HomeMy WebLinkAboutCOW 2008-10-13 COMPLETE AGENDA PACKET Tukwila City ouncil Agenda
ti y g
f of COMMITTEE OF THE WHOLE
to v,� Jim Haggerton, Mayor Councilmembers: Joan Hernandez Pamela Linder
Y Y Rhonda Berry, City Administrator Dennis Robertson Verna Griffin
1906
Joe Duffle, Council President Kathy Hougardy De'Sean Quinn
MONDAY, October13, 2008, 7 :00 PM Tukwila City Hall; Council Chambers
1. CALL TO ORDER PLEDGE OF ALLEGIANCE
2. SPECIAL Overview of 2009 -2010 Preliminary Budget;
PRESENTATIONS Shawn Hunstock, Finance Director.
3. CITIZEN At this time, you are invited to comment on items not included on this
COMMENT agenda (please limit your comments to five minutes per citizen).
To comment on an item l fisted on this agenda, please save your comments
until the issue is presented for discussion.
4. SPECIAL a. A resolution authorizing the cancellation of outstanding claims checks, Pg.1
ISSUES Municipal Court checks, and Foster Golf claims checks.
b. A resolution ordering the cancellation of past -due accounts receivables Pg.9
and returned check write -offs.
c. Tukwila Urban Center Transit Center Design Services, Supplement #4 Pg.15
with IBI Group.
d. Andover Park West (Tukwila Parkway to Strander Boulevard) Pg.39
Update Design Report, Supplement #5 with IBI Group.
e. Tukwila International Boulevard Phase II III Street Improvement Pg.61
Project Third -Party Utility Coordination Agreements.
f. Memorandum of Agreement for FEMA National Urban Search Pg.91
Rescue Response System.
g. An ordinance adopting the 2008 Fire Master Plan. Pg.121
Please bring your copy of the Fire Master Plan, distributed previously
h. Comprehensive Plan Amendment Capital Facilities Element. Pg.149
5. REPORTS a. Mayor c. Staff e. Intergovernmental
b. City Council d. City Attorney
6. MISCELLANEOUS
7. EXECUTIVE SESSION
8. ADJOURNMENT
Tukwila City Hall is wheelchair accessible.
Reasonable accommodations are available at public hearings with advance
notice to the City Clerk's Office 206 -433- 1800 /TDD 206 -248 -2933.
This notice is available at www.ci.tukwila.wa.us, and in
alternate formats with advance notice for those with disabilities.
Tukwila Council meetings are audio taped.
COUNCIL AGENDA SYNOPSIS
A. :W ILA ;..h q�;
CI' Initials ITEM No.
-443-'S S i il�Ieetin2 Date I Prepared b}' !Mayors review I Council review 1
"'ln`. 10/13/08 S 1 A i_�
.pe 10/20/08 SH
1 1 t
rsoa i
1 1 1 I 1
ITEM INFORMATION
I CAS NUMBER: 08-119 'ORIGINAL AGENDA DATE: OCTOBER 13, 2008
GNND.\ ITI TITLE Resolution authorizing the cancellation of outstanding claims checks, Municipal
Court checks, and Foster Golf claims checks
C.\"I Discussion Motion Resolution Ordinance n Bid Award Public Heart ng Other
it itg Date 10/13/08 Alts Date Mtg Date 10/20/08 Altg Date Altg Date Altg Date Aitg Date
1SP INSOR Council 1 1 ma Adm Svcs n DCD Finance n Fire n Leal n P&R Police Ply
SPONSOR'S The State of Washington Department of Revenue (for the reporting year 2008) requires a
SUMMARY one -year dormancy period for outstanding checks and a two -year dormancy for Municipal
Court checks. After making all attempts to locate and contact property owners to resolve
the issues, the City now wishes to cancel the attached outstanding claims checks and
Municipal Court checks.
RI.:v1I :WF;D BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA 1E: 10/7/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Passage of Resolution
Cc»IMIYrEJ Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
ExPI?NDI l URIi REQUIRJR) AMOUNT BUDGETED APPROPRIATION REQUIRED
$N /A $N /A $N /A
Fund Source:
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
10/13/08
MTG. DATE ATTACHMENTS
10/13/08 Informational Memorandum dated 10/7/08 (revised after FS meeting)
Resolution in draft form, with attachments
Minutes from the Finance Safety Committee meeting of 10/7/08
City of Tukwila
`o A Department of Finance Shawn Hunstock, Finance Director
1908
MEMORANDUM _I I
3
October 7, 2008 r-:
To: Mayor Jim Haggerton
Finance Safety Committee
From: Shawn Hunstock, Finance Director
Finance Department
Subject: Annual Write -Off of Outstanding /Unredeemed Accounts Payable Claims Checks,
Municipal Court Checks, and Foster Golf Claims Checks /G rds
The attached proposed resolution will write -off a total of $4,62480 $2,571.57 in
unredeemed /outstanding items to be reported in the year 2008 to the Washington State Department of
Revenue Unclaimed Property Section as follows:
General Fund (000):
Claims Checks (various) 339.57
Municipal Court Checks (various) 2.141.00
General Fund Subtotal $2,480.57
Water (401 Fund):
Claims Check (Annalisa Blacker) 16.00 NOTE
Claims Check (Specialtees) 35.00 Gift Cards will not be reported
Luck Irish Holdings) 15.00 2009 the WA State DOR until the
Claims Check
(Lucky g 2009 report year as these were
Water Fund Subtotal 66.00 issued between 07/01/05 through
06/30/06 under the 3 -year
Golf Course (411 Fund): abandonment period.
Claims Check (Jim Sullivan) 25.00
Gift Cards (various) X2,3 -53.2'
Grand Total All S4,624,88 $2.571.57
Once the City cancels these outstanding items, the amounts will be retained by the City and returned to
the General, Water and Golf Course Funds, respectively. The Colf Coursc outstanding gift cards amount
c Washington Statc Dcpt. of Rcvcnuc Unclaimcd Property Scotian.
Correction note: The Golf Course outstanding gift cards amount will not be remitted to the WA State
Department of Revenue until November 1, 2009 for those issued between 07/01/05 through 06/30/06.
Attachments
Lej/
6200 Southcenter Boulevard Tukwila, Washington 98188 -2544 Phone: (206) 433 -1838 Fax: (206) 433 -1833
Email: shunstock@ci.tukwlla.wa.us
DRAFT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION
OF OUTSTANDING CLAIMS CHECKS AND MUNICIPAL COURT
CHECKS.
WHEREAS, the State of Washington, Department of Revenue Unclaimed Property
Section, for the reporting year 2008, requires a one -year dormancy period for
outstanding claims checks (inclusive of Foster Golf claim checks) and a two -year
dormancy period for municipal court checks; and
WHEREAS, the City Finance Department has made all reasonable attempts to
resolve the outstanding, unredeemed claims checks and municipal court checks; and
WHEREAS, the City Council of the City of Tukwila wishes to cancel all
outstanding, unclaimed claims checks issued prior to July 1, 2007 and municipal court
checks issued prior to July 1, 2006;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
The Tukwila City Council authorizes the cancellation of claims checks and
municipal court checks, as detailed on Attachment A.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of 2008.
ATTEST/ AUTHENTICATED:
Joe Duffie, Council President
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY: Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Office of the City Attorney
Attachments: Attachment A, Washington State Department of Revenue 2008
Unclaimed Property Reporting (1 page)
2008 Unclaimed Property Summary Report (2 pages)
C: \Documents and Settings \All Users\ Desktop \Kelly \MSDATA \Resolutions \Outs Warrants 2008.doc
LJ:kn 10/9/2008 Page 1 of 1
Attachment "A"
WA= StateDepartment of Revenue
2008 Unclaimed Property Reporting
ID NUMBER DATE VENDOR AMOUNT
000 General Fund
Various Various Aggregate Various (Claims Checks under $50) $339.57
Various Various Aggregate Various (Court Checks under $50) $25.00
11863 08/26/05 Baljit Singh $1,900.00
11866 09/23/05 David Keith Legge $150.00
11882 12/29/05 Alliance One Inc. $66.00
General Fund Total: $2,480.57
401 Water Utility Fund
324862 07/17/06 Annalisa Blacker $16.00
325038 07/17/06 Specialtees $35.00
329636 02/20/07 Lucky Irish Holdings Inc. S15.00
401 Fund Total: $66.00
411 Foster Golf Course Claims Check
326201 09/05/06 Jim Sullivan $25.00
411 Fund Total: $25.00
GRAND TOTAL: $2,571.57
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2008 UNCLAIMED PROPERTY SUMMARY REPORT (4
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Finance Safety Committee Minutes October 7. 2008 Pape 2
Start-up costs estimated at $200,000.
Time investment to reach a maintenance level for an operational program.
The City of Tukwila is not the only City requesting information from Des Moines regarding their Animal
Control Division. Recently, Des Moines representatives made a similar presentation to the City of Kent.
Kevin and Jan distributed copies of Des Moines Municipal Code sections pertaining to animal control, the
2008 line item budget narrative for the Des Moines program, and the actual/estimate revenues generated
by City of Des Moines animal licenses. In closing, Des Moines staff offered their assistance in answering
questions as Tukwila researches animal control options in more detail. When starting to implement a
program such as this, Kevin and Jan recommended beginning by establishing the appropriate ordinances,
then preparing and implementing a structured program, and undertaking problem areas first.
II. BUSINESS AGENDA
A. Resolution Orderinu the Cancellation of Outstandinn, Unredeemed Finance Claims _Checks. Municipal
Court Checks and Foster Golf Gift Certificates
Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which
w will be reported to Washington State in 2008. This year's cancellations total $4,624.80. All cancellations
ill be returned to the appropriate City funds with the exception of golf course gift certificates which will
be remitted to the Washington State Depai tment of Revenue Unclaimed Property Section. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
B. Resolution Reeardinu Annual Cancellation for Accounts Receivable
Staff is seeking approval of an annual resolution to cancel (write -off) account receivables deemed
uncollectible. This year's annual account receivable write -off totals $9,080.51. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
C. Memorandom of Agreement for FEMA National Urban Search and Rescue Response System
Staff is seeking full Council approval to enter into a memorandum of agreement (MOA) with Pierce
County Department of Emergency Management for Tukwila's participation in Washington Task Force 1
(WATF -1) of the Federal Emergency Management Agency's (FEMA) National Urban Search and Rescue
Task Force System.
This is the continuation of a previous agreement which has allowed Tukwila's participation in the Task
Force which responds to nationally declared disasters. Experiences and training opportunities from
participation in this Task Force are invaluable. The new MOA includes several regulatory changes.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW.
M. ANNOUNCEMENTS
No announcements.
IV. MISCELLANEOUS
Meeting adjourned at 5:23 p.m.
Next meeting: Tuesday, October 21, 2008 5:00 p.m. Conference Room 3
Committee Chair Approval
Minutes by KAM.
`-r1, x, CO UNCIL AGENDA SYNOPSIS
J4 .tJILA ..W g 0
4 Si
Initials ITEsvr No.
—II" N 163 1 meetuzQ Date 1 Prepared by il-layor'.r review 1 Council review
y
-I. 1 10/13/08 1 S H '_x_e°' 1
'ti, 0_ 1 10/20/08 SH 1 IJ 1
rsoa I
1 4 B
1
ITEM INFORMATION
I CAS NUMBER: 08-120 (ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AG I?NDA ITf.NI Trr1.k Resolution ordering cancellation of Past Due Accounts Receivable and Returned
Check Write -offs.
C.\'I'I GORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mt; Date 10/13/08 tlltg Date tlitg Date 10 /20 /08 MMltg Date lltg Date l-Itg Date Mtg Date
(SPONSOR 1 1 Council 1 /vi f1 Adm Svcs DCD Finance Fire Legal P &R f1 Police P1V
SPONSOR'S There are certain receivables that have been deemed uncollectible and need to be removed
SI maIAlzY from the Accounts Receivable Ledger by Resolution on an annual basis.
RI: \'11 \VI ?D BY ow mtg. CA &P Cmte F &S Cmte Transportation Cmte
Ll Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA 1'E: 10/7/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Passage of Resolution
COMM1'ITE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPI RI•.QUIRF,D AMOUNT BUDGETED APPROPRIATION REQUIRED
$N /A $N /A $N /A
Fund Source:
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
10/13/08
MTG. DATE ATTACHMENTS
10/13/08 Informational Memorandum dated 9/29/08
Resolution in draft form, with attachment
Minutes from the Finance Safety Committee meeting of 10/7/08
MEMORANDUM
To: Mayor City Council
From: Shawn Hunstock, Finance Director
Date: September 29, 2008
Subject: CANCELLATION OF ACCOUNTS RECEIVABLE
The annual proposed resolution totaling $9,080.51 reflects amounts deemed
uncollectible. The items listed have been through the City's collection program and
have not been successfully resolved. Although we are writing them off the "official" City
books, these amounts will still be subject to collection. These items include: False
Alarms Account total of $175.00, NSF Checks Account total of $1,177.00 and all other
Miscellaneous Billing Account total of $7,728.51. The funds affected will be properly
adjusted.
The process for tracking accounts receivable is quite thorough. The steps below are
followed prior to the attached write -off resolution:
Invoice is sent to recipient by the Finance Department, payable in 30 days.
Second notice is then sent specifying due date before receivable is forwarded to
collection agency.
Collection agency sends a series of three letters for the original amount due, with
the final letter advising that legal action will be taken if payment is not made. If
there is no response from debtor after the letter series, the debt is then reported to
the National Credit Bureaus.
Collection agency then pursues legal action after the debtor is given a final
opportunity to dispute the claim. This includes attaching checking accounts,
garnishments, lawsuits and other legal methods.
The items on the proposed resolution reflect those that have been through the process
above and receivables are still due with the likelihood of collection being very low. We
do collect amounts after write -offs, but very seldom.
The City cannot revoke or deny a business license for non- payment of an accounts
receivable claim.
C:\Documents and Settings\AII Users \Desktop\Ke11y\MSDATA\Finance \Cancellation of Accounts Receivable memo.doc lsn 9/29/2008
nr)ArT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, ORDERING THE CANCELLATION OF PAST -DUE
ACCOUNTS RECEIVABLE AND RETURNED CHECK WRITE -OFFS.
WHEREAS, certain receivables and checks have been deemed uncollectible after
efforts by both the City and a collection agency have been unsuccessful; and
WHEREAS, the City will continue to pursue these receivables when practical;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Miscellaneous Accounts Receivable and Returned Checks. The total of $9,080.51
is deemed uncollectible. See Attachment A.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of 2008.
ATTEST /AUTHENTICATED:
Joe Duffie, Council President
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM:
Filed with the City Clerk
B Passed by the City Council
Office of the City Attorney Resolution Number
Attachment: Attachment A Past -Due Accounts Receivable and Returned Check Write -offs
C: \Documents and Settings \All Users Desktop Kelly MSDATA Resolutions Write offs.doc
LA:kn 10/9 /2008 Page 1 of 1
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Finance Safety Committee Minutes October 7. 2008 Paae 2
G Start-up costs estimated at $200,000.
O Time investment to reach a maintenance level for an operational program.
The City of Tukwila is not the only City requesting information from Des Moines regarding their Animal
Control Division. Recently, Des Moines representatives made a similar presentation to the City of Kent.
Kevin and Jan distributed copies of Des Moines Municipal Code sections pertaining to animal control, the
2008 line item budget narrative for the Des Moines program, and the actual/estimate revenues generated
by City of Des Moines animal licenses. In closing, Des Moines staff offered their assistance in answering
questions as Tukwila researches animal control options in more detail. When starting to implement a
program such as this, Kevin and Jan recommended beginning by establishing the appropriate ordinances,
then preparing and implementing a structured program, and undertaking problem areas first.
II. BUSINESS AGENDA
A. Resolution Ordering the Cancellation of Outstanding. Unredeemed Finance Claims Checks. Municipal
Court Checks and Foster Golf Gift Certificates
Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which
will be reported to Washington State in 2008. This year's cancellations total $4,624.80. All cancellations
will be returned to the appropriate City funds with the exception of golf course gift certificates which will
be remitted to the Washington State Depai tinent of Revenue Unclaimed Property Section. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
B. Resolution Regarding Annual Cancellation for Accounts Receivable
Staff is seeking approval of an annual resolution to cancel (write -off) account receivables deemed
uncollectible. This year's annual account receivable write -off totals $9,080.51. UNANLVIOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
C. Memorandom of Agreement for FEMA National Urban Search and Rescue Response System
Staff is seeking full Council approval to enter into a memorandum of agreement (MOA) with Pierce
County Department of Emergency Management for Tukwila's participation in Washington Task Force 1
(WATF -1) of the Federal Emergency Management Agency's (FEMA) National Urban Search and Rescue
Task Force System.
This is the continuation of a previous agreement which has allowed Tukwila's participation in the Task
Force which responds to nationally declared disasters. Experiences and training opportunities from
participation in this Task Force are invaluable. The new MOA includes several regulatory changes.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW.
M. ANNOUNCEMENTS
No announcements.
IV. MISCELLANEOUS
Meeting adjourned at 5:23 p.m.
Next meeting: Tuesday, October 21, 2008 5:00 p.m. Conference Room 3
@A Committee Chair Approval
Minutes by KAM.
COUNCIL AGENDA SYNOPSIS
--Initials ITEM NO.
1 N 1G2 Meeting Date 1 Prepared by I Mayor's review Council review
a. 'vi to 10/13/08 1 CKATM A
1 10/20/08 1 CKITTIN 1 1
ITEM INFORMATION
1 CAS NUMBER: 08-121 'ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AGENDA ITEM TITLE Tukwila Urban Center Transit Center Design Services
Supplement No. 4 with IBI Group
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing n Other
tbftg Date 10/13/08 Mtg Date 10/20/08 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date:
1SPONSOR Council Mayor Adm Svcs DCD Finance Fire El Legal P&R Police PTV
SPONSOR'S The IBI Group began design services for the Tukwila Urban Center Transit Center in
SUMMARY February, 2006. Supplement Nos. 1 through 3 extended the timeline due to project delays.
Supplement No. 4 will complete 30% of the Transit Center design at the existing location on
the Westfield Southcenter Mall property. The original contract amount was $199,489.00 and
with Supplement No. 4 at $144,976.00, the new contract total will be $344,465.00.
Supplement No. 5 will also be presented to Council.
REVIEWED COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
BY Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 9/23/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Authorize Mayor to sign Supplement No. 4 with IBI Group.
COMMITTEE Unanimous approval; forward to COW.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$144,976.00 $222,000.00
Fund Source: 104 Commercial Streets (pages 46, 2008 CIP)
Cotnments:
MTG. DATE RECORD OF COUNCIL ACTION
10/13/08
10/20/08
MTG. DATE ATTACHMENTS
10/13/08 Information Memo dated September 17, 2008 (revised after TC)
Supplement No. 4 with Exhibits
Transportation Committee Meeting Minutes from September 23, 2008
10/20/08 1
1
IlNFORMATION MEMO
To: Mayor Haggerton
From: Public Works Director,i�
Date: September 17, 2008 V
Subject: Tukwila Urban Center Transit Center
Project No. 06 -RW02, Contract 06 -019
Supplement No. 4 Phase I Design
ISSUE
Supplement for Phase 1 design work (through approximately 30 with the IBI Group for the
Tukwila Urban Center Transit Center.
BACKGROUND
In February 2006, IBI Group was retained by the City to begin the design of the Tukwila Urban
Center Transit Center on Andover Park W. The Comprehensive Plan update was adopted by
Council in late 2007 including language regarding the Transit Center siting options. Since then,
staff began negotiations with the IBI Group for design of Phase 1 (west side only) of the Transit
Center.
ANALYSIS
The intent of the original contract was to have the Concept Plan done quickly, a siting decision
made by Council, and final design of the new Transit Center underway. Supplements Nos. 1 -3 were
issued to extend the contract time ultimately to June 30, 2008 to accommodate for the project
delays. Negotiations on scope and fee for the next step took longer than anticipated. The attached
Supplement No. 4 will complete at least 30% design of the improved and expanded Transit Center
in its existing location on the Westfield Southcenter Mall property. Final design, additional
geotechnical investigation, cost estimating, bidding assistance and on -call assistance during
construction are all listed as optional tasks to allow for future supplemental agreements. Easements
are being dedicated to Tukwila as part of the ongoing Binding Site Improvement Plan as per the
Development Agreement with Westfield Southcenter Mall.
The Phase I design fee represents a savings of $8,779.00 for jointly approving Supplement Nos. 4
and 5 as some tasks overlap each other. The overall savings between both contracts is $25,698.00.
The original contract amount was $199,489.00 and with Supplement No. 4 at $144,976.00, the new
contract amount will be $344,465.00. The project currently has $400,000.00 budgeted on page 46 of
the 2008 CIP.
RECOMMENDATION
Approve the Supplemental Agreement No. 4 to Consultant Agreement #06 -019 in the amount of
$144,976.00.
Attachments: Supplemental Agreement #4
Exhibit A— Tukwila Transit Center -Scope of Work and Budget Proposal
Exhibit B Project Budget 30% Design
p :\cyndy \transit center\information memo supplemental agreement #4 phase i west side ps &e 9- 17- 08.doc
SUPPLEMENTAL AGREEMENT NUMBER 4
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City and IBI Group, hereinafter referred to as "the
in and conditions hereinafter specified.
Consultant", consideration of the mutual benefits, tern's, a p
The City desires to supplement the agreement entered into with the Consultant and executed on,
c and identified as Agreement No. 06 -019. 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:
1. Scope of Services, is hereby changed to include work described in Attachment A for
additional design work on the Tukwila Transit Center project.
2. Payment, shall be amended 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 $144,976 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $344,465.
3. Time for Performance, shall be amended as follows:
The Consultant shall perform all services and provide all work product required pursuant
to this Agreement by May 31, 2009, unless an extension of such time is granted in
writing by the City.
DATED this day of 20
CITY OF TUKWILA CONSULTANT
By:
Jim Haggerton, Mayor
Printed Name:
Title:
EXHIBIT 1
J M111 A,4 10141
t
�rx� 19pB
City of Tukwila
TUKWILA TRANSIT CENTER
SCOPE OF WORK AND BUDGET
SEPTEMBER 17, 2008
IBI
GROUP
IBI GROUP
SCOPE OF WORK
TABLE OF CONTENTS
PHASE 2: SCHEMATIC DESIGN 1
Task 1: Project Management 1
Task 2: Environmental Report and Supporting Site Engineering 3
Task 3: Stakeholder Coordination 5
Task 4: Schematic Design (30 6
Task 5: Cost Estimate (30 8
PHASE 3: FINAL DESIGN (OPTIONAL) 8
Task 6: Project Management 8
Task 7: Environmental and Geotechnical Engineering of Firestone Property 10
Task 8: Stakeholder Coordination 10
Task 9: Final Design (80% and 100 12
Task 10: Cost Estimates (80 100 13
Task 11: Assistance With Bidding 14
Task 12: Assistance during Construction 14
September 17, 2008
Pagel
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
PHASE 2: SCHEMATIC DESIGN
The Transit Network Plan for the Tukwila Urban Center (TUC) Subarea' includes as one of its
key recommendations the construction of a new transit center in the immediate vicinity of the
existing focal point of bus service on Andover Park West and Baker Avenue. A new transit
center in this location is expected to act not only as a replacement for the existing bus
stop(s), but also as an important step in the redevelopment of the area, building from current
initiatives to redevelop the Southcenter Mall and reconstruct the new Sound Transit
commuter rail station and future plans to redevelop the Tukwila Urban Center.
The objective of this Phase of the project is to develop Schematic design documents (30
for the Tukwila Transit Center that provides design documentation, preliminary cost
information and environmental and geotechnical information to the City that allows for future
design phases of the project.
A work breakdown structure of five primary tasks has been developed for this Phase of the
work, covering in general:
Conduct and management of the work, recognizing an overall schematic design
timeline of three months once the survey work is completed.
Review and assembly of relevant information, including geotechnical, survey and
other information appropriate to completing the design phases of the project.
Schematic cost estimates for the Transit Center.
The following scope describes the work to be conducted, and assumptions and deliverables
to be provided. The term "Consultant" refers to IBI Group and its team of subconsultants
including KPFF, Shannon Wilson, Nakano Landscape Architects, Tres West Engineers,
PACE, and ESA Adolphson. "City" refers to the City of Tukwila, the client organization
responsible for the project.
Task 1: Project Management
This task includes the day -to -day activities to be performed by the Consultant to manage and
administer the work, and deliver quality work products that meet the needs of the City.
ASSUMPTIONS
Primary project management coordination will be through the Consultant Project
Manager and City Project Manager.
All Consultant requests for meetings with City staff shall come from the Consultant
Project Manager. Such requests will be issued to the City Project Manager.
All sub consultant requests for meetings will be coordinated through the Consultant
Project Manager or Consultant Design Coordinator (the latter if a design related
issue).
Steps will be taken to schedule meetings as far ahead as reasonable to secure
participation of invitees, however due to the tight schedule for the project, City
Final Transit Network Plan, Tukwila Urban Center Subarea, Perteet, Inc., December 2004.
September 17, 2008
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
assistance may be requested from time -to -time to expedite design or information
collection related meetings.
The City will be responsible for providing meeting space and issuing invites to City
staff, and other stakeholders. The Consultant will assist as needed.
The City will be responsible for providing base information such as existing plans,
previous studies, land surveys, GIS data, etc. The Consultant will coordinate with the
City to make sure that information requests are reasonable and do not overly burden
City staff.
The Consultant will be responsible for all work products delivered, and commits to
providing staff and resources to complete the work in a timely manner.
WORK ACTIVITIES
1.1 Contract Administration
This activity covers basic administration of the work including:
1.1.1 Development of an overall Project Plan that summarizes the scope,
deliverables, schedule and lines of communication.
1.1.2 Preparation of a Project Schedule in MS Project, ongoing tracking of that
schedule, and reporting of any variances on a monthly basis. Note that due
to the short timeframe of this Phase, any issues identified during the course
of the work that have the potential to affect schedule will be promptly
identified for the City Project Manager (this is in addition to regular monthly
reporting).
1.1.3 Cost and staff time control.
1.1.4 Monthly invoicing and project progress reporting (report to be included with
invoice).
1.1.5 Subconsultant administration.
1.2 Meetings and Coordination
This includes general coordination and project management meetings; stakeholder
meetings are covered in Task 3. Meeting and coordination are expected to include:
1.2.1 A kickoff meeting with the City and others as appropriate.
1.2.2 Monthly meetings with City staff (3).
1.2.3 Internal design team coordination meetings (6).
1.2.4 Bi- weekly client coordination calls and ad -hoc coordination (6).
September 17, 2008
Page 2
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
1.3 Quality Control
1.3.1 All work products will be subject to internal quality review before issuance
per IBI Group quality control procedures.
DELIVERABLES
Project plan
Project schedule
Invoices and monthly progress reports
Meeting agendas
Meeting notes
Task 2: Environmental Report and Supporting Site Engineering
This task will involve the assembly of existing information as it relates to the site development
of Southcenter Mall and the TUC. It also includes gathering of relevant standards and design
information from the City, as well as Geotechnical investigations, site survey and a summary
of permit requirements and SEPA check list.
ASSUMPTIONS
The City will provide existing studies, reports, and maps as applicable in a timely
manner.
City staff has indicated that the only permit required will be the building permit for the
station canopies. City Staff will assist in completing the environmental checklist
documentation for this project.
The City will provide (if available) existing GIS information, surveys from adjacent
projects (including Westfield South Center Mall) city street and base maps include
right -of -way, existing infrastructure, and other information for the Andover Park West
Strander Boulevard Baker Avenue Southcenter Boulevard area (i.e., the area
within about a half mile to a mile radius of the current transit station). Information
required from the City includes right -of -way, curb lines, catchbasins, manholes,
sidewalks, property lines, contours and utility information to inform the Consultant
Survey Team to prepare an adequate base plan for the area.
The City will provide any information on City owned detention facilities and utilities in
the area of the project.
The Ci ty will make all necessary arrangements for obtaining right -of- access
agreements for the survey, geotechnical, and site assessment activities to be
conducted on private properties.
The City will provide traffic control, as required, to complete geotechnical and /or
environmental site explorations.
Survey work will be completed on the same datum as projects for the Westfield
South Center Mall and /or other adjacent projects.
September 17, 2008
Page 3
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
This phase does not include any geotechnical or environmental investigations on the
Firestone site. Geotechnical work includes investigative work associated with the
Transit Center bus shelter foundation.
WORK ACTIVITIES
This task will include collection, assembly, and review of the following information. Unless
otherwise noted, it is expected that this information will be available through the City.
Information to be collected is as follows:
2.1 Environmental: SEPA Checklist
2.1.1 Identify Process and Issues: the Consultant will assist in obtaining the
building permit for the station canopies and review the project as required to
complete an environmental (SEPA) check list.
2.2 Geotechnical Report
2.2.1 The Consultant will review the scope of project and any existing geotechnical
reports to identify additional geotechnical information and collect that
information through field Geotechnical investigations.
2.3 Survey Data
2.3.1 Consultant will conduct a field survey for the Transit Center along the west
side of Andover Park West Street ROW focused on the area between the
Mall East entrance and the Mall entrance south of the Firestone property in
anticipation of acquisitions or easements in this area and to verify the City's
basemaps and to add any additional information to the base maps.
2.3.2 The Consultant will follow up with local and franchise utilities to obtain
updated electrical, water, drainage, and communications utility information.
2.3.3 The Consultant will provide a field survey of the canopy and locate the east
end of the Firestone Building (located on private property).
2.3.4 The Consultant will provide documentation for up to 2 easements.
2.3.5 The Consultant will provide a draft survey including right -of -way lines, curb
lines, catch basins, manholes, sidewalks, property lines, contours, above (if
any) and underground utility information and vertical and horizontal control
for review by the other project team members.
2.3.6 The Consultant will provide a final survey in Autocad 2007. The survey map
will be in accordance with City Standards for plans.
DELIVERABLES
Geotechnical analysis and report
Site survey
Permitting report
SEPA Checklist
September 17, 2008
Page 4
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
Task 3: Stakeholder Coordination
This task will consist of assisting the City with communication with key stakeholders through
a series of presentations. Key stakeholders include City project team, council committees,
review boards and commissions. In each case, the Consultant will prepare all presentation
materials for stakeholder workshops, and generate notes /documentation of the outcomes.
