the Consultant, an ArcGIS project file, and digital metafiles of the map graphics. One set of hardcopy maps in both Poster and 11 x 17 format. A "PMF" version of each hardcopy map for general use by City Staff that use the free ArcReader software. Consultant Agreement for Professional Services Northern Quadrant GIS Infrastructure Inventory. C;TE. IrOJOJOS GIS Inventory Conrrvcadoc Page 10 of I I Project: GIS Infrastructure Inventory Client: Tukwila EXHIBIT B CONSULTANT FEE DETERMINATION Classification Hours Rate Cost Principal -In- Charge 8 x $165.00 31,320 Sr. Associate 124 x $145.00 317,980 Project Engineer 8 x $120.00 3960 CPA 8 x 3110.00 3880 Principal Surveyor 90 x $140.00 512,600 Senior Professional Land Surveyor 90 x $130.00 511,700 Professional Land Surveyor 48 x $95.00 54,560 Two Person Survey Crew 380 x $145.00 555,100 Three Person Survey Crew 90 x $195.00 317,550 Project Surveyor 368 x $85.00 531,280 Survey Tech 8 x $70.00 3560 Clerical /Survey Assistant 68 x $60.00 54,080 TOTAL HOURLY COST 5158,570 REIMBURSABLES: RTK GPS Receivers ($400 /day) $14,800 Total Station ($100 /day) $600 Misc. $1,006 Mileage 0.365/mi. $2,044 Attenuator Truck ($1,700 /mo) $2,200 Boat Rental ($300 /day) $900 REIMBURSABLES TOTAL 521,550 SUBCONSULTANT COSTS: $81,450 mark up 10% $8,145 SUBCONSULTANT TOTAL 589,595 Prepared By: Mt- lit- o or,mn n MAXBNIUM COMPENSATION $269,715 Date: 2- I Sf -d Utilities Committee April 8, 2003 Present: Pam Linder, Chair; Joan Hernandez, Dave Fenton Jim Morrow, Frank Iriarte, Brian Shelton, Ryan Larson, Gail Labanara, Tom Pulford, Lucy Lauterbach 1. Public Works Trust Fund Loan The City submitted a $100,000 loan request to the Public Works Trust Fund (PWTF). They have received that loan, and the City is being asked to accept it. It will be used along with CDBG biock grant funding to design the needed drainage improvements in Cascade View. They hope to get a loan to do construction next year. Ryan drove to Olympia to turn in the loan application, finding out later he had even more time to do it. Ryan gave information about his other project, TIB, which is going well. There have been some complaints about debris on and off the road, and the work being done for storm water lines. The work for the storm drains is 70% complete. When that's done, the power lines will go in. Recommend City accent $100.000 PWTF loan. 2. GIS -based Infrastructure Inventory Public Works has agreed to a contract with Perteet to do a global positioning study of the area north of S. 115` in Allentown, including Ryan Hill and East Marginal Way. The annexed areas of the city don't have good drawings of the infrastructure, and it makes building difficult for contractors. It will also let our crews know where the outfalls and catch basins are for maintenance. $100,000 in funding will come from the 303 (Facility maintenance) fund and $169,715 will come from Surface Water. Dave asked if connectivity could be part of this study, and was told it could not be as they're looking for metal pipes only. A year ago the city called for consultants to present the information they would gather in a study like this, and Perteet was the clear winner. The only disadvantage of doing this is that it costs $269,715, and is only a small portion of the whole city. Move authorization for contract with Perteet engineering to nrovide infrastructure inventory to Regular Meeting. 3. Lower City Hall Entrance Work The northwest entrance to city hall with the deck is rotted and falling apart. The low bid did not include all the work that eventually needed to be done. It turned out that with the change orders, the eventual cost equaled the two higher bidders. What was first thought to be a small improvement turned in to a much larger job, with rot, previous cheap work, and insect damage all beyond what was known up- front. The project will be paid out of the 303 facility improvement fund. Dave and Joan wanted to know how this would affect the project of updating Council chambers. Jim M explained that there is a list of action items, a list of design items, and a list of needed but not scheduled items. The Council chamber is at the top of the design list. Another item Jim mentioned was the possibility of hiring a reliable and decent painting firm to do city projects for a year. Though it would cost more, it would result in higher satisfaction with painting jobs rather than relying on low bids that often do unsatisfactory work. Recommend change order to Council for aooroval. CAS Number: 03-058 Agenda Item Title: I Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): Meeting Date 4/21/03 Meeting Date 4/21/03 1 COUNCIL AGENDA SYNOPSIS Meeting Date 4/21/03 Council Initials Prepared by 1 Mayor's review 1 Council review RT k24 I ,2.0 I I 1 I ITEM INFORMATION Qr g I Original Agenda Date: April 21, 2003 c ITEM NO. Construction Management Services with Entranco, Supplement No. 2 for Interurban Bridge Widening and Trail Admin. Public Works This supplement to contract No. 01 -072 with Entranco will provide construction management services for the Interurban Bridge Widening (Project No. 89-RW13). The $250,000 fee includes a full time on -site construction inspector, contractor surveying, and part-time project management and contract administration. Forward to Regular Council authorizing Mayor to sign Supplement No. 2 with Entranco. Same as Sponsor. Same as Sponsor. $250,000 Bridges 104/01, Parks 301 and Water 403/01 (2003 CIP pg. 34, 7, and 84) RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated April 7, 2003 Supplement No. 2 to Contract Ag 01 -072 Transportation Committee Meeting Minutes from April 14, 2003 To: Mayor Mullet From: Public Works Director Date: April 7, 2003 Subject: Interurban Ave Bridge Widening (Project No. 89 -RW13) Interurban Trail Bridge (Project No. 92 -PK04) Construction Management Services Supplement No. 2 to Agreement No. 01 -072 ISSUE Approve this Supplement No. 2 with Entranco, Inc., to provide construction management services for the Interurban Ave Bridge Widening and Interurban Trail Bridge projects in the amount of $250,000.00. BACKGROUND Construction bids were opened on March 7, 2003, and the low bid was awarded to C. A. Carey Corporation on April 7, 2003, at the Regular Council Meeting in the amount of $1,993,618.70. ANALYSIS The $250,000.00 fee includes a full -time on -site construction inspector, construction survey control setting for contractor surveying, part-time project management and contract administration. This fee meets the budgeted amount of $250,000.00 and is approximately 12.5% of the low construction bid. The available budget is comprised of the amounts from the following projects: RECOMMENDATION INFORMATION MEMO Interurban Ave Bridge Widening 165,000 Interurban Trail Bridge 80,000 West Valley Hwy Water System Abandonments 5.000 Total 250,000 Approve this Supplement No. 2 with Entranco, Inc., for construction management services on the Interurban Ave Bridge Widening Interurban Trail Bridge projects in the amount of $250,000.00. RT:ad attachment: Supplement No. 2 to Agreement No. 01 -072 (P:ProjecIM -RW RS Projccu89RWITCamCo.uM .o) a Washington State IA Department of Transportation Supplemental Agreement Agreement Number Project Number Project Title New Maximum Amount Payable Interurban Ave. Br. Widening Interurban Trail Br. 310,000.00 Description of Work This is Supplement No. 2 to Agreement No. 01 -072 in the amount of $250,000.00 for a new maximum amount payable of $310,000.00. This includes Supplement No. 1 in the amount of $60,000.00. Entranco will be providing project management, inspection, contract administration and materials testing services. The Local Agency of City of Tukwila desires to supplement the agreement