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PRHSPSC PKT 06-09-2009City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE ITuesday, June 9, 2009 5:30 p.m. 1. CALL TO ORDER 2. PUBLIC COMMENT — THREE (3) MINUTES 3. COMMISSION COMMENTS 4. APPROVAL OF APRIL 14, 2009 SUMMARY 5. APPROVAL OF MAY 12, 2009 SUMMARY 6. COMMITTEE BUSINESS City Hall Hylebos Conference Room Action Topic Title/Description Presenter Page or Info A. Community Preparedness Grant Gross 11 Action 06/16/09 Council B. Letter of Intent for Neighborhood Stabilization Program II Hynden Handouts will be given at meeting .. ......... 1.1...1.1...... .111 1............................ ........................................................................ ..11 .. .............. C. Reprogram 2009 CDBG Capital Funds as Part of the 2010 O'Donnell 13 CDBG Capital Allocation Process . 1.1111.1-11 ..11.1..........1.... .... ......... . ................ ........ ................1...11.............................................. ................... .................. ....._..... ... ......_.... . .................... D. Federal Way Community Center Cafe Construction Ikerd 21 E. Federal Way Community Center Cafe Equipment F. CHG Building Systems Retainage Release G. Application for Ballistic Vest Partnership Grant H. Renewal & Extension of Red -Light Photo Enforcement Professional Services Agreement ___.1_.W.W._..._..__._.....................---11------ - . ._.................. 11_ .... . ....... 1111.._ 1111_-111-1_ I. SECTOR Service Level Agreement with the Washington State Patrol Ikerd 23 Ikerd 25 Hwang 27 Hwang 33 Information Action 06/16/09 Council Action 06/16/09 Council ........................ . ........ Action 06/16/09 Council Action 06/16/09 Council Action 06/16/09 Council .................................................... Action 06/16/09 Council Hwang Handouts will be Action given at meeting 06/16/09 Council 7. PENDING ITEMS • Festivals • NLC Providing Discount Pharmacy Services to Citizens • Concept of Housing in South King County • Maintaining the health of trees in the City — relating to invasive species; particularly English Ivy 8. NEXT MEETING — Tuesday July 14, 2009 5:30pm — Hylebos Conference Room 9. ADJOURNMENT 2009 Committee Members: Staff Council Member Jeanne Burbidge, Chair Steve Ikerd, Interim Director Council Member Jim Ferrell Mary Jaenicke, Administrative Assistant It Council Member Michael Park 253-835-6901 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 14, 2009 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell; Council member Linda Kochmar, Amy Jo Pearsall, City Attorney, Deputy Chief Andy Hwang, Cathy Schrock Support Services Manager, Lynnette Hynden Human Services Manager, Ray Gross EOC Manager, Steve Ikerd, Interim Director PRCS, Mary Faber PRCS Superintendent, Mary Jaenicke, Administrative Assistant II. Chair Burbidge called the meeting to order at 5:34p.m. Council member Park was excused. PUBLIC COMMENT None COMMISSION COMMENT None APPROVAL OF SUMMARY Council member Ferrell moved to approve the March 2009 minutes. Chair Burbidge seconded, motion passed. Council member Ferrell moved to have items G and H presented after item D, and to add School Resource Officer Contract, and Services Agreement for The Commons at Federal Way Police Services to the agenda. Chair Burbidge seconded. Motion passed. BUSINESS ITEMS Donation of Two Retired Police Vehicles to Criminal Justice Training Commission Deputy Chief Hwang reported that the Federal Way Police Department was approached by the Criminal Justice Training Commission, and were asked to donate vehicles. The Department has two surplus vehicles that they would like to donate. The cars normally sell at an auction for $1500 for each. Council member Ferrell moved to authorize the donation of two retired Police Vehicles to the Washington State Criminal Justice Training Commission for their Police Academy Training Program. Chair Burbidge seconded. Motion passed. Agreement between City of Federal Way and Puget Sound Educational Service District Relating to Funding for Reinvesting in Youth Chair Burbidge stated that she does serve on an Advisory Committee for this program. Deputy Chief Hwang stated that since 2003 the Department has contributed $5000. In the past funding has been taken from their forfeiture account for reinvesting in youth; this year the funds are low in that account, so the money will be taken out of the traffic account. Deputy Chief Hwang stated that it is a tremendous benefit to spend money upfront to address issues with youth that are having troubles. Council member Ferrell moved approval of the Agreement between City of Federal Way and Puget Sound Education Service District Relating to Funding for Reinvesting in Youth, and authorize City Manager Neal J. Beets to sign such Agreement. Chair Burbidge seconded. Motion passed. Edward Byrne Memorial Justice Assistance Grant (JAG) Ms. Schrock presented the background information. It is their intent to enter into an agreement with King County within the next ten days. This is different than any other grant that they have applied for in JAG. The Justice Department identified King County as a disparate agency in the allocation of funds. Federal Way has entered into negotiations with King County and all 18 cities representing them. The cities are coming together on April 15 to counter the County's proposal. A unanimous decision is the only way that the funds will be distributed by the Federal Government. The final Memorandum of Understanding will be brought back to Council. Council member Ferrell moved to approve, Chair Burbidge seconded. Ms. Schrock stated that the funds are one time funds that will be shared for training and other programs. The purpose of the grant is to continue jobs or stimulate jobs in law 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday April 14, 2009 Summary Page 2 enforcement or programs that support law enforcement. The total money is approximately 4.8 million for the County, and the federal allocation for the city is $211,276. The federal allocations are subject to negotiation with King County. If an inter -local agreement cannot be reached between all participants, then the entire King County grant award will be lost. It was moved and seconded to approve a Memorandum of Understanding of the Edward Byrne Memorial Justice Assistance Grant (JAG). Motion passed. Agreement between FWPD and Washington Auto Theft Prevention Authority (WATPA)• Grant for an Automatic License Plate Reader (ALPR) Deputy Chief Hwang reported that the Police Department applied for and was awarded a grant in the amount of $30,000 to purchase an Automatic License Plate Reader. The technology will be phenomenal in finding stolen vehicles. It will read 1,000 plates per hour. The ALPR will be mounted onto a vehicle and will alert the officer that it is a stolen vehicle. Council member Ferrell moved approval of the Agreement between the Federal Way Police Department and Washington Auto Theft Prevention Authority to accept the Grant for Automatic License Plate Reader, and authorize City Manager Neal Beets to sign such Agreement. Chair Burbidge seconded. Motion passed. A brief presentation will be given at the April 21, 2009 City Council meeting. School Resource Officer Contract Deputy Chief Hwang stated that this is a three year contract with the Federal Way School District. This contract was revised because the School District dropped the School Resource Officer (SRO) at Thomas Jefferson High School. We now have four SRO's. It was explained that Thomas Jefferson is not within the city limits of Federal Way, and King County approached the school district and asked to take over police services at that site. Council member Ferrell moved approval of entering into the Interlocal Agreement with Federal Way School District No. 210 to provide School Resource Officer Services to the High Schools. Chair Burbidge seconded. Motion passed. Services Agreement for The Commons at Federal Way Police Services Deputy Chief Hwang stated that this is a one year contract with The Commons Mall. The contract is renewed on an annual basis. Originally we had two officers at the mall. When the theater opened we were asked to provide three Officers. Due to the economic downturn, they requested that we reduce costs. We have reduced our services by 8.3%. Three officers are