ASSUMPTIONS
The City will be responsible for publicizing stakeholder meetings and for arranging
meeting logistics.
The Consultant will be responsible for producing all stakeholder meeting presentation
materials, and for producing meeting notes for each stakeholder meeting.
Presentation meetings include:
City Council Transportation Committee
City Council Committee of the Whole
Community Development Commission
Boards of Architectural Review
Arts Commission
Documenting meeting materials
WORK ACTIVITIES
3.1 Preparation for Stakeholder Workshops
3.1.1 Stakeholder meeting agendas will be developed through collaborative
planning sessions involving the City Project Manager, Consultant Project
Manager, and other key staff.
3.1.2 The Consultant will prepare one set of graphics and a rendering for the
stakeholder meetings. The graphics prepared will reflect the reviewed and
approved Concept Design.
3.2 Documentation of Stakeholder Workshops
3.2.1 The Consultant will provide the City with copies of meeting materials and
meeting notes for all stakeholder events (paper and electronic).
3.3 Public Art Program Identification and Coordination
3.3.1 The Consultant will work with the City to incorporate public art into the
project.
3.4 King County Metro Coordination
3.4.1 The Consultant will prepare meeting agendas for sessions with the City
and King County Metro to discuss the transit center design.
DELIVERABLES
Stakeholder meeting graphic materials and rendering.
September 17, 2008
Page 5
181 GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
Stakeholder meeting notes /documentation.
Incorporate public art into the design
Task 4: Schematic Design (30
This task will include the development of schematic (30 design for landscape architecture,
civil, architectural, urban design, structural, and electric systems.
ASSUMPTIONS
A Value Engineering Study is not anticipated as part of the work.
The only permit required will be a building permit for the shelter.
Spread footings (not piles) will be required to support the canopies.
No environmental remediation activity will be required or documented.
Architectural plans will incorporate artwork selected by the City (activity covered in
Task 3)
WORK ACTIVITIES
4.1 Concept Revisions
4.1.1 Review Concept Design plans for the Transit Center to confirm the shelter,
station amenities, platform layout and plaza design.
4.2 Civil
4.2.1 The Consultant will assume the 1998 identify water quality, detention and
conveyance criteria will apply to the project; will develop schematic (30
design documents covering drainage, conveyance and detention facilities.
The consultant will prepare a technical memo summarizing how drainage will
be handled.
4.2.2 The schematic design will include a list of all utilities to be relocated; new
utility services that may be required for project. The consultant will prepare a
bulleted technical memo summarizing criteria for utility relocation.
4.2.3 The schematic grading of the site. Pavement layout will include extent of any
new pavement for bus pullouts and /or plaza areas, and will include pavement
cross sections.
4.2.4 The Consultant will show the preliminary P demolition drawings for the
Firestone canopy foundations.
4.3 Landscape Design
4.3.1 Within the context of the urban design principles, the Consultant will review
the concept design and landscape principles for the pedestrian plaza and
transit center.
4.3.2 Schematic landscape design documentation will be developed for both the
pedestrian plaza and transit center locations
September 17, 2008
Page 6
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
4.4 Urban Design
4.4.1 The Consultant will review the urban design principles and develop
schematic urban design project site plans and details for the plaza and cross
walk.
4.5 Architecture Design
4.5.1 The Consultant will review the architectural design principles and concept
design for the transit center.
4.5.2 Schematic architectural design documentation for the transit center shelter
will be developed.
4.5.3 The Consultant will show the preliminary demolition of the Firestone Building
canopy.
4.6 Structural
4.6.1 The Consultant will develop schematic designs for foundation, planters and
canopy structure.
4.7 Electrical
4.7.1 The Consultant will develop schematic designs for site electrical power
service and distribution, and receptacle locations. The Consultant will
coordinate any required discussions between the City, service utility, and
design team members to determine power availability and access.
4.7.2 The Consultant will develop a schematic design lighting plans and
coordinate lighting system standards with the City.
4.8 ITS /Communications Design
4.8.1 The Consultant will provide preliminary layouts for a video surveillance and
callbox system for the transit center
4.8.2 The Consultant will develop schematic design for communication system
requirements and support the inclusion of ITS elements in the shelters.
4.8.3 Provide conduit runs for future Variable Message Sign (VMS) display for the
transit center
DELIVERABLES
Urban design, landscape, and architectural design documentation for 30% submittal.
Civil, electrical, ITS /communications systems, and lighting design documentation for
30% submittal.
Civil will prepare technical memos on storm water and utility relocation.
Structural design documentation including sizes for 30% submittal.
Preliminary documentation of the Firestone Building canopy demolition.
September 17, 2008
Page 7
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
Task 5: Cost Estimate (30
Cost estimates will be developed for the 30 submittal with a level of accuracy
commensurate with the level of design. The cost estimates will include the cost of
construction for the design and include any potential risks that have been identified as a
result of the conceptual engineering and design tasks. The cost estimate will be subdivided
into costs for each of the disciplines listed below.
ASSUMPTIONS
Information will be prepared in CSI format for Lump Sum bidding.
WORK ACTIVITIES
5.1 30% Cost Estimating:
5.1.1 The Consultant will develop a cost estimate based on the civil, landscape,
urban, architectural, structural, ITS /Communications and electrical design.
Utility information will be included.
DELIVERABLES
Lump sum construction cost estimate for 30% documentation.
PHASE 3: FINAL DESIGN (OPTIONAL)
The objective of this Phase of the project is to develop Final design documents (80% and
100 for the Tukwila Transit Center that provides design documentation, cost information
and environmental and geotechnical information to the City that allows for future bidding of
the project.
A work breakdown structure of seven primary tasks has been developed for this Phase of the
work, covering in general:
Conduct and management of the work, recognizing an overall design timeline of four
months.
Review and assembly of relevant information, including geotechnical and
environmental appropriate to completing the design phase of the project including the
Firestone Property.
Final Design cost estimates for the Transit Center.
Developing a scope of work for assistance during construction.
The following scope describes the work to be conducted, and assumptions and deliverables
to be provided.
Task 6: Project Management
This task includes the day -to -day activities to be performed by the Consultant to manage and
administer the work, and deliver quality work products that meet the needs of the City.
September 17, 2008
Page 8
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
ASSUMPTIONS
Primary project management coordination will be through the Consultant Project
Manager and City Project Manager.
All Consultant requests for meetings with City staff shall come from the Consultant
Project Manager. Such requests will be issued to the City Project Manager.
All sub consultant requests for meetings will be coordinated through the Consultant
Project Manager or Consultant Design Coordinator (the latter if a design related
issue).
Steps will be taken to schedule meetings as far ahead as reasonable to secure
participation of invitees, however due to the tight schedule for the project, City
assistance may be requested from time -to -time to expedite design or information
collection- related meetings.
The City will be responsible for providing meeting space and issuing invites to City
staff, and other stakeholders. The Consultant will assist as needed.
The Consultant will be responsible for all work products delivered, and commits to
providing staff and resources to complete the work in a timely manner.
WORK ACTIVITIES
6.1 Contract Administration
This activity covers basic administration of the work including:
6.1.1 Development of an overall Project Plan that summarizes the scope,
deliverables, schedule and lines of communication.
6.1.2 Preparation of a Project Schedule in MS Project, ongoing tracking of that
schedule, and reporting of any variances on a monthly basis. Note that due
to the short timeframe of this Phase, any issues identified during the course
of the work that have the potential to affect schedule will be promptly
identified for the City Project Manager (this is in addition to regular monthly
reporting).
6.1.3 Cost and staff time control.
6.1.4 Monthly invoicing and project progress reporting (report to be included with
invoice).
6.1.5 Subconsultant administration.
6.2 Meetings and Coordination
This includes general coordination and project management meetings; stakeholder
meetings are covered in Task 3. Meeting and coordination are expected to include:
6.2.1 A Design kickoff meeting with the City and others as appropriate.
6.2.2 Monthly meetings with City staff (4).
6.2.3 Internal design team coordination meetings (8).
6.2.4 Bi- weekly client coordination calls and ad -hoc coordination (8).
September 17, 2008
Page 9
181 GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
6.3 Quality Control
6.3.2 All work products will be subject to internal quality review before issuance
per IBI Group quality control procedures.
DELIVERABLES
Project plan
Project schedule
Invoices and monthly progress reports
Meeting agendas
Meeting notes
Task 7: Environmental and Geotechnical Engineering of Firestone
Property
7.1 Environmental Assessment and Report Firestone
7.1.1 The Consultant will complete a Phase I Environmental Site Assessment,
(ESA) Hazardous Building Materials Survey, and Phase II ESA (soil
sampling) of the portion of the Firestone property to be developed into the
transit center.
7.2 Geotechnical Report
7.2.1 The Consultant will review the scope of project and any existing
geotechnical reports to identify additional geotechnical information and
collect that information through field Geotechnical investigations.
DELIVERABLES
Geotechnical analysis and report (Firestone property)
Phase I ESA
Building Materials Survey
Hazardous
9
Phase H ESA
Task 8: Stakeholder Coordination
This task will continue the Stakeholder coordination efforts from schematic design phase
through final design by assisting the City with communication with key stakeholders through a
series of presentations. Key stakeholders include City project team, council committees,
review boards and commissions. In each case, the Consultant will prepare all presentation
materials for stakeholder workshops, and generate notes /documentation of the outcomes.
September 17, 2008
Page 10
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
ASSUMPTIONS
The City will be responsible for publicizing stakeholder meetings and for arranging
meeting logistics.
The Consultant will be responsible for producing all stakeholder meeting presentation
materials, and for producing meeting notes for each stakeholder meeting.
Presentation meetings include:
City Council Transportation Committee
City Council Committee of the Whole
Community Development Commission
Boards of Architectural Review
Arts Commission
Documenting meeting materials
WORK ACTIVITIES
8.1 Preparation for Stakeholder Workshops
8.1.1 Stakeholder meeting agendas will be developed through collaborative
planning sessions involving the City Project Manager, Consultant Project
Manager, and other key staff.
Consultant will prepare one set of graphics and a rendering 8.1.2 The 9 for the
p p 9 P
stakeholder meetings. The graphics prepared will reflect the reviewed and
approved Concept Design.
8.2 Documentation of Stakeholder Workshops
8.2.1 The Consultant will provide the City with copies of meeting materials and
meeting notes for all stakeholder events (paper and electronic).
8.3 Public Art Program Identification and Coordination
8.3.1 The Consultant will work with the City to incorporate public art into the
project.
8.4 King County Metro Coordination
8.4.1 The Consultant will prepare meeting agendas for sessions with the City and
King County Metro to discuss the transit center design.
DELIVERABLES
Stakeholder meeting graphic materials and rendering.
Stakeholder meeting notes /documentation.
Incorporate public art into the design
September 17, 2008
Page 11
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
Task 9: Final Design (80% and 100%)
This task will include the design development (80 and final (100 design plans and
specifications for landscape architecture, civil, architectural, urban design, structural,
ITS /communications and electrical systems.
ASSUMPTIONS
A Value Engineering Study is not anticipated as part of the work.
A building permit will be required for the shelter only.
Information will be prepared in CSI format for Lump Sum bidding.
No detention will be required.
WORK ACTIVITIES
9.1 Civil
9.1.1 The Consultant will develop a final design documents covering drainage
facilities.
9.1.2 The final design for utilities will include relocation; new utility services that
may be required for project.
9.1.3 The final grading of existing and installation of plans. Pavement layout will
include extent of the new pavement for bus pullouts and /or plaza areas, and
will include pavement cross sections.
9.1.4 The Consultant will show the final demolition drawings for the Firestone
canopy foundations.
9.2 Landscape Design
9.2.1 Final landscape design documentation will be developed for both the
pedestrian plaza and transit center locations.
9.3 Urban Design
9.3.1 The Consultant will develop final urban design project site plans and details
including Transit Center, Pedestrian Plaza, Crosswalk design and
Streetscape Design for Andover Parkway West.
9.4 Architecture Design
9.4.1 Final design architectural design documentation of planters, railing, signage,
lighting, seating, plaza and shelter will be developed for the transit center.
9.4.2 The Consultant will show the final demolition and restoration of the Firestone
Building.
9.5 Structural
9.5.1 The Consultant will develop final designs for foundation, planters, and shelter
structure.
September 17, 2008
Page 12
IBI GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
9.6 Electrical
9.6.1 The Consultant will develop final designs for site electrical power service and
distribution, and receptacle locations. The Consultant will coordinate any
required discussions between the City, service utility, and design team
members to determine power availability and access.
9.6.2 The Consultant will develop a final design lighting plans and coordinate
lighting system standards with the City.
9.7 ITS
9.7.1 The Consultant will develop final designs for a video surveillance system for
the transit center.
9.7.2 The Consultant will develop final design for communication system
requirements and support the inclusion of ITS elements in the shelters.
9.7.3 The Consultant will develop final designs for a conduit layout for a future
VMS display.
DELIVERABLES
Design Development (80 documentation submittal for all disciplines.
Final Design (100 ready- for -bid design documentation submittal for all disciplines.
Task 10: Cost Estimates (80%, 100%)
Cost estimates will be developed for the 80% and 100% submittals with a level of accuracy
commensurate with the level of design. The cost estimates will include the cost of
construction for the design and include any potential risks that have been identified as a
result of the conceptual engineering and design tasks. The cost estimate will be subdivided
into costs for each of the disciplines listed below.
ASSUMPTIONS
Information will be prepared in CSI format for Lump Sum bidding.
WORK ACTIVITIES
10.1 80% Cost Estimating
10.1.1 The Consultant will develop an 80% cost estimate based on the civil,
landscape, urban, architectural, structural, ITS /Communications, mechanical
and electrical design.
10.2 100% Cost Estimating
10.2.1 The Consultant will develop a 100% cost estimate based on the civil,
landscape, urban, architectural, structural, ITS /Communications, mechanical
and electrical design.
September 17, 2008
Page 13
181 GROUP
SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER
DELIVERABLES
Lump sum construction cost estimates for 80% and 100% documentation.
Task 11: Assistance with Bidding
ASSUMPTIONS
The City will be responsible for all aspects of the procurement not spelled out
specifically below.
No Conformed set of documents including addenda will be prepared.
DELIVERABLES
11.1 The Consultant will make a "camera ready" or digital record of the Final bid
documents available to the City for their use in the copying and dispersal of
documents to prospective bidders.
11.2 The Consultant will respond to bidder questions forwarded by the City with Addenda
information in the form of text and drawings necessary and appropriate to obtain bids.
Task 12: Assistance during Construction
ASSUMPTIONS
The City will retain personnel as required to manage the day to day administration of
the construction.
No budget is included for this work. Final Budget and Scope will be determined at a
later date.
DELIVERABLES
12.1 The Consultant shall provide the following:
12.1.1 Review and comment on submittals.
12.1.2 Review and comment on requests for information.
12.1.3 Review and respond to owner questions.
12.1.4 Issue clarifications, including supplemental drawings.
12.1.5 Maintain a log of all submittals, requests for information, owner questions,
supplemental drawings and issued clarifications.
12.1.6 The consultants will make site visits to review progress.
September 17, 2008
Page 14
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Citi of Tukw
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o Transportation Committee
j908
TRANSPORTATION COMNIITTEE
Meeting Minutes
September 23, 2008 5:00 p.m. Conference Room #1
PRESENT
Councilmembers: Pam Linder, Chair; Dennis Robertson and De'Sean Quinn
Staff: Bob Giberson, Gail Labanara, Pat Brodin, Cyndy Knighton, Jon Harrison, Mike Ronda, Frank
Iriarte and Kimberly Matej
Guests: Chuck Parrish
CALL TO ORDER: Committee Chair Linder called the meeting to order at 5:07 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Tukwila Urban Center Transit Center Supplemental Aareement #4 Phase I Desian,
Staff is seeking full Council approval of Supplemental Agreement #4 in the amount of $153,754 with IBI
Group for additional design work on the Tukwila Transit Center Project.
Supplemental Agreement #4 will support the development of design documents for the Transit Center
t
providing design documentation and preliminary relimina costs as well as environmental and geotechnical
information that will allow for future design phases of the project. The IBI Group will complete
approximately 30% design of the improved and expanded Transit Center in its existing location on the
Westfield Southcenter Mall property. The funding for the remaining design is budgeted in 2009.
UNANL IOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
B. Andover Park West (Tukwila Pkwv to Strander Blvd) Supplemental Aareement #5 Desian Report Update
Staff is seeking full Council approval of Supplemental Agreement #5 in the amount of $165,755 with IBI
Group for an updated design report for Andover Park West street improvements.
Due to overlapping design needs and the proximity of the Transit Center to the Andover Park West
improvements, this project is closely related to the Transit Center item discussed above. The IBI Group will
update the design report originally provided for improvements of Andover Park West in November 1991.
The update will clarify the final design for the road project and will consolidate duplicate engineering
efforts from the Transit Center into a single engineering team providing for project efficiency. Consolidation
of this work with parallel work required in the above agenda item will potentially reduce fees by $30,000.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
C. Tukwila International Boulevard Phase II III Third Party Utility Coordination Agreements
Staff is seeking full Council approval for the Mayor to enter into two third party utility Coordination
Agreements with Comcast Cable Communications Management LLC for Phases II and III of the TIB Street
Improvement Project.
These two agreements are for two separate services that Comcast provides; one is for cable TV services and
the other is for fiber optic infrastructure. The agreements call for utility relocation including time limits and
cost distribution. Costs associated with the relocation are directly reimbursable by Comcast and are not part
of the project budget.
COUNCIL AGENDA SYNOPSIS
vs., Initialr ITEM NO.
P 1�t �l 1 Meeting Date 1 Prepared Mayor's review I review
w .�D I 10/13/08 CK I t a ,/j) Fur s
10/20/08 I CK V
ITEM INFORMATION
1 CAS NUMBER: 08-122 I ORIGINAL, AGENDA DATE: OCTOBER 13, 2008
AGENDA ITEM TITLE Andover Park West (Tukwila Pkwy Strander Blvd) Update Design Report
Supplement No. 5 with IBI Group
CA 1EGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 10/13/08 Mtg Date 10/20/08 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date:
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police P1V
SPONSOR'S The IBI Group began design services for the Tukwila Urban Center Transit Center in
SUMMARY February, 2006. Supplement Nos. 1 through 3 extended the timeline and Supplement No. 4
for 30% design is to be approved with this Supplement. Supplement No. 5 will update the
1991 Design Report for the street improvements on Andover Park West. Due to the
proximity of the two projects and overlapping design needs, there will be a savings of
$25,698.00 by combining the two projects. The contract amount with Supplement No. 4 was
$344,465.00 and with Supplement No. 5 at $148,835.00, the new contract total will be
$493,300.00.
REVIEWED COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
BY Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA I'E: 9/23/08
RECOMMENDATIONS:
SPONSOR /ADMN. Authorize Mayor to sign Supplement No. 5 with IBI Group.
COMMIrrEE Unanimous approval; forward to COW.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$148,835.00 $200,000.00 $0.00
Fund Source: 104 Commercial Streets (pages 47, 2008 CIP)
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
10/13/08
10/20/08 1
MTG. DATE I ATTACHMENTS
10/13/08 Information Memo dated September 17, 2008 (revised after TC)
Supplement No. 5 with Exhibits
Transportation Committee Meeting Minutes from September 23, 2008
10/20/08 1
INFORMATION MEMO
To: Mayor Haggerton
From: Public Works Director, vv
Date: September 17, 2008
Subject: Andover Park West (Tukwila Pkwv to Strander Blvd)
Project No. 88 -RW04, Contract 06 019
Supplement No. 5 APW Design Report Update
ISSUE
Supplement for updating the Andover Park West Design Report with the MI Group in association
with the Tukwila Urban Center Transit Center Design contract.
BACKGROUND
In February 2006, IBI Group was retained by the City to begin design of the Tukwila Transit Center
on Andover Park W. Supplement No. 4 is for Phase I design of the Transit Center (west side). Due
to the immediate proximity of the Transit Center to the Andover Park West widening project (88-
RW04) and the overlapping design needs, a decision was made to try to combine the efforts under a
single engineering team.
ANALYSIS
The original design report for the Andover Park West project was completed in 1991 and currently
needs to be updated due to additional dd t>_onal develo meat in the
P p Urban Center. The IBI Grou p has been
working on design of the Tukwila Transit Center since 2006 and is already quite familiar with the
area. Most of the data has already been gathered, with more to be compiled as part of the Phase I
design, which is applicable to the Andover Park West Design Report. The Andover Park West
Design Report Update fee represents a savings of $16,920.00 for jointly approving Supplement
Nos. 4 and 5 as some tasks overlap each other. The overall savings between both contracts is
$25,698.00.
Dedicated Impact Fees from the ACME Bowl site, as well as the Westfield Southcenter Mall
expansion, are in hand and available for expenditures and will cover all of the proposed Supplement
No. 5 costs. Additional non development specific impact fees that can be applied toward the
remaining design and construction of the roadway widening in the future are still being collected.
Supplement No. 5 is $148,835.00 and is budgeted on page 47 of the 2008 CIP at $200,000.00. The
new total MI Group contract amount will be $493,300.00.
RECOMMENDATION
Approve Supplemental Agreement No. 5 to Consultant Agreement #06 -019 in the amount of
$148,835.00.
Attachments: Supplemental Agreement No.5
Exhibit A Andover Pk W Improvements Phase I— Design Report Update -Scope of Work and Fee Proposal
Exhibit B Project Budget
P: \Cyndy \Transit CenterUNFORMATION MEMO Supplemental Agreement #5 APW Design Report 9- I7 -08.doc
SUPPLEMENTAL AGREEMENT NUMBER 5
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City and IBI Grout), hereinafter referred to as "the
Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified.
The City desires to supplement the agreement entered into with the Consultant and executed on,
—CA, and identified as Agreement No. 06 -019. 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:
1. Scope of Services, is hereby changed to include work described in Attachment A for
additional design work on the Tukwila Transit Center project.
2. Payment, shall be amended 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 $148.835 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $493,300.
3. Time for Performance, shall be amended as follows:
The Consultant shall perform all services and provide all work product required pursuant
to this Agreement by January 31, 2009, unless an extension of such time is granted in
writing by the City.
DATED this day of 20
CITY OF TUKWILA CONSULTANT
By:
Jim Haggerton, Mayor
Printed Name:
Title:
EXHIBIT
1 8 oo 54
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 1- DESIGN REPORT UPDATE
SCOPE OF WORK AND FEE PROPOSAL
SEPTEMBER 23, 2008
IBI
GROUP
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
TABLE OF CONTENTS
TABLE OF CONTENTS
PHASE 1: DESIGN REPORT UPDATE 1
Task 1: Project Management 1
Task 2: Environmental Report and Supporting Site Engineering 3
Task 3: Council Coordination 4
Task 4: Conceptual Design 5
Task 5: Cost Estimate 6
Task 6: Design Report 6
PHASE 2: FINAL DESIGN (OPTIONAL) 7
Task 7: Project Management 8
Task 8: Stakeholder Coordination 9
Task 9: Final Design (80% and 100 10
Task 10: Cost Estimates (80%, 100%) 11
Task 11: Assistance with Bidding 11
Task 12: Assistance during Construction 12
September 23, 2008
Page i
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 1- DESIGN REPORT UPDATE
PHASE 1: DESIGN REPORT UPDATE
The City of Tukwila is proposing to improve Andover Park West between Tukwila Boulevard
and Strander Boulevard. The project combines developer street impact mitigation
improvements with city route improvements and provides for the widening of an existing 4
lane, 2 way urban arterial street to 5 lanes (2 lanes each way with a center left turn lane).
Portions of the new center lane may be improved with a planted boulevard where feasible. A
new urban design plan for lighting and landscaping will be developed for the area.
The objective of this Phase of the project is to update the Design Report dated November
1991 including an urban design plan for the area. The purpose of the update is to clarify the
scope of the final design for the road project, including identifying environmental and
permitting issues and property easements and acquisitions required for the improvements.
A work breakdown structure of six primary tasks has been developed for this Phase of the
work, covering in general:
Conduct and management of the work, recognizing an overall Design Report timeline
of four months once the survey work is completed.
Review and assembly of relevant information, including geotechnical, survey and
other information appropriate to completing the project.
Provide a summary of environmental and permitting requirements and findings to be
included in the Design Report.
Provide a geotechnical report including field exploration, pavement design criteria,
and a pavement cross section.
Conceptual design and cost estimates for the Andover Park West modifications.
Providing a Design Report summarizing the work.
The following scope provides the work to be conducted, and describes assumptions and
deliverables to be provided. The term "Consultant" refers to IBI Group and its team of
subconsultants including KPFF, Shannon Wilson, Nakano Landscape Architects, Tres
West Engineers, PACE, and ESA Adolphson. "City" refers to the City of Tukwila, the client
organization responsible for this project.
Task 1: Project Management
This task includes the day -to -day activities to be performed by the Consultant to manage and
administer the work, and deliver quality work products that meet the needs of the City
ASSUMPTIONS
Primary project management coordination will be through the Consultant Project
Manager and City Project Manager.
All Consultant requests for meetings with City staff shall come from the Consultant
Project Manager. Such requests will be issued to the City Project Manager.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
All sub consultant requests for meetings will be coordinated through the Consultant
Project Manager or Consultant Design Coordinator (the latter if a design related
issue).
Steps will be taken to schedule meetings as far ahead as reasonable to secure
participation of invitees, however due to the tight schedule for the project, City
assistance may be requested from time -to -time to expedite design or information
collection related meetings.
The City will be responsible for providing meeting space and issuing invites to City
staff, and other stakeholders. The Consultant will assist as needed.
The City will be responsible for providing base information such as existing plans,
previous studies, GIS data, etc. The Consultant will coordinate with the City to make
sure that information requests are reasonable and do not overly burden City staff.
The Consultant will be responsible for all work products delivered, and commits to
providing staff and resources to complete the work in a timely manner.
WORK ACTIVITIES
1.1 Contract Administration
This activity covers basic administration of the work including:
1.1.1 Development of an overall Project Plan that summarizes the scope,
deliverables, schedule and lines of communication.
1.1.2 Preparation of a Project Schedule in MS Project, ongoing tracking of that
schedule, and reporting of any variances on a monthly basis. Note that due
to the short timeframe of this Phase, any issues identified during the course
of the work that have the potential to affect schedule will be promptly
identified for the City Project Manager (this is in addition to regular monthly
reporting).
1.1.3 Cost and staff time control.
1.1.4 Monthly invoicing and project progress reporting (report to be included with
invoice).
1.1.5 Subconsultant administration.
1.2 Meetings and Coordination
This includes general coordination and project management meetings; stakeholder
meetings are covered in Task 3. Meeting and coordination are expected to include:
1.2.1 A kickoff meeting with the City and others as appropriate.
1.2.2 Monthly meetings with City staff (4).
1.2.3 Internal design team coordination meetings (8).
1.2.4 Bi- weekly client coordination calls and ad -hoc coordination (8).
1.3 Quality Control
1.3.1 All work products will be subject to internal quality review before issuance
per IBI Group quality control procedures.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
DELIVERABLES
Project plan
Project schedule
Invoices and progress reports
Meeting agendas
Meeting notes
Task 2: Environmental Report and Supporting Site Engineering
This task will involve the assembly of existing information as it relates to sites adjacent to the
eastern edge of Andover Park West from Tukwila Parkway to Strander Boulevard. It also
includes a site survey and gathering of relevant standards and design information from the
City. Geotechnical, survey and a summary of permit requirements.
ASSUMPTIONS
The City will provide existing studies, reports, and maps as applicable in a timely
manner.
The City will provide base maps that include right -of -way, existing infrastructure, curb
lines, street markings, and other information to inform the Consultant Survey Team to
prepare an adequate base plan for the area.
City staff will assist in the identification of environmental documentation that will
ultimately be required for this project.
The City will provide existing GIS information and surveys (as available) from
adjacent projects, including South Center Mall, city street and base map information
for the Andover Park West Strander Boulevard Baker Avenue Southcenter
Boulevard area (Le., the area within about a half mile to a mile radius of the current
transit station). Information required from the City includes right -of -way, curb lines,
catchbasins, manholes, sidewalks, property lines, contours and utility information.
The City will provide any information on City owned detention facilities and utilities in
the area of the project.
The City will make all necessary arrangements for obtaining right -of -entry for the
survey and soils examinations to the private property abutting the eastern edge of the
Andover Park West right -of -way.
Survey completed will be leted on the same datum as projects for the Southcenter
P
Mall and /or other adjacent projects.
Technical description of easements will be completed in a later Phase.
WORK ACTIVITIES
This task will include collection, assembly, and review of the following information. Unless
otherwise noted, it is expected that this information will be available through the City.
Information to be collected is as follows:
2.1 Environmental
2.1.1 Identify Process and Issues: the Consultant will review the scope of project to
determine the extent of permits and environmental documentation
requirements.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
2.1.2 Provide a written statement for the Design Report.
2.2 Geotechnical
2.2.1 The Consultant will review the scope of project and any existing geotechnical
reports to identify additional required geotechnical information and collect
that information through field Geotechnical investigations.
2.3 Survey Data
2.3.1 Consultant will conduct a field survey for the Roadway widening along the
east side of the Andover Park West ROW, including extending into the
private property to 15 feet beyond the face of any buildings within a parcel
and including all walks, planting areas and utilities within that limit in
anticipation of acquisitions or easements in this area, to verify the City's
basemaps and to add additional information to the base maps.
2.3.2 The Consultant will follow up with local and franchise utilities to obtain
updated electrical, water, drainage, and communications utility information
2.3.3 The Consultant will provide a technical memo to document the potential
easements required to complete the project.
2.3.4 The Consultant will provide a draft survey including right -of -way lines, curb
lines, catch basins, manholes, sidewalks, property lines, contours and
underground utility information and vertical and horizontal control for review
by the other project team members.
2.3.5 The Consultant will provide a final survey in Autocad 2007. Direction will be
given regarding whether the layering standard will be to City standard or IBI
Group standard.
DELIVERABLES SURVEY GEOTECHNICAL ESA
Geotechnical analysis
Site survey
Permitting report
Technical Memo for Easement Acquisition
Task 3: Council Coordination
This task will consist of assisting the City with communication with the City Council upon
completion of the final draft design report.