entered into with and executed on 3/13/2003 and identified as Agreement No. All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Section 1, SCOPE OF WORK, is hereby changed to read Arrnrrlino tn Fvhihit 4 -1 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: Section V, PAYMENT, shall be amended as follows: Arrnrrtinn tn Fvhihit R -Z as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces below and retum to this office for final action. S¢hj By: Dennis 7 rearms R Vice- President By: ep DOT Form 140 -063 EF Revised 10197 01 -072 89-RW13, 92 -PK04 Organization and Address Entranco, Inc. 10900 NE 8th Street, Suite 300 Bellevue, Washington 98004 Phone 425- 454 -5600 Entranco, Inc. 1 111 01-072 Consultant Signature Approving Authority Signature ENTRANCO March 12, 2003 I. INTRODUCTION EXHIBIT A -3 SCOPE OF SERVICES Interurban Avenue Bridge Widening and Interurban Trail Bridge Construction Services City of Tukwila, Washington Entranco, Inc. "Consultant") will provide construction services to the City of Tukwila, Washington "Client") for the interurban Avenue Bridge Widening and Interurban Trail Bridge project. Construction services tor this project will include project management, inspection, contract administration, and materials testing as required during the construction of the project, as detailed below: II. ASSUMPTIONS Consultant will perform the following scope of services for the Interurban Avenue Bridge Widening and Interurban Trail Bridge project. The scope of services and associated cost of services (Exhibit B -3) are based upon the assumptions outlined below. Assumptions: The accompanying budget for the services detailed below is based on the services of one full -time- time inspector, a project assistant, and resident engineer during a one year construction period, or approximately 253 working days. An increase or decrease in the number of working days affects the time the inspector will be required to work on the project. A full -time inspector is shown for the duration of the project, with the assumption that the final month of the project will be at approximately half -time due to the project ramping down. Should construction activities remain at a uniformly high rate, due to the contractor's schedule, poor production rate, or other reasons beyond Consultant's control, additional inspection services will be provided as described in Task 6.1. A part-time Resident Engineer is shown for construction management, and inspection assistance during complex installations. Mileage: For the full -time inspector, assume 253 trips at 30 miles for commuting and on -site mileage. The Resident Engineer and Project Assistant are anticipated to make 30 site visits during the course of the project at 40 miles round trip. The survey crew is anticipated to make 5 site visits during the course of the project at 40 miles round trip. A job site trailer or space at City Hall will be provided and will be equipped with a copy machine, fax machine (on a separate line), phone and digital answering machine, desk, layout table for drawings, file cabinet, and other items necessary to facilitate project management, organize project documentation, track progress of the construction and to allow good communication. Also, Contractor will add Consultant as additional insured during the course of construction in the event of theft, vandalism, or other incident(s) including 3 party liability. L:e1066.26Interurban Ave Sedge Miscellaneous Contracts \CM Scopedoc Page 1 of 5 III. DETAILED SCOPE OF SERVICES Task 1 Project Management Provide overall project management, coordination with Client, prepare monthly progress reports, and invoicing. This effort will include the following elements. 1.1 Project Setup: Organize and layout work for project staff. Prepare project instructions on contract administration procedures to be used during construction. 1.2 Monthly Invoicing and Project Review: Review monthly expenditures, prepare invoice and submit project progress letter to Client. Participate in periodic meetings involving project issues (project conflicts, progress, changes, etc.) Task 2 Construction Survey Provide site control for the project including related office work. 2.1 Site Control: Verify and provide site control information to the contractor based upon approved Contract Plans and Provisions. For estimating purposes, we have used 4 hours of survey crew time and 1 hour office time. Additional survey services for this item will be provided as described in Task 6.1. 2.2 Survey Verification: Verify contractor survey for alignment, location, and grade for critical structure items. Verification is anticipated for pile control, pier cap, and bridge bearing locations, and bridge deck camber. Coordinate with contractor on survey discrepancies. For estimating purposes, we have used 16 hours of survey crew time and 4 hours office time. Additional survey services for this item will be provided as described in Task 6.1. 2.3 Record Survey: Perform record survey to verify necessary as- constructed features (e.g. catch basin invert elevations, change order revisions, etc.). This data will be incorporated into the final record drawings (See Task 5.5). For estimating purposes, we have used 16 hours of survey crew time and 4 hours office time. Additional survey services for this item will be provided as described in Task 6.1. Task 3 Preconstruction Services 3.1 Preconstruction Conference: Prepare an agenda for, distribute notices of the conference, and conduct a preconstruction conference in Client's office, or other designated location. Consultant's project manager, inspector, and project assistant will attend the preconstruction conference. Prepare and distribute meeting minutes to all attendees and affected agencies, staff, etc. 3.2 Preconstruction Photographs: Provide one set of preconstruction photographs. Task 4 Construction Services Field 4.1 Inspection Services: Provide the services of one full -time inspector on the project site who will observe the technical conduct of the construction, including providing day to day contact with Contractor and Client. By providing such assistance, Consultant shall assume no responsibility for proper construction techniques and job site safety. The presence of Consultant's personnel at the construction site is for the purpose of providing to Client a greater degree of confidence that the completed work will conform generally to the Contract Documents and that the integrity of the design concept as reflected in the Contract Documents has been implemented and preserved by the construction contractor(s). Consultant's personnel shall act in accordance with Section 1 -05.1 and 1 -05.2 of the current WSDOT Standard Specifications. Consultant will endeavor to protect all parties against defects and deficiencies in the work of Contractor(s), but cannot guarantee Contractors' performance and shall not be responsible for construction means, methods, techniques, sequences of procedures, or for safety precautions and programs in connection with the work performed by the construction contractor(s) and any subcontractors. Inspection time is based upon a 233 working days at 9 hours per day, whereby the 9 hour is utilized for checking of traffic control, preparing reports, and other tasks. In addition, 20 working Page 2 of 5 days at 4 hours per day will be utilized for inspection during the final month of the project where it is assumed that the project will be ramping down, and that non critical work is being performed. Additional required inspection will be considered Additional Services, as described in Task 6.1. 4.2 Provide the services of one part-time resident engineer on the project site who will assist inspector, provide project management, and coordinate with City staff, contractor, subconsultants, etc. (See Task 5.1). 