PRHSPSC PKT 04-13-2010City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
April 13, 2010 City Hall
5:30 p.m. Hylebos Conference Room j
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMISSION COMMENTS
4. COMMITTEE BUSINESS
Topic Title/ Description
A. Approval of Minutes: March 9, 2010
B. Purchase a Ford F250 Super Cab Pickup
Truck using Replacement Reserve money
currently allocated for vehicle replacement
C. Landscape Bid Acceptance
Proposed Resolution to Authorize the use
D. of the Performance -Based Contract Process
for Energy Services Pursuant to Chapter
39.35A PCW
Action
Council
Presenter Page or Info
Date
3 Action
N/A
Norman 5 Action
Consent
4/20/10
Ikerd 7 Action Consent
4/20/10
Richardson 11 Action Resolution
4/20/10
5. PENDING ITEMS
• Festivals
• NLC Providing Discount Pharmacy Services to Citizens
• Concept of Housing in South King County
6. NEXT MEETING: Tuesday, May 11, 2010 5:30pm — Hylebos Conference Room
7. ADJOURNMENT
Committee Members city Staff
Jeanne Burbidge, Chair Cary M. Roe, P.E., Director of Parks, Public Warks and Emergency Management
Roger Freeman Marylaenicke, Administrafive Assistant 11
Mike Park
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, March 9, 2010
5:30 p.m
SUMMARY
Committee. Members in Attendance: Committee Chair Jeanne Burbidge and Committee members Roger Freeman
and Michael Park
Staff Members in Attendance: Brian Wilson, City Manager/Police Chief, Amy Jo Pearsall, City Attorney,
Assistant Chief Andy Hwang, Mary Hobday, Emergency Management Specialist, Commander Christ Norman,
Acting Commander Connie Shupp, Commander Stan McCall, and Mary Jaenicke, Administrative Assistant II.
Guests: None
Chair Burbidge called the meeting to order at 5:34p.m.
Public Comment: None
Commission Comments: None
APPROVAL OF SUMMARY
Council member Park moved to approve the February meeting summary. Council member Freeman
seconded. Motion passed.
BUSINESS ITEMS
Regional Hazard Mitigation Plan Adoption
Ms. Hobday reported that this Regional Plan was adopted by Council in September 2009. The adoption of this plan
was tentative pending the approval by FEMA. The Emergency Management division was notified in January that
FEMA did not approve the revisions, and changes to the plan needed to be made. These changes were fairly minor,
and FEMA has approved the revisions. The City did add one more action and that was "site -hardening" of City
facilities. Council member Freeman moved to approve the Resolution for adoption of the February 2010
revision of the Regional Hazard Mitigation Plan of King County, Federal Way Annex. Council member Park
seconded. Motion passed.
Award Honda Police Motorcycles Bid to South Bound Honda
Commander Norman presented the background information_ A request for quote was sent to three Honda
dealerships. South Bound Honda was the only dealership that could meet all of the requirements. The other
dealerships lacked the experience in this specialized field. The Department is trading in Harley-Davidsons. Council
member Park moved approval of the Police Department's request to award the bid (contract) for Honda ST
1300PA9 Police Motorcycle to South Bound Honda and authorize the City Manager to sign the contract.
Council member Freeman seconded. Motion passed.
ILA between the City of Auburn, Washington and the City of Federal Way, Washington, for the Housing of
Inmates in the Auburn City Jail
Acting Commander Shupp presented the background information. This Interlocal Agreement will be extended to the
end of 2011, which will fulfill their needs until the SCORE facility opens. Council member Freeman moved
approval of the Interlocal Cooperative Agreement between the City of Federal Way, and the City of Auburn
for the housing of inmates in the Auburn Jail, and authorize City Manager/Police Chief Brian Wilson to sign
such Agreement. Council member Park seconded. Motion passed.