ASSUMPTIONS
The City will be responsible for publicizing Council meetings and for arranging
meeting logistics.
The Consultant will be responsible for producing all Council meeting presentation
materials.
Presentation meetings include:
City Council Transportation Committee
City Council Committee of the Whole (if required)
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
WORK ACTIVITIES
3.1 Preparation for Council Presentations
3.1.1 Council meeting materials will be developed through collaborative planning
sessions involving the City Project Manager, Consultant Project Manager,
and other key staff.
3.1.2 The Consultant will prepare graphics for Council meeting(s)..
3.1.3 Renderings will be prepared only of the preferred altemative.
DELIVERABLES
Council presentation materials
Task 4: Conceptual Design
This task will include the development of a conceptual design for landscape architecture, civil,
architectural, urban design, structural, and electric systems.
ASSUMPTIONS
A Value Engineering Study is not anticipated as part of the work.
WORK ACTIVITIES
4.1 Civil
4.1.1 The Consultant will identify water quality and detention criteria for the
project; will develop conceptual design documents covering drainage and
detention facilities. The consultant will prepare a technical memo
summarizing how drainage will be handled.
4.1.2 The conceptual design will include a list of all utilities to be relocated; new
utility services that may be required for project. The consultant will prepare a
bulleted technical memo summarizing criteria for utility relocation.
4.1.3 The conceptual grading of the roadway. Pavement layout will include extent
of any new pavement and /or planted medians, including notes on existing
and proposed pavement thicknesses.
4.2 Landscape Design
4.2.1 The Consultant will assist in developing the conceptual urban design
streetscape principles for the Andover Park West roadway.
4.2.2 Conceptual landscape design documentation will be developed for Andover
Park West medians and planting strips.
4.2.3 The consultant will indicate in a tech memo, where there are areas of
existing private property requiring special restoration of landscaping
treatment that may result from the project construction.
4.3 Urban Design
4.3.1 The Consultant will develop urban design streetscape principles for Andover
Parkway West.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
4.3.2 The consultant shall provide illustrations in the form of perspectives and
other illustrative graphics depicting the proposed streetscape treatments.
4.3.3 The consultant will develop three conceptual urban design streetscape plan
alternatives for review by the city.
4.4 Electrical Design
4.4.1 The Consultant will develop three conceptual street lighting design plans and
coordinate lighting system standards with the City.
DELIVERABLES
Urban design streetscape principles.
Landscape conceptual plans and private property restoration memo.
Civil and lighting conceptual design documentation.
Civil will prepare technical memos on storm water and utility relocation.
Three altemative streetscape plans.
Task 5: Cost Estimate
Cost estimates will be developed for the three conceptual level streetscape and roadway plan
alternatives. The cost estimates will include the cost of construction for the design and
include any potential risks that have been identified as a result of the conceptual engineering
and design tasks. The cost estimate will be subdivided into costs for each of the disciplines
listed below.
ASSUMPTIONS
Information will be prepared in the WSDOT /APWA format for Standard
Specifications.
WORK ACTIVITIES
5.1 Conceptual Cost Estimating:
5.1.1 The Consultant will develop cost estimates based on three civil, landscape,
urban design and electrical conceptual streetscape and roadway design
alternatives.
DELIVERABLES
Construction cost estimates for each of the three conceptual level streetscape and
roadway plan alternatives.
Task 6: Design Report
The Consultant will be responsible for developing a Revised Design Report for the Tukwila
Andover Park West Roadway project, referred hereinafter as the "Design Report." The
Design Report will include areas of the original report and be augmented to include new
information.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
ASSUMPTIONS
The Consultant will utilize a format similar to the original Tukwila Andover Park West
Design Report.
WORK ACTIVITIES
6.1 Prepare Draft Design Report:
6.1.1 Upon completion of the Concept Design studies and alternative selection
process, the Consultant will prepare a Draft Design Report summarizing the
results of the work, including project title /location /description /vicinity map,
project summary, design plans, scope, schedule, cost estimates and timing
by biennium, format requirements, right -of -way requirements,
environmental /categorical exclusion information, summary of project
documentation, and traffic information (provided by the city). Include
geotechnical, environmental and other technical memos identified in Task 2.
6.1.2 Meet with City staff to review the Draft Design Report.
6.1.3 Comments will be recorded and a response or action to be taken prepared.
6.2 Preparation of the Revised Draft Design Report
6.2.1 Update required elements incorporating city comments.
6.2.2 Meet with City staff to review the Revised Draft Design Report.
6.2.3 Comments will be recorded and a response or action to be taken prepared.
6.3 Prepare Final Draft Design Report
6.3.1 Agreed changes will be incorporated into the Final Draft Design Report, and
a final draft version issued.
6.3.2 Further changes to the Final Draft Design Report will be made, and a Final
Report issued.
DELIVERABLES
Draft Design Report
Revised Draft Design Report
Final Draft Design Report
Final design report
Summaries of City comments and actions taken
PHASE 2: FINAL DESIGN (OPTIONAL)
The objective of this Phase of the project is to develop Final design documents (80% and
100 for the Andover Park Widening that provides design documentation, cost information
and environmental and geotechnical information to the City that allows for future bidding of
the project.
A work breakdown structure of six primary tasks has been developed for this Phase of the
work, covering in general:
Conduct and management of the work. An overall design timeline will be developed
after Phase 1.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
Review and assembly of relevant information, including geotechnical and
environmental appropriate to completing the design phase of the project.
Final Design cost estimates.
Developing a scope of work for assistance during construction.
The following scope describes the work to be conducted, and assumptions and deliverables
to be provided.
Task 7: Project Management
This task includes the day -to -day activities to be performed by the Consultant to manage and
administer the work, and deliver quality work products that meet the needs of the City.
ASSUMPTIONS
Primary project management coordination will be through the Consultant Project
Manager and City Project Manager.
All Consultant requests for meetings with City staff shall come from the Consultant
Project Manager. Such requests will be issued to the City Project Manager.
All sub consultant requests for meetings will be coordinated through the Consultant
Project Manager or Consultant Design Coordinator (the latter if a design related
issue).
Steps will be taken to schedule meetings as far ahead as reasonable to secure
participation of invitees, however due to the tight schedule for the project, City
assistance may be requested from time -to -time to expedite design or information
collection related meetings.
The City will be responsible for providing meeting space and issuing invites to City
staff, and other stakeholders. The Consultant will assist as needed.
The Consultant will be responsible for all work products delivered, and commits to
providing staff and resources to complete the work in a timely manner.
WORK ACTIVITIES
7.1 Contract Administration
covers basic administration of the work including:
activity co 9
ty
7.1.1 Development of an overall Project Plan that summarizes the scope,
deliverables, schedule and lines of communication.
7.1.2 Preparation of a Project Schedule in MS Project, ongoing tracking of that
schedule, and reporting of any variances on a monthly basis. Note that due
to the short timeframe of this Phase, any issues identified during the course
of the work that have the potential to affect schedule will be promptly
identified for the City Project Manager (this is in addition to regular monthly
reporting).
7.1.3 Cost and staff time control.
7.1.4 Monthly invoicing and project progress reporting (report to be included with
invoice).
7.1.5 Subconsultant administration.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
7.2 Meetings and Coordination
This includes general coordination and project management meetings; stakeholder
meetings are covered in Task 9. Meeting and coordination are expected to include:
7.2.1 A Design kickoff meeting with the City and others as appropriate.
7.2.2 Monthly meetings with City staff.
7.2.3 Internal design team coordination meetings.
7.2.4 Bi- weekly client coordination calls and ad -hoc coordination.
7.3 Quality Control
7.3.2 All work products will be subject to internal quality review before issuance
per IBI Group quality control procedures.
DELIVERABLES
Project plan
Project schedule
Invoices and monthly progress reports
Meeting agendas
Meeting notes
Task 8: Stakeholder Coordination
This task will continue the Stakeholder coordination efforts from schematic design phase
through final design by assisting the City with communication with key stakeholders through a
series of presentations. Key stakeholders include City project team, council committees,
review boards and commissions. In each case, the Consultant will prepare all presentation
materials for stakeholder workshops, and generate notes /documentation of the outcomes.
ASSUMPTIONS
The City will be responsible for publicizing stakeholder meetings and for arranging
meeting logistics.
The Consultant will be responsible for producing all stakeholder meeting presentation
materials, and for producing meeting notes for each stakeholder meeting.
Presentation meetings include:
City Council Transportation Committee
City Council Committee of the Whole
Community Development Commission
Documenting meeting materials
WORK ACTIVITIES
8.1 Preparation for Stakeholder Workshops
8.1.1 Stakeholder meeting agendas will be developed through collaborative
planning sessions involving the City Project Manager, Consultant Project
Manager, and other key staff.
September 23, 2008
IB1 GROUP SCOPE OF WORK AND FEE PROPOSAL
8.1.2 The Consultant will prepare one set of graphics and a rendering for the
stakeholder meetings. The graphics prepared will reflect the reviewed and
approved Design.
8.2 Documentation of Stakeholder Workshops
8.2.1 The Consultant will provide the City with copies of meeting materials and
meeting notes for all stakeholder events (paper and electronic).
DELIVERABLES
Stakeholder meeting graphic materials and rendering.
Stakeholder meeting notes /documentation.
Task 9: Final Design (80 and 100
This task will include the design development (80 and final (100 design plans and
specifications for civil, urban design, landscape architecture, ITS /communications and
electrical systems.
ASSUMPTIONS
A Value Engineering Study is not anticipated as part of the work.
Information will be prepared in CSI format for Lump Sum bidding.
No detention will be required.
WORK ACTIVITIES
9.1 Civil
9.1.1 The Consultant will develop a final design documents covering drainage
facilities.
9.1.2 The final design for utilities will include relocation; new utility services that
may be required for project.
9.1.3 The final grading of existing and installation of plans. Pavement layout will
include P avement cross sections.
9.2 Landscape Design
9.2.1 Final landscape design documentation will be developed for the roadway.
9.3 Urban Design
9.3.1 The Consultant will develop final urban design project site plans and details
including for the Streetscape Design for Andover Parkway West.
9.4 Electrical
9.4.1 The Consultant will develop final designs for site electrical power service and
distribution, and receptacle locations. The Consultant will coordinate any
required discussions between the City, service utility, and design team
members to determine power availability and access.
September 23, 2008
IBI GROUP SCOPE OF WORK AND FEE PROPOSAL
9.4.2 The Consultant will develop a final design lighting plans and coordinate
lighting system standards with the City.
9.5 ITS /Signals
9.5.1 The Consultant will develop final designs for communication system
requirements to maintain the existing signalized intersections and future ITS
requirements.
DELIVERABLES
Design Development (80 documentation submittal for all disciplines.
Final Design (100 ready- for -bid design documentation submittal for all disciplines.
Task 10: Cost Estimates (80%, 100%)
Cost estimates will be developed for the 80% and 100% submittals with a level of accuracy
commensurate with the level of design. The cost estimates will include the cost of
construction for the design and include any potential risks that have been identified as a
result of the conceptual engineering and design tasks. The cost estimate will be subdivided
into costs for each of the disciplines listed below.
ASSUMPTIONS
Information will be prepared in CSI format for Lump Sum bidding.
WORK ACTIVITIES
10.1 80% Cost Estimating
10.1.1 The Consultant will develop an 80% cost estimate based on the civil,
landscape, urban, ITS /Communications, mechanical and electrical design.
10.2 100% Cost Estimating
10.2.1 The Consultant will develop a 100% cost estimate based on the civil,
landscape, urban, ITS /Communications /Signals, and electrical design.
DELIVERABLES
Lump sum construction cost estimates for 80% and 100% documentation.
Task 11: Assistance with Bidding
ASSUMPTIONS
The City will be responsible for all aspects of the procurement not spelled out
specifically below.
No Conformed set of documents including addenda will be prepared.
DELIVERABLES
11.1 The Consultant will make a "camera ready" or digital record of the Final bid
documents available to the City for their use in the copying and dispersal of
documents to prospective bidders.
September 23, 2008
181 GROUP SCOPE OF WORK AND FEE PROPOSAL
11.2 The Consultant will respond to bidder questions forwarded by the City with Addenda
information in the form of text and drawings necessary and appropriate to obtain bids.
Task 12: Assistance during Construction
ASSUMPTIONS
The City will retain personnel as required to manage the day to day administration of
the construction.
No budget is included for this work. Final Budget and Scope will be determined at a
later date.
DELIVERABLES
12.1 The Consultant shall provide the following:
12.1.1 Review and comment on submittals.
12.1.2 Review and comment on requests for information.
12.1.3 Review and respond to owner questions.
12.1.4 Issue clarifications, including supplemental drawings.
12.1.5 Maintain a log of all submittals, requests for information, owner questions,
supplemental drawings and issued clarifications.
12.1.6 The consultants will make site visits to review progress.
September 23, 2008
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City of Tukwila
Transportation Committee
1908
TRANSPORTATION COMMITTEE
Meeting Minutes
September 23, 2008 5:00 p.m. Conference Room #1
PRESENT
Councilmembers: Pam Linder, Chair; Dennis Robertson and De'Sean Quinn
Staff: Bob Giberson, Gail Labanara, Pat Brodin, Cyndy Knighton, Jon Harrison, Mike Ronda, Frank
Iriarte and Kimberly Matej
Guests: Chuck Parrish
CALL TO ORDER: Committee Chair Linder called the meeting to order at 5:07 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Tukwila Urban Center Transit Center Supplemental Agreement #4 Phase I Design
Staff is seeking full Council approval of Supplemental Agreement #4 in the amount of $153,754 with IBI
Group for additional design work on the Tukwila Transit Center Project.
Supplemental Agreement #4 will support the development of design documents for the Transit Center
providing design documentation and preliminary costs as well as environmental and geotechnical
information that will allow for future design phases of the project. The IBI Group will complete
30% in
approximately 30% design of the improved and expanded Transit Center in its existing location on the
PP Y
Westfield Southcenter Mall property. The funding for the remaining design is budgeted in 2009.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
B. Andover Park West (Tukwila Pkwv to Strander Blvd) Supplemental Agreement #5 Design Report Update
Staff is seeking full Council approval of Supplemental Agreement #5 in the amount of $165,755 with IBI
Group for an updated design report for Andover Park West street improvements.
Due to overlapping design needs and the proximity of the Transit Center to the Andover Park West
improvements, this project is closely related to the Transit Center item discussed above. The 1BI Group will
update the design report originally provided for improvements of Andover Park West in November 1991.
The update will clarify the final design for the road project and will consolidate duplicate engineering
efforts from the Transit Center into a single engineering team providing for project efficiency. Consolidation
of this work with parallel work required in the above agenda item will potentially reduce fees by $30,000.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
C. Tukwila International Boulevard Phase II III Third Party Utility Coordination Agreements
Staff is seeking full Council approval for the Mayor to enter into two third party utility Coordination
Agreements with Comcast Cable Communications Management LLC for Phases II and III of the TIB Street
Improvement Project.
These two agreements are for two separate services that Comcast provides; one is for cable TV services and
the other is for fiber optic infrastructure. The agreements call for utility relocation including time limits and
cost distribution. Costs associated with the relocation are directly reimbursable by Comcast and are not part
of the project budget.
COUNCIL AGENDA SYNOPSIS
s Initials ITEM NO,
4 -I t 011, le Meeting Date j Prepared by I Mayor's review ouncil review
us O 10/13/08 1 MR I;'
e f 2
10/20/08 1 MR V
rsoa E-
1
ITEM INFORMATION
1 CAS NUMBER: 08-123 I ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AGENDA ITEM TITLE Tukwila International Blvd (TIB) Phase II III Street Improvement Project
Third Party Utility Coordination Agreements with Comcast Comcast /LNS
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 10/13/08 kits Date 10/20/08 Mtg Date Mtg Date tkf g Date Mtg Date Mtg Date:
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PIV
SPONSOR'S The TIB Phase II III Improvement Project requires coordination with third party utilities
SUMMARY that will require utility relocation within the project boundary. Coordination agreements with
Comcast and Comcast /LNS will incorporate into the City's construction contract the relocation
of Comcast's overhead facilities to underground. Comcast provides cable TV service and
Comcast /LNS represents AT &T fiber optic infrastructure. All of Comcast and Comcast /LNS
improvement costs will be reimbursed to the City.
REVIEWED COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
BY Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 09/23/08
RECOMMENDATIONS:
SPONSOR /ADMTh4. Authorize Mayor to sign the two coordination agreements.
COMMtlrrEE Unanimous approval; forward to COW.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source:
Comments: Comcast and Comcast /LNS will reimburse the City.
MTG. DATE RECORD OF COUNCIL ACTION
10/13/08
10/20/08
MTG. DATE ATTACHMENTS
10/13/08 Information Memo dated September 17, 2008
Coordination Agreement with Comcast (cable TV)
Coordination Agreement with Comcast /LNS (AT &T fiber optic)
Transportation Committee Meeting Minutes from September 23, 2008
10/20/08
INFORMATION MEMO
To: Mayor Haggerton
From: Public Works Director
Date: September 17, 2008
Subject: Tukwila International Blvd (TIM Phase II III Project
Project No. 95 -RWO3
Third Party Utility Coordination Agreements
ISSUE
Third party utility Coordination Agreements with Comcast for the TIB Phase II III Street
Improvement Project.
BACKGROUND
The TIB Phase II III Street Improvement Project requires the coordination with several third
party utilities that will require relocation of overhead facilities within the project boundary.
Qwest and Seattle City Light will not underground their overhead lines. The existing poles will
be relocated.
We were able to reach agreements with Comcast and Comcast/LNS to underground their
facilities. The two separate agreements with these parties reflect the different organizations
within the Comcast umbrella. Comcast provides cable TV services while Comcast/LNS
represents the AT &T Local Network Services fiber optic infrastructure, which was bought by
Comcast several years ago.
ANALYSIS
The City will incorporate the Comcast and Comcast/LNS underground infrastructure into the
construction contract and have the remaining relocation work performed by Utility personnel
after the support infrastructure is in place (i.e.; pulling in new communication cables and
removing existing overhead lines).
The Coordination Agreements spell out the time limit for utility relocation and the cost
distribution based on a firm price and scope of work determined by the City. Any work outside
that scope is considered extra and will be reimbursed by Comcast with additional payment.
As we already have a standard relocation clause referenced from the Franchise Agreement with
Seattle City Light (SCL), a separate coordination agreement for their work will not be necessary.
SCL's current plan is to remove most of the poles in the project boundary to allow construction
to proceed unhindered. Existing customers will be fed by alternate routes where necessary.
Once our project is complete, SCL may choose to reestablish existing power lines outside of our
roadway improvement area if they feel the economic justification is adequate.
P:\PROJECTS\A- RW RS Projects\95RW03 f11321lnfo Memo TIB Ph2&3 09 -18 -08 -Coord Aes Comcast doe
Since Qwest does not maintain a utility franchise with the City and they are unwilling to enter
into a project specific Coordination Agreement, we are constrained in our coordination efforts by
a state utility grant. We will notify Qwest of the requirement to relocate their facilities as
allowed by law and expect Qwest to comply. If they do not relocate in time to avoid conflict
with our construction, we will track the impact to our project and invoice Qwest any additional
costs.
RECO_ND ENDATION
Authorize the Mayor to sign Coordination Agreements with Comcast. These costs are directly
reimbursable by Comcast and are not included in the project budget.
Comcast Firm Price is $27,858
Comcast/LNS Firm Price is $16,801
Attachments: Third Party Utility Coordination Agreements
PAPROJECTS\A- RW RS Projects\95RW03 TIB2'Snfo Memo TIB Ph2 &3 09-18-08-Coord Aes Comcast.doc
COORDINATION AGREEMENT WITH COMCAST CORPORATION
REGARDING CABLE TV FACILITY ADJUSTMENTS IN CONJUNCTION WITH
TIB Phase 2 &3 STREET IMPROVEMENT PROJECT (95- RW -03)
THIS AGREEMENT is entered into between the CITY OF TUKWILA, a Washington
municipal corporation ("City"), and COMCAST CABLE COMMUNICATIONS
MANAGEMENT, LLC, a Delaware limited liability company "Comcast ")(individually a
"Party" and collectively the "Parties
RECITALS
WHEREAS, the City is making right -of -way improvements "City Work to Tukwila
International Blvd between S139th and S 116th Way; and
WHEREAS, Comcast has certain fiber optic and cable television infrastructure that will be
affected by the planned improvements "TV Work and will need to be relocated or adjusted in
conjunction with the City Work; and
WHEREAS, the Parties recognize the efficiencies of combining the City Work and portions
of the TV Work into one construction project (the "Project" or "Project Work whereby the
right -of -way pavement will be disturbed only once.
NOW THEREFORE, in consideration of the terms and conditions contained herein, the
Parties agree as follows:
AGREEMENT
1. SCOPE OF WORK
The City will advertise for bids and enter into a contract with a contractor "Contractor")
for the construction of the TV Work as described and depicted on the Bid Documents dated
June 2008 for the TIB Phase 2 &3 Project.
2. RESPONSIBILITIES 01? THE PARTIES
A. COMCAST
1) Comcast shall provide to the City any engineered drawings, specifications,
construction standards, quantities, and cost estimates required for the TV Work. The
drawings shall show in detail the location, quantity, and size of the conduits, cable
vaults, service connections and risers or special termination structures.
2) Comcast shall review the portion of the Project's final drawings and specifications for
the TV Work and shall approve or reject those drawings and specifications in writing
within seven (7) days of receipt. Failure to respond within the prescribed review
period will signify Comcast's approval of the final contract documents.
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Coordination Agreement 06- 25 -08.doc (Printed 6/76/08) Page 1 of 9
S t t7
3) Comcast shall provide the inspection services needed for overseeing the proper
installation of the TV Work. Comcast's inspector will coordinate with the City's
inspector, and the City's inspector will give all direction to the contractor.
4) Comcast shall furnish all materials, exclusive of common bedding and backfill,
required to complete the TV Work consistent with the requirements of Exhibit A
JUT Scope of Work Firm Price.
5) Comcast shall notify its customers of the Project, perform any system shut downs
necessary for the TV Work, and notify its customers of any scheduled service
interruptions related to the Project.
6) Comcast shall remove, adjust or relocate, any existing fiber optic cables, TV cables or
facilities, which are owned, operated, or Leased by Comcast and are in conflict with
the proposed City Work, within the timeline described in Exhibit B Timeline and
Schedule.
7) Comcast shall maintain continued coordination with the City regarding the
performance of the TV Work. This coordination shall include but not be limited to
the following:
a. Comcast will attend the Project bid opening and pre construction meeting.
b. City will provide Comcast a copy of the Contractor's proposed work schedule
showing date, location and extent of work to be performed. This schedule will be
subject to change as provided in the contract documents. Comcast will
proactively review the proposed schedule and provide timely feedback of any
concerns or potential impacts that the Contractor's work schedule or methods will
have on Comcast's customers. Any changes required to the Contractor's
schedule or methods to limit the adverse impacts to Comcast's customers will be
negotiated in good faith through the City's contracting process.
c. Coincast will attend weekly construction meetings.
d. Comcast will evaluate completion of the TV Work using the requirements of this
Agreement and notify the City of any Defective or Unauthorized work at least
once a month through the contract payment process. Failure to give written notice
to the City of any Incomplete, Defective, or Unauthorized work within forty -eight
(48) hours of Comcast receiving the Contractors Request for Payment from the
City will signify Comcast acceptance of the work submitted for payment by the
contractor for that period.
B. CITY
1) The City will incorporate Comcast's design for the TV Work into the Project
construction contract documents. The City will advertise for bids, evaluate bids, and
award a construction contract for the Project "Project Contract") to the Iowest
responsible bidder (the "Contractor The City shall administer the Project Contract
and monitor the Contractor's activities.
2) The City will require the Contractor to install the TV Work in accordance with the
Project's final plans and specifications.
S:ITIB Phase 2&3 95- RWO31#.005 Design RevievAUtility Coordinationl3rd Party Coordination Agreements\TIB Maki Comcast
Coordination Agreement 06- 25 -08.doc (Printed 6/26108) Page 2 of 9
3) The City will require the Contractor to provide Comcast sixty (60) days written notice
for removal of existing fiber optic and television facilities within the Project
boundary, which are known to be in conflict with proposed work.
4) The City will provide Comcast with not less than five (5) working days written notice
prior to the start of the TV work to allow Comcast's scheduling of the on -site
Inspector.
5) The City will schedule and attend weekly construction meetings with the City's
Contractor, Comcast, and other franchise utilities involved in the Project.
6) The City will provide Comcast the Contractor's Request for Payment for the TV
Work within three (3) days of receiving a request from the Contractor.
3. COST ALLOCATION
The City and Comcast will divide responsibility for costs related to the TV Work as
described below.
A. Underground TV Installation. Comcast agrees to pay the cost that the City incurs for
constructing the TV Work as listed in the JUT Scope of Work Firm Price in Exhibit A.
B. Adjustments and Relocations. Comcast agrees to pay the actual costs the City incurs for
adjustments and relocations of Comcast's fiber optic and cable television service lines
throughout the Project limits as reasonably required to match grades or avoid conflicts
with proposed City improvements.
C. Additional Expenses. Comcast agrees to pay any additional expenses incurred in
installing the TV Work due to Changes initiated or approved by Comcast. Any changes
to the TV Work perceived as necessary by the Contractor and any Change Orders
therefore must be approved in writing by Comcast in advance of such changes to the
Work.
D. Consultant Costs and Construction Management Services. Comcast agrees to pay the
actual cost that the City incurs, including consultant costs, inspection coordination, and
impacts to the overall project, for incorporating Additional Work into the project scope
on Comcast's behalf and approved by Comcast. "Additional Work" shall be defined as
work not included in the JUT Scope of Work and Firm Price in Exhibit A.
E. Invoice. The City will invoice Comcast for 50% of the amount listed in Exhibit A, JUT
Firm Price, upon finalizing this agreement, approval of the final plans and specifications
for the TV Work and obtaining a satisfactory bid for the Project Work. The remaining
50% of the Firm Price amount will be invoiced upon 50% completion of the JUT
facilities. Comcast agrees to pay the City within forty-five (45) days of receiving each of
these invoices. Failure to pay on time may result in a Stop Work Order being issued for
the TV Work and possible claims of delay by the contractor.
F. Final Acceptance. The City shall provide Comcast with written notice of completion of
the TV Work. The Comcast inspector shall perform final inspection of the TV Work
within five (5) days of written notice. Comcast shall, within forty -eight (48) hours of its
final inspection, provide to the City written final acceptance of the TV Work, or,
alternatively, provide an itemized and detailed response why final acceptance of the TV
S:1TIB Phase 2&3 95- RWO3W.005 Design ReviewwUtility Coordinationl3rd Party Coordination AgreementslT[B Ph2&3 Comcast
Coordination Agreement 06- 25- 08.doc (Printed 6126/08) Page 3 of 9
Work cannot be given. If Comcast fails to respond to the City within the prescribed
timeline, Comcast shall be deemed to have given final acceptance of the TV Work. Upon
final acceptance of the TV Work, the City shall assign its rights under the Project
Contract relating to the TV Work to Comcast, including any warranties and maintenance
obligations by and from the City's Contractor arising out of the Project Contract for the
TV Work. The City shall also require the City's Contractor, as a condition of the Project
Contract, to provide a bond at Comcast's cost to insure that the TV Work is free from
defects in workmanship and materials for a period of one (1) year following final
acceptance of the Project Work by the City.
G. Defective or Unauthorized Work Comcast reserves the right to withhold payment from
the City for any defective, incomplete or unauthorized work performed by the Contractor;
provided, Comcast shall be deemed to have waived this right as to any part of the TV
Work that has been accepted by Comcast. This waiver shall not waive any claim by
Comcast against the Contractor for any defective, incomplete or unauthorized work or to
any damage inflicted by the Contractor or one of his subcontractors to completed TV
Work following Comcast acceptance. Defective, incomplete or unauthorized work
includes, without limitation: work and materials that do not conform to the requirements
of this Agreement, and extra work and materials furnished without Comcast's written
approval.
H. As -Built Drawings. The City shall provide Comcast with "as built" drawings for the TV
Work following the City's final acceptance of the Project Work.
4. WITHDRAWAL FROM AGREEMENT
Should any utility involved in the Joint Utility Trench "JUT") Work exercise it's write to
reject the final project drawings and specifications in accordance with section 2 -A(2) above
the City ..may, at its sole discretion, terminate this agreement upon written notice to all
utilities in the JUT. Should the City elect not to proceed with award of the contract for the
Project Work within nine months of the date of this agreement this agreement shall
terminate. Comcast shall be responsible to reimburse the City for its reasonable costs related
to the TV Work through the date of termination.
S. CHANGES
After the City executes a contract with the Contractor, Comcast shall submit any changes
requested to be performed by the City's Contractor to the City. The City shall submit this to
the Contractor; obtain a price from the Contractor to perform the work, and notify Comcast
of this price. Prices supplied for Comcast change orders may be subject to determination by
the Engineer in conformance with subsection 1-04.4 of the WSDOT Standard Specifications.
Comcast shall have two (2) business days from receiving the price from the City within
which to respond to the City. If Comcast chooses not to accept the Contractor's price then
this work shall only be performed by Comcast according to a mutually agreed upon schedule
with the Contractor so as not to cause delay to the Contractor.
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6. I_NDEMNIFICATION
A. Claims. Comcast shall be liable for, defend, indemnify and hold harmless the City from
any claims made by the Contractor relating to the TV Work that are caused by Comcast;
provided, Comcast at its sole expense shall have the right to defend any claims made by
the Contractor relating to the TV Work if Comcast determines all or any part of the claim
is not valid. These claims may include delays caused by installing the TV Work, delays
caused by Comcast providing materials, failure to remove, relocate or replace conflicting
utilities in accordance with the timelines established in this Agreement, or any other
conflicts between the Contractor and Comcast.
B. 3 Party Utility Obligation. Comcast 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 Comcast, 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, Comcast 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 Comcast. 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
Comcast, its officers, agents, and employees.
C. Contractor Obligation. The City shall require the Contractor to indemnify, defend and
save Comeast- and -its- elected -and appointed officials, employees, agents and volunteers
harmless from any and all costs, claims, damages, judgments and liabilities against
Comcast caused by or relating to the Contractor's performance of the TV Work.