4.3 Prepare daily construction reports, detailing Contractor's operations performed for each day Consultant is on site; measure the quantities of materials installed, log equipment and staff used, and other items. 4.4 Decide questions which may arise as to the quality and acceptability of material furnished, work performed, and rate of progress of work performed by Contractor, including response to related questions from adjacent property owners and the general public. 4.5 Prepare field records and documents to help assure the project is administered in accordance with funding agency requirements. 4.6 Coordinate with permit holders on project to ensure compliance with approved permits. 4.7 Conduct weekly on -site meetings with City, contractor, and other parties (as necessary). Meeting frequency may be reduced near the end of the project, as determined by construction schedule. See Task 5.3. 4.8 Provide periodic photographs during the course of construction. Photographs to be labeled with date taken and subject matter. 4.9 Upon substantial completion of work, coordinate with Client and other affected agencies, to perform a project inspection and develop a comprehensive 'punch list' of items to be completed. Punch list to be issued with the Certificate of Substantial Completion, which will be issued by Consultant. 4.10 Materials Testing and Geotechnical: Coordinate and manage materials testing and/or geotechnical subconsultants for construction services. Provide materials testing services as identified below. Coordinate the work of the resident inspector and testing laboratories in the observation and testing of materials used in the construction; document and evaluate results of testing; and address deficiencies. Estimated materials testing services are tabulated below Service or test procedure Est. Otv. A. Crushed rock and gravel materials i. Field Sampling 4 sets ii. Sieve Analysis 4 each iii. In -place Density Tests 80 hours iv. Proctor Analysis 4 each v. Mileage 800 miles B. Asphalt i. Field Sampling 4 sets ii. Extraction /Gradation Analysis 2 each iii. In -place Density Tests 24 hours iv. Rice Density 2 each v. Mileage 300 miles C. Concrete Page 3 of 5 i. Field testing for air and slump ii. Concrete cylinders (1 set 3 cylinders) Task 5 Construction Services Office 120 hours 40 sets 5.1 Office Administration: Day to day project management: Update Client on a regular basis regarding project issues and status; and management of subconsultants and Consultant's staff. 5.2 Plan interpretations change orders: Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved design or specifications. Develop minor change orders and provide technical assistance to negotiate the change orders. It is assumed that there will be no more than 3 minor change orders (up to 24 hours). Additional change order work will be conducted under Task 6 Additional Services. 5.3 Weekly meetings: Lead weekly meetings, including preparing agenda, meeting minutes, and distributing copies of minutes to attendees. Outstanding issues to be tracked on a weekly basis. Contractor to provide a 3 week schedule of upcoming work at each meeting. For estimating purposes, we have assumed 40 weekly meetings will occur during the project. Additional services for this item will be provided as described in Task 6.1. 5.4 Submittal review and Record of Materials (ROM): Review Contractor provided shop drawings, catalog cuts, project schedule, and samples for general conformance to the contract .documents, and track materials permanently incorporated into the project. Submittal review is not intended as an approval of the submittals if they deviate from the Contract Documents or contain errors, omissions, and inconsistencies, nor is it intended to relieve Contractor of their full responsibility for Contract performance, nor is the review intended to ensure or guarantee lack of inconsistencies, errors, and/or omissions between the submittals and the Contract requirements. Seventy submittals are estimated on this project as indicated below, each taking roughly 1 hour for review: Standard Specification Category Number Division 1 6 Division 2 4 Division 3 4 Division 4 1 4 Division 5 4 Division 6 20 Division 7 1 8 Division 8 1 20 Estimated Total Number of Submittals 1 70 5.5 Record Drawings: Revise the original drawings to reflect all significant plan deviations upon completion of the work. These revisions will utilize available information supplied by Contractor, on -site representative personnel, suppliers, and other sources. Contractor shall provide as -built information, as required by the Contract Documents. Consultant shall provide one set of original red -ink on mylar record drawings and one set of bond copies. Consultant will retain one set of bond copies for their records. 5.6 Monthly Pay Requests: Prepare monthly requests for payments, review with Client and Contractor and approve, as permitted. Format of pay estimate to be reviewed with Client prior to first pay request being issued. 5.7 Administrative and Support Services: Provide administrative and support services during construction which are not included in the above scope of services, which may include: a. Investigations, meetings, and negotiations with Contractor involving claims and legal complaints, or a significant amount of defective or rejected work. A "significant amount' Page 4 of 5 Deliverables would be an item that might represent more than 2.5 percent of the total contract bid amount. b. Additional work resulting from delinquency or insolvency of Contractor; or as a result of damage to the construction project caused by fire, flood, earthquake or other acts of God, all exclusive of additional work resulting from litigation. c. Additional work resulting from strikes, walkouts, or other acts of trade or labor unions or work required to resolve disputes or goals involving minorities. Additional work resulting from significant delays or acceleration of the work by Contractor. d. Assistance to legal, financial, or other consultants engaged by Client beyond the services previously described. 5.8 Assist Client in the investigation of malfunctions, failures, or accidents during construction. 5.9 Assist Client with media communications of project status. Consultant will coordinate media releases and traffic advisory updates if requested by Client. Task 6 Additional Services The services described under this task, and any other additional services requested by the City of Tukwila, will be performed only when authorized by Client. Authorization to perform additional services will be in the form of an addendum to this agreement, specifying the work to be performed, and basis of payment. 6.1' Additional inspection services beyond those identified in Section 11. ASSUMPTIONS of this Scope of Services. 6.2 Organize and aid in conducting a partnering workshop to be attended by the relevant project stakeholders, including securing meeting space, retaining catering service, and securing the services of a trained partnering facilitator. 6.3 At the conclusion of the bidding process, prepare a conformed set of drawings and specifications incorporating all addendum's' and distribute. 6.4 Provide assistance to Client if rebidding is necessary. 6.5 Provide record drawings on media other than described previously, including electronic or scanned images of the record drawings. Also, providing additional sets beyond what is specified above. 6.6 Prepare and maintain a project web site showing current construction progress and traffic impacts. Preconstruction Conference Minutes ii. Survey Control Information provided to Contractor Daily Reports on a monthly basis iv. Test reports v. Record Drawings 1 set original mylars, 1 bond copy vi. 