now working 11 days instead of 12 days. The one day is being absorbed into Patrol. The City pays 50% of the Officers salary, and The Commons pays the other 50%. Police coverage at the Transit Center was discussed. Increased focus at the Transit Center is extremely important for safety. The Transit Center has two officers assigned, but they pair up and travel to other transit centers, so there are times when the Transit Center is unguarded. Chief Deputy Hwang, stated that at this time the FWPD is going to provide the staffing, and take control of the Transit Center. The Department will be meeting with the Transit Center. This is putting a strain on the Federal Way Police Department. The contract will be reviewed. Council member Ferrell moved approval of entering into the Services Agreement for The Commons of Federal Way for Police Services. Chair Burbidge seconded. Motion passed. Federal Way Community Center Marketing and Strategic Plan Implementation Ms. Faber introduced Scott Marlow from Marketing by Marlow; he is part of the team of Cipalla Communications. An RFP was issued for the development of creative materials for print and electronic communications. The budget for this is $80,000. Six proposals were received. There was an interview and evaluation committee. The committee met with all six respondents. The committee chose Cipalla. Ms. Farmer stated that Rita Cipalla hand picks her subcontractors. Ms. Faber stated that the committee felt that a very important element is how we market electronically, this is critical to the success of the Community Center. Mr. Marlow is a specialist on this. Mr. Marlow stated that the team is very excited about the project. Each team member will have their own area of responsibility. Ms. Faber stated that the team that has been put together has a very strong background in business and non -profits, so they understand both markets. They understand that our budgets are not limitless. The $50,000 will be used to develop the creative materials such as brochures, rack cards and flyers and the web pages. $30,000 will be used to make the materials and develop them. It will also be used for printing and mailing. Council member Ferrell moved approval to authorize staff to negotiate an agreement for $50,000 with Cipalla Communications, Inc. for the development of creative materials for print and electronic communications. Chair Burbidge seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday April 14, 2009 Summary Page 3 Community Fireworks RFP Ms. Faber stated that the City issues an RFP for the community fireworks display every two years. One proposal was received from Entertainment Fireworks, Inc. We have used this company previously, and they have done a good job. The amount of the display is $16,000 annually. Council member Ferrell moved to authorize acceptance of the Entertainment Firewo4ks Request for Proposal and authorize staff to negotiate a two year agreement for $32,000 for the community Fireworks. Chair Burbidge seconded. Motion passed. Succession for Governing the City Of Federal Way in Times of Emergency Mr. Gross provided the background information. This is a resolution that addresses the succession for Governing the City of Federal Way in times of emergency or disasters. Lessons learned from past emergencies and disasters have shown that leadership in times of emergencies is one of the internal problems that most response agencies face. This resolution addresses that in the event that the Mayor is not available or capable of running the City during the disaster, that there is a written chain of command of who would be in charge and who would be able to make a proclamation of emergency. The resolution also states that the line of succession will be able to make a proclamation of emergency without the need of a quorum. Council member Ferrell moved to approve the draft resolution as written. Chair Burbidge seconded. Motion passed. Interlocal Agreement for South End ARCH Ms. Hynden stated that she met with the ARCH Managing Planner Arthur Sullivan and then Dini Duclos CEO of the Multi -Service Center. In addition, Ms. Hynden has reviewed reports on costs and the existing housing stock in South King County then compared the reports against East King County's reports as requested. Ms. Hynden feels that now is not the right time to sign this agreement without support staff. This seems consistent with Mr. Sullivan's recommendation based on his first hand experience. The Eastside ARCH started with a full-time and half-time staff person dedicated to the organization and start up of the East Side ARCH. They spent many hours providing . administrative support and technical expertise to develop the work plan that puts the agreement into action. It took 1 '/2 years to develop thework plan, then a trust fund was set up before the agreement was signed. Ms. Hynden stated that East King County's focus was trying to develop the new stock of affordable housing; there were not enough resources for people to be able to afford housing in the same community in which they worked. In South King County refurbishing our housing stock is the issue, making sure that the housing stock we have is taken care of. Instead having no resources to maintain affordable housing, stock deterioration begins and affordability is set aside by rising costs of basic needs to support the house. We need to keep up on Community Development and refurbishing the current stock, not build more at the cost of letting the current stock deteriorate. There is already a group of cities that work with King County in correlation to the Committee to End Homelessness and in a couple of weeks, Jason Johnson, will be speaking at the city council meeting. This is a collective group of concerned agencies and cities that was to make sure that we are building and maintaining affordable housing in South King County. Ms. Hynden is asking that we do not sign an ARCH agreement that appears to be blueprints of the Eastside's agreement without funding or appropriations to fully staff the agreement. Collaboration between cities is a great thing; we just need funding to create a plan and then execute the plan. Human Services Division cannot absorb the additional costs for the in-kind services that will be needed to fully participate in an ARCH. This agreement is too broad and does not address what South King County needs. Signing an agreement that does not have staffing appropriated in addition agreements for a work plan will not move us forward from where we are now. It is a very broad document that says we will work together, but it has no action behind it. Council member Burbidge stated that the existing housing stock needs to be upgraded and maintained. Ms. Hynden stated that the ARCH without a foundation for collaboration outlined does not guarantee that if we join, that every other city that signs the agreement will contribute funds or ideas for a work plan consistent with the needs of South King County. Council member Ferrell moved to approve option 1: Do not sign the Interlocal Agreement SEARCH. Chair Burbidge seconded. Motion passed. Parks and Recreation Commission Work Plan Steve Ikerd presented the 2009 work plan. The work plan has been delayed due to some budget concerns. Council member Ferrell moved to approve the proposed Parks Commission 2009 Work Plan. Chair Burbidge seconded. The Celebration Park l On year anniversary celebration was added to the work plan. It is scheduled for May 29th. Motion passed. Pending Items Animal Control 5 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday April 14, 2009 Summary Page 4 NEXT MEETING — May 12, 2009 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:55 p.m. City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, May 12, 2009 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Mike Park; Brian Wilson Interim City Manager, Cary Roe, Assistant City Manager, Amy Jo Pearsall, City Attorney, Interim Chief Andy Hwang, Commander Stan McCall, Ray Gross EOC Manager, Steve Ikerd, Interim Director PRCS, John Hutton PRCS Supervisor, Mary Jaenicke, Administrative Assistant II. Chair Burbidge called the meeting to order at 5:34p.m. Council member Ferrell was excused. Guests: Fred Konkell, Parks and Recreation Commission Chair; Al Dams King County Animal Control Contract Administrator PUBLIC COMMENT None COMMISSION COMMENT