ILA between the City of Buckley, Washington and the Citv of Federal Way, Washington, for the Housing of
Inmates in the Buckley City Jail
Acting Commander Shupp reported that they have not worked with the City of Buckley before. Buckley is
guaranteeing five beds. This facility will be primarily used to house female inmates. This will be a cost savings for
the City of Federal Way. Buckley's daily rate is $57.00 compared to King County's rate of $115.36. Five beds are
the minimum, and historically we could fill 12-15 beds. City Manager/Police Chief Wilson stated that there has been
a collaboration and coordination between the Court and the Police Department to implement programs to reduce the
3
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY" COUNCIL COMMITTEE
Tuesday March 9, 2010 Summary
Page 2
jail bookings. We are also looking at electronic home detention program, and the Catch and Release program has
also been successful in keeping jail costs down. Council member Freeman moved approval of the Interlocal
Cooperative Agreement between the City of Federal Way, and the City of Buckley for the housing of inmates
in the Buckley City Jail, and authorize City Manager/Police Chief Brian Wilson to sign such Agreement.
Council member Park seconded. Motion passed.
Chair Burbidge requested that new Agenda Bills stating the term of the contract and the amount of the contract is
included in the motion and that these new Agenda Bills will be included in the City Council packet. She would also
like this information included in all future Agenda Bills.
ILA between the City of Enumclaw, Washinaton and the City of Federal Way, Washinaton for the Housing
of Inmates in the Enumclaw City Jail
There was no discussion. Council member Freeman moved approval of the Interlocal Cooperative Agreement
between the City of Federal Way, and the City of Enumclaw for the housing of inmates in the Enumclaw City
Jail, and authorize City Manager/Police Chief Brian Wilson to sign such Agreement. Council member Park
seconded. Motion passed.
ILA between the City of Fife, Washinaton and the City of Federal Way, Washington, for the Housing of
Inmates in the Fife City Jail
There was no discussion. Council member Park moved approval of the Interlocal Cooperative Agreement
between the City of Federal Way, and the City of Fife for the housing of inmates in the Fife City Jail, and
authorize City Manager/Police Chief Brian Wilson to sign such Agreement. Chair Burbidge seconded.
Motion passed.
NEXT MEETING
April 13, 2010 5:30 p.m. in the Hylebos Conference Room
ADJOURNMENT
Meeting adjourned at 5:54 p.m.
4
COUNCIL MEETING DATE: April 20th, 2010 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: Purchase a Ford F250 Super Cab Pickup Truck using Replacement Reserve money currently
allocated for vehicle replacement.
POLICY QUESTION: Should the Police Department be allowed to purchase a Ford F250 Super Cab Pickup
Truck for the Police Trac Section instead of a Chevrolet Tahoe to provide a multi-purpose vehicle within the
existing fleet.
COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: 04/13/10
Council Committee - (PRHS&PS)
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: CHRIS NORMAN, COMMANDER DEPT: Police Department
Attachments:
1. PRHS&PS Staff Memo
Options Considered:
I. Purchase one new Ford F250 Super Cab Pickup Truck with Replacement Reserve Monies.
2. Purchase one new Chevrolet Tahoe with Replacement Reserve Monies.
STAFF RECOMMENDATION: Staff recommends Option 2.
CITY MANAGER APPROVAL: �tb
' �m� DIRECTOR APPROVAL: .►....
Committee Council Co� Council
COMMITTEE RECOMMENDATION: PR -PS recommends Option
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "1 move approval of the request by the Police Department to use available
Replacement Reserve money to purchase the requested vehicle for the Traffic Section and authorize the Police
Chief to make the purchase. "
(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/'006 RESOLUTION #
CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT
DATE: April 2, 2010
TO: Parks, Recreation, Human Services and Public Safety Council Committee
VIA: Brian J. Wilson, City Manager/Police Chief
FROM: Andy J. Hwang, Assistant Chief of Police
SUBJECT: Traffic Section — Vehicle Purchase Request
Background
The Federal Way Police Department has been approved by City Council and is in the process of
ordering several replacement vehicles for the existing marked fleet. Under the current proposal
the Traffic Section is scheduled to receive a Chevrolet Tahoe for traffic enforcement and accident
investigation.
While the Tahoe is an excellent choice and will no doubt be well utilized, the Traffic Unit is
recommending the purchase of a Ford F-250 Super Cab with canopy instead of a Chevrolet
Tahoe. The versatility of the Ford F-250 Truck will enhance the capability of the Traffic Section.