D. Safety. The City shall require the Contractor to be solely and completely responsible for
safety and safety conditions at the Project site, including the safety of all persons and
property during the performance of the Project Work. The Contractor shall be required to
comply with all applicable City, County and State rules, regulations, ordinances, orders
and codes regarding safety.
7. INSURANCE
A. 3rd Party Utility Obligation. Comcast shall procure and maintain for the duration of the
TV Work insurance of the types and in the amounts described below against claims for
injuries to persons or damage to property which may arise from or in connection with the
performance of the work by Comcast its agents, representative, employees,
subconsultants or subcontractors. Any payment of deductible or self-insured retention
shall be the sole responsibility of Comcast. The City shall be named as additional insured
on the insurance policy. A copy of the endorsement naming the City as additional
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insured shall be attached to the Certificate of Insurance, copies of which shall be
provided to the City prior to commencement of the TV Work.
1) Automobile Liability insurance with Iimits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage; and
2) Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 single limit per occurrence and $2,000,000 general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not
be limited to: blanket contractual; products /completed operations/broad form property
damage; explosion, collapse and underground (XCU); and employer's liability; and
3) Excess Liability insurance with limits not less than $1,000,000 per occurrence and
aggregate.
B. Contractor Obligation. The contract between the City and the Contractor shall require
that the Contractor procure and maintain for the duration of the project insurance of the
types and in the amounts described below against claims for injuries to persons or
damage to property which may arise from or in connection with the performance of the
work by the Contractor, its agents, representative, employees, subconsultants or
subcontractors. Any payment of deductible or self insured retention shall be the sole
responsibility of the Contractor. Comcast shall be named as additional insured on the
insurance policy. A copy of the endorsement naming Comcast as additiortil insured shall
be attached to the Certificate of Insurance, copies of which shall be provided to the City
prior to commencement of construction by the Contractor. The Contractor's insurance
h 1
s al contain a clause stating that coverage shall apply separately to each insured against
g g ppY p Y g
whom claim is made or suit is brought, except with respects to the limits of the insurer's
liability.
1) Automobile Liability insurance with limits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage; and
2) Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 single limit per occurrence and $2,000,000 general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not
be limited to: blanket contractual; products/completed operations/broad form property
damage; explosion, collapse and underground (XCU); and employer's liability; and
3) Excess Liability insurance with limits not Less than $1,000,000 per occurrence and
aggregate.
8. FRANCHISE AGREEMENT
The City and Comcast agree that as to future projects, by entering into this Agreement,
neither Party has waived any rights it may have under an existing franchise agreement
between the City and Comcast, and the City and Comcast expressly herein reserve such
rights. Notwithstanding anything in this Agreement to the contrary, Comcast's participation
in the project contemplated in this Agreement, and its very participation in this Agreement,
shall in no event be construed as a waiver of Comcast's obligation to relocate underground
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utilities pursuant to the franchise agreement, and parties understand and agree that the terms
and conditions of this Agreement shall not be considered as a basis for future relocation
projects that may be franchise- required. Comcast shall retain the rights of exclusive use,
regulation and control of the completed TV Work and full ownership of the TV Work
including, but not limited to, the right to sell, transfer or assign its rights in and to the TV
Work.
9. MISCELLANEOUS
A. Compliance with Laws. The parties shall comply with all federal, state and local laws,
rules and regulations throughout every aspect in the performance of this Agreement.
B. Nonwaiver of Breach. The failure of a party to insist upon strict performance of any of
the terms and rights contained herein, or to exercise any option herein conferred in one or
snore instances, shall not be constructed to be a waiver or relinquishment of those terms
and rights and they shall remain in full force and effect.
C. Governing Law. This Agreement shall be governed and construed in accordance with the
laws of the State of Washington. If any dispute arises between the parties or between any
party and the Contractor under any of the provisions of this Agreement, resolution of that
dispute shall be available only through the jurisdiction, venue and rules of the King
County Superior Court, King County, Washington.
D. Attorney's Fees. In the event any suit, arbitration, or other proceeding is instituted to
enforce any term of this Agreement, the parties specifically understand and agree that the
prevailing party in any such action shall be entitled to its attorneys' fees and costs of suit.
E. Written Notice. All communications regarding this Agreement shall be sent to the parties
at the addresses Listed on the signature page of this Agreement, unless otherwise agreed
by both parties. Any written notice shall become effective upon delivery and shall be
deemed sufficiently given if delivered to the addressee at the address stated on this
Agreement. If notice is mailed, delivery shall become effective three (3) calendar days
after the date of mailing by registered or certified mail. If notice is emailed, delivery
shall become effective upon an acknowledgment of receipt of the email.
F. Modification. No waiver, alteration, or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized
representative of each affected party.
G. Severability. If any one or more sections, sub- sections, or sentences of this Agreement
are held to be unconstitutional or invalid, that decision shall not affect the validity of the
remaining portion of this Agreement and the remainder shall remain in full force and
effect.
H. Relationship. It is understood and agreed that no agency, employment, joint venture, co-
employer or partnership is created by this Agreement. No party hereto shall (i) have the
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power or authority to act for another in any manner to create obligations or debts which
would be binding upon another, and, (ii) be responsible for any obligation or expense
whatsoever of another.
1. Force Majeure. Parties shall not be deemed to be in breach of this Agreement if unable
to perform their respective obligations hereunder as a result of the occurrence of an event
of "force majeure," which shall include, but not be limited to, acts of God, acts of the
government of the United States or of any state or political subdivision thereof, strikes,
civil riots or disturbances, fire, floods, explosions, earthquakes, wind, hurricanes,
lightning or other similar catastrophes or other causes beyond the parties' reasonable
control. The scope of events of force majeure shall not extend to payment of money
owed hereunder.
J. Entire Agreement. The written provisions and terms of this Agreement, together with
any attached Exhibits, supersede all prior verbal statements by any representative of the
City, and those statements shall not be construed as forming a part of or altering in any
manner this agreement. This Agreement and any attached Exhibits contain the entire
Agreement between the parties. Should any language in any Exhibit to this Agreement
conflict with any language contained in this Agreement, the terms of this Agreement shall
prevail.
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IN WITNESS WHEREOF, the parties below have executed this Agreement.
COMCAST CITY OF TUKWILA
i
bv• t •11 '1 by:
Print Namr�� r Print Name:
Title: If 'ft Tit1e:(Mavor)
DATE: `7 J f /t'DS DATE:
Notices to be sent to: Notices to be sent to:
COMCAST CITY OF TUKWILA
Attn: Attn: Bob Giberson
Public Works Department
6300 Southcenter Blvd., Ste 100
(email) Tukwila, WA 98188
(telephone) boibersonc ci.tukwifa.wa.us
(facsimile) 206 -433 -0179 (telephone)
206 -431 -3665 (facsimile)
APPROVED AS TO FORM:
Shelley Kerslake, City Attorney
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TIB Ph213 (95- Rte -03)
Exhibit A. JUT Scope of Work Firm Price Comcast
The following Scope of Work will be included in the Tukwila project costs following the
execution of a Coordination Agreement for the Project listed above. All 3 Party
Utilities will be responsible for paying these costs by compensation to Tukwila as
detailed in the Coordination Agreement and the relevant attachments. Additional costs
may be assessed to specific 3rd Parties as allowed by the Agreement and/or as detailed
below.
JUT Firm Price Includes
Excavation and disposal of existing trench material.
Installation of all conduits, vaults or termination fixtures per the Joint Utility
Trench and Individual Trench sections provided in the final project drawings and
JUT Firm Price detail below.
Material cost and placement of Bedding and Backfill to the final plan grade.
Restoration of all surface features for each typical trench section including:
Driveway, Curb, Gutter, Sidewalk, Roadway Crossing, Conduit Risers, Conduit
Stubs and Wall Penetrations.
Temporary Erosion and Sedimentation Control for all installation activities
(including maintaining NPDES permit monitoring) for the site during project
construction.
Traffic Control required during construction activities shown in the project plans.
Design effort to include specifications, typical trench sections, route, type and size
of conduits and structures (provided by the utility) in the contract drawings.
Construction Management Services during construction (not including primary
inspection by the 3 Party Utility).
Notice of Completion of the Underground Conduit System ready for cable
installation.
JUT Firm Price Excludes
Costs to resolve any conflict with existing facilities not accurately located by the
3rd Party Utility during the design process.
Modifications to the work required due to Changed Conditions, Utility requested
Change Order, or conflict with existing utilities not accurately represented in the
design.
Cost of specific communication materials or equipment including: Fiber Optic or
other communication cable, conduits, bends, fittings, fixtures, vaults, splice
enclosures, innerduct or any other equipment not included in the City's final
contract plans or specifications.
Cost to place new or existing communication systems within the new
underground facilities, cut over any existing above ground services, and remove
existing above ground facilities.
Any impact to the contractors schedule caused by the 3` Party Utility not
completing their work within the timeframe required in the Coordination
Agreement, subject to the specific notification procedures of the Agreement.
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Note
The 3rd Party Utility will be given the option to perform any required Additional
Work with their own forces, or approve a Change Order to include the work in the
City's contract for additional compensation. In either case any impact to the project
schedule may be assessed against the 3r Party Utility if the Additional Work delays
the project completion date and the 3r Party Utility could have anticipated and
avoided the delay. The impact will be charged to the 3 -d Party Utility at the rate to be
determined by the Project Engineer on a case by case basis as allowed in the DOT
Standard Specifications and applicable law.
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�t z; .rte s��'�IL` ^5• �._3^: ^_'r'.S'.GZ� .�:C :ice_.
T
Comcast Quantity Units
Structures
2436 5 ea
Conduit
4" 1630If
2" 180 If
Other
Risers /Stub/Intercept 4 ea
Wall Penetrations 1 ea
JUT Ftren Price Comcast* 27,858
For specific scope of work see attached narrative
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TIB Ph213 (95- RSV -03)
Exhibit 13
Underground Project Work Timeline and Schedule Comcast
1) 3 `d Party Utilities will be provided a minimum of sixty (60) days written Notice of
Pending Conflict by the City's Contractor for all known utilities, which require
removal or relocation to avoid hindering the progress of project construction.
2) For utility relocation requiring cut over of existing services a sixty (60) day work
window will be provided to the utility, including thirty (30) days to install and
energize new wires, cables, pipelines or other necessary infrastructure, fifteen
(15) days to complete transfer of existing services to the new system (assuming
previous service routes can be reused or new service routes are in place), and
fifteen (15) days to remove the obsolete utilities.
3) Minor utility adjustments which do not require cut over of existing services to
new infrastructure will be given a fifteen (15) day work window to adjust utilities
to avoid conflict.
4) In all cases the work window will start when utility crews have full and
unrestricted access to the relocation zone and any applicable infrastructure
included in the contract, which is required to facilitate the relocation is in place.
Note All time intervals will be measured in Calendar days.
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Page 1 of 1
COORDINATION AGREEMENT WITH COMCAST CORPORATION
(ACTING FOR AT &T LOCAL NETWORK SERVICES)
REGARDING FIBER OPTIC FACILITY ADJUSTMENTS IN CONJUNCTION WITH
TIB Phase 2 &3 STREET IMPROVEMENT PROJECT (95- RW -03)
_THIS AGREEMENT is entered into between the CITY OF TUKWILA,- a Washington
municipal corporation "City and COMCAST CABLE COMMUNICATIONS
MANAGEMENT, LLC (Acting for AT &T/LNS), a Delaware limited liability company
"Comcast/LNS ")(individually a "Party" and collectively the "Parties
RECITALS
WHEREAS, the City is making right -of -way improvements "City Work to Tukwila
International Blvd between 5139th and 5116th Way; and
WHEREAS, Comcast/LNS has certain fiber optic infrastructure that will be affected by the
planned improvements "FO Work and will need to be relocated or adjusted in conjunction
with the City Work; and
WHEREAS, the Parties recognize the efficiencies of combining the City Work and portions
of the FO Work into one construction project (the "Project" or "Project Work whereby the
right -of -way pavement will be disturbed only once.
NOW THEREFORE, in consideration of the terms and conditions contained herein, the
Parties agree as follows:
AGREEMENT
1. SCOPE OF WORK
The City will advertise for bids and enter into a contract with a contractor "Contractor
for the construction of the FO Work as described and depicted on the Bid Documents dated
June 2008 for the TIB Phase 2&3 Project.
2. RESPONSIBILITIES OF THE PARTIES
A. COMCAST/LNS
1) ComcastfLNS shall provide to the City any engineered drawings, specifications,
construction standards, quantities, and cost estimates required for the FO Work. The
drawings shall show in detail the location, quantity, and size of the conduits, cable
vaults, service connections and risers or special termination structures.
2) Comcast/LNS shall review the portion of the Project's final drawings and
specifications for the FO Work and shall approve or reject those drawings and
specifications in writing within seven (7) days of receipt. Failure to respond within
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the prescribed review period will signify Comcast/LNS's approval of the final
contract documents.
3) Comcast/LNS shall provide the inspection services needed for overseeing the proper
installation of the FO Work. ComcastfLNS's inspector will coordinate with the City's
inspector, and the City's inspector will give all direction to the contractor.
4) Comcast/LNS shall furnish all materials, exclusive of common bedding and backfill,
required to complete the FO Work consistent with the requirements of Exhibit A
JUT Scope of Work Finn Price.
5) Comcast/LNS shall notify its customers of the Project, perform any system shut
downs necessary for the FO Work, and notify its customers of any scheduled service
interruptions related to the Project.
6) Comcast/LNS shall remove, adjust, relocate, and/or reinstall any existing fiber optic
cables or facilities, which are owned, operated, or leased by Comcast/LNS and are in
conflict with the proposed City Work, within the timeline described in Exhibit B
Timeline and Schedule.
7) ComcastfLNS shall maintain continued coordination with the City regarding the
performance of the FO Work. This coordination shall include but not be limited to
the following:
a. Comcast/LNS will attend the Project bid opening and pre construction meeting.
b- City will provide ComcastfLNS a copy of the Contractor's proposed work
schedule showing date, location and extent of work to be performed. This
schedule will be subject to change as provided in the contract documents.
Comcast/LNS will proactively review the proposed schedule and provide timely
feedback of any concerns or potential impacts that the Contractor's work schedule
or. methods will have on Comcast/LNS's. customers. Any-changes required to the
Contractor's schedule or methods to limit the adverse impacts to Comcast/LNS's
customers will be negotiated in good faith through the City's contracting process.
c. Comcast/LNS will attend weekly construction meetings.
d. Comcast/LNS will evaluate completion of the FO Work using the requirements of
this Agreement and notify the City of any Defective or Unauthorized work at least
once a month through the contract payment process. Failure to give written notice
to the City of any Incomplete, Defective, or Unauthorized work within forty-eight
(48) hours of Comcast/LNS receiving the Contractors Request for Payment from
the City will signify Comcast/LNS acceptance of the work submitted for payment
by the contractor for that period.
B. CITY
1) The City will incorporate Comcast/LNS's design for the FO Work into the Project
construction contract documents. The City wilI advertise for bids, evaluate bids, and
award a construction contract for the Project "Project Contract") to the lowest
responsible bidder (the "Contractor The City shall administer the Project Contract
and monitor the Contractor's activities.
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2) The City will require the Contractor to install the FO Work in accordance with the
Project's final plans and specifications,
3) The City will require the Contractor to provide Comcast/LNS sixty (60) days written
notice for removal of existing fiber optic facilities within the Project boundary, which
are known to be in conflict with proposed work.
4) The City _willprovide.Comcast/LNS with not less than five (5)working days written
notice prior to the start of the FO Work to allow ComcastfLNS's scheduling of the
on -site Inspector.
5) The City will schedule and attend weekly construction meetings with the City's
Contractor, Comcast/LNS, and other franchise utilities involved in the Project.
6) The City will provide Comcast/LNS the Contractor's Request for Payment for the FO
Work within three (3) days of receiving a request from the Contractor.
3. COST ALLOCATION
The City and Comcast/LNS will divide responsibility for costs related to the FO Work as
described below.
A. Underground FO Installation. Comcast/LNS agrees to pay the cost that the City incurs
for constructing the FO Work as listed in the JUT Scope of Work Firm Price in Exhibit
A.
B. Adjustments and Relocations. Comcast/LNS agrees to pay the actual costs the City incurs
for adjustments and relocations of Comcast/LNS fiber optic service lines throughout the
Project limits as reasonably required to match grades or avoid conflicts with proposed
City improvements.
C. Additional Expenses. Comeast/LNS agrees to pay any additional expenses incurred in
installing the FO Work due to Changes initiated or approved by Comcast/LNS. Any
changes to the FO Work perceived as necessary by the Contractor and any Change
Orders therefore must be approved in writing by Comcast/LNS in advance of such
changes to the Work.
D. Consultant Costs and Construction Management Services. Comcast/LNS agrees to pay
the actual cost that the City incurs, including consultant costs, inspection coordination,
and impacts to the overall project, for incorporating Additional Work into the project
scope on XO'S behalf and approved by XO Communications. "Additional Work" shall
be defined as work not included in the JUT Scope of Work and Firm Price in Exhibit A
E. Invoice. The City will invoice Comcast/LNS for 50% of the amount listed in Exhibit A,
JUT Firm Price, upon finalizing this agreement, approval of the final plans and
specifications for the FO Work and obtaining a satisfactory bid for the Project Work.
The remaining 50% of the Firm Price amount will be invoiced upon 50% completion of
the JUT facilities. Comcast/LNS agrees to pay the City within forty -five (45) days of
receiving each of these invoices. Failure to pay on time may result in a Stop Work Order
being issued for the FO Work and possible claims of delay by the contractor.
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F. Final Acceptance. The City shall provide Comcast/LNS with written notice of
completion of the FO Work. The Comcast/LNS inspector shall perform final inspection
of the FO Work within five (5) days of written notice. Comcast/LNS shall, within forty
eight (48) hours of its final inspection, provide to the City written final acceptance of the
FO Work, or, alternatively, provide an itemized and detailed response why final
acceptance of the FO Work cannot be given. If Comcast/LNS fails to respond to the City
within the prescribed timeline, Comcast/LNS shall be deemed -to-- have -given final
acceptance of the FO Work. Upon final acceptance of the FO Work, the City shall assign
its rights under the Project Contract relating to the FO Work to Comcast/LNS, including
any warranties and maintenance obligations by and from the City's Contractor arising out
of the Project Contract for the FO Work. The City shall also require the City's
Contractor, as a condition of the Project Contract, to provide a bond at ComcastfLNS's
cost to insure that the FO Work is free from defects in workmanship and materials for a
period of one (1) year following final acceptance of the Project Work by the City.
G. Defective or Unauthorized Work Comcast/LNS reserves the right to withhold payment
from the City for any defective, incomplete or unauthorized work performed by the
Contractor; provided, Comcast/LNS shall be deemed to have waived this right as to any
part of the FO Work that has been accepted by Comcast/LNS. This waiver shall not
waive any claim by Comcast/LNS against the Contractor for any defective, incomplete or
unauthorized work or to any damage inflicted by the Contractor or one of his
subcontractors to completed FO Work following Comcast/LNS acceptance. Defective,
incomplete or unauthorized work includes, without limitation: work and materials that do
not conform to the requirements of this Agreement, and extra work and materials
furnished without Comcast/LNS's written approval.
H. As -Built Drawings. The City shall provide Comcast/LNS with "as built" drawings for the
FO Work following the City's final acceptance of the Project Work.
4. WITHDRAWAL, FROM AGREEMENT
Should any utility involved in the Joint Utility Trench "JUT Work exercise it's write to
reject the final project drawings and specifications in accordance with section 2 -A(2) above
the City may, at its sole discretion, terminate this agreement upon written notice to all
utilities in the JUT. Should the City elect not to proceed with award of the contract for the
Project Work within nine months of the date of this agreement this agreement shall
terminate. Comcast/LNS shall be responsible to reimburse the City for its reasonable costs
related to the FO Work through the date of termination.
5. CHANGES
After the City executes a contract with the Contractor, Comcast/LNS shall submit any
changes requested to be performed by the City's Contractor to the City. The City shall
submit this to the Contractor; obtain a price from the Contractor to perform the work, and
notify Comcast/LNS of this price. Prices supplied for Comcast/LNS change orders may be
subject to determination by the Engineer in conformance with subsection 1 -04.4 of the
WSDOT Standard Specifications. Comcast/LNS shall have two (2) business days from
receiving the price from the City within which to respond to the City. If Comcast/LNS
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chooses not to accept the Contractor's price then this work shall only be performed by
Comcast/LNS according to a mutually agreed upon schedule with the Contractor so as not to
cause delay to the Contractor.
6. INDEMNIFICATION
A. Claims. Comcast/LNS shall be liable for, defend, indemnify and hold .harmless the City
from any claims made by the Contractor relating to the FO Work that are caused by
Comcast/LNS; provided, Comcast/LNS at its sole expense shall have the right to defend
any claims made by the Contractor relating to the FO Work if Comcast/LNS determines
all or any part of the claim is not valid. These claims may include delays caused by
installing the FO Work, delays caused by Comcast/LNS providing materials, failure to
remove, relocate or replace conflicting utilities in accordance with the timelines
established in this Agreement, or any other conflicts between the Contractor and
ComcastfLNS.
B. 3r Party Utility Obligation, ComcastfLNS 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 ComcastfLNS, 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, Comcast/LNS 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
Comcast/LNS. 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 Comcast/LNS, its officers, agents, and employees.
C. Contractor Obligation. The City shall require the Contractor to indemnify, defend and
save Comcast!LNS and its elected and appointed officials, employees, agents and
volunteers harmless from any and all costs, claims, damages, judgments and liabilities
against Comcast/LNS caused by or relating to the Contractor's performance of the FO
Work.
D. Safety. The City shall require the Contractor to be solely and completely responsible for
safety and safety conditions at the Project site, including the safety of all persons and
property during the performance of the Project Work. The Contractor shall be required to
comply with all applicable City, County and State rules, regulations, ordinances, orders
and codes regarding safety.
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7. ThISURANCE
A. 3 Party Utility Obligation. Comcast/LNS shall procure and maintain for the duration of
the FO Work insurance of the types and in the amounts described below against claims
for injuries to persons or damage to property which may arise from or in connection with
the _performance of the _work_by Comcast/LNS its agents, representative
subconsultants or subcontractors. Any payment of deductible or self-insured retention
shall be the sole responsibility of Comcast/LNS. The City shall be named as additional
insured on the insurance policy. A copy of the endorsement naming the City as
additional insured shall be attached to the Certificate of Insurance, copies of which shall
be provided to the City prior to commencement of the FO Work.
1) Automobile Liability insurance with limits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage; and
2) Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 single limit per occurrence and $2,000,000 general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not
be limited to: blanket contractual; products /completed operations/broad form property
damage; explosion, collapse and underground (XCU); and employer's liability, and
3) Excess Liability insurance with limits not less than $1,000,000 per occurrence and
aggregate.
B. Contractor Obligation. The contract between the City and the Contractor shall require
that the Contractor procure and maintain for the duration of the project insurance of the
types and in the amounts described below against claims for injuries to persons or
damage to property which may arise from or in connection with the performance of the
work by the. Contractor, its agents, representative, employees, subconsultants or
subcontractors. Any payment of deductible or self-insured retention shall be the sole
responsibility of the Contractor. Comcast/LNS shall be named as additional insured on
the insurance policy. A copy of the endorsement naming Comcast/LNS as additional
insured shall be attached to the Certificate of Insurance, copies of which shall be
provided to the City prior to commencement of construction by the Contractor. The
Contractor's insurance shall contain a clause stating that coverage shall apply separately
to each insured against whom claim is made or suit is brought, except with respects to the
limits of the insurer's liability.
1) Automobile Liability insurance with limits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage; and
2) Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 single limit per occurrence and $2,000,000 general aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not
be limited to: blanket contractual; products /completed operations/broad form property
damage; explosion, collapse and underground (XCU); and employer's liability; and
3) Excess Liability insurance with limits not less than $1,000,000 per occurrence and
aggregate.
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8. FRANCHISE AGREEMENT
The City and Comcast/LNS agree that as to future projects, by entering into this
Agreement, neither Party has waived any rights it may have under an existing franchise
agreement between the City and Comcast/LNS, and the City and Comcast/LNS expressly
herein reserve such rights. Notwithstanding anything in this Agreement to the contrary,
Comcast/LNS's participation in the project contemplated in this Agreement, and its very
participation in this Agreement, shall in no event be construed as a waiver of Comcast/LNS's
obligation to relocate underground utilities pursuant to the franchise agreement, and parties
understand and agree that the terms and conditions of this Agreement shall not be considered
as a basis for future relocation projects that may be franchise- required. Comcast/LNS shall
retain the rights of exclusive use, regulation and control of the completed FO Work and full
ownership of the FO Work including, but not limited to, the right to sell, transfer or assign its
rights in and to the FO Work.
9. MISCELLANEOUS
A. Compliance with Laws. The parties shall comply with all federal, state and local laws,
rules and regulations throughout every aspect in the performance of this Agreement.
B. Nonwaiver of Breach. The failure of a party to insist upon strict performance of any of
the terms and rights contained herein, or to exercise any option herein conferred in one or
more instances, shall not be constructed to be a waiver or relinquishment of those terms
and rights and they shall remain in full force and effect.
C. Governing Law. This Agreement shall be governed and construed in accordance with the
laws of the State of Washington. If any dispute arises between the parties or between any
party and the Contractor under any of the provisions of this Agreement, resolution of that
dispute shall be available only through the jurisdiction, venue and rules of the King
County Superior Court, King County, Washington.
D. Attorney's Fees. In the event any suit, arbitration, or other proceeding is instituted to
enforce any term of this Agreement, the parties specifically understand and agree that the
prevailing party in any such action shall be entitled to its attorneys' fees and costs of suit.
E. Written Notice. All communications regarding this Agreement shall be sent to the parties
at the addresses listed on the signature page of this Agreement, unless otherwise agreed
by both parties. Any written notice shall become effective upon delivery and shall be
deemed sufficiently given if delivered to the addressee at the address stated on this
Agreement. If notice is mailed, delivery shall become effective three (3) calendar days
after the date of mailing by registered or certified mail. If notice is emailed, delivery
shall become effective upon an acknowledgment of receipt of the email.
F. Modification. No waiver, alteration, or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized
representative of each affected party.
G. Severability. If any one or more sections, sub- sections, or sentences of this Agreement
are held to be unconstitutional or invalid, that decision shall not affect the validity of the
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remaining portion of this Agreement and the remainder shall remain in full force and
effect.
H. Relationship. It is understood and agreed that no agency, employment, joint venture, co-
employer or partnership is created by this Agreement. No party hereto shall (i) have the
power or authority to act for another in any manner to create obligations or debts which
would be binding upon another, and; (ii) be responsible for any obligation or expense
whatsoever of another.
L Force Majeure. Parties shall not be deemed to be in breach of this Agreement if unable
to perform their respective obligations hereunder as a result of the occurrence of an event
of "force majeure," which shall include, but not be limited to, acts of God, acts of the
government of the United States or of any state or political subdivision thereof, strikes,
civil riots or disturbances, fire, floods, explosions, earthquakes, wind, hurricanes,
lightning or other similar catastrophes or other causes beyond the parties' reasonable
control. The scope of events of force majeure shall not extend to payment of money
owed hereunder.
3. Entire Agreement. The written provisions and terms of this Agreement, together with
any attached Exhibits, supersede all prior verbal statements by any representative of the
City, and those statements shall not be construed as forming a part of or altering in any
manner this agreement. This Agreement and any attached Exhibits contain the entire
Agreement between the parties. Should any language in any Exhibit to this Agreement
conflict with any language contained in this Agreement, the terms of this Agreement shall
prevail.
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IN WITNESS WHEREOF, the parties below have executed this Agreement.
Com as CITY OF TUKWILA
by:
Print Name: J h r ,9pc7 Print Name:
f�U
Title: ,a Title:(Mavor)
a, l
DATE: 9//1 DATE:
Notices to be sent to: Notices to be sent to:
Comcast/LNS CITY OF TUKWILA
Attn: Attn: Bob Giberson
Public Works Department
6300 Southcenter Blvd., Ste 100
(email) Tukwila, WA 98188
telephone) baiberson( ci.tukwila.wa.us
(facsimile) 206- 433 -0179 (telephone)
206- 431 -3665 (facsimile)
APPROVED AS TO FORM:
Shelley Kerslake, City Attorney
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TIB Ph2 /3 (95- RW -03)
Exhibit A JUT Scope of Work Firm Price Comcast/LNS
The following Scope of Work will be included in the Tukwila project costs following the
execution of a Coordination Agreement for the Project listed above. All 3 Party
Utilities will be responsible for paying these costs by compensation to Tukwila as
detailed in the Coordination Agreement and the relevant attachments. Additional costs
may be assessed to specific 3rd Parties as allowed by the Agreement and/or as detailed
below.
JUT Firm Price Includes
Excavation and disposal of existing trench material.
Installation of all conduits, vaults or termination fixtures per the Joint Utility
Trench and Individual Trench sections provided in the final project drawings and
JUT Firm Price detail below.
Material cost and placement of Bedding and Backfill to the final plan grade.
Restoration of all surface features for each typical trench section including:
Driveway, Curb, Gutter, Sidewalk, Roadway Crossing, Conduit Risers, Conduit
Stubs and Wall Penetrations.
Temporary Erosion and Sedimentation Control for all installation activities
(including maintaining NPDES permit monitoring) for the site during project
construction.
Traffic Control required during construction activities shown in the project plans.
Design effort to include specifications, typical trench sections, route, type and size
of conduits and structures (provided by the utility) in the contract drawings.
Construction Management Services during construction (not including primary
inspection by the 3 Party Utility).
Notice of Completion of the Underground Conduit System ready for cable
installation.
JUT Firm Price Excludes
Costs to resolve any conflict with existing facilities not accurately located by the
3rd Party Utility during the design process.
Modifications to the work required due to Changed Conditions, Utility requested
Change Order, or conflict with existing utilities not accurately represented in the
design.
Cost of specific communication materials or equipment including: Fiber Optic or
other communication cable, conduits, bends, fittings, fixtures, vaults, splice
enclosures, innerduct or any other equipment not included in the City's final
contract plans or specifications.