Fred Konkell, Chair of the Parks and Recreation Commission invited everyone to attend the Celebration Park 10 year anniversary celebration. The event will take place on May 29, 2009 from 4:00pm-6:00pm. APPROVAL OF SUMMARY Approval of the April 2009 minutes will take place at the June meeting. BUSINESS ITEMS Greater Federal Way Comprehensive Emergency Management Plan Mr. Gross gave a Power Point Presentation of the Comprehensive Emergency Management Plan (CEMP). This CEMP is required by the National Incident Management System (NIMS). NIMS directs and guides the field of emergency management and how first responders will deal with the events of the emergency disaster. The agencies involved in the plan include the City of Federal Way, Federal Way Public Schools, Lakehaven Utility District and South King County Fire and Rescue. Review of the plan started in 2006, and the Member Agencies began updating the plan in 2007. Key parts of the plan have been tested in drills and table top exercises. The plan cannot address every "what if' scenario. First responders are not immune to the emergency or disaster, Government resources could be impacted, which will have a direct impact to how we respond. The best effort will be made based on what the current information is, and the resources that are available. The plan is needed so that the City will in compliance with NIMS, and we will be eligible for grant monies. The CEMP'S purpose is to prevent or minimize the impact of the emergency, prepare the fust responders as well as the community, and respond to and recover from the emergency or disaster. The objectives are: Establish clear levels of leadership, address roles and responsibilities and expectations, clarify internal and external communications and information releases, and identify resources. Key parts of the plan will be reviewed yearly, and the entire plan will be reviewed every three years. Council member Park asked if any grants have been received. Mr. Gross stated that prior to his arrival, several grants were received to equip the EOC, field response, and the 2006 windstorm recovered $117,000. Adopting the Plan will not create a budgetary impact. Council member Park moved to approve the draft Resolution. Chair Burbidge seconded. Motion passed. Animal Control Ms. Pearsall stated that dangerous dogs and animal control has been an ongoing issue; the City has been working to make sure that its citizens are as safe as possible. On numerous occasions the City Council has adjusted the Animal Control Policy and Dangerous Dog Statutes. Currently the city has an Interlocal Agreement with King County Animal Control (KCAC). KCAC has agreed to provide the same level of animal control services that it provides throughout King County in return for collecting licensing fees and fines. Other cities have adopted additional PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 12, 2009 Summary Page 2 legislation that defines dangerous dogs by breed specific, and they have also adopted a stricter hearing procedure that happens once the dog is confiscated. In order to enforce this, they have asked King County to provide enhanced services. In response to Chair Burbidge's question regarding what to do if a dog is 10% of the breed, Ms. Pearsall referred to a case in Yakima, and that when you are looking at dangerous dogs, there needs to be a very common ground for determining whether a dog meets the requirements, or the extra conditions in an Ordinance. As a result, Yakima uses physical characteristics, rather than blood content. There would not be a test for breed. Auburn has $90,000 per year budgeted for enhanced animal control services. Ms. Pearsall has spoken with a few people from Auburn; they had positive comments regarding the enhanced services. Ms. Pearsall introduced Al Dams, the Contract Administrator for King County Animal Control. Council member Park asked if the level of services for King County Animal Control will be impacted due to the budget constraints. Mr. Dams said not at this time, but they are starting to meet with cities to discuss how they can bridge the gap between the revenue they bring in for the licenses sales, and fees and fines and the costs to provide the animal control, shelter and services. They are starting to discuss strategies. Mr. Wilson stated that one of the ideas that came up was ways to increase the licensing of animals within Federal Way. Currently the licensing is at 19%. There were 76 calls for vicious animals and 45 calls for dog bites in 2008 in Federal Way. Council member Park asked what the current level of service is in Federal Way. Mr. Dams answered that the County is split into zones. There is an officer that covers the zones. There is not one officer dedicated to Federal Way. Depending on what city they're in, it may take an officer a half hour to respond to a call. There are some cities that have their own animal control officer. Mr. Dams stated that the City of Auburn had wanted their own animal control officer. They decided to try the enhanced services first, and it is working out well for them. It is proving to be more cost effective at this time. Council member Park stated that this should be looked at in a long term basis, but not at this moment. Mr. Dams stated that the City of Auburn is just one model. There are is a variety of levels of services to look at. The rate for a full time officer is $46.75 an hour, $300 a month for a standard car, and $1,000 a month for a dog truck. Interlocal Agreement DSHS/DDD Mr. Hutton stated that the City of Federal Way has had an Interlocal Agreement with DDD in the past. This agreement provides funding for low income people with disabilities to participate in recreation programs. The amount of funding is approximately $5,000.00 yearly. The term of this agreement is three years. The participants are pre -qualified. Council member Park moved to accept the Interlocal Agreement with the DSHS/DDD and authorize staff to enter into a three year agreement for services. Chair Burbidge seconded. Motion passed. Amendment to the Red Light Photo Enforcement Ordinance Clarifying the Penaltv Ms. Pearsall stated that the City's current statute does not specify a penalty. Because it does not specifically say what the penalty is, the court is concerned about whether or not they can enforce it. An amendment to the Ordinance was prepared and it refers to the current parking infraction penalty. There will be no doubt what the current penalty is. Council member Park moved approval of the Ordinance and forward to the full Council on May 19th, 2009. Chair Burbidge seconded. Motion passed. A Measured Expansion of the Red -Light Photo Enforcement Program Interim Chief Hwang announced that Commander Steve Neal has been selected to be the interim Deputy Chief of Police. The Police Department would like to add additional cameras to selected intersections, and add speed photo enforcement to selected school zones. They would like to add two additional cameras at 320th and Pacific Hwy South, and would like to add one new camera at 312'h and Pacific Hwy South. The total number of red-light photo cameras would be seven. The selected school zones are SW 320th at Twin Lakes Elementary, 21" Avenue South of SW Campus Drive (Saghalie), and 1st Avenue at Panther Lake Elementary. These are school zones that currently have police officers conducting traffic enforcement. By adding the photo speed enforcement it will free up the officers and they will be able to provide traffic enforcement to other areas. Council member Park stated that this seven month experiment has proven to be very successful in reducing the number of accidents. He asked how the increase in photo and speed enforcement would affect the Municipal Court. Mr. Wilson stated that there will be impacts to the court, and they will work with the Court to determine their impacts as a result of this change. How will this affect the budget? The revenues will be greater. Wilson stated the costs of the services to the court would need to be assessed, and come to an agreement pertaining to those costs. This program would be self supporting. There would not be any new money or general fund money to support the impact to the court. In terms of the equipment, this program is self-sustaining. Council member Park moved to expand the current Red -Light Photo PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 12, 2009 Summary Page 3 Enforcement Program by adding three new red-light cameras and three speed cameras in designated School Zones. Chair Burbidge seconded. Motion Passed. Kim County Regional 800 MHZ Radio System — Inadequate Radio Coverage Interim Chief Hwang stated that this there has been an ongoing effort by City staff to address the radio coverage problem. They have been working on this problem for the last 4-5 years. They have been working with King County government and other stakeholders. Three areas have been addressed to enhance the radio reception problem. 