The Ford F-250 with roll-out bed is the cost effective choice due to the vehicles proficiency and
versatility, when used for Patrol, Traffic Enforcement, Major Accident Investigation Team,
(MAIT), Total Station and Commercial Vehicle Enforcement.
Proposal
The Police Department is seeking council approval to purchase a Ford F250 Super Cab Truck instead
of a Chevrolet Tahoe. Council has already approved the purchase of a Chevrolet Tahoe for $38,000_
The cost difference to purchase a Ford F250 Super Cab Truck is $1,500.
Funding Source
Existing replacement reserve funds allocated to the Traffic Section for the purchase of a traffic
enforcement/investigation vehicle up to $38,000. Existing traffic school funds have been identified
and are available to make up the additional $1,500.
Department funds have been identified and allocated for maintenance, operation and replacement
reserve within the department's budget.
1 6
COU- CIL MEETING DATE: April 20, 2010 [TENI #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: LANDSCAPE BID AWARD
POLICY" QUESTION: Should the City accept Landscape Services bids and authorize the City t1'lanager/Police
Chief to enter into maintenance contracts with the successful bidders?
COMMITTEE: PRHSPS MEETING DATE: April 13, 2010
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY:
-- -- -Ste hen IkerdParks &_ _F_acilities M_..a--n._a DEPT: PRCS
---- ._ _... .....
...... ........ _ ......... . _ .... ._ __...
Attachments: See April 13'', 2010 PRHSPS Committee. Memo
Options Considered:
1. Authorize bid awards for Landscape Maintenance Services for 8 City sites and award 3 year Maintenance
Agreements in the amount of $59,840.55 for Omni Landscape Services, $38,946.00 for Osaka Gardens and
$49,058.19 for C&C Industries.
2 Do not accept bids for Landscape Maintenance Service and Provide direction to staff.
STAFF RECOMMENDATION: Staff recommends Council authorize option i and approve 3 yr Maintenance
Agreements, effective May 1, 2010 through December 31, 2012 with a total compensation of $59,840.55 for
Omni Landscape Services, $38,946.00 for Osaka Gardens and $49,058.19 for C&C Industries, and authorize the
City Manager/Police Chief to execute said agreements."
CITY MANAGER APPROVAL: _ DIRECTOR APPROVAL: tl-
Committee Council Committee Council
COMMITTEE RECOMMENDATION: Approve option 1 with 3 yr Maintenance Agreements, effective May 1, 2010
through December 31, 2012 with a total compensation of $59,840.55 for Omni Landscape Services, $38,946.00
for Osaka Gardens and $49,058.19 for C&C Industries, and forward to full Council on consent agenda April 20,
2010 for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of Option 1 for 3 yr Maintenance Agreements, effective
May 1, 2010 through December 31, 2012 with a total compensation of $59,840.55 for Omni Landscape
Services, $38,946 for Osaka Gardens and $49,058.19 for C&C Industries, and authorize the City
Manager/Police Chief to execute said agreements. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL
ACTION:
❑
.APPROVED
COUNCIL BILL #
❑
DENIED
Or reading
❑
TABLED/DEFERRED/NO ACTION
Enactment reading
❑
MOVED TO SECOND READING (ordinances only'
ORDINANCE #
REVISED
- 03!152010
RESOLUTION #
CITY OF
�.... Federal Way
Parks and Facilities Division
Date: April 13, 2010
To: PRHSPS Council Committee
From: Stephen Ikerd, Parks & Facilities Manager
Subject: Landscape Maintenance Service Bids
Background: Staff solicited landscape maintenance services bids for nine City sites which
include City Hall, Dumas Bay Centre and seven Parks. Six companies selected from the MRSC
Small Works Roster were sent a bid notice and four attended a pre-bid meeting. Bid results:
Dumas Bay Centre - Bid results using a crew approach and not set weekly routines.
Omni Landscape $365 -3 person crew @ 2 hrs & $48.50 per hr for extra services.
Green Effects $264 -3 person crew @ 2 hrs & $38.00 per hr for extra services.