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Tukwila Urban Center(TUCI /TOD Transit Plan There is already an ongoing study of the TUC /TOD areas by Freedman, Tung and Bottomley as well as ECONorthwest. Now Public Works has selected a contractor to do the Transit Network study that will be a part of the TUC /TOD study as well as an update to the Transportation Element of the Comp Plan. Staff used a consultant list to rate who would be best to do this work and selected Perteet, who has what is possibly the best transportation planner in the region. They were chosen from a list of three consultants. Perteet will coordinate with the other two consultants. Pam C asked for the tally sheet used to rate consultants. When asked how Metro's transit plan would fit into this, Cyndy said this study will be used to fit Metro's plan into this area. Dennis raised the issue of no residents being included in the stakeholder meetings, and Cyndy said residents could go to any of the meetings if they were interested. Recommend Consultant Agreement with Perteet for $82.795 to Regular Meeting for mayor's signature. 4. Interurban Bridge Consultant Services Entranco provides consultant services on city projects, and they have agreed to provide construction management services on the Interurban Bridge Widening and Trail. The cost of their services will be $250,000 for the $2 m. project. This will be Supplement 2 to their contract. Recommend Sunnlemental Agreement for Entrance services on Interurban Bridge Widening uroiect to Regular Meeting. 5. Gateway East II Grout) Health Turnovers International Gateway East constructed some public improvements as part of their Group Health development. Those were constructed according to city standards, and are ready for acceptance. They include a storm drain, curb, gutter, sidewalk, paving and driveway. Recommend acceptance of infrastructure and release of retainage to Regular Meeting's consent agenda. G>Cominittee Chair approval J L e ,.Committee chair approval y i 0 ia —I I 1908 CAS Number: 03-059 Agenda Item Title: Original Sponsor: Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: I Cost Impact (if known): I Fund Source (if known): 1 Meeting Date 1 4/21/03 Meeting Date 4/21/03 COUNCIL AGENDA SYNOPSIS Meeting Date 4/21/03 ITEM INFORMATION CJQI I Original Agenda Date: April 21, 2003 Tukwila Urban Center /CBD Master Plan Consultant's Agreement for Transit Network Plan Council Initials Prepared by 1 Mayor's review I Council review CIc/LM (shn EaM- I 6 I I I I Admin. Public Works/DCD ITEM NO. The consultant agreement is to conduct an analysis of Tukwila's Transit Network in conjunction with the Urban Center /CBD Master Plan and the update to the citywide Transportation Element. Three firms were short- listed from the Consultant Works Roster and Perteet Associates was chosen as the most qualified. Authorize the Mayor to sign the agreement with Perteet Engineering, Inc. Forward to Regular Council Same as Sponsor. $82,795.00 000.08 DCD and 104/02 Commercial Streets (pg. 47 in 2003 CIP) RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated April 9, 2003 Consultant's Scope of Services Transportation Committee Meeting Minutes from April 14, 2003 ISSUE INFORMATION MEMO To: Mayor Mullet From: Public Works Director Date: April 9, 2003 Subject: Tukwila Urban Center /CBD Master Plan Transit Network Plan Project No. 01RW -06 A consultant agreement with Perteet Engineering, Inc. to conduct an analysis of Tukwila's Transit Network in conjunction with the Urban Center /CBD Master Plan and the update to the city-wide Transportation Element. Contract amount for the work is not to exceed $82,795. BACKGROUND Perteet Engineering, Inc. was selected from the City's consultant roster list after being competitively scored by three staff members. Three firms were shortlisted based on the consultant roster category "1) Transportation Planning, including CBD Transit HUB siting." Other firms scored were The Transpo Group and O'Bunco Engineering. ANALYSIS Transportation is the critical factor in the Tukwila Urban Center and the transit network is a key player in the overall vitality of the transportation system. The Transit Network Plan will fold into the update to the Transportation Element update to the City's Comprehensive Plan. Further, recognizing the importance of transportation, land use, and economic vitality, the City is already in the midst of two large studies: the Tukwila Urban Center Planned Action and the Transit Oriented Development. As part of the overall studies underway with the assistance from Mirai Associates, Freedman Tung and Bottomley, and EcoNorthwest, a more detailed analysis of the global transit network is required. Public Works is managing this contract but the holistic work effort is being jointly addressed between Public Works and Community Development. The budget for this contract comes from two sources: $70,000 is allocated from the Transit Oriented Development federal grant (awarded to DCD) and up to $20,000 is from Public Works' 01RW -06 CBD Traffic Masterplan. RECOMMENDATION Approve the contract with Perteet Engineering, Inc. to perform transit planning services. h: \pubworks \cyndy \tuc \information memo perfect transit contract.doc Transit Network Plan Scoring Composite Scoring team consisted of Lynn Miranda, Senior Planner, Moira Bradshaw, Senior Planner, and Cyndy Knighton, Senior Engineer. Firms were rated off of their consultant roster submittals. Top score was earned by Perteet Engineering, Inc. Scoring Composite Maximum Points O'Bunco Engineering The Transpo Group Perteet Engineering, Inc. 60 1 45 1 60 1 60 1 30 1 45 22 28 22 19 12 15 48 40 47 45 26 40 60 42 58 60 27 43 Maximum Score 300 118 246 290 Top Score 290 B1 Scope of Services TUKWILA TRANSIT NETWORK PLAN Agreement No.: LA 5377 Federal Aid No: TCSP -TCSP (010) Purpose and Intent of Project The Tukwila Transit Network Plan will develop long and short range plans that will provide guidance regarding Tukwila's priorities for King County Metro, Sound Transit, and AMTRAK, as well as recommendations for infrastructure improvements and connection between modes. The study will primarily focus on the Tukwila Urban Center (TUC) and Longacres Transit Oriented Development (TOD) site. The Transit Plan will ensure that transit facilities relate to services and development plans within the TUC /TOD planning processes. The City of Tukwila is currently working on updating the Transportation Element of the Comprehensive Plan as well as implementing an update to the Urban Center Subarea Plan. WSDOT is studying options for widening Interstate 405 to include new HOV facilities and accommodate future Bus Rapid Transit service. Sound Transit and AMTRAK share a train station at the TOD site and both agencies, as well as WSDOT, have long range plans for improving the existing facilities. With all of the focus on transportation modes within Tukwila, a Transit Network Plan is a necessity. This project will be funded by both city and federal funding; federal funding will be used only for the TUC /TOD analysis, while the City will fund the analysis of the remainder of the city. Task 0: Project Management Perteet project manager will be responsible for coordinating with the city's project manager and Public Works staff for all aspects of the Perteet tasks. The Perteet project manager will prepare monthly progress reports that include the budget expended, and percent project completed. Any issues and /or problems will be brought to the attention of the city's project manager immediately. The Perteet project manager will meet with the