PRHSPSC PKT 05-08-2007
City of Federal Way
. CITY COUNCIL
PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMITTEE
Tuesday, May 8, 2007
6:00 p.m.
City Hall
Hylebos Conference Room
1. CALL TO ORDER
Q. PUBLIC FORUM
S. COMMISSION COMMENTS
~. APPROVAL OF APRIL 10,2007 SUMMARY
5. COMMITTEE BUSINESS
~
A. Community Center Update
B. 2007 Parks Commission Work Plan
C. Omni Landscape Contract Amendment
D. West Hylebos Wetlands Park Boardwalk Award Bid
E. Cabins Park Parking Lot - Phase II: Accept Work by Pervious
Concrete, Inc., and Johansen Excavating, Inc.
Information
Action
Action
Action
Faber
Ikerd
Ikerd
Sanders
Action
Sanders
6. PENDING ITEMS
. Park Impact Fees
7. NEXT MEETING - June 12, 2007 6:00pm - Hylebos Conference Room
~8. ADJOURNMENT
Staff:
Donna Hanson, Director
Mary Jaenicke. Administrative Assistant II
253-835-6901
2007 Committee Members:
founcil Member Jeanne Burbidge. Chair
'Deputy Mayor Jim Ferrell
Council Member Linda Kochmar
City of Federal Way
City Council
PARKS, RECREATION, & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday April 10, 2007
6:00 p.m.
SUMMARY
In attendance: Council Committee members Chair Jeanne Burbidge, Deputy Mayor Jim Ferrell, Council member
Linda Kochmar; Jenni Snell, City Attorney, Brian Wilson, Director Public Safety, Steve Ikerd, Parks and Facilities
Manager, Donna Hanson, Director PRCS, Betty Sanders, Park Planning & Development Coordinator, Peggy Wright,
Administrative Assistant.
'Guests: Fred Kookell, Parks & Recreation Commission, Ray Hellwig, BSA, Steven Hellwig, BSA, George Pfeiffer,
Federal Way Soccer Association
'Chair Burbidge called the meeting to order at 6:00p.m
,PUBLIC COMMENT
None
(COMMISSION COMMENT
INone
APPROVAL OF SUMMARY
[council member Kochmar moved to approve the March 13 meeting minutes as written, Deputy Mayor
~Ferrell seconded. Motion passed.
IBUSINESS ITEMS
Saehalie Park Soccer Field: 100% Desien Approval and Authorization To Bid
!Ms. Sanders presented the design that has been developed for the project. The project is very similar to the project
~hat was done at the Karl Grosch Field. The approved budget is $960,000; this includes a grant from IAC for
$300,000, and the Federal Way Soccer Association has committed $40,000. The total project cost is estimated at
$861,672.00. They have added two proposed bid alternates; I) Fencing and 2) Concrete walks. Those alternates are
~stimated to be $96,390.00. The potential cost is $998,062.00. Mr. Pfeiffer stated that there are over 3500 people
participating in soccer programs, and there are only two turf fields at this time. This is a very much needed project.
Deputy Mayor Ferrell moved to approve the Saghalie Park Soccer Field 100% design, and approve the
project be sent out to bid, following Full Council review and approval. Council member Kochmar seconded,
motion passed.
Park Maintenance Vehicle Replacement Purchase
Mr. Ikerd had 3 requests; I) The 2007 budget authorized them to purchase a full size truck for one supervisor. They
are asking for permission to purchase two smaller pickups instead of purchasing one full size truck. There are two
supervisors, and this would be more economical. There are not enough trucks for the whole department. 2) Truck
number 117 was due to be replaced in 2004. The truck had low miles and was not replaced at that time. They are
now asking to purchase a I ~ ton truck. Truck #117 would remain in the fleet but will not collect replacement
reserves, and they would send a much older truck (#108) to auction. 3) Replace a John Deere Utility Vehicle. This
vehicle has a serious transmission problem and it will cost $9600 to replace the transmission. Mr. Ikerd reported that
there is $25,000 in the 2007 budget and about $65,000 in replacement reserves for a total of $90,000 available .
.
funding. They are projecting that the cost will be approximately $89,000. Council member Kochmar moved to
approve the purchase of two smaller pickups, and replacement of truck #117 and a John Deere utility vehicle.
peputy Mayor Ferrell seconded, motion passed.