Osaka Gardens $210 -3 person crew @ 2 hrs & $35.00 per hr for extra services.
Tru -Green $183 -3 person crew @ 2 hrs & $35.25 per hr for extra services.
+ Get l'444680100&33540-peri� l"s�r�ea�tr�a�seruxc+�.
C&C Industries annual calculation: $180 x 52 weeks= $9360.00 yr + tax $10;7249. °w
8
Osaka
Green
Tru- Green
Omni
Sites
Effects
Indust.
Adelaide Park
y
6,233.29
6,530.48
4,362.15
15,255.54
Alderbrook Park
7,573.00
9,211.14
14,153.05
18,310.59
Alderdale Park
6,491.00
7,483.23
6,147.67
t
4��"
18,310.59
English Gardens
Park
4,327.00
4,653.20
10,945.20
0.00
Lakota Park
15,400.08
15,166.87
8,994.77
0.00
Wildwood Park
8,655.00
8,412.87
9,080.72
�,, .�
0.00
BPA trail
intersections
6,491.00
9,530.40
7,965.03
12,207.06
City Hall
6,491.00
12,900.67
6,738.86
8,618.19
8 routine site Totals
$53,010.00
$69,946.32
$78,293.25
$49,886.99
$70,187.31
Bid results using
'
1,
high -lighted lowbid,.
z
no award
no award6'4b%5.
and excluding BPA
Dumas Bay Centre - Bid results using a crew approach and not set weekly routines.
Omni Landscape $365 -3 person crew @ 2 hrs & $48.50 per hr for extra services.
Green Effects $264 -3 person crew @ 2 hrs & $38.00 per hr for extra services.
Osaka Gardens $210 -3 person crew @ 2 hrs & $35.00 per hr for extra services.
Tru -Green $183 -3 person crew @ 2 hrs & $35.25 per hr for extra services.
+ Get l'444680100&33540-peri� l"s�r�ea�tr�a�seruxc+�.
C&C Industries annual calculation: $180 x 52 weeks= $9360.00 yr + tax $10;7249. °w
8
Note: Each Contractor was informed that contract funds had been reduced in the Park
Department and we did not know how many of the sites would tit into the allocated budget until
bid results were received. They were also informed that the City reserved the right to split the
sites into more than one contract if there was a financial advantage to the City. Dumas Bay Centre
would be bid differently then the other sites with routine defined task; instead, on a weekly work
order system at a set crew rate.
The overall cost to contract all 9 sites ended up over our 2010 budget. By dropping the BPA trail
sites and performing that service in house with Park staff and splitting the remaining 8 sites into
three separate contracts, a $2,889.58 annual savings, or $8668.74 over a 3 year contract period
can be achieved by awarding Omni Landscape Service 4 sites, Osaka Gardens 2 site and C&C
Industries the remaining 2 sites which include Dumas Bay Centre and City Hall. (see above bid
results)
Low bid award results & recommendation:
Omni Landscape Services; 4 sites -$19,946.85 annually = $59,840.55 total three year contract.
Osaka Gardens; 2 sites --------------$12,982.00 annually = $38,946.00 total three year contract.
C & C Industries; 2 sites ------------$16,352.20 annually = $49,058.19 total three year contract.
References:
Omni Landscape Services — Have successfully performed same service for the City in prior years
Osaka Gardens — Currently performing similar services for FW Public Works Department.
C & C industries — New to the City. References and site visits passed inspections.
Budget: These Landscape Services will be funded through Council approved budgets allocated in
3 different accounts:
City Hall/Building - $6,500 annual allocation — $6103.53 annual bid results
Park Operations - $34,000 annual allocation — $32,928.85 annual bid results
Dumas Bay Centre - $15,440.00 annual allocation — $10,249.20 annual bid results
10
UNCIL MEETING DATE: April 20, 2010 ITEM #:
r
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: PROPOSED RESOLUTION TO AUTHORIZE THE USE OF THE PERFORMANCE-BASED CONTRACT
PROCESS FOR ENERGY SERVICES PURSUANT TO CHAPTER 39.35A RCW.
POLICY QUESTION: Should City Council approve the proposed resolution to authorize the use of the
performance-based contract process for energy services pursuant to Chapter 39.35A RCW?