city's project manager on a monthly basis, or as needed, throughout the study period to coordinate work assignments. Phase I TUC /TOD Existing Conditions Task 1: Review Existing Documents Review existing data available from the previously completed TUC processes and obtain the most recent information available from King County- Metro, AMTRAK, and Sound Transit. Specific elements to be reviewed include: Existing travel patterns for vehicular traffic Future travel patterns for vehicular traffic Existing transit conditions and ridership Identified shortcomings and opportunities Mode split assumptions for existing and future conditions Land use and marketing data. King County Metro ridership levels and loads Shuttle Ridership from hotels to SeaTac Airport (if data are readily available) Commuter Rail and AMTRAK ridership. From the data review, we will create Arcview transit load maps for streets with transit on them to show the number of transit patrons carried in the TUC /TOD streets. Deliverables The data from Tasks 1 -3 will be summarized in a Technical Memorandum 1 Existing Conditions Task 2: Transit Market Analysis Economics and Demographics Analysis Based on data provided by the City of Tukwila, we will estimate the peak and off -peak demand for transit services. It is assumed that the City has data available or recently completed studies will have these data available. Among the factors to be evaluated, depending upon availability, will be: Employment Employment density Parking policies and supply Existing and assumed future transit mode split Land Uses For the TUC /TOD areas, we will review the existing data available through the City summarizing the land uses, buildings, transit existing conditions, and non motorized facilities. We will update Mirai's analysis to include a GIS bus stop accessibility assessment, showing which areas of the TUC /TOD are currently not within 1 /4 mile of existing transit service. Using census and City of Tukwila data, we will display some or all of the following as appropriate for the TUC /TOD area: Population, population density, population trends, and forecasts Population demographics Anticipated growth areas Major trip generators and attractors, including, but not limited to: Major employers and employment areas, retail facilities, office parks and industrial parks Educational facilities o Facilities for Seniors and the disabled Medical facilities Major transportation facilities We will verify any questionable data with field checks to ensure the completeness of the land use analysis. Transit Accessibility We will create Arcview maps showing the level of transit coverage and frequency on weekday peaks, midday, evenings and weekends. The maps will reflect topographical conditions that influence transit accessibility, such as ridgelines, rivers, and freeways. Deliverables The data from Tasks 1 -3 will be summarized in Technical Memorandum 1 Existing Conditions. Task 3: Ridership Survey Historical data that shows transit passenger origins and destinations will be reviewed. In order to augment and update historical information, information about transit riders will be gathered through the administration, collection, tabulation, analysis and reporting of a survey of existing passengers at the Southcenter stop and at the Sounder /AMTRAK Longacres stop. A short, self administered survey will be prepared in consultation with Tukwila, King County Metro, AMTRAK, and Sound Transit staff to obtain information from existing system riders concerning their trip origins and destination, whether they transfer or not, transit travel experience and frequency, attitudes toward existing services, suggestions for improvements and the relationship between needed system improvements and increased ridership. Perteet and Tukwila staff will request coordination from the three transit providers to also have these surveys available on board at other stops within the urban center with either the transit providers collecting them or having a mail -in option available. One language option, in addition to English, will be offered (it is assumed that City of Tukwila staff will assist in developing the second language option). Survey data can also be used to identify potential changes to system operations and facilities that have potential for increasing ridership. Perteet will administer the survey over two days. We do not expect to physically get on any buses or trains; the surveys will be distributed and collected at the actual stop. Intercept Interviews The ridership survey may be supplemented by intercept interviews with riders and potential riders at selected surveyed load points. The rational for an intercept survey is to begin answering why a distinct trip pattern is made, and what the underlying needs behind that trip pattern are. A short interview with riders may gather such information as: Trip origins Trip destinations Trip pattern information Number of transfers Transfer wait times Frequency of transit travel While intercept interviews are anecdotal and not statistically significant, they can be valuable in identifying actual and potential service delivery issues. The data collected conducted under this task will be used to identify additional service and Southcenter facility needs. Deliverables Technical Memorandum 1- Existing Conditions The data from Tasks 1 -3 will be summarized in Technical Memorandum 1 Existing Conditions. Technical Memorandum 1 will include maps of the existing transit network, maps of identified major activity centers will be overlaid with the route network in order to determine the adequacy of existing service to transit- oriented destinations, traffic flows and circulation patterns will be assessed. Technical Memorandum 1 will also identify un- served or under -served areas. Technical Memorandum 1 will include a copy of the survey, the results of the survey, and an analysis of the results. Task 4: Stakeholder Interviews Stakeholder Groups Hold at least three separate stakeholder group interviews to help determine the level of awareness of transit services among employees and business owners and to assist in the identification of transit- related issues in the community. Stakeholder interviews are a crucial component of identifying underlying transit needs in the TUC /TOD area. To be effective, each stakeholder interview should be limited to no more than 10 to 12 persons representative of a single population segment. We propose to conduct three group sessions with three separate stakeholder groups: Existing riders TUC employees TUC business owners Existing riders will be recruited with the assistance of King County Metro and from the persons identified as part of completing Task 3. The participants for the Southcenter employee and TUC business owner focus group discussions will be recruited with the help of the City. An appropriate mix of representative employees and business owners is crucial for the success of the focus groups. Deliverables The data from Tasks 4 and 5 will be summarized in Technical Memorandum 2 Unmet Needs Task 5: Identify Unmet Transportation Needs The information gained from Tukwila staff, the data collection effort, the surveys, and public workshops will be compiled and analyzed to develop a summary of unmet transportation needs in the TUC /TOD area. These needs will be categorized and transportation services and programs will be identified to meet these needs over both short term and long term periods. The output from this analysis will become an input to the development of short- and long -term service options and plans. Deliverables Technical Memorandum 2 Unmet Needs The data from Tasks 4 and 5 will be summarized in Technical Memorandum 2 Unmet