PRHSPSC PKT 01-16-1996 0
•
City of Federal WA
P A tI�S A . 1 T REGRE ---. COUN CIL 011 1'�EE :;....::
'Tu+�day January 16 199 qt
Mall;:
8 00 a m ,Admen stratic : feren :R oom
AGENDA
1. CALL TO ORDER
2. PUBLIC FORUM
3. COMMITTEE BUSINESS
A.
Elevator Costs
Adelaide Park Final Acceptance Action Schroder
B. Klahanee Action Schroder
C. Fisher's Pond Open Space Action Schroder
D. Visitation Retreat & Cultural Center Action Schroder
Landscape Maintenance Bids
4. NEXT MEETING - February 12, 1 996
5. ADJOURNMENT
Staff:
Committee Members:
Jack Dovey, Chair Jennifer Schroder, Director
Hope Elder David Wilbrecht, Deputy Director
Mary Gates Sue Floyd, Administrative Assistant
661 -4041
il32ii32iixe:i�...;i: >ir.......: b:..., r:r :. • •,, . ,,• •
• • • .
City of Federal Way
Parks and Recreation Council Committee
Date: January 9, 1996
From: Jenny Schroder, Director
Parks, Recreation and Cultural Services
Subject: Adelaide Park/Acceptance and Retainage Release
Background:
The Adelaide Park improvements, including installation of a playground, tennis court, pathway
and other landscape improvements, is complete, and it is now appropriate to release retainage,
which is being held by the City. Council previously approved the construction contract for
$215,157. Prior to release of retainage on any public works project, the City Council must
accept the work as complete to meet the State Department of Revenue and Department of Labor
and Industries requirements. A contract dispute exists between the City and the contractor, Paul
Brothers, Inc., including the appropriate credit for deletion of one tennis court from the project.
The City Attorney is negotiating with Paul Brothers on a final resolution, and the City Council
will approve any such settlement agreement at a subsequent time.
Committee Recommendation:
Approve final acceptance of the contract for the Adelaide Park project.
APPROVAL OF COMMITTEE REPORT:
thee Gk-le.
Committ . • Jack Dovey Committee Member: -P
4_ Om.
Co i tee Memb r .
y
• •
CITY OF FEDERAL WAY
Department of Community Development Services
Human Services Division
DATE: January 9, 1996
FROM: Kate Johnston, CDBG Coordinator
SUBJECT: Transfer of CDBG FundslKlahanee Elevator Project
Background
The Klahanee Lake Community /Senior Center Elevator Project, which was funded by 1994 and
1995 CDBG funds, has had numerous issues come up during construction, including the
discovery of an unmarked sewer line and changing code interpretations by the State Elevator
inspectors and the Fire District inspectors.
Originally, the Klahanee Elevator project was funded at $91,385.00. Of this amount, $80,330.00
was set aside for construction contracts, and $11,055.00 reserved for design services. Due to
•lw —the changing code interpretations, the costs of construction exceeded the amount set aside for
CtiatiaSe +� construction contracts by $4,624.17.
In order to cover these cost overruns, funds need to be transferred from another CDBG account.
There are funds still remaining in the 1995 CDBG Planning and Administration account which can
be used to cover the cost overruns. I sent a letter to Joyce Stahn, the CDBG Coordinator for the
King County Housing and Community Development Program requesting a budget revision for the
Klahanee Elevator project. This letter is attached for your information. Joyce responded that City
Council approval of the revision was required before King County could approve the budget
revision.
Since construction on this project has been completed, it is important that we process this budget
revision as quickly as possible so that the contractor can be paid. In order for this request to
be processed at the January 16, 1996 City Council meeting, it was decided to put the matter
through the Parks and Recreation Committee.
Committee Recommendation
It is the staff recommendation that a transfer of $4,624.17 from the 1995 CDBG Planning and
Administration account to the 1994/1995 Klahanee Elevator Project be approved so that the
Klahanee Elevator Project can be closed out as early in 1996 as possible.