COMMITTEE: PRHSPS MEETING DATE: 4/13/2010
CATEGORY
❑ Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ® Resolution ❑ Other
STAFF REPORT BY: Patricia Richardson, City Attorney DEPT: Law
Attachments:
1) Staff Report
2) Proposed Resolution a
3) Proposed RFP/Q
Options Considered:
1) Approve the proposed resolution.
2) Do not approve the proposed resolution.
STAFF RECOMMENDATION: Option 1: Approve the proposed resolution to authorize the use of the performance-
based contract process for energy services pursuant to Chapter 39.35A RCW.
CITY MANAGER APPROVAL• � DIRECTOR APPROVAL: 19hK
Committee Council Committee Council
COMMITTEE RECOMMENDATION:
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: -1 move approval of the proposed resolution to authorize the use of the
performance-based contract process for energy services pursuant to Chapter 39.35A RCW. "
(BELOW TO BE COMPLETED BY C/TY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED
COUNCIL BILL k
❑ DENIED
1sT reading
❑ TABLED/DEFERRED/NO ACTION
Enactment reading
❑ MOVED TO SECOND READING (ordinances only)
ORDINANCE t#
REVISED- 02/06/2006
RESOL GTION #
11
CITY OP_
Federal Way
CITY ATTORNEY'S OFFICE
MEMORANDUM
DATE: APRIL 2, 2010
TO: CITY COUNCIL MEMBERS
CC: BRIAN WILSON, CITY MANAGERIPOLICE CHIEF
CARY ROE, DIRECTOR OF PARKS/PUBLIC WORKS
BRYANT ENGE, FINANCIAL SERVICES ADMINISTRATOR
FROM: PATRICIA RICHARDSON, CITY ATTORNEY �i h
AMY JO PEARSALL, ASSISTANT CITY ATTORNEY
SUBJECT: PROPOSED RESOLUTION SETTING FORTH COUNCIL'S INTENT TO NEGOTIATE A PERFROMANCE-
BASED CONTRACT FOR ENERGY SERVICES PURSUANT TO CHAPTER 39.35A RCW
In 2009, the City used Energy Industries to help with technical research and recommendations that
would allow the City- to apply for a Washington State SEP Loan. During that process, seven measures were
identified and included within the loan request of $323,236.65. The State approved a $223,000 loan to be used
on energy saving projects. The State has made it clear that we have some flexibility on what the final projects
are as long as there is appropriate energy savings.
In order to achieve this type of project, there were two general options staff looked at. The first option is
the more traditional path of having an architectural and/or engineering (A&E) firm create a design for an
RVAC system that would produce a certain amount of savings. This would require choosing an A&E firm,
negotiating a price and entering into a professional services agreement. Once the design was complete, the
City would then have to go through a formalized Request for Bids (RFB) process to select a public works
contractor to build and install the system designed by the A&E firm. This would require a Public Works
contract. This two -layered process would not only be long, but guaranteeing any energy savings would be
made difficult if the A&E firm and the Public Works Contractor were two different entities— the A&E fun
would not be able to guarantee the work done by the public works contractor and the public works
contractor would not be able to guarantee the design created by the A&E firm. If the promised energy-
savings were not achieved, the City would have little to no recourse.
The second option looked at is a performance -contract for energy services pursuant to Chapter 39.35A
of the Revised Code of Washington (RCW). A performance-based contract is a contract for energy
equipment and services between a municipality and a contractor, wherein the payment obligation for each
year, including the year of installation, is guaranteed by the contractor to be less than the annual energy cost
savings attributable under the contract. In this type of contract, the projected energy savings would be
included as a condition of the performance-based agreement with the selected contractor. If the guaranteed
energy savings is not met, the City would be reimbursed for any unrealized energy savings.
12
In reviewing these options available for selecting a contractor to design and install an energy saving
system at city hall, staff has determined that the best option is to utilize a performance-based contract.
Chapter 39.33A RCW indicates that if a municipality chooses to enter into this type of contract for energy
savings, it need only declare its intent to use this process publically via a resolution pursuant to RCW"
39.35A.040 and then publicize its request for proposals for a performance-based contract pursuant to RCW
39.35A.030. If the city follows these two requirements, no other applicable statutory procurement
requirement would apply.