Needs. Technical Memorandum 2 will summarize the input, results, and analysis of the focus groups, and the input, results, and analysis of the intercept interviews, and the needs identified in other input forums. Phase 1I TUC /TOD Future Conditions Task 6: Project Coordination with TUC and TOD Efforts Engage the TUC /TOD planning processes to determine the level of development that will occur. As part of the coordination process, we will attend up to ten meetings with staff, the consultant team, and public workshops (or more if mutually agreed upon with the City). As a part of this effort we envision participating in the TUC /TOD planning process to ensure that existing and future transit needs are incorporated into the TUC /TOD design. Deliverables Input from Task 6 will be included in both the long- and short -range transit plans (Technical Memoranda 3 and 4) Task 7: Future Development Identify future major trip generators, employment areas, and residential developments. Determine how future year conditions correlate with projected transit improvements from Sound Transit, King County Metro, and AMTRAK. Determine what the PSRC target mode splits are and then ascertain how much service will be necessary to meet that mode split. Deliverables An Arcview map will be created showing the future development will be included in both the long- and short-range transit plans (Technical Memoranda 3 and 4) Phase III TUC/TOD Transit Plans Task 8: Create Long -Term Plan We will create a long -term transit plan that will accommodate the 20 to 30 year transit goals and objectives outlined in the TUC and TOD processes. Specific areas that will be included in the TUC /TOD long -term plan: Future Route Patterns Identify route destinations and connections. Specific ridership and transfer patterns will be documented in graphic format. Shuttle services may be examined as a future route option. Quantify Frequency and Span of Service Targets Working with City staff, we will document the appropriate bus levels of service. Develop Transit Hierarchy for the Roadway Network We will facilitate discussions among the City /Consultant Team to assign transit classifications to existing and proposed Tukwila roadways. The transit hierarchy process will be crucial in identifying transit corridors that connect the TUC, TOD, and high capacity transit. Identify Potential Transit Center location(s) for TUC and TOD. Evaluations of sites, compatibility with existing/proposed land uses, impacts to surrounding businesses, transportation facilities, sizing, and preliminary amenities will be completed as a part of this task. Bus Rapid Transit We will evaluate the I -405 BRT and King County Metro BRT proposals We will show how the BRT proposals can better serve Tukwila needs and why these proposed improvements are beneficial and important to the success of each respective BRT proposal. We will also document what the types and amount of capital facilities necessary to make them work effectively, such as direct access ramps. Capital projects that assist both transit and HOV traffic will be identified. The plan will outline projects that have the potential to reduce travel times. Cost estimates for projects are not included as a part of this task. Deliverables The results of Tasks 8 and 9 will be summarized in Technical Memorandum 3 Long -Term Transit Plan. Task 9: TUC/TOD High Capacity Transit Assist in the planning process to determine optimal routing for future High Capacity Transit to serve both the TUC /TOD. This task assumes up to six (6) meetings with Sound Transit LINK. Document and advocate for the alignment that works best for the City's interests. Deliverables Technical Memorandum 3 Long Term Transit Plan The results of Tasks 6, 7, 8 and 9 will be summarized in Technical Memorandum 3 Long -Term Transit Plan which will also incorporate elements of the first two technical memoranda and comments received. Task 10: Create Short -Term Transit Plan Once the long -term vision has been established, we will create a short-range plan that focuses on elements from the long -term vision that may be implemented by 2010. We will identify short-term land use changes that affect transit operations and ridership. We will also identify short-term transit needs and then show how they may be addressed. Examples of issues to be covered in the short-term plan include: Short-Term Routes and Ridership Patterns Specific ridership and transfer patterns will be documented in graphic format. Quantify Frequency and Span of Service Targets Working with City staff and through the public process, we will document the appropriate level of service today for TUC /TOD bus routes. Southcenter Bus Stop Location and Amenity Assessment We will document the existing shortcomings of the bus amenities and stop locations. We will also coordinate with existing transit providers and with City staff to develop solutions to any shortcomings. Preliminary site concepts and sizing will be developed as part of this task. Longacres Station Integration Plan We will document recommended changes to the fixed -route bus network in due to the full implementation of 18 Sounder trains and AMTRAK service at the Longacres Station. Preliminary site concepts and sizing will be developed as part of this task. TUC/TOD /SeaTac Airport Connection One of the goals of the AMTRAK/Sounder station is to create a seamless connection to SeaTac Airport. We will examine how well existing service is meeting this goal and what steps /service are necessary to fully maximize this market. TUC /TOD /Sound Transit LINK Connection One of the goals of the TUC /TOD plans station is to create a seamless connection to the Sound Transit LINK Station at S 154 Street. We will examine how well existing service is meeting this goal and what steps /service are necessary to fully maximize this market. Deliverables Technical Memorandum 4 Short Term Transit Plan The results of Task 10 will be summarized in the Technical Memorandum 4 Short-Term Transit Plan. Phase IV— Citywide Transit Plan Task 11: Develop Citywide Transit Plan Existing Conditions For the non TUC /TOD areas of the city, we will review the following existing ridership data: King ,County Metro ridership levels and loads Shuttle Ridership from hotels to SeaTac Airport (if data are readily available) From the data review, we will create Arcview transit load maps for streets with transit on them to show the number of transit patrons carried in the TUC /TOD streets and on citywide streets. Using census and City of Tukwila data, we will produce maps that will display some or all of the following as appropriate for the entire City: Population, population density, population trends, and forecasts Population demographics Anticipated growth areas Major trip generators and attractors, including: o Major employers and employment areas, retail centers, office parks and industrial parks Educational facilities o Facilities for Seniors and the disabled o Medical facilities Major transportation facilities We will create Arcview maps showing the level of transit coverage and frequency on weekday peaks, midday, evenings and weekends. The maps will reflect topographical conditions that influence transit accessibility, such as ridgelines, rivers, and freeways. At the conclusion of this task, we will document unmet citywide transit needs. Future Conditions Identify future major trip generators, employment areas, and residential developments. Determine how future year conditions correlate with projected transit improvements. Determine what the PSRC target mode splits are and then ascertain how much service will be necessary to meet that mode split. Transit Plan We will create a transit plan that will accommodate