1. In May of 2008 a Bi -Directional Amplifier was installed at Decatur High School. 2. In January of 2009, King County acknowledged that there are areas in Federal Way that have poor radio reception. They recognized that the solution to solving the problem is to build a radio tower in Federal Way. They are seeking $6 million in funding for the project. It is currently going through the King County Budget process. 3. In April of 2009, King County and the City of Federal Way agreed to a pilot project doing maintenance on 10 vehicle mobile radios and portable radios to see if preventative maintenance will enhance the operation of the radio. If this pilot program proves to be successful, the City and the County have agreed to a 50/50 cost share to do the maintenance on the rest of the radios. The cost will be $35,020. Federal Way Soccer Association Donation Mr. Ikerd reported that the Federal Way Soccer Association is donating $35,000 for improvements to the soccer fields. A portion of the donation will be used to increase the height of the fence at the Saghalie soccer field. Council member Park moved approval to accept the donation of $35,000 from Federal Way Soccer Association and authorize staff to use these funds for related soccer field improvements throughout the City. Chair Burbidge seconded. Motion passed. Pending Items Concept of Housing in South King County. Chair Burbidge would like to invite discussion amongst all the South King County Cities. She would like to see a more inclusive discussion take place. Maintaining the health of our trees in the city — relating to invasive species, mainly English Ivy NEXT MEETING — June 9, 2009 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:27 p.m. 10 COUNCIL MEETING DATE: 6/16/2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: COMMUNITY PREPAREDNESS GRANT POLICY QUESTION: SHOULD THE CITY COUNCIL AWARD GRANT MONEY TO THE THREE RECOMMENDED ORGANIZATIONS TOTALING $49,919.65 AND SHOULD CITY COUNCIL EXTEND THE COMMUNITY PREPAREDNESS GRANT INTO 2010 USING THE REMAINING FUNDS OF $50,080.35? COMMITTEE: PARKS, RECREATION AND PUBLIC SAFETY MEETING DATE: 6/9/2009 CATEGORY: X Consent Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: RAY GROSS Attachments: Memo DEPT: Public Works Options: 1. Approve the Community Preparedness Grant award recommendations and extension into 2010 using remaining fund 2. Don't authorize the Community Preparedness Grant award recommendations and/or extension and provide direction to staff. STAFF RECOMMENDATION: Option (1) Committee approve Community Preparedness Grant extension as written. CITY MANAGER APPROVAL: 040f, DIRECTOR APPROVAL: _ C/ Committee Council Committee Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: 11 (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IsTreading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION # 11 CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT Date: 05/27/2009 To: . Parks, Recreation, Human Services & Public Safety C, oouncil Committee From: Ray Gross, Emergency Management Coordinator �6 Via: Cary Roe, Assistant City Manager 94#(„ Subject: Community Preparedness Grant Program POLICY QUESTION: Should the City Council award grant money to the three recommended organizations totaling $49,919.65 and should City Council extend the Community Preparedness Grant Program into 2010 unsing the remaining funds of $50,080.35? BACKGROUND: As part of the 2007/08 mid biannual budget adjustments the City Council authorized a grant program of a $100,000 dollars to help the community better prepare itself for prolonged power outages and other emergencies. The $100,000 dollars of the grant has three areas of focus, those being power related, communications improvement with the Federal Way Emergency Operations Center, and general emergency preparedness projects. Below is how the money is allocated. $60,000 of the grant has been designated for backup power related projects. $25,000 of the grant has been designated for general emergency preparedness projects. $15,000 of the grant has been designated for communication projects A panel reviewed and scored all submitted grant projects that were submitted for grant funding. Below are the eligible projects and cost listed according to what grant category the project fits into . Back up power projects ($60,000) St. Vincent de Paul Catholic Church project cost $20,123.10 $60,000 — $20,123.10 = $39,876.90 remaining General emergency preparedness projects ($25,000) Multi -Service Center emergency operations equipment $5,111.00 Multi -Service Center community outreach brochures $5,041.65 Multi -Service Center emergency supplies & training $4,647.90 $25,000 — $14,800.55 = $10,199.45remaining Communications projects ($15,000) Federal Way Amateur Radio Club Dstar project $14,996 $15,000 — $14,996 = $4 remaining Total remaining grant funds is $50,080.35 Two grant applications were received and are not recommended. One application was from an organization outside of the Federal Way City limits and the other application was from a internet business that the review board determined that the businesses' project did not benefit the community. 12 COUNCIL MEETING DATE: June 16, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: REPROGRAM 2009 CDBG CAPITAL FUNDS AS PART OF THE 2010 CDBG CAPITAL ALLOCATION PROCESS POLICY QUESTION: Should the City of Federal Way reprogram available 2009 Community Development Block Grant (CDBG) capital funds as part of the 2010 CDBG capital allocation process? COMMITTEE: PRHS&PS MEETING DATE: June 9, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Human Services Manager DEPT: Community Development Services Department Attachments: ■ Memorandum to Human Services Commission dated May 12, 2009, with attachments outlining the 2009 CDBG program and options for reprogramming capital funds. Background: The City of Federal Way allocated 2009 CDBG capital funds to Valley Cities Counseling and Consultation for the acquisition of a mental health clinic in Federal Way. Due to the downturn in the economy, Valley Cities declined the funding award and has renegotiated the lease for their existing clinic in Federal Way. This means that approximately $240,000 needs to be reprogrammed to another eligible CDBG capital project. The adopted 2009 CDBG Contingency Plan provided the option to reallocate funds to the open projects noted in options 1-2 or consider the internal project noted in option 3. The Human. Services Commission concurred with the staff recommendation to forward option 4 to add these funds to the 2010 CDBG capital application process to determine if there are additional projects that may benefit the community. This will enable the Commission to consider the full range of available options before making a recommendation to the City Council in the fall of 2009 on whether to fund one of the existing options or a project under development. Options Considered: 1. Allocate available 2009 CDBG capital funds to the Korean Women's Association to assist with the completion of the public facility portion of the building that will provide an array of services to the community. (King County is recommending partial funding of this with their CDBG-R funds.) 2. Allocate available 2009 CDBG capital funds to the King County Housing Repair Program to provide zero interest forgivable loans for housing repair and emergency grants for life threatening repair needs in owner occupied homes to qualified residents. 