'Staff is requesting that Council approve the proposed resolution prepared pursuant to RCW 39.35A.040
that would allow staff to proceed with advertising for a performance-based energy services contractor and to
negotiate a performance-based agreement with the chosen contractor. A copy of both the proposed
resolution and the proposed request for proposals and qualifications are attached to this memo.
KArnemo\2010\staff report — performance-based contract
13
RESOLUTION NO.
A RESOLUTION of the City Council of the City of Federal Way,
Washington, authorizing the City Manager to negotiate a performance-
based contract for energy services pursuant to RCW 39.35A.040.
WHEREAS, the City has obtained a Washington State SEP Loan in the amount of $223,000
to be used on energy saving projects; and
WHEREAS, Chapter 39.35A of the Revised Code of Washington (RCW) sets forth a
municipality's option for obtaining a performance-based contract for energy services; and
WHEREAS, the City Council finds that it is in the best interest of the citizens that the
performance-based contract process be utilized to find a energy services contractor to make the most
of the load funds;
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
RESOLVES AS FOLLOWS:
Section 1. Performance-based Contract. The City Council hereby authorizes the use of the
performance-based contract process as outlined in Chapter 39.35A RCW for advertising, selecting,
and negotiating a performance-based contract with an energy services contractor.
Section 2. Severability. If any section, sentence, clause or phrase of this resolution should be
held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this resolution.
Section 3. Corrections. The City Clerk and the codifiers of this resolution are authorized to
make necessary corrections to this resolution including, but not limited to, the correction of
Resolution No. 10 -
14
Page i of 2
Rev t/10
scrivener/clerical errors, references, resolution numbering, section/subsection numbers and any
references thereto
Section 4. Ratification. Any act consistent with the authority and prior to the effective date
of this resolution is hereby ratified and affirmed.
Section 5. Effective Date. This resolution shall be effective immediately upon passage by
the Federal Way City Council.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON this day of 12010.
CITY OF FEDERAL WAY
MAYOR, LINDA KOCHMAR
ATTEST:
CITY CLERK, CAROL MCNEILLY, CMC
APPROVED AS TO FORM:
CITY ATTORNEY, PATRICIA A. RICHARDSON
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO.:
Resolution No.10-
15
Page 2 of 2
Rev 1/10
II
CITY OF
Federal Way
Parks and Facilities Division
REQUEST FOR PROPOSALS AND QUALIFICATIONS
PURPOSE OF REQUEST.
The City of Federal Way (`City") is requesting proposals for the purpose of Energy Saving
Performance Services, including but not limited to; design, installation, maintenance and
monitoring of a large scale comprehensive energy conservation program that includes the
services listed herein. The City's needs are outlined in the following Request for Proposals
and Qualifications ('RFP/Q" ).
TIME SCHEDULE.
The City will follow the following timetable, which should result in a selection of a firm by
May 10, 2010_
Issue RFP/Q
Deadline for Submittal of Proposals/Qualifications
Preliminary Selection of Firm
Notify Firm Chosen
INSTRUCTIONS TO PROPOSERS.
A. All proposals should be sent to:
Jeri -Lynn Clark, Accounting Technician If
City of Federal Way
PO Box 9718
33325 8th Avenue South
Federal Way, WA 98063-9718
(253) 835-2526
April 21, 2010
May 5, 2010 2:00 PM
May 7, 2010
May 10, 2010
B. All proposals must be in a sealed envelope and clearly marked in the lower left-hand
corner "RFP/Q Energy Saving Performance Services"_
C. All proposals must be received by May 5, 2010 2:00 PM at which time they will be
opened. Three (3) copies of the proposal must be presented. No faxed or telephone
proposals will be accepted_
D. Proposals should be prepared simply and economically, providing a straight forward,
concise description of provider capabilities to satisfy the requirements of the request.
Special bindings, colored displays, promotional materials, etc. are not desired.