Law Enforcement Service Aereement Federal Way Transit Center
Chief Wilson reported that the Transit Center is a highly used facility. Because it is located in the downtown core,
~ny people that use that center rely on the safety of the facility. The Police Department is aware that not all of the
PARKS, RECREATION, & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday April 10, 2007 Summary
Page 2
people riding the buses and using the facility are law abiding citizens. They have been monitoring this. King County
Metro Transit is responsible for the buses and for those people th(it are riding the buses. Sound Transit is responsible
for the security of the facility. There are cameras installed at the facility that are monitored. If there are problems,
then they call the Federal Way Police Department to respond. There are some people that are loitering, and are
becoming problematic. The Chief has focused on directive patrol using patrol officers and special pro-act units at
the facility, and there has been some success. There needs to be an ongoing presence at the facility. Sound Transit
has requested that the City of Federal Way and the Federal Way Police Department make the Extra Duty Program
available to them. They will pay our off duty rate to have off duty Police Officers patrol that area, and supplement
our patrols. This agreement reflects what the current practice is in terms of managing off duty employment. Deputy
Mayor Ferrell moved approval of the Law Enforcement Service Agreement Federal Way Transit Center, and
authorization for the City Manager, Neal J. Beets, to sign such Agreement. Council member Kochmar
seconded, motion passed.
Fifth Amendment to The Conimons at Federal Way Police Service Aereement
Chief Wilson reported that this is the standard agreement that they have had with The Commons for the last several
years. This agreement is for the years 2007-2008. The Officers that are assigned to the Mall have developed a very
good relationship with the businesses at the mall. Deputy Mayor Ferrell asked if there would become a time in the
future that more Police Officers would be needed. Chief Wilson answered that there have been ongoing discussions,
and that they are aware that with the addition of the Theaters and the increase in restaurants, there will be a need for
more officers. Council member Kochmar moved approval of the Fifth Amendment to The Commons at
Federal Way Police Service Agreement, and authorization for the City Manager, Neal J. Beets, to sign such
Agreement. Deputy Mayor Ferrell seconded. Motion approved.
First Amendment to the Interlocal Aereement between The City of Federal Way and Federal Way School
District No. 210 for School Resource Officers
Chief Wilson that in February of each year the Public Safety Department provides a letter outlining the anticipated
annual costs for services for the next school year. This agreement is amending Section 1.7; the Annual Cost Letter.
Deputy Mayor Ferrell. moved approval of the First Amendment to the Interlocal Agreement between the City
of Federal Way and Federal Way School District No. 210 for School Resource Officers, and authorization for
the City Manager, Neal J. Beets, to sign such Agreement. Council member Kochmar seconded. Motion
approved.
Safe City Grant Update
Chief Wilson reported that they are very excited about the Safe City Program. This program brings a lot of people
together. It brings the business community together and ties into the city's Economic Development goals. It also
ties into the policing plan and structure as far as how the downtown core will be policed. Some aspects of the
program are the cameras, opportunities for crime enhancements - if crimes are committed within the downtown core,
those crimes can carry mandatory jail time and increased penalties. There are also technology benefits and incentives
for programs. to get people involved. The majority of Safe City recipients are large cities with populations over
500,000. This will enable the City of Federal Way to be very unique. No cities in the northwestern United Sates can
identify themselves as "Safe City". This grant was generated from a relationship with an officer assigned at The
Commons through the Target Corporation.
Pendinl! Items
Park Impact Fee Update
NEXT MEETING - May 8, 2007 6:00 p.m. in the Hylebos Conference Room
ADJOURNMENT - Meeting adjourned at 6:53p.m.
CQUNCIL MEETING DATE: May 15, 2007 ITEM #:
..-..-..t-...--.-.-........-....-.---.--.-..-.---....-..-...----.-.--....--.-...-.-----.--..--..----.--..----.-.-.-.-..-...-----.------.-.-...---.....-..-----.-------.-..--..--..-.--.-------.-.
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
I
SUBJECT: 2007 PARK COMMISSION WORK PLAN
..
POLICY QUESTION: Should the Council approve the 2007 Parks Commission work plan?