Cost to place new or existing communication systems within the new
underground facilities, cut over any existing above ground services, and remove
existing above ground facilities.
Any impact to the contractors schedule caused by the 3" Party Utility not
completing their work within the timeframe required in the Coordination
Agreement, subject to the specific notification procedures of the Agreement.
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Comcast-LNS Coordination Agreement Exhibit A- Final.doc 0612612008
Page 1 of 2
Note
The 3` Party Utility will be given the option to perform any required Additional
Work with their own forces, or approve a Change Order to include the work in the
City's contract for additional compensation. In either case any impact to the project
schedule may be assessed against the 3rd Party Utility if the Additional Work delays
the project completion date and the 3rd Party Utility could have anticipated and
avoided the delay. The impact will be charged to the 3 Party Utility at the rate to be
determined by the Project Engineer on a case by case basis as allowed in the DOT
Standard Specifications and applicable law.
Comcast/LNS Quantity Units
Structures
253 TA 2 ea
Conduit
4" 8101f
2" O If
Other
Risers/Stub/Intercept 2 ea
Wall Penetrations 0 ea
Total Firm Price Corncast/LNS* 16,801
For specific scope of work see attached narrative
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Page 2 of 2
TIB Ph2/3 (95- RW -03)
Exhibit B
Comcast(LNS Underground Project Work Timeline and Schedule
1) 3 Party Utilities will be provided a minimum of sixty (60) days written Notice of
Pending Conflict by the City's contractor for all known utilities which require
removal or relocation to avoid hindering the progress of project construction.
2) For utility relocation requiring cut over of existing services a sixty (60) day work
window will be provided to the utility, including thirty (30) days to install and
energize new wires, cables, pipelines or other necessary infrastructure, fifteen
(15) days to complete transfer of existing services to the new system (assuming
previous service routes can be reused or new service routes are in place), and
fifteen (15) days to remove the obsolete utilities.
3) Minor utility adjustments which do not require cut over of existing services to
new infrastructure will be given a fifteen (15) day work window to adjust utilities
to avoid conflict.
4) In all cases the work window will start when utility crews have full and
unrestricted access to the relocation zone and any applicable infrastructure
included in the contract designed to accept the relocated utility is in place.
Note All time intervals will be measured in Calendar days.
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Page I of 1
sk,4lLA, w
.0 "Z4 10 y City of Tukwila
o Transportation Committee
'''.:j',..*-
TRANSPORTATION COMDIIITTEE
Meeting Minutes
September 23, 2008 5:00 p.m. Conference Room #1
PRESENT
Councilmembers: Pam Linder, Chair; Dennis Robertson and De'Sean Quinn
Staff: Bob Giberson, Gail Labanara, Pat Brodin, Cyndy Knighton, Jon Harrison, Mike Ronda, Frank
Iriarte and Kimberly Matej
Guests: Chuck Parrish
CALL TO ORDER: Committee Chair Linder called the meeting to order at 5:07 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Tukwila Urban Center Transit Center Supplemental Agreement #4 Phase I Design
Staff is seeking full Council approval of Supplemental Agreement #4 in the amount of $153,754 with IBI
Group for additional design work on the Tukwila Transit Center Project.
Supplemental Agreement #4 will support the development of design documents for the Transit Center
providing design documentation and preliminary costs as well as environmental and geotechnical
infoiniation that will allow for future design phases of the project. The IBI Group will complete
approximately 30% design of the improved and expanded Transit Center in its existing location on the
Westfield Southcenter Mall property. The funding for the remaining design is budgeted in 2009.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
B. Andover Park West (Tukwila Pkwy to Strander Blvd) Supplemental Agreement #5 Design Report Update
Staff is seeking full Council approval of Supplemental Agreement #5 in the amount of $165,755 with IBI
Group for an updated design report for Andover Park West street improvements.
Due to overlapping design needs and the proximity of the Transit Center to the Andover Park West
improvements, this project is closely related to the Transit Center item discussed above. The IBI Group will
update the design report originally provided for improvements of Andover Park West in November 1991.
The update will clarify the fmal design for the road project and will consolidate duplicate engineering
efforts from the Transit Center into a single engineering team providing for project efficiency. Consolidation
of this work with parallel work required in the above agenda item will potentially reduce fees by $30,000.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
C. Tukwila International Boulevard Phase II III Third Party Utility Coordination Agreements
Staff is seeking full Council approval for the Mayor to enter into two third party utility Coordination
Agreements with Comcast Cable Communications Management LLC for Phases II and III of the TIB Street
1 Improvement Project.
These two agreements are for two separate services that Comcast provides; one is for cable TV services and
the other is for fiber optic infrastructure. The agreements call for utility relocation including time limits and
cost distribution. Costs associated with the relocation are directly reimbursable by Comcast and are not part
of the project budget.
Transportation Committee Minutes September 23, 2008 Pape 2
At the August 12, 2008, Transportation Committee meeting, staff discussed some of the project challenges
involving utility coordination and relocation. In response to that discussion, staff reported that the City
currently has a franchise agreement with Seattle City Light, and therefore, there is no need for a separate
coordination agreement regarding utility relocation. Unfortunately, the City does not have a franchise
agreement with Qwest, and Qwest is not willing to enter into a project specific coordination agreement with
the City. Qwest is required to relocate the facilities as allowed by law. Staff will continue to provide updates
on the situation. IJJNANL IOUS APPROVAL. FORWARD TO OCTOBER 13 COW FOR
DISCUSSION.
D. Minkler Shop Re -Roof Buildine B Proiect Completion and Acceptance
Staff is seeking full Council acceptance for project completion and release of retainage for Building B Re-
Roof of the Minkler Shop. The project ran slightly over the original contract cost due to one change order.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 6 CONSENT AGENDA.
III. ANNOUNCEMENTS
No announcements.
W. MISCELLANEOUS
Meeting adjourned at 5:37 p.m.
Next meeting. Tuesday, October 14, 2008 5:00 p.m. Conference Room 1
Committee Chair Approval
Minutes by KAM. Reviewed by GL.
COUNCIL AGENDA SYNOPSIS
t( 4 Initials ITEMNO.
O y iZ
4 0 'Ieetino Date Prepared by Mayor's review 1 Council review
kip i
10/13/08 CF e. '3— `-1 t
10/20/08 1 CF 1 I J 1
ITEM INFORMATION
CAS NUMBER: 08-124 I ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AGI.IND:\ ITEM TITLE Memorandum of Agreement For FEMA National Urban Search and Rescue Response
System
C.V17V,O Disctusion A/lotion 1 I Resolution Ordinance 1 I BidAward Public Hearing Other
lltg Date 10/13/08 Altg Date 10 /20 /08 lftg Date Mtg Date Mtg Date Mtg Date dltg Dote
!SPONSOR I I Council I 1 !vlaj,or Adm Svcs DCD Finance Fire Legal P&R U Police PIV
SPONSOR'S Council approval is required to approve participation in Washington Task Force 1 of the
SL'M\I.\RY FEMA National Urban Search and Rescue Team. The Council is being asked to authorize
the Mayor to sign a Memorandum of Agreement with Pierce County, the task force's
sponsoring agency.
Rl' COW Mtg. CA &P Cmte F &S Cmte 1 I Transportation Cmte
Utilities Cmte Arts Comm. IJ Parks Comm. n Planning Comm.
DAI'E: 10/7/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Authorize the Mayor to sign the agreement
COMMDTEE Unanimous approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EFPI.NDITURI. RI;`UIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0 $0 $N /A
Fund Source: N/A
Continents:
1 MTG. DATE I RECORD OF COUNCIL ACTION
10/13/08
MTG. DATE I ATTACHMENTS
10/13/08 1 Informational Memorandum dated 9/26/08, with attached Memorandum of Agreement
Minutes from the Finance Safety Committee meeting of 10/7/08
it
X Action Required
1q� Infoiinational
o I f fi Z Review with Crews
r,
I Q s ~Oj o
u
T ukwila Fire Department
ysoa P
Informational Memorandum
TO: The Finance and Safety Committee
Mayor Haggerton
FROM: Chris Flores, Operations Chief
DATE: 09/26/08
RE: FEMA MOA
Issue: Approval of the Memorandum of Agreement between the City of Tukwila and Pierce
County Department of Emergency Management for the continued participation of Tukwila Fire
Department members in Washington Task Force 1 of the FEMA National Urban Search and
Rescue Task Force System.
Backeround: Tukwila Fire Department members are, under the existing agreement, also
members of WATF -1. When activated these members become temporary federal employees. All
expenses related to their deployment, including back fill and overtime, are reimbursed. They are
tasked with responding to nationally declared disasters. Our members have been deployed to the
Oklahoma City Bombing, Northridge Earthquake, World Trade Center, and Hurricane Katrina,
to name a few.
Discussion: Our participation in this FEMA program allows our members to be exposed to
experiences and specialized training that would not normally be available to the average fire
department or its members. These experiences and training have proved invaluable in assisting
our members in dealing with emergencies that have occurred within our response area and that of
our mutual aid neighbors. In general these experiences and training have greatly enhanced the
careers and response capabilities of our participants. The city benefits greatly from such
investments in its personnel.
Recommendation: It is the recommendation of the Tukwila Fire Department Administration
that this MOA with Pierce County DEM be approved and signed and that the relationship
between the City of Tukwila and Pierce County DEM, with regard to WATF -1 and the FEMA
National Urban Search and Rescue Task Force System, be maintained as long as is possible and
feasible to the advantage of all involved parties. We are requesting this item be forwarded to the
next Committee of the Whole Meeting for consideration.
..f��
WASHINGTON STATE TASK FORCE 1
s A T E NATIONAL URBAN SEARCH RESCUE TEAM
Steve Bailey
Sponsoring Chief
2501 S 35 Street
US% R Tacoma, WA 98409 Tom Miner
(253) 798 -6595 Fax (253) 798 -3307 Program Manager
POLICY BOARD
Pierce Co. DEM, Sponsor
King Co. DEM August 20, 2008
King Co. Fire Chiefs Assn.
Pierce Co. Fire Chiefs Assn. Nick Olivas, Chief
Tukwila Fire Department
Seattle DEM 444 Andover Park East
Seattle Fire Department Tukwila, WA 98188
OTHER AGENCIES
Arneberg Consulting RE: Memorandum of Agreement with Participating Agencies
Auburn Fire Department
Dear Chief,
Bellevue Fire Department
King County Fire District ii 4 Since 1989, Washington Task Force 1 has been an integral part of the Federal Emergency
Kent Fire Department Management Agency's (FEMA) National Urban Search and Rescue (US &R) Response System.
KPFF Engineering Pierce County, through the Department of Emergency Management (DEM) has been designated
Mercer Island Fire Department the Sponsoring Agency for this program.
Pierce Co. Public Worts
Pierce County and the Participating Agencies have been operating under the same Memorandum
Pierce Co. Sheriffs Department of Agreement since nearly the inception of the program. There have been a number of legal and
Pierce County Fire District 2 regulatory changes made since then, including the transfer of FEMA to the Department of
Pierce County Fire District 3 Homeland Security and the publication of the US &R Final Interim Rule at 44 CFR Part 2008.
Pierce County Fire District 5 5
Pierce County Fire District m 6 Pierce County DEM is requesting that you review, sign and return three (3) original copies of
the enclosed MOA with in 60 days. We recognize that your agency may need additional time to
Puyallup Fire Department
confer with your legal counsel on this matter, and ask that you notify us of any needed extension.
R. Hudson Engineering Any questions or concerns can be directed to Tom Miner 253- 798 -2682,
R. Middleton Engineering tminer(a,co.nierce.wa.us.
Redmond Five Department
Renton Fire Department We look forward to continuing the strong, cooperative relationship that has been established
Shoreline Fire Department over the years.
South King Fire and Rescue
Sincerely,
TMmu
Tacoma Fire Department t
Tukwila Fire Department C znthi�, Fajardo
Woodinville Fire Life Safety Acting Program Manager
WA 1
cfai ardaco.nierce.wa. us
WA -TF -1 is a Member of the Department of Homeland Security/FEMA Sponsored,
National Urban Search and Rescue System
MEMORANDUM OF AGREEMENT
BETWEEN
Pierce County
AS THE SPONSORING AGENCY
OF THE WASHINGTON STATE TASK FORCE 1
OF THE NATIONAL URBAN SEARCH AND RESCUE RESPONSE SYSTEM
AND
[LEGAL ENTITY NAME]
AS A PARTICIPATING AGENCY OF THE TASK FORCE
This "Agreement" is entered into by and between the parties designated in Section 1, below, who
agree that subject to all of the provisions of this Agreement, The Pierce County Sheriffs
Department will serve as a Participating Agency for the Washington State Task Force 1 of the
National Urban Search and Rescue Response System. Each party further agrees that it assumes
all of the duties and responsibilities assigned to that party under this Agreement and that so long
as this Agreement remains in effect, the party will fully perform all of those duties and
responsibilities.
1. PARTIES
The parties to this Agreement are the following entities:
1.1. Sponsoring Aaencv:
Pierce County
2501 So 35TH. Street, Suite D
Tacoma WA 98409
253 798 -6595
1
1.2 Participatina Agency:
[LEGAL ENTITY NAME]
2. RECITALS
Sponsoring Agency and Participating Agency have entered into this Agreement in
recognition of the following Recitals:
2.1 Sponsorina Aaencv. Sponsoring Agency is a cooperating party under a
"Memorandum of Agreement" with the Federal Emergency Management Agency "FEMA and the
State of Washington.
2.2 National Urban Search Rescue Response System. Pursuant to federal law,
principally the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C.
5121 through 5206 (the "Stafford Act the U.S. Department of Homeland Security "DHS acting
through FEMA, operates the National Urban Search Rescue Response System "System in
conjunction with State and local governments.
2.3 Task Forces. Each Sponsoring Agency is responsible for recruiting and
organizing a Task Force consisting of individuals occupying certain specified positions plus
additional support personnel, all of whom have been properly trained with the requisite skills and
capabilities required for urban search and rescue operations and /or deployment of the Task Force.
A Task Force may be deployed as a single unit or it may be reorganized into teams for purposes of
modularized responses for limited or specialized Activations. Members of a Task Force may also
be deployed as members of a management or other technical team.
2.4 Washington State Task Force 1. Pierce County Department of Emergency
Management is the Sponsoring Agency for Washington Task Force 1 (the "Task Force and is
charged with, among other things, recruiting and organizing members for the Task Force. In the
performance of its responsibilities, the Sponsoring Agency may enter into cooperative
arrangements with federal, state, or local govemment entities, or non profit or for profit entities, to
serve as participating Agencies in the Task Force and with individuals to serve as Affiliated
Personnel of the Task Force. The Sponsoring Agency is obligated to enter into written agreements
with those Participating Agencies and Affiliated Personnel setting forth the relationship between the
parties.
2.5 Participatina Agency. The [LEGAL ENTITY NAME] desires to be a Participating Agency in
the Task Force, subject to all of the provisions of this Agreement.
2.6 Applicable Provisions. With respect to National Urban Search Rescue
Response System activities, this Agreement incorporates the provisions of Interim Final Rule,
"National Urban Search and Rescue Response System," 70 Fed. Reg. 9182 (Feb. 24, 2005)
2
"Interim Final Rule as well as the provisions of the FEMA MOA. To the extent the Interim Final
Rule is contrary to the FEMA MOA, the Interim Final Rule will prevail. Upon the effective date of
the Final Rule governing this subject "Final Rule the Final Rule shall supersede the Interim Final
Rule and shall prevail over any contrary provisions of the Interim Final Rule or the FEMA MOA.
2.7 Definitions of Terms. Capitalized words and phrases in this Agreement have the
same meaning as they do in the Interim Final Rule, unless or until superseded by the Final Rule.
Capitalized words and phrases not defined in the Interim Final Rule or the Final Rule have the
meaning given in this Agreement.
3. AGREED TERMS AND CONDITIONS
3.1 Participatina Aaencv.
3.1.1 Participating Agency agrees to provide personnel to serve in certain
designated positions on the Task Force as determined by Sponsoring Agency. A list of the
individuals who will occupy those designated positions, and who are referred to in this
Agreement as "Participants or authorized members," as well as other pertinent information
about them is contained in Appendix A.
3.1.2 Participating Agency further agrees that Participants will meet the required
qualifications for the positions to be filled, will receive the required training specified in this
Agreement and will satisfy other conditions of preparedness and response as required by
the Sponsoring Agency as listed in Appendix B.
3.1.3 The Parties will cooperate with each other so as to facilitate achievement
of the goals and objectives of the System as fully and completely as possible.
3.2 Third Party Liability and Workers' Compensation.
3.2.1 Participating Agency and its Participants shall be afforded such coverage
for third party liability and workers' compensation as is afforded all Task Forces and their
System Members under Federal law, the scope of which is generally described in the
Interim Final Rule.
3.2.2 Except as afforded by the Federal Government, the responsibility for risks
associated with claims for third party liability and workers' compensation arising out of
participation in the Task Force, either organizationally by the Participating Agency or
Individually by its Participants, shall be the responsibility of Participating Agency and not
under any circumstances, the responsibility of Sponsoring Agency. At all times,
Participating Agency shall maintain in full force and effect, and provided proof thereof, for
the benefit of its Participants and its other employees engaged in System activities,
coverage for workers compensation and third party liability to the full extent required by
law.
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3.3 Financial Provisions.
3.3.1 Preparedness Funds
3.3.1.1 In its sole discretion, Sponsoring Agency may distribute to
Participating Agency such preparedness grant funding as Sponsoring
Agency shall be eligible to and does receive from FEMA. Any such
distributions shall be subject to the requirements of the preparedness
grants and the needs of the Task Force generally.
3.3.1.2 Any other funding received by Sponsoring Agency from sources
other than the federal government may also be made available as
Sponsoring Agency determines in its discretion. Sponsoring Agency shall
make such distributions fairly and equitably taking into account the
mission, goals and objectives of the Task Force and the needs of the
Sponsoring Agency as compared to other proper needs and demands.
3.3.2 Response Funds
3.3.2.1 Sponsoring Agency shall promptly reimburse Participating Agency
for response expenses that are authorized to be incurred by or for the
benefit of Participants engaged in Task Force activities, upon receiving
reimbursement for such expenses from the federal government. Such
expenses must be properly ascertained, accumulated and reported to the
Sponsoring Agency, and the funds to be utilized for payment must have
been reimbursed by or on behalf of FEMA to Sponsoring Agency.
3.3.2.2 After an Activation, Participating Agency shall provide Sponsoring
Agency with a complete cost reimbursement package to be submitted by
Sponsoring Agency as part of an overall claim package which Sponsoring
Agency is obliged to submit to FEMA. The Participating Agency's cost
reimbursement package shall be submitted to the Sponsoring Agency
within 60 days after the end of the Personnel Rehabilitation Period
established by FEMA. Participating Agency's cost reimbursement
package shall be prepared in conformance with applicable federal
directives which Sponsoring Agency shall disseminate to Participating
Agency. See Appendix C for reimbursement procedures and applicable
Federal Directives for compensation.
3.3.2.3 Participating Agency shall provide Sponsoring Agency with
employee compensation information for its Participants at least annually,
or as changes occur in compensation rates payable to Participants. That
information and other pertinent Participant data required by Sponsoring
Agency shall be provided in an updated version of Appendix D.
3.3.2.4 To ensure proper reimbursement from FEMA, the compensation
of Participants on the Task Force shall be in accordance with pay
4
schedules and policies established by the Final Interim Rule from the time
of activation and until the Task Force retums, is deactivated and
Participants are returned to regular work schedules.
3.3.2.5 All financial commitments of Sponsoring Agency are subject to
the availability and receipt of funds by Sponsoring Agency from FEMA and
other sources.
3.3.2.6 Neither Participating Agency nor any Participant shall be
reimbursed for costs incurred outside the scope of this Agreement.
3.4 Reporting And Record Keeping Reauirements.
3.4.1 The Participating Agency shall provide the Sponsoring Agency with the
records described in Appendix E.
3.4.2 The Sponsoring Agency shall issue a Task Force Picture Identification
Card for all authorized members listed in Appendix A.
3.4.3 Participating Agency and Sponsoring Agency shall ensure that any
medical or other records and information that are afforded confidentiality under
applicable law are protected from unauthorized disclosure.
3.4.4 Participating Agency shall provide prompt and accurate reporting as
specified in this Agreement as outlined in Appendix C, D and F.
3.5 Mandatory Minimum Requirements For Participation. Each Participant must satisfy all of
the following for participation on the Task Force.
3.5.1 Each Participant shall be an employee in good standing of the
Participating Agency. Entry-level employees who are probationary or in a similar
status are not eligible.
3.5.2 Each Participant shall be of good moral character and shall not have been
convicted of any felony or any other criminal offense involving moral turpitude.
3.5.3 Participants serving in a Task Force position that requires the individual to
hold a license, registration, certificate or other similar authorization to lawfully
engage in an activity must hold the appropriate authorization, which must be
current and validly issued.
3.5.4 Subject to any applicable FEMA standards, each Participant must meet
the medical /fitness standards mutually agreed upon by Sponsoring Agency and
Participating Agency and not have any medical condition or disability that will
prevent performance of the duties of the Task Force position he /she occupies.
5
3.5.5 Each Participant must be available on short notice to mobilize within 2
hours of request and be able to respond on a mission for up to 14 days.
3.5.6 Each Participant must be capable of improvising and functioning for long
hours under adverse working conditions.
3.5.7 Each Participant must receive such inoculations as are specified by the
DHS /FEMA in Appendix G.
3.5.8 Each Participant must be aware of the signs, symptoms and corrective
measures of Critical Incident Stress Syndrome.
3.5.9 Each Participant must understand and adhere to safe working practices
and procedures as required in the urban disaster environment.
3.5.10 Each Participant must have a working knowledge of the US &R System
and the Task Force's organizational structure, operating procedures, safety
practices, terminology and communication protocols.
3.5.11 Each Participant must have completed such courses of education and
training and other requirements as FEMA shall specify.
3.5.12 Sponsoring Agency has authority to immediately suspend or terminate .a
Participant's participation on the Task Force for failure to satisfy any mandatory
requirement.
3.6 Clothina and Equipment.
3.6.1 Sponsoring Agency will issue to each Participant certain items of personal
protective clothing and equipment, as outlined in the WATF -1 "Activation Manual
for use in Task Force activities and operations. In the event of Activation,
Participant shall provide certain additional items of personal clothing and
equipment. Items of clothing and equipment supplied by Sponsoring Agency shall
remain the property of Sponsoring Agency and shall be returned promptly
whenever a person ceases to be a Participant.
3.6.2 Subject to FEMA requirements, all uniforms will display the official patch
of the Task Force and the official patch of the US &R system, as specified by
FEMA. The Sponsoring Agency shall specify the design of the uniform and any
identifying insignia or markings.
3.7 Command. Control and Coordination.
3.7.1 When a Participant has been activated or has otherwise been placed at
the direction, control and funding of FEMA, such as, for example, during
participation in FEMA sponsored training, the ultimate authority for command,
control and coordination of the service of the Participant reposes with FEMA
6
exercised through the system chain of command. Subject to the principle just
stated, the following provisions of this Section 3.7 govern the responsibilities of the
parties with respect to supervisory, disciplinary and other specified aspects of the
Participant's employment within the context of his/her participation on the Task
Force
3.7.2 Sponsoring Agency shall exercise direct supervisory authority over
Participants during Activations, deployments and other activities of the Task Force
conducted by Sponsoring Agency, but for disciplinary purposes, that authority is
limited to temporary suspension or permanent exclusion from participation. In all
other instances where disciplinary action may be necessary, Sponsoring Agency
shall report the pertinent circumstances to Participating Agency, which shall
cooperate with Sponsoring Agency and shall administer discipline as appropriate
in accordance with the Participating Agency's established rules and regulations.
3.7.3 Nothing in this Agreement is intended to, nor does it, affect the employer
employee relationship between Participating Agency and its employees who are
Participants, and Participating Agency shall at all times continue to be fully
responsible for all of its employment obligations to its employee Participants,
including the compensation and benefits that the Participating Agency has agreed
to provide.
3.7.4 While participating in System activities conducted by the Task Force,
Participants shall be subject to and observe and comply with all lawful orders and
directions of the authorized representatives of Sponsoring Agency and the Task
Force. Sponsoring Agency retains the right to suspend or exclude any Participant
from participation on the Task Force for cause including failure to abide by the
provisions of this Agreement.
3.8 Media and Information Policy.
3.8.1 Subject to applicable law, including FEMA regulations and directives, all
photographs and video taken during a deployment will be kept under the control of
Sponsoring Agency until use in internal or external education programs or other
dissemination is approved by FEMA.
3.8.2 All applicable federal, state, and local media policies will be strictly
enforced and followed.
3.8.3 Subject to applicable rules and regulations, Sponsoring Agency will have
the primary responsibility for coordination of media coverage and liaison with
media sources and representatives concerning activities of the Task Force.
Sponsoring Agency shall endeavor to expose all Participating Agencies to
favorable media coverage opportunities.
7
3.9 Rules of Conduct.
3.9.1 All Participants will be expected to abide by the code of conduct
established by FEMA and the Sponsoring Agency.
3.9.2 The failure of a Participant to abide by the rules of conduct constitutes a
violation of the US &R code of conduct and may result in suspension or exclusion
from the Task Force under Section 3.7 above.
3.10 Preparedness Activities.
3.10.1 Sponsoring Agency shall conduct Task Force management,
administration, training, equipment procurement and other preparedness activities
required by FEMA. Participating Agency and its Participants shall cooperate with
Sponsoring Agency and shall participate in the activities as necessary to achieve
Task Force preparedness goals and objectives.
3.10.2 Specific training activities to be conducted, respectively, by Sponsoring
Agency and by Participating Agency, including training, administration and
reporting requirements, are contained in Appendix E
3.10.3 As established by System directives but subject to the availability of
federal funding, Sponsoring Agency shall procure and maintain required caches of
equipment and supplies. The contents of these caches shall be utilized for
deployments of the Task Force and, subject to federal rules and regulations, will
be made available for training activities of Sponsoring Agency and Participating
Agency. Participants shall use Task Force cache equipment and supplies only for
authorized purposes and shall exercise reasonable care to protect and preserve
the property against loss or damage. The Participating Agency shall be financially
accountable for any Task Force property that is lost or damaged due to negligence
or unauthorized use by the Participating Agency or its authorized personnel.
3.11 Notification Procedures and Other Communications.
3.11.1 Alerts and Activation.
3.11.1.1 Sponsoring Agency's commander /chief executive officer or
his /her designee shall determine whether the Task Force is capable of
and will respond to Activation Orders.
3.11.1.2 Participating Agency shall maintain at all times a "Point of
Notification" for receipt of notices from Sponsoring Agency conceming
possible deployments of the Task Force. The Point of Notification shall
include 24 -hour telephonic and electronic capabilities. Information
conceming the Participating Agency Point of Notification shall be set forth
in Appendix F.
8
3.11.1.3 Upon receipt of Alert or Activation Orders, Sponsoring Agency
shall give prompt telephonic and electronic notice to Participating
Agency's Point of Notification. The notice shall designate the Task Force
positions for which Participating Agency's Participants are being
requisitioned, the location of the assembly point, and to the extent known,
the nature and character of the Activation.
3.11.1.4 Participating Agency shall at all times maintain the capability of
providing requisitioned Participants for participation on a deployment of
the Task Force.
3.11.1.5 Upon receipt of an Activation Order for the Task Force,
Participating Agency shall cause the required Participants to respond to
the assembly point designated in the notice.
3.11.2 Mobilization.
3.11.2.1 All requisitioned Participants will respond to the designated
assembly point within 2 hours of notification with all required personal
clothing and equipment and required documentation.
3.11.2.2 Participating Agency will select its Participants through a pre-
established selection system that ensures the requisition is promptly filled
with fully qualified Participants.
3.11.2.3 Selected Participants will be subject to a pre deployment
medical screening. Any Participant who fails the screening will not be
deployed.
3.11.2.4 Sponsoring Agency retains the sole right to determine which
Participating Agency personnel, if any, will respond with the Task Force
when Activated.
3.11.3 Other Communications. Sponsoring Agency will remain in contact with
Participating Agency through the Participating Agency Point of Notification during
the period of Activation.
3.12 Critical Incident Stress Syndrome "CISS and Management.
3.12.1 Sponsoring Agency will have primary responsibility to provide CISS
training, intervention and support, before, during and after activation.
3.12.2 Costs incurred for unauthorized CISS activities are not eligible for
reimbursement.
9
4. GENERAL PROVISIONS
4.1 Effective Date. This Agreement shall be effective [date], and when it
has been duly and regularly authorized and executed by both parties.
4.2 Authority. As more specifically indicated above and below, this Agreement is
made (a) pursuant to the provisions of the Interim Final Rule or the Final Rule; and (b) under the
authority of Washington State law, in furtherance of the purposes of the National Urban Search and
Rescue Response System,
4.3 Contents of the Agreement. Upon its execution, the Agreement consists of this
Agreement, along with the following Appendices and other attachments, if any:
4.3.1 Appendix "A" Roster of personnel updated twice annually on January 30
and June 30 each year with name of individual and task force position.
Participating agency may not exceed number of personnel authorized by
Sponsoring Agency.
4.3.2 Appendix "B" List of general training required for all participants which
identifies who is responsible for providing funding and to what extent. A list of
position specific, FEMA sponsored or sanctioned training and the financial
responsibility associated with each course]
4.3.3 Appendix "C" Cost reimbursement procedures required by sponsoring
agency in accordance with final interim Rule and Pierce county budget and
Finance policy and procedures
4.3.4 App endix "D" Compensation rates updated annually for each participant
from the participating agency.
4.3.5 Appendix E List of required documents and records from participating
agency for each participant to include required certificates, licenses, Continuing
education credits.
4.3.6 Appendix F List of participating agency contacts to be updated twice
pp P P g 9 Y
annually on January 30 and June 30 each year.
4.3.7 Appendix G Directive 2005 -008, Medical screening requirements
4.4 Amendments and Termination.
4.4.1 Except as otherwise expressly provided, this Agreement may be modified
or amended only by another written agreement approved and executed by both parties,
and all such amendments will be attached to this Agreement.