the transit goals and objectives outlined for the City. Specific areas that will be included in the Citywide transit plan: Short-Term Routes and Ridership Patterns Specific ridership and transfer patterns will be documented in graphic format. Future Route Patterns Identify route destinations and connections. Specific ridership and transfer patterns will be documented in graphic format. Quantify Frequency and Span of Service Targets Working with City staff, we will document the appropriate bus levels of service. Develop Transit Hierarchy for the Roadway Network We will facilitate discussions among the City to assign transit classifications to existing and proposed Tukwila roadways. Address Interurban Park- and -Ride Needs We will document strategies to address overflow parking issues at the Interurban Park- and -Ride. Potential strategies examined may include shifting demand to other park- and -ride facilities and feeder service. LINK Integration Plan We will document recommended changes to the fixed -route bus network due to the upcoming completion of LINK station at Pacific Highway /154 Preliminary site concepts and sizing will be developed as part of this task. License Plate Surveys We will obtain license plate survey data for the Interurban and South Renton Park and Rides. We will determine the number of passengers within Tukwila City Limits. Deliverables Technical Memorandum 5 Citywide Transit Plan The results of Tasks 11 and 12 will be summarized in Technical Memorandum 5 Citywide Transit Plan. Elements of the TUC /TOD planning process will be included as appropriate in the Citywide Transit Plan. Phase V Public Involvement and Final Report Task 12: Public Involvement For the public involvement process, we propose playing key parts in four different Public Workshops scheduled as part of the primary TUC TOD planning process. Additional public input will be received through the surveys, intercept interviews and stakeholder interviews previously described. Task 13: Draft and Final Report A Draft Final Report will be prepared based on the five Technical Memoranda previously described and incorporating the comments received from Tukwila staff and elements of the public involvement process. The Draft Final report will be reviewed by Tukwila staff and available to the public for further comment. A Final Report will be prepared that incorporates changes and modifications. The final project report will include an executive summary, which will highlight the major findings of the project in a short, easy to understand format. Project Deliverables A number of written documents will be produced and delivered to the City of Tukwila in the course of this project. These are briefly summarized in the following section. Technical Memoranda Five technical memoranda, summarizing the methodology, findings and conclusion of preliminary work elements will be prepared for the City. The technical memos will summarize individual or multiple tasks and will be prepared as intermediate work products. Twelve copies of each Technical Memorandum will be provided for review by Tukwila staff. It is anticipated that modified versions of these technical memoranda will not be distributed after Tukwila staff review, but those modifications will be included in the Draft Final Report, allowing a further review and edit of materials and information included in the technical memoranda. Final Project Report Following review of the Technical Memoranda by Tukwila staff, a draft final project report of findings will be prepared that incorporates changes and modifications to the Technical Memoranda. After further review by the City, a Final Report will be prepared incorporating the fmal changes and modifications. The project report will include an executive summary, which will highlight the major fmdings of the project in a short, easy to understand format. Project Report Documentation In addition to the printed reports and technical memoranda, all rider and service data collected by Perteet Engineering and its sub consultants on the Tukwila Transit Plan will be turned over to the City of Tukwila at the conclusion of the project. Proposed Schedule We propose to complete the entire project, including production and delivery of the project fmal report by the end of December 2003. It is anticipated that the review process for technical memoranda and draft reports can be kept to about one to two weeks. In some cases, subsequent work can be started before the review of previous tasks is complete. TUC ?OD Tnnslt Planning Process Task 1: Review Existing Documents ran air a nae nalysu Task 3: Fasesntp survey l ass e: Vpuond leans Focus Groups Intercept Surveys aT sTt noenmy unmet t nnsponaaon rveeos vn ment cult tinge •ten gn capacity transit (upnonaIF non mange Alen Citywide Transit Planning Process utywtae t nnslt wan Meetings snops venues Apnl I May 1 dune 1 duty 1 August September1 October 1 November' December' 1 i •I •1 I 1. 1 1 i t 1 7FI *I 3. Tukwila Urban Center(TUCI /TOD Transit Plan There is already an ongoing study of the TUC /TOD areas by Freedman, Tung and Bottomley as well as ECONorthwest. Now Public Works has selected a contractor to do the Transit Network study that will be a part of the TUC /TOD study as well as an update to the Transportation Element of the Comp Plan. Staff used a consultant list to rate who would be best to do this work and selected Perteet, who has what is possibly the best transportation planner in the region. They were chosen from a list of three consultants. Perteet will coordinate with the other two consultants. Pam C asked for the tally sheet used to rate consultants. When asked how Metro's transit plan would fit into this, Cyndy said this study will be used to fit Metro's plan into this area. Dennis raised the issue of no residents being included in the stakeholder meetings, and Cyndy said residents could go to any of the meetings if they were interested. Recommend Consultant Agreement with Perteet for $82.795 to Regular Meeting for mayor's signature. 4. Interurban Bridge Consultant Services Entranco provides consultant services on city projects, and they have agreed to provide construction management services on the Interurban Bridge Widening and Trail. The cost of their services will be $250,000 for the $2 m. project. This will be Supplement 2 to their contract. Recommend Sunolemental Agreement for Entranco services on Interurban Bridge Widening project to Regular Meeting. 5. Gateway East II Group Health Turnovers International Gateway East constructed some public improvements as part of their Group Health development. Those were constructed according to city standards, and are ready for acceptance. They include a storm drain, curb, gutter, sidewalk, paving and driveway. Recommend acceptance of infrastructure and release of retainage to Regular Meeting's consent agenda. a -Committee Chair approval 1 C 0 (&Committee chair approval atb7 l C mom(. 4- 4 -03 1908 CAS Number: 03-060 I Original Agenda Date: April 21, 2003 Agenda Item Title: Water Utility Maintenance Vehicle Purchase in 2003 I Original Sponsor: Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: I Cost Impact (if known): I Fund Source (if known): Meeting Date 4/21/03 Meeting Date 4/21/03 Meeting Date 4/21/03 Council Initials Prepared by 1 Mayor's review/ Council review PB QeM h a.'