C<4>MMITTEE: PRPSC
MEETING DATE: May 8, 2006
CATEGORY:
It,
[8J Consent
D. City Council Business
.
S'F:AFF REpORT By: STEPHEN IKERD
.
D Ordinance
D Resolution
D
D
Public Hearing
Other
DEPT: Parks
Tqe Parks Commission reviewed a proposed work plan during their AprilS, 2007 Commission meeting
and approved the attached Work Plan.
~
Attachments: 2007 Park Commission Work Plan
Options Cons~dered: none
STAFF RECOMMENDATION: Staff recommends the approval of the 2007 Park Commission Work Plan.
~
DIRECTOR ApPROVAL:
Council
CI~Y MANAGER ApPROV A :
Council
..
CqMMITTEE RECOMMENDATION:
Committee Chair Committee Member. Committee Member
~
PROPOSED COUNCIL MOTION: HI move approval of the 2007 Park Commission work plan"
COUNCIL ACTION:
o APPROVED
o DENIED
o TABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
RE\1ISED - 02/06/2006
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL BILL #
1ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
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C@UNCIL MEETING DATE: May 15, 2007
ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
..
SUBJECT: OMNI LANDSCAPE CONTRACT AMENDMENT
..
...
POLlCVQUESTION: Should the Council authorize a second amendment of the Park Maintenance
selWices contract from Omni Landscape?
~
...
CqMMITTEE: PRPSC
MEETING DATE: May 8, 2006
CA TEGORV:
I
X Consent Ordinance 0 Public Hearing
D. City Council Business D Resolution D Other
ST~FF REpORT Bv: STEPHEN IKERD DEPT: Parks
Otimi Landscape has been performing landscape maintenance services to eight city sites for the past
ye~. This request is to extend the contract one more year, as this company has been performing well
an~ their price and service will not change. The total amount of compensation for' this contract is
$51,348.86 for a one year term.
Aqachments: None
Op.tions Considered: NA
..
ST~FF RECOMMENDA T.ION: Staff recommends amending the term of the contract for anothe~ year.
CI'{V MANAGER ApPROVAL:
DIRECTOR ApPROVAL:
Council
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PiWPOSED COUNCIL MOTION: "1 move approval of amending the term of the contract for another year
and authorize the City Manger to execute the amendment"
l
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o . APPROVED
o DENIED
o T ABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
~
COUNCIL BILL #
1 ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
L-\
COUNCIL MEETING DATE: May 15,2007 ITEM #:
------.-...-.--.-.--.-.---------...---.-...-------...--.-..--..-----...--.---.-..--.----.-.......--....--.---....-.-------..--..--.....---.----------..--.------.---
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: WEST HYLEBOS WETLANDS PARK BOARDWALK: AWARD BID
COMMITTEE: PRPS
MEETING DATE: May 8, 2007
CAlfEGORY:
.
[8J Consent
D City Council Business
l
ST~FF REpORT By: B SANDERS
D Ordinance
D
Resolution
D
D
Public Hearing
Other
DEPT: Parks, Recreation &
Cultural Services
The City publicly advertised the West Hylebos Wetlands Park Boardwalk project on April 20, 2007. Seven bids
we~e submitted on the project. The cost estimate for the complete project was $1,218,000. The bid amounts,
including Washington State Sales Tax, are as follows:
. ..
I. Epic Construction
2. T. Miller Construction
3. McClure and Sons
4. Shinstine Assoc,
5. L.W. Sundstrom
6. A-I Landscaping
7. Mid Mountain
$ 1,024,406.40
$ 1,097,900.80
$ 1,185,921.00
$ 1,216,384.00
$ 1,363,009.41
$ 1,464,448.00
$ 1,753,734.14
Epic Construction, L.L. C. of Bellevue is the lowest responsive, responsible bidder. The bid was structured with
two~altemates, in case of cost issues. The amounts of the bid, including sales tax are:
Base Bid: $ 930,457.60
Alt. I-Trail to Brook Lake: . $ 54,726.40
Alt. 2-Viewing Platforms: $ 39.222.40
TOTAL, all items: $1,024,406.40
Oth~r Project Costs:
10% Construction Contingency:
AlE Costs:
Staff Costs:
$ 102,440.64
$ 140,000.00
$ 40.000.00
$ 1,306,847.04
Staff costs are for project management during the design, planning and construction phases.