4.4.2 Term and Termination. The Agreement shall continue in effect unless and
until terminated as provided in this Agreement. The Agreement may be terminated by
10
either party upon 30 days written notice, except that Participating Agency may not
terminate this Agreement without the written consent of Sponsoring Agency during any
time interval when the Task Force has been placed on Alert status or has been Activated if
the Alert or Activation affects Participants of the Participating Agency.
4.5 Miscellaneous Provisions.
4.5.1 The obligations of the Participating Agency set forth in this Agreement are
non delegable and may not be assigned to or assumed by any other person
without the prior written consent of Sponsoring Agency.
4.5.2 Except and to the extent federal law controls, this Agreement shall be
construed and enforced, as between the parties, according to the laws of the State
of Washington.
4.5.3 No party shall engage in any conduct or activity in the performance of this
Agreement or participation in the System that constitutes a conflict of interest
under applicable federal, state or local law, rules and regulations.
4.5.4 Each party shall at all times observe and comply with all applicable
federal, state and local laws, rules and regulations.
4.5.5 Except as provided otherwise with respect to emergency notifications, if it
is necessary for the purposes of this Agreement for one of the named parties to
give notice to the other named party, notice shall be in writing with the expenses of
delivery or mailing fully prepaid and shall be delivered by personal service or a
form of public or private mail service requiring proof of delivery. Notice is effective
upon personal delivery, or by mail service, on the date of either actual receipt or
five days after posting, whichever is first. Unless changed in writing in accordance
with this Section, notice shall be served on the party at the address shown in
Sections 1.1 and 1.2 of this Agreement.
4.5.6 Titles and section headings are for convenience only and are not a part of
the parties' Agreement.
4.5.7 Should any provision of this Agreement be determined to be invalid or
unenforceable under applicable law, the provision shall, to the extent required, be
severed from the remainder of the Agreement which shall continue in full force and
effect.
4.5.8 This Agreement and its provisions are binding upon and inure to the
benefit of the parties and to their respective successors in interest, provided,
however, this Agreement does not and will not bestow any rights or remedies upon
persons to whom an unlawful delegation or assignment has been made by
Participating Agency.
11
4.5.9 This Agreement is made for the sole and exclusive benefit of the named
parties and their lawful successors in interest, and no other person or entity is
intended to, nor shall such other person or entity acquire or be entitled to receive
any rights or benefits as a third -party beneficiary of this Agreement.
4.5.10 Neither the United States of America or the State of Washington is a party
to this Agreement.
4.5.11 Each person executing this Agreement represents that: he /she was and
is lawfully authorized to sign the Agreement on behalf of the party he /she
represents; execution of the Agreement was duly and regularly authorized by the
party's governing body; and, to the person's best knowledge and belief the
Agreement is a binding and enforceable obligation of the party on whose behalf
he /she acted.
4.5.12 Each party represents to the other: that the party has fully read and
understood all of the provisions of this Agreement including the Appendices and
other attachments, if any; that the party has secured and considered such legal
advice and other expert counsel as the party deemed necessary and advisable for
these purposes; and, that in agreeing to execute and become a signatory to this
Agreement the party has deemed itself adequately informed and advised as to all
of the risks assumed and obligations undertaken pursuant to this Agreement.
4.5.13 This Agreement, including the Appendices and attachments, if any,
constitutes the entire agreement between the parties and it supersedes any prior
agreements on this matter.
12
5. Execution
This Agreement was executed by the parties on the dates shown below.
SPONSORING AGENCY:
Date: f 1
By:
Title:
And By
Title:
PARTICIPATING AGENCY:
Date: f 1
By:
Title:
And By
Title:
13
Appendix A
WATF 1 Personnel Roster
[PARTICIPATING AGENCY TO LIST THEIR ROSTERED PERSONNEL
AND POSITION ASSIGNED]
14
Appendix B
Training responsibilities
Sponsoring agency responsibility
FEMA Sponsored, Sanctioned, Equivalent, approved training
1. The sponsoring agency will provide funding for travel, lodging and meals for all FEMA
sponsored and FEMA sanctioned training for participating members selected to attend by
the Sponsoring Agency as funding from the CA permits. Salary expense to include backfill
or overtime is not authorized
2. The sponsoring agency will provide funding for travel, lodging and meals for FEMA
approved and FEMA Equivalent training on a case by case basis and only with prior
approval as funding from the CA permits. Salary expense to include backfill or overtime is
not authorized
3. The sponsoring agency will provide funding for travel, lodging, meals and wages to include
overtime or backfill for hours worked only, for training that is required to maintain a
certification. Salary expenses are authorized only if the training is unique to the task force
and is not a requirement of the individuals participating agency as a condition of
continued employment and as funding from the CA permits.
4. The Sponsoring agency will provide funding for expenses to include overtime or backfill for
mobilization exercises and other activities identified on a case by case basis and as
funding from the CA permits.
5. The Sponsoring Agency will financially support only the authorized members from a
participating agency, identified in Appendix C, and no more than the allowed 3 deep for
each functional position on the FEMA US &R approved Task Force compliment.
Authorized members from the participating agency must be identified by name as well
as position and the list must be updated twice annually on January 30 and June 30 by
the participating agency.
An individual may hold only a single position on the task force. The only exception to
this rule is that a member may also hold a position as a CDL driver.
A maximum of 210 positions have been identified and each participating agency is
authorized to have on the task force a set number of positions which they are allowed
to fill with qualified personnel. Thirty additional positions are allocated for CDL drivers.
The US &R Task Force Readiness Cooperative Agreement specifies the number of
authorized personnel.
The specific positions available for a participating agency to fill are determined by the
Task Force Leaders from Seattle, King County and Pierce County in consultation with
the participating agency.
15
General requirements Sponsoring Agency
1. Inoculations: The sponsoring agency will provide funding for the expense of
obtaining the required inoculations. Reimbursement for salary to include overtime or
backfill for the time required to obtain them is NO authorized for these individuals. See
appendix J for list of required inoculations.
2. Hazmat Operations: The Sponsoring Agency will provide annual refresher
training for First Responder Operations Level Hazardous Materials per OSHA standard
1910.120, Hazardous Waste Operations and Emergency Response if a participant
would not normally receive that training as a condition of employed by a first response
organization. Reimbursement for salary to include overtime or backfill is authorized for
these individuals.
3. US &R orientation: Four hours of training will be provided by the Sponsoring Agency.
Salary expense to include reimbursement for backfill or overtime is authorized.
4. Annual Quantitative Fit testina: The Sponsoring Agency will provide opportunity
to fit test the Task Force Scott Face pieces and will issue a certificate of refresher
training per 29 CFR 1910.134. Reimbursement for salary to include overtime or backfill
is not authorized. Every effort will be made to provide fit testing opportunities to
individuals who are on duty and at a location within their area of responsibility.
5. FEMA US &R WMD enhanced operations: Training will be provided by the
Sponsoring Agency. Salary expense to include backfill or overtime reimbursement is
authorized.
6. Water rescue operations: Awareness level training for will be provided by the
sponsoring agency. Salary expense to include backfill or overtime reimbursement will
be authorized
7. Confined space: Awareness level training for will be provided for individuals who
do not receive this training from their agency as a condition of employment or who do
not have operations or technician level confined space training as required by their
position description. Reimbursement for salary to include backfill or overtime
expenses will be authorized.
8. GPS: Awareness level training will be provided. Reimbursement for salary to
include backfill or overtime expenses will be authorized
9. Biennial medical screenina: The Sponsoring Agency contracts with a medical service
provider for this purpose. (Appendix J)
All participants who do not receive medical screening as a condition of
employment will receive this service according to the process outlined in Appendix
J.
Expenses associated with medical screening requirements that exceed a
participating agencies medical screening process will be reimbursable by the
Sponsoring Agency.
Reimbursement for salary to include backfill or overtime expenses will not be
authorized
16
Participating Agency Responsibility General Requirements
Authorized members will be allowed to attend FEMA Sponsored and FEMA Sanctioned training as
staffing allows, when the opportunity presents itself and when the training is an identified
requirement for the specific position on the task force.
Participating agency's are responsible for an authorized member's salary or backfill expense and it
is not eligible for reimbursement from the Sponsoring Agency.
Participating agencies are responsible for a participant meeting the general training requirements
listed below
1. Must be Physically fit to perform the duties assigned without accommodations
2 Must be available on short notice to mobilize within 2 hours to the point of assembly, be
self sufficient for at least 72 hours and be available for a response assignment of up to 10
days.
3. Must be capable of improvising and functioning for long hours under adverse conditions.
4. Must be able to function safely at heights and on and around rubble.
5. Participating agency must provide certificate of training or letter signed by their agency,
showing an individual has been provided training to make them aware of the signs and
symptoms of Critical Incident Stress Syndrome.
6. Provide and maintain a current certificate for American Heart Association or equivalent
CPR, Basic Life Support.
7. Provide a current certificate of training or agency letter as proof of annual refresher training
for First Responder Operations Level Hazardous Materials per OSHA standard 1910.120,
Hazardous Waste Operations and Emergency Response if employed by a first response
organization and if it is required as a condition of employment.
8. Certificates of completion for IS 100, IS 200, IS 700 and IS 800 on line courses must be on
file with the sponsoring agency. Salary expense to include backfill or overtime
reimbursement is not authorized for taking these courses.
9. Participating agencies will schedule authorized members to attend annual fit testing
opportunities while the individual is working and on duty to reduce expense.
10. Participating agencies will provide certificates of completion for DOJ Emergency Response
to Terrorism, Basic Concepts or equivalent. Salary expense to include backfill or overtime
is not authorized
11. Rescue Systems 1 training is a requirement for all members and is the responsibility of the
participating agency. Tuition and Salary expense to include backfill or overtime is not
authorized.
12. Participating Agencies that have an annual or bi annual medical screening program will
provide a fit for duty letter signed by the agencies medical service provider per FEMA
directive 2005 -008. See appendix J
17
Participating agency responsibility Position Specific Requirements
If an individual must maintain a certificate or license as a condition of employment it is the
responsibility of the Participating Agency to forward to the Sponsoring Agency a copy of
updated license or certification. Examples are;
Hazmat Medical Surveillance
Annual EMT CE's
EMT Certification
Medical Licensure
CPR Recertification every three years
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Appendix C
Reimbursement procedures
The Sponsoring Agency will reimburse a Participating Agency in accordance with the language of
the Interim Rule in a timely manner upon receipt of accurate and complete required documentation
of expenses.
Only actual expenses authorized will be reimbursed.
Equipment expenses
All purchases related to activation must be processed and approved by the Sponsoring
Agency and must be items located on the DHS /FEMA approved US &R cache list.
Purchase orders must include the cache item number associated with the purchased
equipment.
Cache item numbers are located on the current cache list which can be found in the WATF
1 web portal.
For every equipment item procured, there must be proper supporting documentation to
receive reimbursement including, purchase orders, requisitions, and invoices from the
vendors with appropriate authorizing signatures.
If an equipment purchase exceeds the item's cost cap, the purchasing agent must receive
in advance Sponsoring Agency approval and provide written justification to the Sponsoring
Agency for documentation purposes.
Requests for purchase or maintenance of equipment and supplies not appearing on the
equipment cache list, or that exceed the number specified in the equipment cache list,
must be made in writing to the DHS /FEMA US &R Program Manager.
No Federal funds provided under any preparedness cooperative agreement may be
expended to purchase or maintain any equipment or supply item unless:
1. The equipment and supplies directly support the Sponsoring Agencies US &R
capability, or
2. The DHS /FEMA US &R Program Manager approves the expenditure and gives written
notice of his or her approval to the Sponsoring Agency before the participating agency,
or Sponsoring Agency purchases the equipment or supply item.
The Sponsoring Agency is responsible for compiling all reimbursement claims. For each
invoice, the Sponsoring Agency will provide a cover sheet. The invoice cover sheet will
itemize each item purchased. A summary document will be provided to list all invoices
submitted.
Salary and Wage reimbursement
Salaries and Backfill reimbursement for Readiness activities shall be reimbursed as
specified above and in accordance with the Participating Agency's standard pay policy.
The Sponsoring Agency retains the right to modify reimbursement levels for each
Readiness activity based on Cooperative Agreement funding availability and other
mitigating factors.
Salaries and Backfill reimbursement for Activation activities shall be reimbursed in
accordance with the Participating Agency's standard pay policy and all rules as specified in
19
the Interim Rule. Furthermore, the Participating Agency must prepare and submit to the
Sponsoring Agency, in the proper claim format, all requests for reimbursements within 60
days after the Rehabilitation Period has ended. The Sponsoring Agency will provide the
Participating Agency the most current format available at time of activation. Proof of
salaries /benefits /backfill payments to Activated Personnel and backfill personnel must be
submitted as part of the reimbursement claim request packet.
The Sponsoring Agency will submit a full claim reimbursement request to DHS /FEMA.
Upon completion of review by DHS /FEMA, the Sponsoring Agency will process payments
to the Participating Agency based on the final claim approval by DHS /FEMA.
The Participating Agency can request the Sponsoring Agency submit an appeal of any un-
allowed expenses within 30 days of receiving notification of an exception to the original
reimbursement claim amount. Additional documentation or explanation must accompany
the appeal request.
20
Appendix D
Compensation Rates
[PARTICIPATING AGENCY TO LIST THE COMPENSATION RATE FOR THEIR ROSTERED
PERSONNEL]
21
Appendix E
Required documents and records from Participating agency
1. On Agency letterhead, verification of "General Training Requirements" for rostered
personnel.
2. Certificates of completion for requirements listed in the "Position Description Directive"
dated 2008 -05, or any subsequent revisions of this document.
3. Participating Agencies that have an annual or bi annual medical screening program will
provide a fit for duty letter signed by the agencies medical service provider per FEMA
directive 2005. This is to include a respiratory questionnaire.
22
Appendix F
List of participating agency contacts
Participating agency: [LEGAL ENTITY NAME]
Address
Phone
Point of Contact
23
Appendix G
Medical Screening
Medical Screening of all authorized members is required annually by DHS FEMA US &R program
directive.
Departments with an existing annual medical screening program;
WATF -1 will reimburse Task Force member's agency for any required additional medical
testing that is not currently provided under the agency's existing program. The
Department may bill WATF -1 with a single billing for all of its authorized members for the
additional testing required by FEMA.
WATF -1 will reimburse agencies for expenses incurred up to but no more than the current
contracted prices from the Sponsoring Agencies Contracted Medical Service Provider.
Individual Task Force members may not submit medical bills for reimbursement only
participating agency bills will be accepted.
Departments without an existing annual medical screening program
Authorized members without existing health screening from their Participating Agency will
be required to use the Sponsoring Agency's contracted medical service provider for health
screening.
Required testing includes;
Vital signs and standard physical examination
Laboratory
o CBC, Differential platelets
o Chemistry panel to include liver renal function tests
Aspartate Aminotransferase (AST)
Alanine Aminotransferase (ALT)
Alkaline Phosphatase (AlkPhos)
Gamma- Glutamyl Transpeptidase (GGTP)
Total and direct Bilirubin
creatinine
blood Urea Nitrogen (BUN)
Glucose
electrolytes, (Na, K, CI, Co2)
Total protein
Albumin
Calcium.
o Urinalysis (urine dip, microscopic if indicated)
o Urine heavy metal screen, (qualitative, spot urine). HAZMAT task Force
members only
o Spirometry
o Chest x -ray (PA and Lateral) To establish baseline, Does not need to be repeated
annually unless medically indicated
o Resting 12 -lead ECG
24
o Stress 12 -lead ECG (as indicated, stratified by age above 46 years, or coronary
artery disease risk factor assessment in accordance with sponsoring agency
policy)
o RBC cholinesterase (initial baseline or additional testing if medically indicated)
does not need to be repeated annually unless medically indicated.
o HBsAB Hepatitis B Surface Antibody, (validation of hepatitis B immunity) Titer
need only be done once unless previously documented and greater than 10mU /ml;
Administer Hepatitis B vaccine series if titer less than 10 mU /ml and repeat
approximately 6 weeks after vaccination series.
Frequency: All current and future newly assigned US &R task force members shall receive the
minimum baseline health screening to be repeated annually unless procedure is to establish
baseline. The need for post deployment interval screening will be determined by the presence
of symptoms or based upon mission risk assessment by the Incident Support Team Medical
and Safety Officers and consultants like CDC, NIOSH, OSHA, and EPA.
Vaccinations and TB Screening
PPD (TB skin Test) annually
Influenza A B (Seasonal)
Tetanus Toxoid or teanus /diptheria (Td) every 10 years
MMR (measles, Mumps and Rubella)
Polio (OPV or eIPV)
Hepatitis A B
Varicella (or personal history of illness or prior antibody titer)
Documentation of MMR, polio, hepatitis A &B and varicella by reported history and signed by.
the Authorized member should be reasonable proof of vaccination if other documentation is not
available.
Vaccination declination must be documented in TF occupational health records.
25
Finance Safety Committee Minutes October 7. 2008 Paae 2
Start-up costs estimated at $200,000.
9 Time investment to reach a maintenance level for an operational program.
The City of Tukwila is not the only City requesting information from Des Moines regarding their Animal
Control Division. Recently, Des Moines representatives made a similar presentation to the City of Kent.
Kevin and Jan distributed copies of Des Moines Municipal Code sections pertaining to animal control, the
2008 Iine item budget narrative for the Des Moines program, and the actuaUestimate revenues generated
by City of Des Moines animal licenses. In closing, Des Moines staff offered their assistance in answering
questions as Tukwila researches animal control options in more detail. When starting to implement a
program such as this, Kevin and Jan recommended beginning by establishing the appropriate ordinances,
then preparing and implementing a structured program, and undertaking problem areas first.
II. BUSINESS AGENDA
A. Resolution Ordering the Cancellation of Outstanding. Unredeemed Finance Claims Checks. Municipal
Court Checks and Foster Golf Gift Certificates
Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which
will be reported to Washington State in 2008. This year's cancellations total $4,624.80. All cancellations
will be returned to the appropriate City funds with the exception of golf course gift certificates which will
be remitted to the Washington State Department of Revenue Unclaimed Property Section. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
B. Resolution Regarding Annual Cancellation for Accounts Receivable
Staff is seeking approval of an annual resolution to cancel (write -off) account receivables deemed
uncollectible. This year's annual account receivable write -off totals $9,080.51. UNANLMOUS
APPROVAL. FORWARD TO OCTOBER 13 COW.
C. Memorandom of Agreement for FEMA National Urban Search and Rescue Response System
Staff is seeking full Council approval to enter into a memorandum of agreement (MOA) with Pierce
County Depai tnient of Emergency Management for Tukwila's participation in Washington Task Force 1
(WATF -1) of the Federal Emergency Management Agency's (FEMA) National Urban Search and Rescue
Task Force System.
This is the continuation of a previous agreement which has allowed Tukwila's participation in the Task
Force which responds to nationally declared disasters. Experiences and training opportunities from
participation in this Task Force are invaluable. The new MOA includes several regulatory changes.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 13 COW.
III. ANNOUNCEMENTS
No announcements.
IV. MISCELLANEOUS
Meeting adjourned at 5:23 p.m.
Next meeting: Tuesday, October 21, 2008 5:00 p.m. Conference Room 3
@A Committee Chair Approval
Minutes by KAM.
COUNCIL AGENDA SYNOPSIS
Q Initials ITEI NO.
Q j SS% VS iVIeeting Date 1 Prepared by 1 Mayor's review 1 Council review
10/13/08 1 LV IA_ 1
10/20/08 1 LV 1 1
•i.19o 0 i I 1 1
1 1 I C'
ITEM INFORMATION
CAS NUMBER: 08-125 I ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AGI:NDA An Ordinance adopting the Fire Master Plan, adopting Mayor's recommendations,
and establishing Level of Service Standards
C Discas ?on 1 1 Motion Resolution Ordinance Bid Award Public Hearing 1 1 Other
Alt; Date 10/13/08 1Itg Date lltg Date 1ltg Date 10/20/08 Mtg Date ltg Date 10/20/08 Mtg Date
!SPONSOR 1 1 Council Major Adm Svcs DCD [1 Finance Fire Legal P&R fl Police 1 1 PJV
SPONSOR'S An Ordinance adopting Fire Master Plan, adopting Administration responses to Plan
SL'\IM .\RY recommendations (implementation), and establishing Level of Service for fire services.
RI ,\'1EwI:,D BY I 1 COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Il Arts Comm. Parks Comm. Planning Comm.
DATE: 08/19/08; 9/23/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Approve and forward to COW for discussion
COMMIT`I EE Forward to Committee of the Whole for discussion
COST IMPACT FUND SOURCE
Ex PIND ITU RI RI ,Q U IRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
1 10/13/08 1
MTG. DATE ATTACHMENTS
10/13/08 Informational Memorandum dated 8/19/08 (revised 10/13/08) to include attachments:
Addendum 1 (to be added to Fire Master Plan, distributed previously) Exhibits B &C
Ordinance in draft form
Minutes from the Finance Safety Committee meetings of 8/19/08 and 9/23/08
(Please bring your copy of the Fire Master Plan, distributed previously)
C ity of Tukw
O 6200 Southcenter Boulevard Tukwila, Washington 98188 Jim Haggerton, Mayor
1908 INFORlMATION MEMORANDUM
To: Finance and Safety Committee
Committee of the Whole (COW)
CC: Mayor Haggerton
Rhonda Berry
FROM: Lisa Verner, Mayor's Office
Nick Olivas, Fire Chief
DATE: August 19, 2008; revised October 13, 2008
RE: Fire Master Plan, Administration Responses to Plan Recommendations and LOS
Goal
ISSUE
Adopt the new Fire Master Plan, adopt the Administration responses to the Plan's
recommendations, and adopt a Level of Service goal for fire services.
BACKGROUND
The Fire Department does not have a Master Plan. A proposed Master Plan has been
developed by consultants, ESCi, as the first phase of a joint agreement with the City of SeaTac
to evaluate whether or not the two cities' fire departments should be merged, fol ni a separate
fire district, or look for other opportunities for cooperation and coordination. It is ready for
review and adoption by the City.
The Administration is evaluating new sources of revenue for the City. One such source is
"impact fees" through which new development helps to pay for capital facilities necessitated
due to the new growth. Mayor Haggerton's goal is to analyze options and to adopt impact fees
by the end of 2008.
The Growth Management Act allows impact fees for parks services and for fire services, in
addition to the traffic impact fees the City has already enacted. In order to consider and adopt
impact fees, the City needs to have adopted a Fire Master Plan and identified a level of service
goal for fire services.
DISCUSSION
The new Fire Master Plan evaluates the current state of the Fire Department and makes
recommendations concerning a variety of issues: personnel and staffmg, facilities, apparatus,
and management. It shows area coverage from each of the stations, includes an inventory of
Phone: 206- 433 -1800 City Hall Fax: 206 433 -1833 www.ci.tukwila.wa.us
Page 2 of 3
equipment and stations, and discusses the kinds of service provided by the Department. The
proposed Fire Master Plan is attached as Exhibit A.
The Administration has evaluated the recommendations contained in the Fire Master Plan. The
recommendations can be divided into "short term" and "long teini" items; both include capital
facilities and operations maintenance. The short teiiii items are needed to make up existing
deficiencies which the Fire Master Plan finds make it hard for the Fire Department to maintain
the existing LOS. The Administration has evaluated these based on prudent use of equipment,
cost, and sustainability. These items can be phased in over the next several years and support
the existing LOS. The long teuu items will be needed due to growth over the next 15 years; the
long teiul capital facilities items can be funded in part by impact fees.
The Administration's response to the recommendations contained in the Fire Master Plan is
attached as Exhibit B. A worksheet summarizing how the Administration would accomplish
the recommendations over the next 6 years is attached as Exhibit C.
The level of service goal that the Administration recommends is described in the Fire Master
Plan as:
Establish a goal of response to calls for service within the City in 5 minutes 33 seconds
90% of the time
4 stations distributed throughout the City
Provision of the following services: prevention, suppression, aid, rescue, haz mat
response, and public education
Equipment level of 3 front line engines, 1 front line aerial, and 1 front line aid car
Personnel level of 3 shifts of professional firefighters per day
This level of service should be provided by the Fire Department and maintained as a goal as
growth occurs over the next 15 years.
As mentioned, the Mayor's goal is to analyze options and to adopt impact fees by the end of
2008. There are two steps that need to be done before impact fees can be considered. The first
step is to have LOS standards for both Parks and Fire. The adoption of the Fire Master Plan
and Fire LOS goals as recommended below will accomplish this first step for Fire. The
Community Affairs and Parks Committee is addressing adoption of LOS for Parks.
The second step needed before impact fees can be considered is an emergency Comprehensive
Plan amendment to add "Fire" and the adopted LOS for Fire and Parks to the Capital Facilities
Element of the Plan. The Community Affairs Parks Committee will review the
Comprehensive Plan amendment on September 22, with a courtesy review by Finance Safety
on September 23.
After these two steps are complete, then a review and discussion of impact fees will begin. The
anticipated schedule is as follows: Staff will have a draft impact fee Ordinance and bring it to
Finance Safety Committee for a recommendation (October 21) and to Community Affairs
Parks Committee for a courtesy review (October 27). The draft impact fee Ordinance is
Page 3 of 3
scheduled for a COW review and public hearing on November 10 with a Council decision to
adopt or not adopt anticipated on November 17
RECOMMENDATION
Adopt an Ordinance which
adopts the Fire Master Plan,
adopts the Administration's responses to the Plan's recommendations, and
establishes a level of service goal for fire services.
Attachments: Exhibit A Fire Master Plan Addendum 1
Exhibit B Administration's Responses on Fire Master Plan
Recommendations
Exhibit C Worksheet for Administration's Responses on Fire Master Plan
Recommendations
Addendum
Addendum I
Recommended capital expenditures for the City of Tukwila included replacement of two
facilities: Fire Station No. 51 and 52. A key element of the facility development is the acquisition
of suitable property to locate the structures. The amount of land identified for Fire Station No.
51 replacement is 3.3 acres and 1.0 acre for a replacement of Fire Station No. 52.
Bare land in the central business district for Fire Station No. 51 is estimated to cost
approximately $35.00 per square foot.' Raw land on the hill section, to relocate Fire Station No.
52 is slightly less at approximately $20 -25 per square foot.'
Estimates of the cost to purchase land for the two fire stations is in Figure 1.
Figure 1: Estimated Cost of Land for Replacement Fire Station No. 51 52
Replacement No. of No. of Square Cost per Square Foot Total
Acres Feet
Fire Station No. 51 1 3.3 I 143,560 $35.00 1 $5,031,180
Low Range $871,200
Fire Station No. 52 1.0 43,560 $20.00
High Range $1,089,000
$25.00
$5,902,380
Total to
$6,120,180
Property acquisition cost for Fire Station No. 51 and 52 ranges from $5,902,380 to $6,120,180.
Summary of Capital Needs from Community Growth
An impact fee is a fee implemented by a local government on a new or proposed development
to assist or pay for that portion of the costs that the new development affects existing public
services. The fees are a charge on new developments to help fund and pay for the construction
or needed expansion of offsite capital improvements. These fees reduce the economic burden
on local jurisdictions that are trying to deal with population and service demand growth in the
area.
Source: Brian A. Bruininks, Certified Commercial Investment Member (CCIM), The Andover Company.
2 Note: 1 acre 43 560 square foot.
A summary of capital requirements for the City of Tukwila Fire Department comprises the
procurements for both existing needs and those to meet the needs that result from new
development. The capital requirements to serve future growth of the City were separated from
those designated to meet current service demand. An estimate of the capital requirements for
facilities and apparatus to meet future service demand is complied in Figure 2.
Figure 2: Capital Requirements Linked to New Development
Capital Item Total Square Square Feet Linked Total Cost Cost Linked to
Feet to Impact Impact
Construction cost of
relocated Fire Station 25,000 15,000 $11,870,000 $7,122,000
No. 51
New Aid Car for Fire N/A N/A $185,000 $185,000
Station No. 51
Fire Engine for Fire $525,000
Station No. 54 N/A N/A to $750,000
(replacement for
aerial apparatus) $750,000
Land requirement for
relocated Fire Station $871,200
No. 52 (required if 43,560 43,560 to $1,089,000
Fire Station No. 51 is (1.0 acre) $1,089,000
relocated)
Construction cost of
relocated Fire Station N/A N/A $3,500,000 $3,500,000
No. 52
Total Cost Linked to Impact 1 $12,646,000
The capital cost of facilities and apparatus to meet service demand linked to the impact from
growth totals $12,646,000.
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DRAFT
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, ADOPTING THE 2008 FIRE MAS 1'l 1( PLAN WITH THE
INCLUSION OF THE MAYOR'S RESPONSE SPECIFYING PHASED
IMPLEMENTATION; ESTABLISHING LEVEL -OF- SERVICE GOALS FOR
FIRE SERVICES; PROVIDING FOR SEVERABILITY; AND
ESTABLISHING AN EFFECI7 VE DATE.
WHEREAS, the City wishes to have a Fire strategic plan, addressing fire services
needed for growth in the next decade and establishing level -of- service goals for the Fire
Department; and
WHEREAS, the City Council desires to adopt the recently- prepared 2008 Fire
Master Plan, which contains level -of- service recommendations; and
WHEREAS, the 2008 Fire Master Plan provides a comprehensive analysis of the
services provided by the Fire Department; and
WHEREAS, the Mayor has reviewed and responded to the 2008 Fire Master Plan,
specifying phased implementation based on available funding of the recommenda-
tions contained therein; and
WHEREAS, the City Council has reviewed the 2008 Fire Master Plan and has
accepted the Mayor's recommendations; and
WHEREAS, the Fire Master Plan, the Mayor's response thereto, and the City's
level -of- service goals for fire services was presented to the public for comment and
modification at a public hearing on October 20, 2008;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, DO ORDAIN AS FOLLOWS:
Section 1. Fire Master Plan. The City of Tukwila hereby adopts the 2008 Fire
Master Plan and the Mayor's recommendations thereto, which is attached hereto as
"Exhibit A" and by this reference fully incorporated herein.
Section 2. Fire Level of Service. The City of Tukwila hereby adopts the following
Level -of- Service Goals for the Fire Department:
Establish a goal of 5 minutes, 33 seconds, for response to calls- for service within the
City, at least 90% of the time.
Operate four fire stations distributed throughout the City.