Emphasis should be on completeness and clarity of content. Use of recycled paper for
requests and any printed or photocopied material created pursuant to a contract with the
City is desirable whenever practicable. Use of both sides of paper sheets for any
submittals to the City is desirable whenever practicable.
E. Steve Ikerd, Parks & Facilities Manager or representative will notify the firm
selected by May 10, 2010
16
F_ All proposals must include the following information:
The names of individuals from those firms who will be working on the project
and their areas of responsibility
Specific experience of individuals relative to the proposed project.
A proposed outline of tasks, products and project schedule, including list of
recommended energy conservation measures, financial estimates, utility- savings,
pay back schedule, debt services model, guarantee savings criteria, maintenance
of systems involving final scope of project, system commissioning and reporting
support for the Grant and Loan requirements_
A proposed budget based on the above outline of tasks, products and schedules.
References.
1V. SELECTION CRITERIA.
Qualification of all business entities that respond to this solicitation, including any
subcontractors to be used, will be evaluated using the following selection criteria. (Percentage
weighting among categories of selection criteria is noted.)
A. Business Qualifications (20%'maximum)
1. Business unit dedicated to providing guaranteed energy savings programs
2. Business unit dedicated to ensuring project performance
3. Years in business
4. Affiliation with energy and/or business organizations (including ISO certification
and EPA or DOE affiliations)
5. Demonstrate ability to bond savings through a third party surety
B. Personnel Qualifications (20% maximum)
1. Quality of personnel assigned to this project and degree of pertinent experience.
C. Project Management Plan (20% maximum)
1. Comprehensiveness and rationale of project management plan, based on:
• Approach to project management, including staffing and contractor -oversight
• Ability to successfully complete projects on time and to customer satisfaction
2. Method employed to establish baseline energy use for City Hail
J. Method of measurement and verification used to demonstrate energy use reduction
and cost savings as guaranteed
D. Prior Project Performance (40%maximum)
1. Experience with energy conservation projects of a similar size and type to that
proposed for the City of Federal Way.
2. Experience taking responsibility for the full range of roles contemplated for this
project (e.g. identification and analysis of ECMs, design, installation, operation,
training, savings verification, etc.)
17
3. Performance on prior projects, including data on projecting, achieving,
documenting, and verifying energy savings in order to ascertain accuracv of
projections
4. References from prior and current customers
Total Criteria Weight 100%
Each proposal will be independently evaluated on factors A through D.
V. TERMS AND CONDITIONS.
A. The City reserves the right to reject any and all proposals, and to waive minor
irregularities in any proposal-
B.
roposal
B. The City reserves the right to request clarification of information submitted, and to
request additional information from any proposer.
C. The City reserves the right to award any contract to the next most qualified contractor, if
the successful contractor does not execute a contract within thirty (30) days after the
award of the proposal.
D. Any proposal maybe withdrawn up until the date and time set above for opening of the
proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer,
for a p6riod of ninety (90) days to sell to the City, the services described in the attached
specifications, or until one or more of the proposals have been approved by the City
administration, whichever occurs first.
E. The contract resulting from acceptance of a proposal by the city shall be in a form
supplied or approved by the City, and shall reflect the specifications in this RFP. A
copy of the contract is available for review and shall include requirements to comply
with ADA, Civil Rights Act, and EEO requirements. The City reserves the right to
reject any proposed agreement or contract that does not conform to the specifications
contained in this RFP/Q, and which is not approved by the City Attorney's office. .
F. The City shall not be responsible for any costs incurred by the firm in preparing,
submitting or presenting its response to the RFP/Q_
Vt. BACKGROUND
Facility:
City Hall; 33325 8`h Ave S. Federal Way, WA 98063. Built in 1994 with 88,085 dross sq ft,
2 story tilt up construction, converted to City office space in 2004.
History:
In 2009 the City used Energy Industries to help with technical research and
recommendations for application of a WA State SEP Loan. Seven measures were identified
for the application request of $646,000.00, half of which was to be funded from a state
energy contract. The State approved a $223,000 loan to be used on energy saving projects.
The state has made it clear that we have some flexibility on what the final projects are as
long as there is appropriate energy saving�8
Available Funds:
Federal ARRA Grant allocated to this project $432,086
State SEP Loan $223,000
PSE Incentives — amount to be determined by contractor.