The:total budget for this project is $1,445,168. Sources include:
City-REET: $ 473,000
State Appropriation: $ 350,000
State lAC: $ 550,000
Federal Appropriation: $ 72.168
$1,445,168
D-)
Options Considered:
1. Award bid to Epic Construction, L.L.c.
2. Do not award bid.
STAFF RECOMMENDATION: Staff believes this is a very good bid and recommends awarding the bid to Epic
Construction, L.L.c. All references on the firm have been very positive.
DIRECTOR ApPROVAL:
9liL
Council
CITY MANAGER ApPROVAL:
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: HI move approval to award the West Hylebos Wetlands Park Boardwalk
project to Epic Construction, LL C, the lowest responsive, responsible bidder, and to fully fund the Base Bid
and Alternates 1 and 2. The contract award shall be for $1,024,406.40. A construction contingency up to
$102,440.64 is established, and the total for all identified project costs is $1,306,847.04. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o TABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
D-L
_~!~~~~_~~ETING_~A T~_~~~~~~_~_~~~_.___.____.___._____..__________.___________..__~T~~ #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: CABINS P ARK PARKING LOT-PHASE II: ACCEPT WORK BY PERVIOUS CONCRETE, INC.-AG
#06-133, JOHANSEN EXCA V A TING, INC.-AG #06-119, AND BLUE SKY LANDSCAPE SERVICES, INC-AG
#07-044
..
POLICY QUESTION: Should the concrete work done by Pervious Concrete, Inc. and site prep work by Johansen
Ii.
Excavating, Inc. for the construction of the parking lot at Cabins Park be accepted as complete?
CQMMITTEE: PRPS
C1TEGORY:
[gI1 Consent
D City Council Business
STA.FF REpORT By: B SANDERS
MEETING DATE: May 8, 2007
D Ordinance
D Resolution
D Public Hearing
D Other
DEPT: Parks, Rec. & CuI. Services
Phase II of the Cabins Park project was bid in three components, due to a single high construction bid when it
was first advertised. A budget of $225,000 was available for all three contracts. The three work components are
complete, and the City is prepared to formally accept the construction contracts as complete. The contracts
include:
Site Prep: $ 73,363.73
Concrete: $ 99,547.00
Landscaping: $ 26.625.08
Total: $199,535.73
Thc:t site prep portion of Phase II of the Cabins Park included grading and drainage, and was performed by
Joh~nsen Excavating, Inc. This portion of the work began in August 2006. The initial contract for the site prep
contract with Johansen Excavating was for $62,600.53. Contingency in the amount of $10,763.20 was used, for.
a total contract of$73,363.73.
.
The concrete contract with Pervious Concrete was for $99,547.00. No contingency was used. All three contracts
totaled $199,535.73, keeping the payments for all contracts within the $225,000. budget. Five percent of the
con~tructionamount has been retained by the City until acceptance and release by other agencies.
Blue Sky Landscape Services, Inc. provided the landscaping and irrigation installation. . The contract was for
$26)>25.08.
~ .
The work performed by Johansen Excavating, Inc., Pervious Concrete, Inc. and Blue Sky Landscape Services,
Inc.1 has been acceptable, and was performed within the scope of the contract and schedule.
Attachments: None
Options Considered:
I. Accept contract with Pervious Concrete, Inc. and Johansen Excavating, Inc. as complete, and release
retainage.
t-. Do not accept contracts as complete; and do not release retainage.
E-\
STAFF RECOMMENDA nON: Staff recommends that the contracts with Johansen Excavating, Inc" Pervious
Concrete, Inc. and Blue Sky Landscape Services, Inc, be accepted as complete, and that retainage be released
(Option 1, above).
DIRECTOR ApPROY AL:
Council
CITY MANAGER ApPROY AL:
Council
COMMITTEE RECOMMENDA nON:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOnON: "[ move acceptance of the concrete portion of the Cabins Park: Phase II.
performed by Pervious Concrete, Inc,. the site prep portion performed by Johansen Excavating, Inc., and the
landscape portion performed by Blue Sky Landscape Services, Inc. as complete, and approve release of the
retainage. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o TABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1sT reading
Enactment reading
ORDINANCE #
RESOLUTION #
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