Provide the following fire services: prevention, suppression, aid, rescue, hazardous
materials response and public education.
Maintain equipment level of three front -line fire engines, one front -line aerial fire
engine, and one front -line aid car.
Maintain personnel level of three shifts of professional firefighters per day.
C \Documents and Settings \All Users Desktop Kelly MSDATA Ordinances Fue Master Plan.doc
ken 10/10/2008 Page 1 of 2
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 five days
after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of 2008.
ATTEST/AUTHENTICATED:
Jim Haggerton, Mayor
Christy O'Flaherty, CMC, City Clerk
Filed with the City Clerk:
APPROVED AS TO FORM BY: Passed by the City Council:
Published:
Effective Date:
Office of the City Attorney Ordinance Number:
Attachments: Exhibit "A" Fire Master Plan and Mayor's Recommendations
n \Documents and Set8ngs \All Users Desktop Kelly MSDATA Ordinances Fire Master Plan.doc
ksn 10 /10/2008 Page 2 of 2
'21
0 City o f Tukwila
Qe %�i
N Finance Safety Committee
t
s,,, 1908
FINANCE AND SAFETY COIVIlVIITTEE
Meeting Minutes
August 19, 2008 5:00 p.m.
PRESENT
Councilmembers: Dennis Robertson, Chair; Pam Linder and Kathy Hougardy
Staff: Jim Morrow, Derek Speck, Katherine Kertzman, Lisa Verner, Nick Olivas, Don Tomaso,
Bob Noland, Rhonda Berry and Kimberly Matej
Guests: Chuck Parrish
CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:10 p.m.
Committee Chair Robertson amended the agenda to delay the discussion of Item F to a future meeting due to the
length of the current agenda. Item B was moved to the first item on the agenda, and Item C was moved to the end
of the agenda.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Installation of Above Ground. Bio- Diesel Tank
Fire department staff has granted an exception to Tukwila Municipal Code (TMC) 16.16.040 for the
installation of an aboveground bio- diesel fuel tank at 14905 Interurban Avenue South (76 gas station) in a
zone outside of those specified in the Code. All exceptions to this TMC are made in writing by the Fire
Chief or Fire Marshal.
This tank is code compliant and its installation will not adversely affect surrounding properties. The tank
is being installed only for diesel fuel and can be removed if it goes unused for one year.
The Committee requested that the informational memo submitted for this agenda item be distributed to
full Council with clarification regarding tank removal and restatement of this as an informational only
item. PIi FORMATION ONLY.
B. Travel Planner Advertisement for Seattle Southside
Staff is requesting full Council authorization for the Mayor to sign a contract in the amount of $27,750
with Destination Media Alliance, LLC for Seattle Southside's advertisement in the 2009 Official
Washington State Travel Planner.
The Washington State Travel Planner publication has not been previously utilized by Seattle Southside
for advertising. Staff is planning for a full -back page, 4 -color advertisement very similar to our current ad
placement in the Washington State Visitors Guide. Katherine Kerztman reported that having the back
page of each publication should assist staff in evaluating the effectiveness of each publication to
determine future proposed media schedules /plans. UNANLVIOUS APPROVAL. FORWARD TO
AUGUST 25 COW FOR DISCUSSION.
C. Fire Den artment Master Plan
Staff is seeking Council approval of an ordinance which adopts the Fire Master Plan as well as
Administration's responses to the Plan's recommendations, and establishes a level of service goal for fire
services.
Finance Safety Committee Minutes August 19, 2008 Page 2
Given the complexity of this item, Lisa Verner provided an informational outline to the Committee that
summarized and highlighted the details of reviewing and discussing the Plan and accompanying
information, in addition to establishing a level of service goal for fire services. Implementing the Fire
Plan's recommendations could have a large impact on the budget, and Committee members agreed that it
is in the best interest of the City to delay adoption of the Plan, until after full Council has had the
opportunity to begin the preliminary review of the upcoming Budget and Financial Planning Model which
is anticipated to begin in October.
Nick Olivas provided a brief history of the advent of the Fire Master Plan and explained the City's
involvement with the City of SeaTac in this process. The Plan has been through several draft versions and
was originally scheduled for completion on July 1. The recommendations made in the Plan are basically
those of the consultant. Overall, the intent of the Plan is to look at delivery of service and the cost of
service.
./j After this introduction, the Committee reviewed the Plan document. Members will continue to review the
Plan individually outside of the Committee.
The Committee recognizes the amount of time it will take to review the Plan and Administration's
respective recommendations. Therefore, Committee members have requested this item return to Finance
and Safety prior to going to full Council for discussion. The Public Hearing regarding the Plan scheduled
for this Monday, August 25 will be canceled and rescheduled to a later date.
Due to time constraints and scheduling conflicts, the Committee has agreed to schedule an additional
Finance and Safety Committee meeting the week of September 22 to continue discussion and review of
the Plan and Administration's recommendations to the Plan. Kimberly will schedule the meeting with
appropriate staff. Based on this timeline, the Plan will return to Committee in late September and is
anticipated to be forwarded to a COW in early October. RETURN TO FINANCE AND SAFETY
COMMITTEE FOR FURTHER REVIEW.
D. Sale of Surplus Property at 7220 SW 43r Street
Staff is seeking full Council approval to accept a bid for the above named property to the Harnish Group,
Inc, in the amount of $501,000.
In June 2007, the Council declared the property located at 7220 SW 43r Street as surplus (see Council
minutes dated June 18, 2007). The property was previously two parcels that had been consolidated into
one and was appraised at $480,000. T wo bids were received, and the highest bidder was the Harnish
Group, Inc.
The Committee has asked staff to identify the fund where the monies received from the sale will be
deposited. Staff will research the request and provide the information to full Council. UNANIMOUS
APPROVAL. FORWARD TO AUGUST 25 COW FOR DISCUSSION.
E. Sales Tax Revenue Report
Bob Noland discussed the Sales Tax Report actual receipts received through May 2008. He shared his
concern with lagging receipts over the prior months until May collections were recorded. May receipts
proved a rebound in actual verses estimated revenue and receipts. The City is close to last year's
collection level during this time.
The streamlined sales tax initiative is expected to effect sales tax revenue later in the year. Both the
Association of Washington Cities and the Municipal Research and Services Center are advising cities not
to overreact in planning for anticipated projections of gains or losses as a result of streamlining. In
contrast, they are recommending cities maintain their projections prior to the streamlined implementation.
s (c J ,�w1t�4, W93
:Z City of Tukwila
41/== Finance Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes ***Special Meeting
September 23, 2008 2:00 p.m.
PRESENT
Councilmembers: Dennis Robertson, Chair; Pam Linder and Kathy Hougardy
Staff: Nick Olivas, Chris Flores, Dave Haynes, Lisa Verner, Rhonda Berry and Kimberly Matej
CALL TO ORDER: Committee Chair Robertson called the meeting to order at 2:08 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Fire Department Master Plan
Today's special meeting of the Finance and Safety Committee is to serve primarily as a workshop for
Committee members to discuss, in detail, the Fire Master Plan's recommendations and Administration's
responses to those recommendations.
Exhibit B: Administration Responses to Fire Plan Recommendations and Exhibit C: Worksheet for
Administration Responses on Fire Master Plan Recommendations were reviewed extensively. Both
exhibits were originally created in mid August. Since that time, as the budget process has begun, and
during the budget process, Administration has made some changes to their responses as reflected in the
agenda packet. Staff reviewed these changes in the current exhibits which will be updated prior to going
forward to full Council.
Committee members, again, expressed their desire to begin review of the preliminary Budget and
Financial Planning Model prior to adopting the Fire Master Plan. However, due to the complexity and
detail of the Plan, the Committee would like to begin discussion of the Plan with full Council on October
13, 2008, without a recommendation for action.
Staff will ultimately seek Council approval of an ordinance which adopts the Fire Master Plan as well as
Administration's responses to the Plan's recommendations, and establishes a level of service goal for fire
services. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
B. Comprehensive Plan Amendment Capital Facilities Element
Meeting ended prior to having time to discuss this issue. Please review the Community Affairs and Parks
minutes from September 22, 2008, in which the same item is addressed. INFORMATION ONLY.
III. ANNOUNCEMENTS
No announcements.
IV. MISCELLANEOUS
Meeting adjourned at 4 :03 p.m.
Next meeting: Tuesday, September 3, 2008 5:00 p.m. Conference Room 3
Committee Chair Approval
Minutes y KAM. Reviewed by LV.
Go UNCIL AGENDA S IWOPSIS
Nrl.LA.
S 1,0 y r,�it aI ITEM No.
0 E o 1 I G 3 illeztino Date Prepared by 1 Mayor's review Council review
.18 10/13/08 1 LV
M1 *;p- 10/20/08 1 LV 1 (0 1
44.
ITEM INFORMATION
CAS NUMBER: 08-126 'ORIGINAL AGENDA DATE: OCTOBER 13, 2008
AGENDA I"rl:aiTInm: Proposed emergency Comprehensive Plan Amendment to amend the Capital
Facilities Element
C.\1'I {GORY Discussion Motion Resolution Ordinance Bid Award Public Meeting Other
lltg Date 10/13/08 ]'Itg Date Altg Date Mlitg Date lltg Date AIts Date 10/20/08 Mfg Date
SPONSOR Council Mayor n Adm Svcs DCD Finance Fire Ltgal L P &R Police PW
SPONSOR'S Proposed emergency Comprehensive Plan Amendment to add "Fire" to the list of uses funded by
SUMMARY the General Fund; to reference the Fire and Parks Master Plans; and to add Level of Service
goals for Fire and Parks services to the Capital Facilities Element of the City's Comprehensive
Plan. Threshold Decision by Council: determine this proposed Amendment is an "emergency"
and forward it to the 10/20/08 Regular Meeting, to be discussed in PUBLIC MEETING format,
and then forward to the Planning Commission for additional review.
RI a'
11.; WI M BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
1 Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 9/22/08 CAPand 9/23/08 FS (Info Only)
RECOMMENDATIONS:
SPONSOR /ADMIN. Approve and forward to COW for discussion
COMMITTEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EYPI'.NDI "I URI, REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
1 MTG. DATE I RECORD OF COUNCIL ACTION
10/13/08
MTG. DATE I ATTACHMENTS
10/13/08 Informational Memorandum dated 9/22/08 with attachments
Minutes from the Community Affairs Parks Committee meeting of 9/22/08
Minutes from the Finance Safety Committee meeting of 9/23/08
C it y ofTukw lla
v t t 6200 Southcenter Boulevard ®Tukwila, Washington 98188 Jim Haggerton, Mayor
1908
INFORMATIONAL MEMORANDUM
TO: Community Affairs and Parks Committee (action)
Finance and Safety Committee (information)
CC: Mayor Haggerton
Rhonda Berry
FROM: Lisa Verner, Mayor's Office
DATE: September 22, 2008
RE: 1) Request for "Emergency" status of proposed Comprehensive Plan Amendment
2) Proposed Comprehensive Plan Amendment
ISSUE
1. Determine this Amendment is an "emergency amendment"
2. Forward this Amendment to the Planning Commission for review and
recommendation
3. Amend the Capital Facilities Element of the City's Comprehensive Plan to add "Fire"
to the list of uses funded by the General Fund and to add Level of Service goals for
Fire and Parks services.
PROPOSAL
The proposal is to amend the Capital Facilities Element of the Tukwila Comprehensive Plan on
an "emergency" basis to add "Fire" to the list of uses funded by the General Fund and to add
Level of Service goals for Parks and for Fire services.
Add "the 2008 Fire Master Plan" and "the 2008 Parks, Recreation, and Open Space Plan"
to the 3 paragraph under Purpose (page 161) so that it will read:
o The City has prepared a comprehensive list of proposed capital facility
improvements, estimated their cost and identified their potential benefits. The
current information is contained in the Financial Planning Model and Capital
Improvement Program, 2004 -2009, the 2008 Fire Master Plan, the 2008 Parks,
Recreation, and Open Space Plan and in the Capital Facilities Element
Background Report Supplement, dated 2004, all bath of which are adopted by
reference as part of this Plan. The City annually reviews and updates this
information and will continue to do so as the implementation of the
Comprehensive Plan proceeds.
Phone: 206 433 -1800 City Hall Fax: 206 433 -1833 www.ci.tukwila.wa.us
CAP Infoimational Memorandum
Page 2 of 6
Add the word "Fire" to the 3 bullet point under "Issues: General Government
Facilities" (page 162) so that it will read:
o The General Fund includes money for fire, parks, trails and fisheries projects
Add "and services" to Goal 14.1 (page 165) so that it will read:
o Public facilities and services that reflect desired levels of quality, address past
deficiencies, and anticipate the needs of growth through acceptable levels of
service, prudent use of fiscal resources, and realistic timelines
Add the Level of Service goals for Fire services to be adopted with the Fire Department
Master Plan as "Policy 14.1.14" (page 166) as follows:
o Use the following levels of service to guide City investments in Fire services:
Establish a goal of response to calls for service within the City in 5
minutes 33 seconds 90% of the time
Operate 4 Fire Stations distributed throughout the City
Provide the following fire services: prevention, suppression, aid, rescue,
haz mat response, and public education
Maintain equipment level of 3 front line fire engines, 1 front line aerial
fire engine, and 1 front line aid car
Maintain personnel level of 3 shifts of professional firefighters per day
Add Level of Service goals for Parks services to be adopted as an amendment to the
Parks, Recreation and Open Space Plan as "Policy 14.1.15" (page 166) as follows:
o Use the following levels of service to guide Parks acquisition and improvement
decisions:
LEVEL OF SERVICE (LOS) STANDARDS
2022
2008 Population: 24,719
Population: 17,930 (estimated)
Park/Facility Service Current Unit of LOS Surplus LOS Surplus
Type Area Inventory Measurement Demand (Deficit) Demand (Deficit)
up to 1 /2 1.2 0.07 acres per
Mini Park mile acres 1,000 pop. 1.20 0 1.65 (0.45)
Neighborhood 1 to 1 50.4 2.81 acres per
Park* mile acres 1,000 pop. 50.40 0 69.48 (19.08)
Community 1 -5 25.0 1.39 acres per
Park miles acres 1,000 pop. 24.97 0 34.43 (9.46)
5 -20 132.0 7.36 acres per
Regional Park miles acres 1,000 pop. 131.99 0 181.97 (49.98)
33.5 1.87 acres per
Open Space acres 1,000 pop. 33.50 0 46.18 (12.68)
Neighborhood 1.9 0.90 miles of trail
Connector miles per 1,000 pop. 16.11 (14.20) 22.21 (20.30)
11.4 0.64 miles of trail
Regional Trail miles per 1,000 pop. 11.40 0 15.72 (4.32)
Community 1 1 per
Center center 15,000 pop. 1.20 (0.20) 1.65 (0.65)
22.3 acres of neighborhood parks are school district property developed as a park.
CAP Info irrational Memorandum
Page 3 of 6
The acreage above includes only parks in the City of Tukwila.
Regional park needs can be met outside of the City boundaries.
***Includes neighborhood connectors listed in the Walk Roll Plan.
BACKGROUND
1. The City is initiating a Comprehensive Plan Amendment to amend the Capital Facilities
Element of the City of Tukwila's Comprehensive Plan. The Capital Facilities Element
presents the goals and policies for Tukwila's Capital Facilities and begins on page 161 of
the Comprehensive Plan. Planning under the Growth Management Act (GMA) differs
from traditional capital improvement plans because it must identify specific facilities,
include a realistic financing plan, and adjust the plan if funding is inadequate or if
development requires previously unanticipated expansion.
The Capital Facilities Element does not currently list "Fire" as one of the functional areas
which may need capital facilities. It does list "Parks" as such an area. The Capital
Facilities Element also does not list levels of service for existing and for future
development for Fire and Parks services.
2. The City Council adopted the new Parks, Recreation and Open Space Plan in June, 2008
by Ordinance 2207; it did not include a specific level of service standard. Since then,
levels of service for Parks have been discussed by Council. The Parks level of service
will be adopted in September, 2008.
A new Fire Department Master Plan was submitted to the City in August, 2008 and the
review process by City Council has begun; it is anticipated that the Master Plan will be
adopted in November, 2008. The levels of service for Fire were discussed in conjunction
with the Plan. The Fire level of service will be adopted when the Master Plan is adopted.
3. The Administration is evaluating new sources of revenue for the City. One such source is
"impact fees" through which new development helps to pay for capital facilities
necessitated due to the new growth. Mayor Haggerton's goal is to analyze options and to
adopt impact fees by the end of 2008.
In order to have a discussion of whether or not to adopt Fire and Parks impact fees, the
City must have the following foundation:
A) Adopted Parks and Fire Master Plans with identified levels of service
B) Capital Facilities Element of the Comprehensive Plan which identifies
Fire and Parks
C) List of Fire and Parks capital facilities needed solely due to anticipated
new growth and development
The Growth Management Act allows impact fees for parks services and for fire services,
in addition to the traffic impact fees the City has already enacted. In order to consider and
CAP Infonnational Memorandum
Page 4 of 6
adopt impact fees, the City needs to have adopted a Fire Master Plan and identified a
level of service goal for fire services.
DISCUSSION
Deteiniine Emergency
The Washington Growth Management Act stipulates that jurisdictions may amend their
Comprehensive Plans no more frequently than once per year unless it is an emergency as defined
by the jurisdiction. TMC 18.80.020 describes the docketing procedure, including the criteria for
the emergency amendment.
An emergency amendment is a proposed change or revision that requires "expeditious" action to
address one or more of the following criteria:
1. Preserve the health, safety or welfare of the public;
2. Support the social, economic or environmental well -being of the City;
3. Address the absence of adequate and available public facilities or services;
4. Respond to decisions by the Central Puget Sound Growth Management Hearings
Board, the state or federal courts, or actions of a state agency or the legislature.
This proposed amendment is considered an "emergency" under TMC 18.80.020 and necessitates
expeditious action in 2008 in order to allow a discussion about and possible adoption by Council
of impact fees for Fire and Parks by the end of 2008. It meets the criteria for emergency
comprehensive plan amendments:
1. It preserves the health, safety and welfare of the public by adding fire services and
levels of service for fire services and parks services into the adopted process for
determining capital facilities necessary to provide these services to the community.
2. It supports the economic well -being of the City by meeting the Growth Management
Act and establishing a foundation for future discussions on revenue to provide fire
services and parks services.
Review Process
The City's comprehensive plan amendment process states that the Council's first review will be
to deteuliine whether or not the proposed amendment is something it would like to consider and,
if so, forward it to the Planning Commission for review and recommendation.
The CAP Committee determines whether or not the proposed amendment is something the
Council should consider. CAP can accept the proposal as is, modify the proposal or reject the
proposal. Consideration of this proposal is a legislative decision.
If CAP Committee accepts or modifies the proposal, it forwards the proposal to COW with a
recommendation to continue the process and forward the amendment to the Planning
Commission. If the full Council forwards the proposed Amendment after a public meeting, the
CAP Infoliiiational Memorandum
Page 5 of 6
Planning Commission will hold a public hearing in late October or early November and review
the substance of the application.
After the Planning Commission forwards a recommendation, the Council will schedule a public
hearing and COW discussion in November. A decision on whether or not to adopt the proposed
amendment would be scheduled for the Regular Meeting in either late November or early
December.
Forward to PlanninO Commission
The following criteria are used by CAP Committee and the full Council to evaluate the proposed
amendment:
1. Is the issue already adequately addressed in the Comprehensive Plan?
2. If the issue is not addressed in the Comprehensive Plan, is there a public need for the
proposed change?
3. Is the proposed change the best means for meeting the identified public need?
4. Will the proposed change result in a new benefit to the community?
The issue is not already addressed in the Comprehensive Plan There is a public need for the
proposed change; the change will recognize a variety of facilities and services which need City
capital facilities planning and implementation as well as levels of service for Fire and Parks
services. Amending the Comprehensive Plan is the best way to meet this need and it is
consistent with Growth Management Act and RCW 80.02 (Impact Fees) specifications. Adding
the Fire and Parks levels of service (LOS) will allow the City to evaluate and prioritize new fire
and parks capital facilities needs and expenditures; the community benefits when future capital
facilities needs are identified, prioritized and funding determined prior to being required.
RECOMMENDATION THRESHOLD DETERMINATION
1. Deteiniine this Amendment is an "emergency amendment" and forward this
recommendation to COW
2. Determine this Amendment should be forwarded to the Planning Commission for review
and recommendation and forward this recommendation to COW
3. Recommend holding a public meeting at the Regular Meeting after COW discussion
Attachments:
Attachment 1: Comprehensive Plan Capital Facilities Element, pages 161 -2, 165 -6
Attachment 2: TMC 18.80 Amendments to the Comprehensive Plan and Development
Regulations
Attachment 3: Application
CAP Informational Memorandum
Page 6 of 6
FOOTNOTE:
INFORiMATION FOR COW DISCUSSION AND PUBLIC HEARING AFTER
PLANNING COMMISSION RECOMMENDATON
Review Process
The full Council will use the following Comprehensive Plan Amendment criteria identified in
the Tukwila Municipal Code:
1) TMC 18.80.010
2) TMC 18.80.050
After reviewing compliance with the criteria, Council may:
1) Adopt the proposed amendment
2) Adopt a modified version of the proposed amendment, or
3) Reject the amendment
Amendment
The current Capital Facilities Element language in the comprehensive plan does include "Parks"
but does not include "Fire" as one of the functional areas in which general government facilities
(capital facilities) are needed or planned. The Capital Facilities Element also does not list levels
of service for existing and for future development for Fire and Parks services.
The amendment will provide a substantive base in the Comprehensive Plan for the inclusion of
capital facilities for the Fire Department in the City's CEP (Capital Improvements Plan). The
identification of both the Fire and Parks levels of service (LOS) will allow the City to evaluate
and prioritize new fire and parks capital facilities needs and expenditures. The inclusion of
"Fire" and the addition of levels of service provide more specific direction concerning the
spending of City funds from the General Fund.
The Growth Management Act (GMA) allows cities to adopt impact fees for parks, fire, traffic
and schools under RCW 82.02.090(7) if the Capital Facilities Element (CFE) of the
Comprehensive Plan identifies the service(s) for which impact fees might be charged. The
amendment will allow the City to evaluate whether or not to adopt impact fees for both Fire and
Parks. These are actions which will allow the City to operate more efficiently and evaluate new
and additional sources of revenue.
Also, see application materials addressing each criterion in TMC 18.80.010 and .050.
Recommendation
Amend the Capital Facilities Element of the City's Comprehensive Plan to add "Fire" to the list
of uses funded by the General Fund and to add Levels of Service for Fire and Parks services as
proposed
TUKWILA COMPREHENSIVE PLAN
Capital Facilities
NI
CAPITAL FACILITIES
1
PURPOSE
This element of the Comprehensive Plan presents the goals and policies for
Tukwila's Capital Facilities. It is based upon a 6-year Capital Improvement
Plan, subject to annual review and updating to address changing needs and
the long -term goals of the Comprehensive Plan.
Planning under the Growth Management Act differs from traditional capital
improvement plans because it must identify specific facilities, include a
realistic financing plan, and adjust the plan if funding is inadequate or if
development requires previously unanticipated expansion. A key
requirement is concurrency —public facilities must be available when the
impacts of development occur.
The City has prepared a comprehensive list of proposed capital facility
improvements, estimated their cost and identified their potential benefits.
1 1 The current information is contained in the Financial Planning Model and
Capital Improvement Program, 2004 2009, and in the Capital Facilities
Element Background Report Supplement, dated 2004, both of which are
adopted by reference as part of this Plan. The City annually reviews and
updates this information and will continue to do so as the implementation of
the Comprehensive Plan proceeds.
The Capital Facilities Element is divided into two categories:
General Government Funds, which are the capital funds for all
general needs, such as residential streets, arterials, buildings, parks
1 and trails, and other improvements.
(Figure 41)
Enterprise Funds, which are funds whose source and use are
restricted to a respective enterprise and which cannot be used for
another purpose (in Tukwila, water, sewer, surface water, and the
Foster Golf Course). (Figure 42)
1
It
1
161
November 22, 2004
TUKWILA COMPREHENSIVE PLAN
Capital Facilities
e
ISSUES
General Government Facilities
There appear to be sufficient revenues, combined with developer
participation, grants, local improvement districts, and other miscellaneous
sources, to enable the City to meet its capital goals. The General
Government Funds are composed of the following funds:
The Residential Street Program which includes projects specifically P
identified for residential street improvement.
IP The arterial street program is the Transportation Improvement
Program designed to correct deficiencies in arterial streets.
The program uses City funds, grants, developer funds, local
improvement districts, and mitigation payments. Many of
the projects identified in the Capital Facilities Element will
significantly reduce the current long term deficiency list.
The General Fund includes money for parks, trails, and fisheries
projects.
t
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162 November 22, 2004
TUKWILA COMPREHENSIVE PLAN
Capital Facilities
GOALS AND POLICIES
Goal 14.1
Public facilities that reflect desired levels of quality, address past
deficiencies, and anticipate the needs of growth through
acceptable levels of service, prudent use of fiscal resources, and
realistic timelines.
Policies
These policies are intended to ensure the availability of financing to
accomplish the goals expressed in the various other elements of the
Comprehensive Plan over the next 20 years.
General Government Policies
14.1.1 Ensure that capital facilities are provided within six years of
the occurrence of impacts that degrade standards.
14.1,2 Update the sixyearfrnancial planning model annually to
review and reassess growth, revenue, and cost totals and
forecasts.
14.1.3 Review capital facilities needs every three years.
14.1.4 Continue to target a minimum of 33 percent of total sales
tax proceeds to pay for capital projects
14.1.5 Balance infrastructure investment between the residential
and commercial sectors.
14.1.6 Support policies and practices that will maintain an A -1
bond rating or better for the City by sound governmental
1 budgeting and accounting principals, revenue diversity, and
promoting the economic well -being of the City.
14.1.7 Allow issuance of bonds for facilities if repayment can be
made from revenue allocations
14.1.8 Consider projects identified in the Capital Improvement
Plan for general operating revenues if substantial funding
from grants, developers, other jurisdictions, or other
funding sources becomes available.
14.1.9 Include a dedicated facility fund and allocation for future
building needs in the financial planning model.
1
November 22, 2004 165
TUKWILA COMPREHENSIVE PLAN
Capital Facilities
14.1.10 Consider City funding for preliminary engineering and
design of commercial street projects if the City determines
that the public's health, safety, and were will be
benefited.
14.1.11 Use a mitigation -based fee system for each affected City
function as determined in the State Environmental Policy
Act evaluation of individual development applications.
14.1.12 Continue to pay for and improve residential area local
access streets and collector arterials in accordance with the
prioritized list of residential street projects, and provide
interfund loans or transfers for neighborhood water and
sewer deficiencies.
14.1.13 To provide a more timely option for residential street
improvements, property owners may form local
improvement districts and the City may pay for the design,
preliminary engineering, construction engineering, and local
improvement district formation costs. Residents will pay
the other costs such as, undergrounding utilities in the
street and undergrounding from the street to their house,
for the actual construction, and for any improvements on
private property such as rockeries, paved driveways, or
roadside plantings.
Enterprise Fund Policies
14.1.14 Structure utility rates and charges for services to ensure
adequate infrastructure development in addition to
operation and maintenance requirements
14.1.15 Maintain adequate reserved working capital balances for
each enterprise fund's annual expenditures.
14.1.16 Provide sewers to all residential and commercial areas in the
City as a safety and health issue by using a combination of
operating revenues, grants, loans, bonds, voluntary local
improvement district formations, and interfund loans.
14.1.17 Use bonded indebtedness as a funding alternative when
there is a general long-term benefit to the respective
enterprise fund.
14.1.18 Continue to fund the correction of single family residential
neighborhood infrastructure deficiencies
166 November 22, 2004
TUKWILA MUNICIPAL CODE
Chapter 18.80 18.80.015 Documents to be Submitted with
AMENDMENTS TO THE Application
COMPREHENSIVE PLAN AND A. Applications for amendments to the compre-
DEVELOPMENT REGULATIONS hensive plan or development regulations shall provide
the following documents in such quantities as are
Sections: specified by the Department:
18.80.010 Application 1. An application form provided by the
18.80.015 Documents to be Submitted with Department.
Application 2. King County Assessor's map(s) which
18.80.020 Docket show the location of each property within 300 feet of
18.80.030 Notice and Comment the property which is the subject of the proposed
18.80.040 Staff Report amendment.
18.80.050 Council Consideration 3. Two sets of mailing labels for all property
18.80.060 Council Decision owners and occupants (businesses and residents)
including tenants in multiple occupancy structures,
within 300 feet of the subject property.
18.80.010 Application 4. A vicinity map showing the location of the
Any interested person (including applicants, citi- site.
zens, Tukwila Planning Commission, City staff and 5. A surrounding area map showing compre-
officials, and staff of other agencies) may submit an hensive plan designations, zoning designations, shore
application for an amendment to either the compre- line designations, if applicable, and existing land uses
hensive plan or the development regulations to the within a 1000 foot radius from the site's property lines.
Department of Community Development. Such 6. A site plan, including such details as may
applications are for legislative decisions and are not be required by the Department.
subject to the requirements or procedures set forth in 7. A landscaping plan, including such details
TMC Chapters 18.104 to 18.116. In addition to the as may be required by the Department.
requirements of TMC 18.80.015, the application shall 8. Building elevations of proposed structures,
specify, in a format established by the Department: including such details as may be required by the
1. A detailed statement of what is proposed Department.
and why; 9. Such photomaterial transfer or photostat of
2. A statement of the anticipated impacts of the maps, site plan and building elevation, including
the change, including the geographic area affected and such details as may be required by the Department.
the issues presented by the proposed change; 10. Such other information as the applicant
3. An explanation of why the current determines may be helpful in evaluating the proposal,
comprehensive plan or development regulations are including color renderings, economic analyses, photos,
deficient or should not continue in effect; or material sample boards.
4. A statement of how the proposed B. The Department shall have the authority to
amendment complies with and promotes the goals and waive any of the requirements of this section for
specific requirements of the Growth Management Act; proposed amendments which are not site specific or
5. A statement of how the proposed when, in the Department's discretion, such informa-
amendment complies with applicable Countywide tion is not relevant or would not be useful to considera-
Planning Policies; tion of the proposed amendment.