3. Allocate available 2009 CDBG capital funds to a Public Works Department street lighting project that would serve a low-income Census Tract area. The project would install approximately 11 street lights along 17th Ave S/20th Way South/20th Ave S between 324th and 330th to address safety concerns. ('This project was recommended for the use of CDBG-R funds) 4. Allocate available 2009 CDBG funds as part of the 2010 CDBG allocation process noting that Federal Way has 2009 and 2010 CDBG funds available and reserves the right to split the funding between years or allocate all funds in 2010 based upon the merits of applications received. 5. Not allocate available 2009 CDBG capital funds at this time and request further information. STAFF RECOMMENDATION: Accept option 4. 13 CITY MANAGER APPROVAL: C4*1 DIRECTOR APPROVAL:G (w Committee Council Committee Council COMMITTEE RECOMMENDATION: 1 move approval of option Jeanne Burbidge, Chair Jim Ferrell, Member PROPOSED COUNCIL MOTION: "I move approval of option Michael Park, Member 14 (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02/06/2006 RESOLUTION # 14 CITY Of 4A Federal Way MEMORANDUM DATE: May 12, 2009 TO: Human Services Commission FROM: Kelli O'Donnell, Human Services/CDBG Coordinator SUBJECT-. Allocation of 2009 CDBG Capital Funds and 2010 CDBG Capital Allocation Process 2009 Community Development Block Grant (CDBG) Funds: Final 2009 funding amounts for Federal Way's CDBG program have been received. Agencies will be notified of the final funding amounts and Scopes of Service can be finalized for agency contracts when Federal Way has signed our contractwithKing County for 2009 CDBG funds. Federal Way's 2009 CDBG allocation was increased by Congress by just over $8,000. Below is the revised funding by category withtheAugust 2008, estimate for comparison. The King County CDBG Consortium has indicated that they have additional ceiling available for public service funding categories but do not have additional funding available for planning and administration as originally indicated. This allows Federal,,Way to maintain the 2007 funding levels for public services and means that the City,General Fund will backfill planning and administration. The;chart below compares the 2009 Preliminary Funding and ,Final 2009 CDBG Allocations by category: Final Federal Way 2009 CDBG Program Funding Category Prelim I Final 2009 ; 2009 Allocation w/Recap Entitlement Program income Recaptured Funds Housing Repair Housing Stability KC Admin Total to Allocate Funding Category Capital Public Service Planning & Admin Total Funding & Prog Income (Aug 2008) (May 2009) $ 714,719 $ 723,114 $ 59,702 $ 8,508 $ 2,668 $ 5;378 ($193,605) " ($ 182,905) ($ 42,988) ($ 42,988) ($101,465) ($ 87,796) $ 439,031 $ 423,311 Prelim Final 2009 2009 Allocation w/Recap Funding' & Prog Income (Aug 2009) (May 2009) $267,076 ` $ 264,172 $ 85,977 $ 85,977 $ 85,977 $ 73,162 $439,030 $ 423,311 15 t Applicant Big Brother Big Sister of King and Pierce Counties HealthPoint (Formerly Community Health Centers of King County) Federal Way Senior Center Institute for Family Development Multi -Service Center Orion Highline Community College Valley Cities Counseling & Consultation Project/Program Youth Mentoring . Primary Dental Care 2009 Funding Level $ 14,648 $ 15,104 Adult Daycare $ 16,000 PACT (Parents and Children Together) $ 15,225 Emergency Feeding Program $ 10,000 Rehabilitation Services $ 15,000 Total CDBG - Public Services: Small Business Development Center Federal Way Clinic Acquisition Total CDBG - Capital: $ 85,977 $ 22,500 $ 241,673 $ 264,173 As noted previously, the 2009 CDBG award of capital funds to Valley Cities Counseling & Consultation for the acquisition of a new facility in Federal Way to replace the facility currently being leased was withdrawn. I Federal Way has not yet formerly canceled this project and reprogrammed the $241,673 to another project. The 2009 CDBG Contingency, Plan for 2009 CDBG Capital Projects is attached and gives the various options for a li.`ocation,of the above funds. Additional funds may be allocated to open CDBG projects funded by the City of Federal Way andlor the King County CDBG%HOME Consortium or earned"forward to the 2010 CDBG' program year. A public participation process is required to cancel"tl e'Valley Cities Counseling and Consultation project and allocate the`new funding. Following is a list of open projects that the City may add funding to per the contingency plan and our interlocal agreement with King County. Potential Existing Projects to Allocate 2009 CDBG Funds to: 1, The Korean-Wip en's Association project in Federal Way may receive funding from the King County CDBG program should the Des Moines Food Bank project not execute a purchase and sale agreement by June 2009. Should the Korean Women's Association receive -King County funding, Federal Way could add 2009 CDBG funds to assist with the completion of the public facility portion of the building that will provide an array of services to the community. Federal Way CDBG funds were utilized toacquire the property to develop senior housing and a community facility. 2. The King County Housing Repair Program has been funded by Federal Way to provide zero interest forgivable loans for housing repair and emergency grantsfor life threatening repair needs in owner occupied homes to qualified residents. This program is heavily used by Federal Way residents. Federal Way funds the program with 25% of the annualrCDBG. allocation and has added funding to the program as needed. The housing repair program would receive $180,807 in CDBG funds based on thelcurrent 2009 estimates. The City allocated $260,092 to the program in 2008 and 32 Federal Way households utilized $370,439 in funds. Additional funds could be allocated and designated to utilize in 2009 and/or 2010. This may also allow funding to be made available for the repairs needed in the Neighborhood Stabilization Program if guidelines are adjusted to allow this use by the King County Consortium. This may not be a good use of the CDBG funds allocated by the stimulus package due to the special reporting requirements. 6 -2.___ 16 3. The Public Works Department has identified a potential street lighting project that would serve a low-income Census Tract area. The project would install approximately 11 street lights along 17`" Ave S/201h Way South/20"' Ave S between 324"' and 330'h to address safety concerns. The engineers estimate to complete the project is $188,700 including in-house design. Since this is an internal project, the City may designate funds to the project without an application process. This project may be a good fit for the additional stimulus funding. See following agenda item for allocation of CDBG-R funds. 4. The City could choose to allocate the available 2009 CDBG funds as part of the 2010 CDBG allocation process. A few agencies have indicated that they may have projects although a full review has not been completed to determine if they are CDBG eligible. Additional projects may come forward in response to a request for applications. The request for applications could note that Federal Way has 2009 and 2010 CDBG funds available and reserves the right to split the funding between years or allocate all funds in 2010 based upon the merits of applications received. 2010 CDBG Funding Process: The CDBG capital allocation process usually begins in the spring of the prior year but the 2010 process was delayed due to the pending CDBG Recovery Act funds and waiting to see what the final 2009 allocation was. As noted at the March meeting, the President's proposed 2010 Budget increases the CDBG formula to $4.5 billion but may have new requirements to target funding. It is unknown at this time whether Congress will support this increase or propose a decrease in CDBG funds. The allocations for 2010 will be made based upon the final 2009 entitlement with a contingency plan should funds increase or decrease. Attached is a draft allocation calendar for consideration with the goal of completing the allocation process in time to submit projects to the County by the September deadline with projects going under contract in 2010. Staff Recommendation: Staff recommends option 4 above to allow for an open application process for 2009 CDBG funds as part of the 2010 CDBG application process. Should the City decide to allocate 2009 CDBG funds to a project that is ready to start before 2010, the 2009 Contingency Plan could be amended to reflect the decision and notice given to the County to reallocate these funds in November of 2009. Commission Recommendation: Forward Option to be forwarded to the June 2, 2009, City Council meeting under Council Business. The above information will be discussed in more detail at Monday's meeting and any additional information received will be shared. Please contact me at (253) 835-2653 or kelli.odonnell.Ocityoffederalway.com if you have questions regarding CDBG or this agenda item. 6-3 17 C)' T3 a� U :~ O U O 0 rn rn I 0 U 0 0 N N ti o u o G x u o A bA v M u O C/I Qx v on Ua R� a �° 0 lAU q v�i�tla,ao'L) �UA r N N aA � bA vCQ 9 .2 cu t4 v� a A a z 00 aA 0 o y ci a O U 4 4.1 o a> o O O S+' En o o L1. rN. ,cC Q' •�'. y w 0 cb 41 04 ' 00 oQQ ,. U o a u Qy N V 40 V N G1. 