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HomeMy WebLinkAbout2008-02-04 Utilities Minutes City of Tukwila Utilities Committee UTILITIES COMMITTEE Meeting Minutes February 4,2008 - 5:00 p.m. - Conference Room #1 PRESENT Councilmembers: Staff: Guests: Vema Griffm, Chair; Joan Hernandez, and Kathy Hougardy Jim Morrow, Pat Brodin, Bob Giberson, Mike Cusick, Gail Labanara, Ryan Partee, Rebecca Fox, Jack Pace, Mary Miotke, Rhonda Berry and Kimberly Matej Chuck Parrish CALL TO ORDER: Committee Chair Griffm called the meeting to order at 4:59 p.m. I. PRESENTATIONS No presentations. ll. BUSINESS AGENDA A. Resolution for Municipal Research Service Center (MRSC) Rosters Staff is seeking full Council approval for a resolution establishing a shared Small Works Roster and Consultant Roster with Municipal Research Service Center (MRSC). The City of Tukwila maintained its own Small Works and Consultant rosters until 2006 at which time the Council approved utilizing a shared roster which was maintained by the City of Lynnwood. With over 100 cities participating in Lynnwood's rosters, the contract base has grown to over 1,000 contractors. Due to the size and facilitation of the roster, Lynnwood City Council approved MSRC taking over the maintenance and implementation of the rosters. The program is called MRSC Rosters. In order to participate in MRSC Rosters, interested cities must adopt an appropriate resolution, sign a contract and pay an annual fee of $400. Staff stated a number of benefits resulting from the utilization of this shared roster including: increased government efficiency, larger contract base to draw from and substantial cost savings regarding staff time. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 11 COW FOR DISCUSSION. B. Builders Exchange of Washington Staff shared with Committee that they utilized an online bidding system called Builders Exchange of Washington on several construction projects last year. Utilizing the system was very successful. Online bidding simplifies the bidding process making it more efficient, quicker and easier to access, reduces City printing and postage expenditures and allows for more effective use of front counter staff time. Public Works staffwill increase their use of Builders Exchange of Washington's online bidding process throughout this year. INFORMATION ONLY. C. Telephone System Study - Consultant Selection and Agreement Staff reported that the City is currently working off of five (5) different phones lines throughout all City facilities. The current systems are unreliable, antiquated and do not function well together, lacking system integration. Last November, the City advertised for Statements of Qualifications from telecommunication consultants to provide services for evaluating and replacing the City's current operating system. As a result, Tellink LTD was identified as the most capable consultant for the City's needs. Utilities Committee Minutes February 4. 2008 - Paqe 2 The City will enter into an agreement with Tellink LTD in the amount of $16,000, to conduct a needs analysis, system audit, network infrastructure assessment and equipment identification for the a new citywide telephone system. The funds will be taken from the 303 Fund. Council approval for the contract is not required since the contract is less than $25,000. INFORMATION ONLY. D. Southcenter Boulevard Water Main - Change Order No.2 - Budget Shortfall Staff is seeking full Council approval to utilize the ending Water Fund budget to pay for a project overrun in the Southcenter Boulevard Water Main Replacement Project. Two reasons were identified for the over budget amount: 1. the design of the project was not communicated in the best possible clear and definitive terms from the City to the contractor; and 2. inflation due to rising materials costs. The project contractor, R.L. Alia, overran the stated contract time by approximately 100 days. They could possibly prove that the extended time was due to reason number one as stated above. In response to assessed liquidated damages by the City and contractor expression of a potential lawsuit, staff negotiated a settlement with the contractor rather than induce a lawsuit. The negotiation was to pay the contractor for direct expenditures for labor and material as related to unclear terms of the project design. The contractor's original claim started much higher than negotiated. The project exceeded the budgeted amount by $45,000. The over budget amount will be taken from the ending Water Fund balance. The Water Fund balance will experience a cost saving of approximately $110,000 as a result of an interlocal agreement with King County Metro in the Interurban Water Reuse project. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 11 COW FOR DISCUSSSION. E. Recycling Program Grant Funds Staff is seeking full Council approval for the Mayor to sign and enter into interlocal agreements with the King County Solid Waste Division and the Washington Department of Ecology for grant funding during 2008-2009 for the Tukwila Recycling Assistance Program. The City is able to maintain and run the Tukwila Recycling Assistance Program through this grant funding which cycles every two years. Monies are received through the Waste Reduction/Recycling Grant (administered by King County) and the Coordinated Prevention Grant (administered by Washington Department of Ecology). The Tukwila Recycling Assistance Recycling Program began in the 1990's and is not supported by the City's General Fund or subscriber based fees; the program is based solely on grant funding. The Program includes residential as well as business based recycling opportunities and other special collection events. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 11 COW FOR DISCUSSION. m. MISCELLANEOUS Meeting adjourned at 5:56 p.m. Next meeting: Wednesday, February 19,2008 - 5:00 p.m. - Conference Room No. 1. _/\/iJ . Committee Chair Approval Mi~ Reviewed by BG.