6. A statement of what changes, if any, (Ord. 1770 §53, 1996)
would be required in functional plans (i.e., the City's
water, sewer, storm water or shoreline plans) if the 18.80.020 Docket
proposed amendment is adopted; A. The Department shall maintain a docket of all
7. A statement of what capital improvements, proposed changes to the Comprehensive Plan and
if any, would be needed to support the proposed development regulations that are submitted. If either
change, and how the proposed change will affect the the Department or the Council determines that a pro
capital facilities plans of the City; and posed change may be an emergency, the Department
8. A statement of what other changes, if any, shall prepare the staff report described below and
are required in other City codes, plans or regulations to forward the proposed change to the Council for
implement the proposed change. immediate consideration, subject to the procedural
(Ord 1770 §52, 1996; Ord. 1758 §1(part), 1995) requirements for consideration of amendments. An
emergency amendment is a proposed change or
revision that necessitates expeditious action to address
one or more of the following criteria:
Page 18 -134 Printed January 2006
1 TITLE 18 ZONING
1. Preserve the health, safety or welfare of 18.80.050 Council Consideration
the public. A. The City Council shall consider each request
2. Support the social, economic or environ- for an amendment to either the comprehensive plan or
mental well -being of the City. development regulations at a public meeting, at which
3. Address the absence of adequate and avail- the applicant will be allowed to make a presentation.
able public facilities or services. Any person submitting a written comment on the
4. Respond to decisions by the Central Puget proposed change shall also be allowed an opportunity
I Sound Growth Management Hearings Board, the state to make a responsive oral presentation. Such oppor-
or federal courts, or actions of a state agency or the legis- tunities for oral presentation shall be subject to reason-
lature. able time limitations established by the Council.
B. Non emergency changes shall be compiled and B. The Council will consider the following in
I submitted to the Council for review on an annual basis deciding what action to take regarding any proposed
in March so that cumulative effects of the proposals can amendment:
be determined. Proposed changes received by the 1. Is the issue already adequately addressed
Department after January 1 of any year shall be held in the Comprehensive Plan?
I over for the following year's review, unless the Coun- 2. If the issue is not addressed in the
cil or the Department determines the proposed change Comprehensive Plan, is there a public need for the
I may be an emergency. proposed change?
(Ord. 2071 §1, 2004; Ord. 1770 §54, 1996; 3. Is the proposed change the best means for
C Ord. 1758 §1(part), 1995) meeting the identified public need?
4. Will the proposed change result in a net
18.80.030 Notice and Comment benefit to the community?
The docket of proposed changes shall be posted in C. Following Council consideration as provided
1 the offices of the Department and made available to any by TMC 18.80.050A and 18.80.050B, the City Council
interested person. At least four weeks prior to the shall take action as follows:
Council's annual consideration of the changes proposed 1. refer the proposed amendment to the
on the docket, the City shall publish a notice in a Planning Commission for further review and a
I newspaper of general circulation in the City, generally recommendation to the City Council;
describing the proposed changes including areas 2. defer further Council consideration for one
I affected, soliciting written public input to the or more years to allow the City further time to evalu-
Department of Community Development on the ate the application of the existing plan or regulations; or
proposed changes, and identifying the date on which 3. reject the proposed amendment.
the Council will consider the proposed changes. (Ord. 1856 §1, 1998; Ord. 1770 §55, 1996;
I (Ord. 1758 §1(part), 1995) Ord. 1758 §1(part), 1995)
i 18.80.040 Staff Report 18.80.060 Council Decision
A. At least two weeks prior to Council Following receipt of the Planning Commission's
consideration of any proposed amendment to either recommendation on a proposed amendment referred
the comprehensive plan or development regulations, to the Commission, the City Council shall hold a
the Department shall prepare and submit to the public hearing on the proposal, for which public notice
Council a staff report which addresses the following: has been provided as required under the Public Notice
1. the issues set forth in this chapter; of Hearing chapter of this title. Following the public
2. impact upon the Tukwila Comprehensive hearing, the City Council may:
Plan and zoning code; 1. adopt the amendment as proposed;
3. impact upon surrounding properties, if 2. modify and adopt the proposed amendment; or
applicable; 3. reject the proposed amendment.
4. alternatives to the proposed amendment; (Ord. 1856 §2, 1998; Ord. 1758 §1(part), 1995)
and
5. appropriate code citations and other
I relevant documents.
B. The Department's report shall transmit a copy
C of the application for each proposed amendment, any
written comments on the proposals received by the
I Department, and shall contain the Department's
recommendation on adoption, rejection or deferral of
each proposed change.
(Ord. 1758 §1(part), 1995)
I
I Printed January 2006 Page 18 -135
APPLICATION
Amendment to
Capital Facilities Element
Tukwila Comprehensive Plan
REQUEST:
The proposal is to amend the Capital Facilities Element of the Tukwila Comprehensive Plan to
add "Fire" to the list of uses funded by the General Fund and to add Level of Service goals for
Parks and for Fire services.
Add "the 2008 Fire Master Plan" and "the 2008 Parks, Recreation, and Open Space Plan"
to the 3 paragraph under Purpose (page 161) so that it will read:
o The City has prepared a comprehensive list of proposed capital facility
improvements, estimated their cost and identified their potential benefits. The
current information is contained in the Financial Planning Model and Capital
Improvement Program, 2004 -2009, the 2008 Fire Master Plan, the 2008 Parks,
Recreation, and Open Space Plan and in the Capital Facilities Element
Background Report Supplement, dated 2004, all both of which are adopted by
reference as part of this Plan. The City annually reviews and updates this
infoiniation and will continue to do so as the implementation of the
Comprehensive Plan proceeds.
Add the word "Fire" to the 3 bullet point under "Issues: General Government
Facilities" (page 162) so that it will read:
o The General Fund includes money for fire, parks, trails and fisheries projects
Add "and services" to Goal 14.1 (page 165) so that it will read:
o Public facilities and services that reflect desired levels of quality, address past
deficiencies, and anticipate the needs of growth through acceptable levels of
service, prudent use of fiscal resources, and realistic timelines
Add the Level of Service goals for Fire services to be adopted with the Fire Department
Master Plan as "Policy 14.1.14" (page 166) as follows:
o Use the following levels of service to guide City investments in Fire services:
Establish a goal of response to calls for service within the City in 5
minutes 33 seconds 90% of the time
Operate 4 Fire Stations distributed throughout the City
Provide the following fire services: prevention, suppression, aid, rescue,
haz mat response, and public education
Maintain equipment level of 3 front line fire engines, 1 front line aerial
fire engine, and 1 front line aid car
Maintain personnel level of 3 shifts of professional firefighters per day
Add Level of Service goals for Parks services to be adopted as an amendment to the
Parks, Recreation and Open Space Plan as "Policy 14.1.15" (page 166) as follows:
o Use the following levels of service to guide Parks acquisition and improvement
decisions:
Application for Comprehensive Plan Amendment
Page2of7
LEVEL OF SERVICE (LOS) STANDARDS
2022
2008 Population: 24,719
Population: 17,930 (estimated)
Park/Facility Service Current Unit of LOS Surplus LOS Surplus
Type Area Inventory Measurement Demand (Deficit) Demand (Deficit)
up to 1/2 1.2 0.07 acres per
Mini Park mile acres 1,000 pop. 1.20 0 1.65 (0.45)
Neighborhood zh to 1 50.4 2.81 acres per
Park* mile acres 1,000 pop. 50.40 0 69.48 (19.08)
Community 1 -5 25.0 1.39 acres per
Park miles acres 1,000 pop. 24.97 0 34.43 (9.46)
5 -20 132.0 7.36 acres per
Regional Park xx miles acres 1,000 pop. 131.99 0 181.97 (49.98)
33.5 1.87 acres per
Open Space acres 1,000 pop. 33.50 0 46.18 (12.68)
Neighborhood 1.9 0.90 miles of trail
Connector*** miles per 1,000 pop. 16.11 (14.20) 22.21 (20.30)
11.4 0.64 miles of trail
Regional Trail miles per 1,000 pop. 11.40 0 15.72 (4.32)
Community 1 1 per
Center center 15,000 pop. 1.20 (0.20) 1.65 (0.65)
22.3 acres of neighborhood parks are school district property developed as a park.
The acreage above includes only parks in the City of Tukwila.
Regional park needs can be met outside of the City boundaries.
Includes neighborhood connectors listed in the Walk Roll Plan.
There are three reasons for this amendment:
Inclusion of "Fire" provides a substantive base from which to include fire capital
facilities in the City's Capital Improvement Plan (CIP); "Parks" is already listed.
Identifying the levels of service for Fire and Parks provides a foundation to deter mine
what has been achieved and what will be achieved in the future.
This amendment is one of the necessary steps which must be accomplished before the
City of Tukwila may evaluate whether or not to adopt impact fees for Fire and Parks
services. The Growth Management Act (GMA) and the impact fee section of the Revised
Code of Washington (RCW) call for Fire and Parks services to be identified in the
adopted Capital Facilities Element of the Comprehensive Plan (RCW 36.70A.070(3) and
RCW 82.02.050(4)) before impact fees are adopted.
BACKGROUND:
The City Council adopted the new Parks, Recreation and Open Space Plan in June, 2008 by
Ordinance 2207; it did not include a specific level of service standard. Since then, levels of
Application for Comprehensive Plan Amendment
Page 3 of 7
service for Parks have been discussed by Council. The Parks level of service will be adopted in
September, 2008.
A new Fire Department Master Plan was submitted to the City in August, 2008 and the review
process by City Council has begun; it is anticipated that the Master Plan will be adopted in
November, 2008. The levels of service for Fire were discussed in conjunction with the Plan.
The Fire level of service will be adopted when the Master Plan is adopted.
This proposal is considered "categorically exempt" from environmental review under the State
Environmental Policy Act (SEPA), per WAC 197 -11 -800 (20).
EMERGENCY:
This proposed amendment is considered an "emergency" under TMC 18.80.020 and necessitates
expeditious action in 2008 in order to allow a discussion about and possible adoption by Council
of impact fees for Fire and Parks by the end of 2008. It meets the criteria for emergency
comprehensive plan amendments as demonstrated below:
It preserves the health, safety and welfare of the public by adding fire services and levels
of service for fire services and parks services into the adopted process for determining
capital facilities necessary to provide these services to the community.
It supports the economic well -being of the City by meeting the Growth Management Act
and establishing a foundation for future discussions on revenue to provide fire services
and parks services.
CRITERIA WHICH MUST BE MET BY THE PROPOSED AMENDMENT:
COMPREHENSIVE PLAN AMENDMENT CRITERIA (TMC 18.80.010)
1. A detailed statement of what is proposed and why
Please see statements above.
2. A statement of the anticipated impacts of the change, including the geographic area
affected and the issues presented by the change
The amendment will provide a substantive base in the Comprehensive Plan for the
inclusion of capital facilities for the Fire Department in the City's CIP (Capital
Improvements Plan). The amendment will comply with a Growth Management Act
(GMA) requirement and the impact fee section of the Revised Code of Washington
(RCW); it will allow the City to evaluate whether or not to adopt impact fees for both
Application for Comprehensive Plan Amendment
Page4of7
Fire and Parks (RCW 36.70A.070(3) and RCW 82.02.050(4)). This amendment
applies city -wide.
3. An explanation of why the current comprehensive plan or development regulations
are deficient or should not continue in effect; (be specific; cite policy numbers and
code sections that apply!)
The current Capital Facilities Element language in the comprehensive plan does
include "Parks" but does not include "Fire" as an area in which general government
facilities (capital facilities) are planned (see Bullet point #3 under "Issues: General
Government Facilities" in the Capital Facilities Element, page 162). The current
language does not include levels of service for either Fire or Parks. The inclusion of
"Fire" and the addition of levels of service provide more specific direction concerning
the spending of City funds from the General Fund. They also allow the City's
consideration of Fire and Parks impact fees.
4. A statement of how the proposed amendment complies with and promotes the goals
and specific requirements of the Growth Management Act
The Growth Management Act (GMA) allows cities to adopt impact fees for parks,
fire, traffic and schools under RCW 82.02.090(7). In order to do this, the Capital
Facilities Element (CFE) of the Comprehensive Plan must identify the service(s) for
which impact fees might be charged. Currently, "Parks" is identified in the CFE but
"Fire" is not; the amendment will correct this and meet the GMA.
5. A statement of how the proposed amendment complies with applicable Countywide
Planning Policies
Four Countywide Planning Policies address levels of service, capital facilities plans
and/or parks:
LU -29 All jurisdictions shall develop growth phasing plans consistent with
applicable capital facilities plans to maintain an Urban Area served with
adequate public facilities and services to meet at least the six year
intermediate household and employment target ranges consistent with LU-
67 and LU -68. These growth phasing plans shall be based on locally
adopted definitions, service levels, and financing commitments, consistent
with the Growth Management Act requirements. (rest of policy not
reproduced) (emphasis added)
LU -45 Jurisdictions' comprehensive plans for Urban Centers shall demonstrate
compliance with the Urban Centers criteria. In order to promote growth
within Centers, the Urban Center plan shall establish growth strategies
which:
Application for Comprehensive Plan Amendment
Page 5 of 7
c. Provide a wide range of capital improvement projects, such as street
improvements, schools, parks and open space, public art and
community facilities; (rest of policy not reproduced) (emphasis
added)
CC -11 All jurisdictions shall work cooperatively to ensure parks and open spaces
are provided as development and redevelopment occur. (emphasis added)
CC -13 All jurisdictions shall develop coordinated level -of- service standards for
the provision of parks and open spaces. (emphasis added)
Regarding LU -29, The City has a 6 year CIP and will adopt "service levels" (levels of
service) for Fire and Parks. It will adopt lists of capital facilities needed to support
anticipated future growth as existing levels of service as additions to the CIP. This
proposed amendment supports these actions and is consistent with this Countywide
Planning Policy.
Regarding LU -45, the City currently identified needed capital facilities and
improvement projects for Parks. It will identify capital facilities needed as a result of
future growth; these will be added to the CIP and, it is anticipated, be funded through
impact fees. This proposed amendment supports these actions and is consistent with
this Countywide Planning Policy.
Regarding CC -11, the City adopted a new Parks, Recreation and Open Space Plan in
June, 2008 which addresses facilities needed as development and redevelopment
occur. This proposed amendment supports these actions and is consistent with this
Countywide Planning Policy.
Regarding CC -13, the City is in the process of adopting clear and easily administered
level of service standards for Parks. It is anticipated these standards will be adopted
on September 2, 2008. This proposed amendment supports these actions and is
consistent with this Countywide Planning Policy.
6. A statement of what changes, if any, would be required in functional plans (ie, the
City's water, sewer, storm water or shoreline plans) if the proposed amendment is
adopted
No changes will be required in the City's functional plans if this amendment is
adopted. It allows the City to fully implement the adopted Parks, Recreation and
Open Space Plan and the to -be- adopted Fire Department Master Plan (functional
plans).
7. A statement of what capital improvements, if any, would be needed to support the
proposed change, and how the proposed change will affect the capital facilities plan
of the City
Application for Comprehensive Plan Amendment
Page 6 of 7
No capital improvements would be needed to support the proposed change. In future,
the proposed amendment will provide a substantive basis for including "Fire" capital
improvements in the CIP. A list of capital facilities that are needed to maintain the
levels of service and are due solely to future growth will be added to the City's CIP in
the event Fire and Parks impact fees are adopted. As impact fees become available,
projects on these lists will be constructed or purchased.
8. A statement of what other changes, if any are required in other City codes, plans Or
regulations to implement the proposed change
Level of service standards have been adopted for Parks; they will be adopted for Fire
in Fall, 2008. After review and evaluation, if the City Council decides to move
forward on impact fees, an ordinance for Fire and Parks impact fees will be adopted.
COMPREHENSIVE PLAN AMENDMENT CRITERIA (TMC 18.80.050)
1. Describe how the issue is addressed in the Comprehensive Plan. If the issue is not
adequately addressed, is there a need for the proposed change?
Yes, there is a need for the proposed amendment. The current Capital Facilities
Element language in the comprehensive plan does include "Parks" but does not
include "Fire" as an area in which general government facilities (capital facilities) are
planned (see Bullet point #3 under "Issues: General Government Facilities" in the
Capital Facilities Element, Comprehensive Plan page 162). The current language
does not include levels of service for either Fire or Parks. The inclusion of "Fire" and
the addition of levels of service provide more specific direction concerning the
spending of City funds from the General Fund. They also allow the City's
consideration of Fire and Parks impact fees.
2. Why is the proposed change the best means for meeting the identified public need?
What other options are there for meeting the identified public need?
The proposed amendment is a necessary step which must occur in order for the City
to have a discussion concerning whether or not to adopt impact fees for "Fire" and
"Parks." The Growth Management Act requires that the Capital Facilities Element
identify the services for which impact fees might be obtained. There are no other
ways to accomplish this step.
3. Why will the proposed change result in a net benefit to the community? If not, what
type of benefit can be expected and why?
The amendment will provide a substantive base in the Comprehensive Plan for the
inclusion of capital facilities for the Fire Department in the City's CIP (Capital
Improvements Plan). Both the Fire and Parks levels of service (LOS) will allow the
Application for Comprehensive Plan Amendment
Page 7 of 7
City to evaluate and prioritize new fire and parks capital facilities needs and
expenditures.
The amendment will comply with a Growth Management Act (GMA) requirement
and allow the City to evaluate whether or not to adopt impact fees for both Fire and
Parks. These are both actions which will allow the City to operate more efficiently
and evaluate new and additional sources of revenue.
The community benefits when future capital facilities needs are identified, prioritized
and funding deteiuiined prior to being required.
s City of Tukwila
0
te r
N Community Affairs and Parks Committee
nos
COMMUNITY AFFAIRS AND PARKS COMMITTEE
Meeting Minutes
September 22, 2008, 5:00 p. m.; Conference Room #3
PRESENT
Councilmembers: Joan Hernandez, Chair; Verna Griffin and De' Sean Quinn
Staff: Jim Morrow, Lisa Verner, Jack Pace, Bob Benedicto, Nick Olivas, Lynn Miranda, Christy
O'Flaherty, Rhonda Berry and Kimberly Matej
Guest: Chuck Parrish
CALL TO ORDER: Chair Hernandez called the meeting to order at 5:05 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Contracts for Structural Plan Review
Staff is seeking full Council approval to enter into contracts with Reid Middleton, Inc. and Sound
Inspections Investigative Engineers, LCC for consultant services to provide structural plan review for
building permit processing. In response the City's new biennial budget, staff is proposing two -year
duration for these contracts, each effective through December 31, 2010.
In the past, structural plan review was provided by a single consultant; however, contracting with two
consultants will allow the Department of Community Development:
Flexibility in assigning workload.
Provide an opportunity for a back -up service provider.
Eliminate the perception of contract exclusivity.
There is no impact to the general fund relative to these contracts since the revenue source funding these
consultant contracts is the permit fee collected with each application.
Although each plan review is billed out as a separate project, staff is bringing this item forth to full
Council in the event that, individually or collectively, these contracts exceed $25,000 (the baseline for
Council approval).
Due to the upcoming fifth Monday (no Council meeting) and internal protocol process delays, staff is
asking that this item be forwarded to tonight's Committee of the Whole meeting as well as the Special
Meeting to follow. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 22 COW FOR
DISCUSSION.
B. Comprehensive Plan Amendment Capital Facilities Element
Staff is proposing a Comprehensive Plan Amendment in the Capital Facilities Element of the Plan. Full
Council is being asked to consider the following:
Determine the status of the proposed amendment as an emergency amendment.
Whether or not to forward the proposed amendment to the Planning Commission for further
consideration.
According to the Washington State Growth Management Act, jurisdictions may not amend their
Comprehensive Plans more than once a year. The City currently has one application for a
Community Affairs Parks Committee Minutes September 22, 2008 Paae 2
Comprehensive Plan amendment that is under consideration. The deadline for amendment applications
was December 31, 2007; however, this application can be considered an "emergency" request and
proceed through the normal process now.
The proposed Amendment will add text to the Capital Facilities Element section of the Comprehensive
Plan (beginning on page 161 of the current Plan) which will:
Identify Fire as a general government facility /functional area which may need capital facilities
funded by the City's General Fund.
Adopt, by reference, the 2008 Fire Master Plan and 2008 Parks, Recreation and Open Space
Plan.
Add Level of Service goals for existing and future development for both Parks and Fire services.
If approved, the proposed amendment will provide detailed facility information in the Comprehensive
Plan as required and recommended by the Growth Management Act. UNANIMOUS APPROVAL.
FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
C. Tukwila Urban Center Plan Briefmg
As an informational only item, staff provided the Committee with a brief chronological overview and
background of work that has been done to date in regards to the Tukwila Urban Center (TUC) Plan.
On October 23, 2008, a joint meeting will be held between the City Council and Planning Commission
regarding the public review of the draft TUC Plan. Initially, a public workshop on the Plan was
scheduled for October 22; however, that public workshop has been moved to Thursday, October 23,
2008, from 9:30 a.m. to 12:00 p.m. in the Sky Terrace Room of Westfield Mall. Both the joint meeting
and public work shop will be led by the project consultant Iviichael Freedman of Freedman, Tung and
Bottomley. INFORMATION ONLY.
Staff has prepared an anticipated timeline for the TUC Plan process:
October 2008
Public workshop (October 23 9:30 a.m. to 12:00 p.m)
Joint meeting with City Council and Planning Commission (October 23 6:00 p.m. to 9:00 p.m.)
November 2008 February 2009
Planning Commission review
Draft Supplemental Environmental Impact Statement (SEIS) out for public review
March 2009 June 2009
City Council review of draft Plan post Planning Commission comments
Distribution of final SEIS
June 2009
City Council adoption of Plan and respective ordinances
III. MISCELLANEOUS
Meeting adjourned at 6:05 p.m.
Next meeting: Monday, October 13, 2008 5:00 p.m. Conference Room #3
ut� Committee Chair Approval
KAM. Reviewed LV.
:.2, City of Tukwila
r N n.,�
F inance Safety Committee
1906
FINANCE AND SAFETY COMMITTEE
Meeting Minutes *Special Meeting
September 23, 2008 2:00 p.m.
PRESENT
Councilmembers: Dennis Robertson, Chair; Pam Linder and Kathy Hougardy
Staff: Nick Olivas, Chris Flores, Dave Haynes, Lisa Verner, Rhonda Berry and Kimberly Matej
CALL TO ORDER: Committee Chair Robertson called the meeting to order at 2:08 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Fire Department Master Plan
Today's special meeting of the Finance and Safety Committee is to serve primarily as a workshop for
Committee members to discuss, in detail, the Fire Master Plan's recommendations and Administration's
responses to those recommendations.
Exhibit B: Administration Responses to Fire Plan Recommendations and Exhibit C: Worksheet for
Administration Responses on Fire Master Plan Recommendations were reviewed extensively. Both
exhibits were originally created in mid August. Since that time, as the budget process has begun, and
during the budget process, Administration has made some changes to their responses as reflected in the
agenda packet. Staff reviewed these changes in the current exhibits which will be updated prior to going
forward to full Council.
Committee members, again, expressed their desire to begin review of the preliminary Budget and
Financial Planning Model prior to adopting the Fire Master Plan. However, due to the complexity and
detail of the Plan, the Committee would like to begin discussion of the Plan with full Council on October
13, 2008, without a recommendation for action.
Staff will ultimately seek Council approval of an ordinance which adopts the Fire Master Plan as well as
Administration's responses to the Plan's recommendations, and establishes a level of service goal for fire
services. FORWARD TO OCTOBER 13 COW FOR DISCUSSION.
Comprehensive Plan Amendment Capital Facilities Element
Meeting ended prior to having time to discuss this issue. Please review the Community Affairs and Parks
minutes from September 22, 2008, in which the same item is addressed. INFORMATION ONLY.
M. ANNOUNCEMENTS
No announcements.
IV. MISCELLANEOUS
Meeting adjourned at 4:03 p.m.
Next meeting: Tuesday, September 3, 2008 5:00 p.m. Conference Room 3
Committee Chair Approval
Minutes y KAM. Reviewed by LV.
Tentative Agenda Schedule
MONTH MEE'1ING 1- MEETING 2 MEETING 3 MEETING 4
REGULAR C.O.W. REGULAR C.O.W.
O ctober 6 13 20 27
Public Hearing
See agenda packet Fire Master Plan
cover sheet for this Unfinished Business:
week's agenda Resolution authorizing
(October 13, 2008 cancellation of out
Committee of the Whole standing claims and
Meeting) Court checks, gift cards
Resolution ordering
cancellation of past due
accounts receivables/
returned check write -offs
Tukwila Urban Center
Transit Center design
services; Supplement 84
Andover Park West
(Tukwila Pkwy. to
Strander) Design Report
update; Supplement 85
Tukwila Int'L Blvd. Ph. 11
d III Street Improve-
ments third party utility
coordination agreements
Memorandum of
Agreement for FEMA
National Urban Search
Rescue Response System
Ordinance adopting the
2008 Fire Master Plan
Comprehensive Plan
amendments Capital
Facilities Element
(public meeting fornint)
Ordinance establishing
levels of service
standards for parks and
open space
November 3 10 17 24
11"' Veterans Day Special Presentation: Public Hearings: Public Hearing:
(City offices closed) Update from Comprehensive Plan 2009 -2010 proposed budget
Community Schools amendments (Fire to Unfinished Business:
27" Collaboration (to Capital Facilities
Ordinance adopting
Thanksgiving Day include plans and Element and level of Comprehensive Plan
(City offices closed) financial status); service for parks) amendments (Fire to
Deborah Salas, Comprehensive PIan
28 Day after Executive Director P Capital Facilities
Thanksgiving amendment (map Element)
(City offices closed) Public Hearing change LDR -MDR) Comprehensive Plan
Sign Code (quasi-judicial) amendment (map change
moratorium Special Issues: and zoning map change
Unfinished Business: Comprehensive Plan LDR -MDR)
Sign Code ordinance amendments (Fire to
Capital Facilities
Element and level of
service for parks)
Comprehensive PIan
amendment (map
change LDR -MDR)
Upcoming Meetings Events
OCTOBER 2008
13th (Monday) 14th (Tuesday) 15th (Wednesday) 16th (Thursday) 17th (Friday) 18th (Saturday)
Community Transportation Crime Hot Spots Dem `.':L!enee
Affairs Cmte, Task Force Mtg., Task Force Free Shredding
Parks Cmte, 5:00 PM 10:00 AM CANCELLED Event
5: PM (CR 41) (CR 0) 10:00 AM- 1:00 PM
(CR #3) Boeing Employees
Sign Code Advisory Credit Union
Highway 99 Parks (12770 Gateway
City Council Action Cmte, Commission, Committee,
6:00 PM Drive)
Committee of 7:00 PM 5:30 PM Free -to -all
the Whole Communi (Council Chambers)
ty (Community shredding event
Mtg., Center) Center) sponsored by
7:00 PM BECU and other
(Council Tukwila Historical
Chambers Planning
Society credit unions
CANCELLED throughout the
Commission state and the
(Work Session Tukwila Police
on the Shoreline Department
Master Program), Clay Jenkinson
6:00 PM as J Robert NOTE: Clay
(Council Oppenheime Jenkinson will
Chambers) 7:00 PM also be
Foster Performing Arts appearing as
Center Teddy Roosevelt
Library Advisory Sponsored by the in Redmond on
Board, Tukwila Roloty Club Oct. 17, and as
7:00 PM Visit www.tukwila Thomas
(Foster Library) rotary.org or call Jefferson at the
206- 674 4673 -3• UW on Oct. 18.
20th (Monday) 21st (Tuesday) 22nd (Wednesday) 23rd (Thursday) 1 24th (Friday) 25th (Saturday)
Utilities Cmte, Finance Planning pIJBLIC Highway 99
5:00 PM Safety Cmte, Commission WORKSHOP Trash Pickup
(CR 41) 5:00 PM (Work Session on the draft Tukwila
(CR 63) on the Shoreline Urban Center plan Day
Master Program), p 9:00 10:00 AM
9:30 AM 12:00 NOON
City Council 6:00 PM For location
Regular Mtg., at the Sky Terrace call Donna at
(Council located in Westfield 5556
7:00 PM Chambers) 06- 242
(Council Southcenter Mall
Chambers) (third level)
S hare our i//enf or
COPCAB, Y f
6:30 PM Tukwila's plans for the It
(CR 65) Southcenter area over
the next 20 years.
For more information
call 206 431 -3670.
Joint City
Council/Planning.
Commission
Meeting (draft
Tukwila Urban
Center plan),
6:00 PM
(Council Chambers)
City Council Regular Meeting: 1st 3rd Mon., 7:00 PM, Council Chambers at City Hall.
Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room 43. Agenda items for 10/13/08 meeting:
(A) Contract with Cascade Land Conservancy. (B) Final acceptance—Tukwila Spray Park
COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:30 PM, Conf. Rrn 45. Phi Huynh (206 433 7175).
Crime Hot Spots Task Force: 3rd Wed., 10:00 AM, Conf Room 65. Contact Phi Huynh at 206- 433 -7175.
Domestic Violence Task Force: 3rd Thurs., 12:00 Noon, Conf. Room 65. Contact Evie Boykan or Stacy Hansen at 206 -433 -7180.
Finance Safety Committee: lst 3rd Tues., 5:00 PM, Conf. Room 43.
>Highway 99 Action Committee: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Dave Haynes at 206 -433 -1812.
Library Advisory Board: 3rd Wed., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206- 767 -2342.
Parks Commission: 3rd Wed., 5:30 PM, Senior Game Room at Community Center. Contact Stephanie Gardner at 206- 767 -2342.
>Planning Commission: 4th Thurs., 7 :00 PM, Council Chambers at City Hall. Contact Wynetta Bivers at206 -431 -3670.
>Transportation Committee: 2nd 4th Tues., 5:00 PM, Conf. Room 41. Agenda items for 10/14/08 meeting: (A) Boeing Access
Road/East Marginal Way intersection paving closeout. (B) Traffic calming update.
Tukwila Historical Society: 3rd Thurs., 7:00 PM (meeting location varies). Contact Pat Brodin at 206 -433 -1860.
>Utilities Committee: ist 3rd Mon., 5:00 PM, Conf. Room 61.