0 Q. x e4 N u o U' O � N11) A &n Eimu Ci •U w+ O O oa 0.0 o�x .r. U A ul bio a�A 5 o 04 o�� u 0 cV °� • U f U O co O <O x A a a N C)' T3 a� U :~ O U O 0 rn rn I 0 U 0 0 N N Council Adopted 08/05/08 CITY OF FEDERAL WAY 2009 CDBG CONTINGENCY PLAN The allocation process for 2009 Community Development Block Grant (CDBG) funds is based upon an estimate of Federal Way's 2009 CDBG funds. The City will not know its exact grant amount until after Congress passes the HUD Appropriation Bill. This is expected to occur between the fall of 2008 and spring of 2009. Because the final CDBG appropriation is not known, the allocation process includes a contingency pian. The plan allows for adjustment up or down based upon the final grant amount and/or any additional funds received as the result of project cancellations or additional recaptured funds. 2009 CDBG Capital Projects: The City's interlocal with King County for the distribution of CDBG funds limits Federal Way to a maximum of two new stand-alone capital projects per year with a maximum of one construction project that may trigger Davis Bacon annually. Capital funds not used for these projects may be allocated to sub -regional projects by the City unless returned by City to the sub -regional fund. Federal Way may add capital funds to projects funded by the King County CDBG/HOME Consortium over and above the two project capital limitations. Since it is unknown at this time which projects will be funded by the King County CDBG/HOME Consortium for 2009 Capital projects, the following contingencies relate to the projects funded by Federal Way under the contract requirements: Funding Order of 2009 CDBG Capital projects: 1. Highline Community College — Small Business Development Center: Funded in the amount of $22,500 ■ Federal Way's first stand-alone construction project that does not trigger Davis -Bacon. 2. Valley Cities Counseling & Consultation — Federal Way Clinic Acquisition: Funded in the amount of $244,576 ■ Federal Way's second stand-alone project that does not trigger Davis -Bacon if not funded by the CDBG Consortium. SHOULD THE GRANT AMOUNT INCREASE OR ADDITIONAL FUNDS BECOME AVAILABLE: Capital Projects -- The City will apply any increase in the amount of CDBG capital funds as follows: 1. Valley Cities Counseling & Consultation — Federal Way Clinic Acquisition up to a=total award of $500,000; and, 2. If additional capital funds are received, open CDBG projects serving Federal Way residents that have been funded by the City of Federal Way and/or the King County CDBG/HOME Consortium will be considered for funding; and, 3. Should no open projects be identified and/or the Council decides it is not in the best interest of Federal Way residents to add Federal Way CDBG funds to the project(s), additional funds will be carried over to the 2010 CDBG program year. Public Service Programs - The City will apply any increase in the amount of CDBG public service funds as follows. 1. If any additional public service funds become available, funds will be allocated to Orion Industries Work Enhancement Services Program with additional service units required proportionateto funding up to $20,000 total funding; and, 2. If any additional public service funds become available, funds will be allocated to the Institute for Family Development PACT Program with additional service units required proportionate to funding up to $18,225 total funding; and, Page 1 of 3 20 COUNCIL MEETING DATE: June 16, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FW COMMUNITY CENTER CAFE CONSTRUCTION POLICY QUESTION Should the City accept the Cafe Construction bid and authorize the City Manager to enter into a contract with the successful bidder? COMMITTEE: PRHSPS MEETING DATE: June 9, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other: STAFF REPORT BY: Stephen Ikerd,Interim PRCS Director DEPT: PRCS History: Staff worked with a design team and vendors to develop a new Cafe stand that will be added to the waiting area near the main entrance and adjacent to the Senior Lounge in the FW Community Center. Prior approval was obtained from Council to solicit bids for Construction and related Equipment. Bid Result: 7 Construction companies from the Small Works Roster were invited to bid and 2 responded. Both Companies were responsive to the bid and Rush comes very highly recommended from reference checks. All references indicated they are very reliable, professional and deliver high quality work. • Rush Commercial Construction - $54,047.13 + $5,134.48 tax = total contract amt $59,181.61 • ASAP Construction ---------------- $66,979.00 + $6,363.00 tax = total contract amt $73,342.00 This project will be funded out of a 2009 carry forward account approved by Council on May 5th, 2009 The current balance in the Cafe line item is: $111,124.00 -59,181.61 $51,942.39 —remaining balance Considered: #1- Do construct the Cafe. #2 - Do not construct the Cafe STAFF RECOMMENDATION: Staff recommends Council accept the bid from Rush Commercial Construction and authorize the City Manager to execute a contract for Cafd Construction in the amount of $59,181.61 CITY MANAGER APPROVAL: c-AWI( DIRECTOR APPROVAL: 5T to Committee to Council to Committee To Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the Cafe Construction bid from Rush Commercial Construction and authorize the City Manager to execute a contract for services in the amount of $59,181.61 (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION # 21 PA COUNCIL MEETING DATE: June 16, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FW COMMUNITY CENTER CAFE EQUIPMENT POLICY QUESTION Should the City accept the Cafe Equipment bid and authorize the City Manager to enter into a contract with the successful bidder? COMMITTEE: PRHSPS MEETING DATE: June 9, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other: STAFF REPORT BY: Stephen ' _Ikerd Interim PRCS Director DEPT: PRCS _....-- —--...___...-- ._._.........._..._.....__ .--..._._._.._.:.__._._.._.._.._.....__.....__..---- -..----..... - ---- . -........ - --- - ....._..-......._.._.....- History: Staff worked with a design team and vendors to develop a new Cafe stand that will be added to the waiting area near the main entrance and adjacent to the Senior Lounge in the FW Community Center. Prior approval was obtained from Council to solicit bids for Construction and related Equipment. Bid Result: 3 Commercial Restaurant Equipment Supply companies were invited to submit application to the Small Works Roster and bid, only 1 responded as follows: (design estimate: $28,147.00 + tax) • Smith & Greene Company - $23,249.54 + $2,208.71 tax= total contract amt $25,458.25 This project will be funded out of a 2009 carry forward account approved by Council on May 5th, 2009. The current balance in the Cafe line item is: $111,124.00 181.61 construction cost 51,942.39 sub total -25,458.25 commercial equipment cost $26,484.14 balance Options Considered: #1 -Do purchase the Cafe Equipment. #2 -Do not purchase the Cafe Equipment. STAFF RECOMMENDATION: Staff recommends Council accept the bid from Smith & Greene Company and authorize the City Manager to execute a contract to purchase Cafe Equipment in the amount of $25,458.25 CITY MANAGER APPROVAL: G4w'*�'— DIRECTOR APPROVAL: to Committee to Council to Committee To Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the bid from Smith & Greene Company and authorize the City Manager to execute a contract to purchase Cafe Equipment in the amount of $25,458.25 (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION- ❑ APPROVED COUNCIL BILL # ❑ DENIED 1sT reading ❑ TABLED/DEFERREDINO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION # 23 24 COUNCIL MEETING DATE: June 16, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CHG