City funds— none appropriated at this time. Some repair or replacement funds may be
available in the future.
Current Concerns:
RTU 1, RTU 2, and Data Aire units have age and repair needs. The (GAC) Broadcast room
is a small room that heats up due to the amount of equipment in a small area and is served
from RTU 1. City Hall has a number of offices that have comfort issues on the south and
west facing windows. Lighting controls are poor in some areas of the building.
City Support:
Upon request; the City will make available; Energy Industries list of measures for the State
Loan, an inventory list of City Hall HVAC Equipment, Lighting fixtures, PSE records, and
access to building drawings and equipment.
VII. SCOPE OF SERVICES & MINIMUM RESPONSE REQUEST:
A. Statement of Qualifications and Responsibility. The respondent must be the Prime
Contractor. The Prime Contractor will be responsible for all work and. subcontractors
involved in the project. The Prime Contractor will submit a list of all participants in the
project prior to the actual contract negotiations. If some or all of the participants are not
known at this stage, a selection strategy shall be identified noting which participants
have not been selected.
B. Personnel. Each Contractor will attach a Project Staffing Plan. The proposed plan will
include a description of proposed staffing showing the project organization, supervisory
responsibilities, and lines of authority. Identify who will be the primary contact with
City staff. Attach an organizational chart for this project.
C. Energy Savings. Provide a textual and numerical description of the normal method used
to establish baseline energy use for City Hall. Describe the method used to justify-
variances
ustifyvariances between the baseline consumption and actual annual consumption. Variances
between baseline energy consumption/cost and actual energy, consumption/cost can be
attributed to changes in the unit price of energy, rate schedules, weather, occupancy,
building utilization and building size; to name a few.
Proposal to include but not limited to: list of recommended energy conservation
measures, financial estimates, utility savings, pay back schedule, debt services model,
guarantee savings criteria, maintenance of systems involving final scope of project,
system commissioning and reporting support for the Grant and Loan requirements.
D. Project Development & Engineering estimate. The selected Contractor will enter into
a Letter of Understanding with the City to create a final project plan. This will allow the
Contractor to perform an energy analysis, conduct a feasibility study, if necessary,
develop a final engineered recommendation, and design a comprehensive energy
program. 19
E_ Secure Utility contributions- The final project plan will include verified contribution
that will be paid to the City of Federal Way for energy saving measures_
F. Project Implementation; The selected Contractor will enter into an performance-based
energy services agreement with the City, which -will contain the final agreed upon energy
saving measures.
G. Equipment & Training; The Contractor shall outline any training proposed as part of
the project, including the subject, duration, and location of training. Respondent shall
also describe the relationship with the organization providing training, if not provided by
the prime contractor.
Respondent shall describe any customer support programs provided in the project. The
Contractor shall detail the availability, duration, and services provided through the
customer support program, if applicable. If the Contractor proposes a maintenance
program, information must be provided detailing services provided and terms of
contract, if any. The Contractor should also provide the justification for any proposed
customer support or maintenance program. Warranty coverage statements on new
equipment to be included at the time of final recommendations of measures.
H_ References; Provide information on 5 performance contracts, similar in size and
scope to the proposed project for the City of Federal Way that the respondent has
successfully implemented within the last five years.
VIII. COMPENSATION.
A. Please present detailed information on the firm's proposed fee schedule for the
specifications proposed and for any variation for non -routine services, inclusive of
Washington state sales tax and any other applicable governmental charges. Please
provide specifics as to definitions of routine versus non -routines tasks, what is fixed as
opposed to variable, and how costs are adjusted according to that classification_
B. Payment by the City for the services will only be made after the services have been
performed, an itemized billing statement is submitted in the form specified by the City
and approved by the appropriate City representative, which shall specifically set forth
the services performed, the name of the person performing such services, and the hourly
labor charge rate for such person. Payment shall be made on a monthly basis, thirty (30)
days after receipt of such billing statement.
IX. PUBLICATION.
Name of Publication:
Federal Way Mirror
C-llawformiVfp
N11
Dates:
April 21 and April 24