`' I .Is? C_ U I I I I I ITEM INFORMATION Admin. Public Works Authorization is needed to purchase a water utility maintenance van in 2003 that is budgeted in 2004. The current step van is leaking coolant internally and the repair cost is at least $10,000. The new van will cost $46,000 and additional monies have been paid into the Fleet fund from the Water fund to anticipate shortfalls. Given the age and condition of the unit, recommendation is to purchase replacement van as soon as possible. Authorize Finance and Fleet to purchase vehicle. Forward to Regular Consent Agenda Same as Sponsor $46,000.00 Fleet 501 Fund RECORD OF COUNCIL ACTION Action APPENDICES Attachments Information Memo dated April 2, 2003 Utilities Committee Meeting Minutes from April 8, 2003 IT EM N O. To: Mayor Mullet From: Public Works Directr Date: April 2, 2003 u Subject: Purchase of Water Van in 2003 LSSUE INFORMATION MEMO Request for authorization to purchase a water utility maintenance vehicle in 2003 that was originally planned for 2004. BACKGROUND Unit 1253, a 1994 step van operated by the Water Department, is leaking coolant internally. Repair costs will be at least $10,000. The original purchase price was $26,080 and will be fully depreciated at the end of this year. It is listed as a 2004 replacement. Replacing this maintenance van now will cost $39,000 for the truck and $7,000 for the capitalized cabinet work, radios, lightbars, etc. Funding available for the purchase is $32,000 and the resale value of the '94 van is about $2,000. The additional funding needed to purchase a new van is $12,000. The shortfall in available funding is attributable to not capitalizing the cabinetry and other modifications to the unit prior to placing it in service, the undepreciated balance, and a decrease in the resale value. Rather than trying to separately budget capital for vehicle add -ons, we now capture all capitalization costs in the amount used in the 501 Fund schedule maintained by Finance. Additional monies have been paid into fleet from the 401 Fund to anticipate shortfalls with enough money currently to cover the $12,000. Given the age and condition of the unit, it makes good business sense to replace it as soon as feasible. We may continue to operate the existing unit for a short time or transfer to a utility van loaned from the Street Department. The alternative of engine replacement extending the service life of the van another two years is not cost effective and therefore not recommended. RECOMMENDATION Committee approval to proceed with available funds to purchase the water van in 2003. (P.ala\Wea Vu UC 010[01) Co%nvn;.FC. A-Q2zt- acC3 4. Water Utility Vehicle Early Purchase A 1994 van used by water maintenance requires $10,000 of repairs. Rather than spend that, Public Works asked they be allowed to purchase a utility vehicle scheduled to be bought in the future. Though the funding being used is replacement funds for future purchases, that money will need to be replaced by year's end. Committee approval to purchase water van in 2003. 5. Regional Solid Waste Issues King County Solid Waste has been looking for ways to cut their budget recently. With staff layoffs and new efficiencies having been introduced, the county looked further for savings. One ploy they found was to charge rent from Surface Water to the General Fund to pay for the rent of Cedar Hills Landfill, which the General Fund bought in 1992. Rent starts at $7 million/year in 2004, and escalates 7% a year until 2012. That plan is being investigated by several cities that use county garbage facilities. One of the things the utility is planning is building a rail access intermodal station to send their future garbage to remote landfills. They currently are working on a site near Harbor Island for their station. Another issue that may affect Tukwila is in looking for efficiencies, King County found that although they make 85% of the transitions, self haulers only pay 25% of the revenues of a transfer or garbage station. Tukwila has a very high self -haul rate, and those rates (as well as all other rates) seem likely to rise in the near future. The committee briefly discussed whether this could be a good time to start public information about costs and about possible mandatory garbage pickup. Information. 1 J L Committee chair approval CAS Number: 03-061 Agenda Item Title: Original Sponsor: Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): 4/15/03 4/15/03 4/2103 Initials Meeting Date Prepared by 1 Mayor's review 1 Council review 4/21/03 RS I Avr..G' 1 Ise C. Council Minutes of CAP meeting. Memo from Rick Still dated 4/10/03 Admin. Parks Recreation ITEMNO. Authorize the Mayor to execute a purchase order to KCDA for the acquisition and installation of play equipment and site amenities for Cascade View Community Park in the amount of $45,608.00. (CAP 4/15) The Parks and Recreation Department recommends that the City Council utilize the previously publicly bid process to acquire the play equipment and site amenities for Cascade View Community Park. The King County Directors Association bid process allow for approximate cost savings of nearly $12,000. Staff recommends that the City Council authorize the Mayor to execute a purchase order to King County Directors Association for the acquisition and installation of play equipment and site amenities for Cascade View Community Park in the amount of $45,608.00 Recommends Award of Contract. Same as sponsor Same as sponsor $45,608.00 Fund Source (if known): 30, P ,Q, (pg. 2003 C CAP recommends Contract Award at the next Regular City Council Meeting. TO: FROM: DATE: City of Tukwila Parks Recreation Department Bruce Fletcher, Director MEMORANDUM Mayor Steve Mullet Members of the City Council Rick Still, Assistant Director of Parks and Recreation April 16, 2003 SUBJECT: Cascade View Community Park Play Equipment Purchase Authorization Steven M. Mullet, Mayor RECOMMENDATION: Staff recommends that the City Council authorize the Mayor to execute a purchase order to King County Directors Association for the acquisition and installation of play equipment and site amenities for Cascade View Community Park in the amount of $45,608.00. BACKGROUND: The City Council selected the play equipment and site amenities for Cascade View Community Park through a series of neighborhood park design meetings over the last two years. The park development project was bid late last year with unfavorable results —bid amounts over the project budget. The park and street improvement project was redesigned to provide a park with the same amenities and play value while reducing the construction costs. Additionally, the play equipment and site amenities were taken out of the project because the King County Directors Association (KCDA) previously publicly bid these items for the 2002 -2003 school year. DISCUSSION: The KCDA bids are 2002 prices, a 3% or about $1,400 savings from 2003 current prices. The KCDA bid proposal includes installation as well. This provides an approximate additional cost saving of $13,000 from the park bid results last year. KCDA does have a 6% administrative fee of $2,372 but the above indicated cost savings make this the best alternative for acquiring and installing the play equipment for Cascade View Community Park. The park play equipment and site amenities are within the project budget. There are a few miscellaneous park amenities, which are sole source type items, that will be purchased for Cascade View Community Park development that were not included in the KCDA bid process or in the park and street improvement project. These include lettering for the park name sign, the "rock" play structure and the safety surfacing and will amount to approximately $22,000. cc: Rhonda Berry, Acting City Administrator Bruce Fletcher, Director of Parks Recreation Attachments: April 10, 2003 Memorandum to CAP from Rick Still The Center of YOUR Community 12424 42nd Ave. S. Tukwila, Washington 98168 Phone: 206 768 -2822 Fax: 206 768 -0524 Cascade View Community Park Play Equipment Photos CASCADE VIEW COMMUNITY PARK Cosmopolitan Engineering Group