BUILDING SYSTEMS RETAINAGE RELEASE POLICY QUESTION: Should the City accept the contract with CHG Building Systems as complete and authorize staff to release their retainage? COMMITTEE: PRHSPS Committee MEETING DATE: June 9, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd, Interim PRCS Director DEPT: PRCS History: The City contracted with CHG Building Systems to provide and install a metal maintenance building at Celebration Park in the amount of $168,599.02 including tax. CHG Building Systems has completed all the work within this contract. Prior to the release of retainage on any Public Works project, the City Council must accept the work as complete to meet State Department of Revenue and Department of Labor and Industries requirements. Expenditure Summary including tax: $168,599.02 — Contract total 120.25 — additional tax with the 9.5% change in April 2009 $168,719.26 - Total project cost $7,733.91 - 5% retainage held from the $168,599.02 Attachments: NA Options Considered: Accept the contract as complete or do not accept the contract as complete: STAFF RECOMMENDATION: Staff recommends Council accept the contract as complete and authorize staff to release retainage in the amount of $7,733.91 to CHG Building Systems. CITY MANAGER APPROVAL: 9*t DIRECTOR APPROVAL: to Committee to Council to Committee To Council COMMITTEE RECOMMENDATION: Forward to full Council on June 16 for approval; the acceptance of the CHG Building Systems contract as complete and authorize staff to release their $7,733.91 retainage. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to accept the contract as complete and authorize staff to release retainage in the amount of $7,733.91 to CHG Building Systems " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) 25 ORDINANCE # REVISED —02/06/2006 RESOLUTION # 26 SUBJECT: Application for Ballistic Vest Partnership (BVP) Grant. POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department apply for the 2009 Ballistic Vest Partnership (BVP) Grant? COMMITTEE: Parks, Recreation, and Public Safety Council Committee MEETING DATE: lune 9, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Acting Chief Andy Hwang DEPT: Police Department Attachments: 1. PRHS&PS Memo 2. BVP Application Options Considered: 1. Approve that the Federal Way Police Department apply for 2009 BVP Grant 2. Deny that the Federal Way Police Department apply for 2009 BVP Grant STAFF RECOMMENDATION: Staff recommends Option 1. CITY MANAGER APPROVAL. �.k,, 2 ��,� i '1 RECTOR APPROVAL: Connmit ee I Council Committee Council CONTMITTEE RECOMMENDATION: PRPS recommends Option Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "1 move approval of the 2009 Ballistic Vest Partnership (BVP) Grant application, and authorize Interim City Manager Brian Wilson to sign such Agreement.. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02/06/2006 RESOLUTION # 27 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: June 9, 2009 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Brian J. Wilson, Interim City Manager FROM: Andy J. Hwang, Acting Chief of Police SUBJECT: Permission to apply for 2009 Ballistic Vest Partnership (BVP) Grant. The total number of Ballistic vests that will need to be replaced by the Federal Way Police Department by the end of 2011 equals 78. This number includes quantity 67 vests that will replace existing (expiring) vests. It also includes 3 vests that will be needed for 3 new COPS grant funded officers. Because Ballistic vests are somewhat custom fit to officers' measurements, we will also need an estimated 8 vests for officers that will be hired by the end of 2011 due to attrition. It is my recommendation that we apply for half of the vests during the current 2009 BVP grant application process. The grant application period is now open until June 24, 2009 and requires matching police department funds. If the Grant is approved, it would provide $15,165.00 to the police department to use toward the purchase of vests and require $15,165.00 to be matched by the police department to purchase additional needed vests. The police department fuel savings has been identified by the finance department as a source to provide matching funds for the 2009 BVP grant. The 2010 BVP grant application will open in May of 2010, at which time we may apply for the remaining needed vests should Council approve. 128 Submit Application for Funding for BVP Approval Page 1 of 2 S�ctior Application > Submit Application > Submit Application for Funding for 6VP Approval c; '-; 2%C6 PLEASE NOTE. Applications fo funding may be submitted for the purchase of any armor that meets t€le establishers NIJ ballistic or stab standards ordered on or after April 1, 2009. Once the open application period closes, funding levels will be established and all ~applicants will be :iotified. Jurisdiction:: FEDERAL WAY CITY Status(Last Submission Date)- Open Application (Not Submitted) Jurisdiction's Ve_st_RPp ce_mer t 5 Years L_ date_>re: app_l plication lJPspp_5VP_Fund.sRemaining $4,040.84 Unspent BVP Funds Obligested $4,040.84 for Vest Purchases: ::f`}4? t'ElCV i' � C2iTt_qf} Rg%!.'_: 0 Submit Application for Funding for SVP Approval Application for Funding Name Quantity Extended Cost Tax, S&H* Total Cost. FEDERAL WAY 78 $55,395.60 $5,262.66 $60,658.26 CITY Grand Totals 78 $55,395.60 $5,262.66 $60,658.26 Requested BVP Portion of Total Cost, up to: $30,329.13 Total Taxes, Shippir}g and Handling Cost for each Application Customer Satisfaction Survey Please indicate your customer satisfaction regarding how easy this Select Difficulty Level EK form was to understand and use: - - - Please indicate your customer experience using the Internet to �- Select Experience Level?< conduct business: ....._--------- ---------- ---------------- - -- CERTIFICATION Chief Executive Certification: As chief executive officer (or authorized designee) of this jurisdiction, my submission of this Application for Funding Form under the Bulletproof Vest Partnership Grant Act, represents my legally binding acceptance of the terms set forth on this form; and the program's statutory and programmatic requirements, restrictions, and conditions, including the following: In the case of any equipment or products that may be authorized to be purchased with financial assistance provided, using funds appropriated or otherwise made available by this Act, it is the sense of the Congress that entities receiving the assistance should, in expending the assistance, purchase only American - made equipment and products. The recipient acknowledges that this grant is for Federal preparedness assistance. Therefore, the recipient agrees that it will implement and comply with the National Incident Management System (NIMS) as required by Homeland Security Presidential Directive 5 (HSPD-5). http://www.fema.gov/nims. The recipient acknowledges that the Secretary of Homeland Security 29 https://external.o' p.usdoj .gov/bvp/vests/roles/apps/submit_ app_ to_bvp_admin. j sp?level 1... 05/19/2009 Submit Application for Funding for BVP Approval Page 2 of 2 will develop standards and guidelines for determining whether a State or local entity has adopted the NIMS. Finally, the recipient further acknowledges that the Secretary of Homeland Security wig determine compliance with the NIMS and the recipient agrees to abide by the Secretary's decision on compliance. The applicant will give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers or documents related to this application and any subsequent payments received as a result of this application. I acknowledge and accept the Chief Executive Certification. Funding Limits Certification: If the submission of this application for funding is in conjunction with transactions for the purchase of vests, I understand and agree to abide by the following: I understand that all funding awards will be subject to the availability of funds and I acknowledge_ that there is no guaranteed level of funding associated with the submission of this application to the BVP program. I agree to meet my financial and contractual obligations associated with any purchase transactions, regardless of the amount of funding received through this application. I acknovriedge and accept the Funding Limits Certification. I certify to the best of my knowledge and belief, all information in this application is true and correct, Signature: As the jurisdiction's chief executive officer (or designee), authorized to submit this application, I herebyenter my full name in the space provided below: ._._...__ _....._.. _._...._.....- .._.. ._.._ ... __.._.... Paperwork Reduction Act Notice Under the Paperwork Reduction Act, a person is not required to respond to a collection of information unless it displays a currently valid OMB control number. We try to create forms and instructions that are accurate, can be easily understood, and which impose the least possible burden on you to provide us with information. The estimated average time for all components of a jurisdiction to complete and file this Application for Funding form is two hours. If you have comments regarding the accuracy of this estimate, or suggestions for making this form simpler, you may use the Suggestions e-mail option on this BVP web site, or you may write to the BVP, c/o Bureau of Justice Assistance, 810 Seventh Street NW, Washington, DC, 20531. 30 https://external.of p.usdoj .gov/bvp/vests/roles/apps/submit_ap p_ to_bvp_admin. j sp?level 1... 05/19/2009 BVP Application for Funding Page 1 of 1 OMB *1121-3235 Section Application > Manage Application > View!Update Application (Expires: 10/31/2006) Listed below is each of the vests which you included in your application. You may view, change or delete the information shown for each type of vests listed by clicking on its 'Model Name'. Vest Repiacement_Cycl �: 5 Years Uisper3t_aVF.Furicis. Remaining $4,040.84 Unspent BVP Funds Ob-11gated for $4,040.84 update__Pre_ p—pficatton. Vest Purchases: Err3ei-gerlc:yRePlacement.Needs: 0 31 https://external. of p.usdoi .gov/bvp/vests/roles/apps/editorder.i sp?isReceipt=N 05/19/2009 Vie /Update Application Vests for 2009 Regular Fund Model Name Quantity Specification Gender Unit Price Extended Cost Tax/S&H Total Cost SE12F 5 IIIA F $710.20 $3,551.00 $337.35 $3,888.35 V'RIIIA 10 IIIA M $710.20 $7,102.00 $674.70 $7,776.70 SEt}22 63 IIIA M $710.20 $44,742.60 $4,250.61 $48,993.21 Grand Totals 78 $55,395.60 $5,262.66 $60,658.26 31 https://external. of p.usdoi .gov/bvp/vests/roles/apps/editorder.i sp?isReceipt=N 05/19/2009 32 SUBJECT: Renewal & Extension of Red -Light Photo Enforcement Professional Services Agreement. POLICY QUESTION: SHOULD THE CITY RENEW & EXTEND THE TERM OF THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH `AMERICAN TRAFFIC SOLUTIONS, FOR TRAFFIC SAFETY CAMERA SYSTEMS. COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: June 9`h, 2009 Council Committee - (PRHS&PS) CATEGORY: ® Consent ❑ City Council Business STAFF REPORT BY: STAN P Attachments: 1. PRHS&PS Staff Memo Options Considered: ❑ Ordinance ❑ Resolution COMMANDER ❑ Public Hearing ❑ Other DEPT: Police Department Renew our existing Professional Services Agreement, with `American Traffic Solutions', for Traffic Safety Camera Systems, for one additional year, until June 16`h, 2010, with the option to extend this agreement for two additional three (3) year terms. STAFF RECOMMENDATION: Option #1- Renew our ea agreement. CITY MANAGER APPROVAL: ; ";! J,lS Sit yi�yJy h.l V; �fv� j DIRECTOR APPROVAL: Committee Council Committee Council COMMITTEE RECOMMENDATION: PRPS recommends Option Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move that the City renew and extend the terms of the existing Professional Services Agreement with American Traffic Solutions', for an additional year, with the option to extend this agreement for two additional three (3) year terms. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02/06/2006 RESOLUTION # 33 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: June 9, 2009 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Brian J. Wilson, Interim City Manager FROM: Andy Hwang, Acting Chief of Police SUBJECT: Professional Services Contract Renewal — American Traffic Solutions Background Summary Intersection safety is a priority for the Police Department and through Red Light Photo Enforcement, (RLPE), municipalities can use available technology to focus on citizen compliance with traffic control devices at intersections. For more than a year Staff members researched the advantages and disadvantages of RLPE Programs. Research was also conducted into the public's perception, and acceptance of, red light traffic cameras and the potential vendors available to provide this type of traffic safety technology. In February 2007, staff recommended to the City Council that the City enter into a one-year Red Light Photo Enforcement `pilot' Program. Council agreed with staff's recommendation to proceed with a program under Seattle's contract with American Traffic Solutions (ATS) and the City entered into contract negotiations with ATS in December of 2007. Research was conducted to install the necessary camera equipment and the City Council authorized a one (1) year pilot program of RLPE, which began at the end of August, 2008. We are confident that the contract with ATS is appropriate and we believe the fees included are reasonable. Our current program continues to be 100 percent violator funded. The fees and reported revenues are being closely tracked by our Finance Department. Recommendations: The Professional Services Contract with ATS has provided data which indicates that our RLPE program is achieving the desired voluntary compliance results we anticipated. The City may renew and extend the term of this contract consistent with other Professional Service Agreements entered into by the City. Such renewal requires the approval of the Federal Way City Council. We recommend extending the term of the existing contract with American Traffic Solutions to June 16, 2010. The City, at its sole discretion, may extend the term of this contract for two additional three (3) year terms upon approval by the City Manager. Photo enforcement technology does not replace traditional methods of traffic enforcement. Rather, it serves as a supplement to traditional traffic enforcement techniques, in addition to educational and engineering efforts designed to enhance traffic safety. The Police Department will continue to measure and evaluate the effectiveness of the red-light photo enforcement program with regard to safety, traffic flow and citizen compliance with traffic control devices. 34 SECOND CHANGE ORDER TO PROFESSIONAL SERVICES AGREEMENT FOR TRAFFIC SAFETY CAMERA SYSTEM This Second Change Order ("Change Order") is dated effective this day of , 20_, and is entered into by and between the City of Federal Way, a Washington municipal corporation ("City"), and American Traffic Solutions, INC, ("Consultant"). A. The City and Consultant entered into a Professional Services Agreement dated effective March 28th, 2008 whereby Consultant agreed to provide red light photo enforcement services ("Agreement"), as amended by the First Change Order on October 21St, 2008. B. Section 24 and Section 1 of the Agreement provide that the Agreement may only be amended by written change order. C. The City and the Consultant desire to amend the Agreement to extend the term of the agreement. NOW, THEREFORE, the parties agree to the following terms and conditions: 1. Term of Contract Section 3 of the Agreement shall be amended to extend the term of the contract until June 16th, 2010. The City, at its sole discretion, may extend the term of the contract for two additional three (3) year terms upon approval by the City Manager or the Assistant City Manager/COO. 2. Ratification. Any act done by either party consistent with the authority of the Agreement after the previous expiration date and prior to the effective date of this amendment, is hereby ratified as having been performed under the Agreement as it existed prior to this amendment. 2nd Amendment to Professional Services Agreement - 135 3. Full Force and Effect. All other terms and conditions of the Agreement not modified by this Amendment shall remain in full force and effect. DATED the effective date set forth above. ATTEST: CITY OF FEDERAL WAY By: Cary M. Roe, P. E. Assistant City Manager/Chief Operating Officer Emergency Manager 33325 8t' Ave S PO BOX 9718 Federal Way, WA 98063-9718 APPROVED AS TO FORM: City Clerk, Carol McNeilly, CMC City Attorney, Patricia A. Richardson AMERICAN TRAFFIC SOLUTIONS, INC (Signature) (Name) Its: (Title) (Address) (Phone) 2nd Amendment to Professional Services Agreement - 236-