APPROVAL OF COMMITTEE REPORT
. • vey Committee Mem bgr: Mary Gates
O
1-
mmittee Membe !Hope Elder
r
•
CITY OF
=
•
(206) 661 -4000
V� 11 33530 1ST WAY SOUTH FEDERAL WAY, WA 98003 -6210
December 15, 1995
Joyce Stahn
CDBG/YSFG Coordinator
King County Housing and Community Development Program
506 Second Avenue, Suite 812
Seattle, WA 98104
RE: Budget Revision Request
Dear Ms. Stahn:
I am writing in response to your letter of October 20, 1995, to request a budget revision for the
following project:
C94376/C95376 Federal Way Community /Senior Center Elevator
This project has had numerous issues come up during construction, including the discovery of
an unmarked sewer line, the requirement by the Fire District inspector to include a large number
of sprinklers within the elevator shaft, and a design decision regarding the elevator front wall
that was later overruled by the State elevator inspectors.
Here is a list of the modifications to the original construction contract:
Modification #1 Repair of sewer line $1,896.10
Modification #2 Elevator front wall change $2,301.74
Modification #3 New Davis Bacon Wage decision $ 347.46
Modification #4 Additional sprinkler heads $1,647.13
Modification #5 Addition of solar bronze tint glass $ 424.14
Modification #6 Additional sprinkler valves $ 638.60
TOTAL $7,255.17
The amount budgeted for construction under the 1995 CDBG contract was $80,330.00. Baltic
Design, Inc., the low bidder on the project, had a contract for $77,699.00. This left $2,631.00 in
the construction contract amount to cover any changes.
Modification total $7,255.17
Remaining in construction - $2,631.00
Funds needed to be added $4,624.17
As you can see, the funds still needed for this project amounts to $4,624.17. Most of the
changes (Modifications 1, 2, 3, 4 and 6) were beyond the control of the City of Federal Way.
•
•
Budget Revision request to Joyce Stahn
December 15, 1995 Page 2
Modifications 4 and 6 were a result of fire district inspectors interpretation of codes that were not
mentioned during plan review, and modification 2 was a change to the thickness of the elevator
front wall that directly conflicts with the Uniform Building Code (UBC). We were informed later
that the State Elevator code supercedes the UBC in this matter.
We would like to use the leftover Planning and Administration funds (Project #C95375) from
1995, if possible, to cover this extra amount.
Please call me at 661 -4153 if you have any questions or concems, or if you need more detailed
information on any of the information listed above.
Sincerely,
O e de4h144/5 r k____
Kate Jo nston
CDBG Coordinator
cc: Jon Jainga, Parks Development Planner
CDBG Admin file
Elevator file
REVISION.LET
• •
City of Federal Way
Parks and Recreation Council Committee
Date: January 9, 1996
From: Jenny Schroder, Director
Parks, Recreation and Cultural Services
Subject: Fisher's Pond Open Space Cost Summary
Background:
At the January 2,1996 meeting, the City Council requested additional information regarding the costs to repair the
house at Fisher's Pond. Staff has inspected the house and developed the following repair information for your
review.
Immediate repairs needed to preserve the facility:
Roof repair $ 100
Exterior building repairs 200
Water pump repair 250
$ 550
Additional repairs necessary to occupy the facility:
Repair to ceiling $ 400
Repair plumbing 100
Window replacement 600
$1,100
The Parks Maintenance budget would fund these repairs.
Council's options to consider regarding the Fisher's Pond residence include either demolishing the site, keeping the
site boarded up or occupying the site with a caretaker. At their December 18 meeting, the Parks and Recreation
Council Committee recommended to not demolish the building. On January 2, full Council also voiced support
to keep the facility for future programming.
The residence is currently boarded up and we have had several instances of vandalism. Vandalism has included
broken windows, theft of rhododendrons and evidence of beer parties in the garage, green house and other areas
in the park.
A caretaker would require the City to proceed with approximately $1,100 of repairs in order to make the building
habitable. Utilities would be the responsibility of the caretaker, as would maintenance of the grounds. The
caretaker concept would decrease the City's exposure to risk that an abandoned residence can present, and provide
the City with additional improvement to the grounds without increasing the cost for maintenance.
Committee Ovtions:
Option #1: To direct the City Manager to execute an agreement for a caretaker at the Fisher's Pond house.
Option #2: Leave the site boarded up until such time funding is available to program.
Option #3: Demolish the Fisher's Pond house.
(over)
• 1
•
APPROVAL OF COMMH'TEE REPORT:
Committee Chair: Jack Dovey Committee Member: Phil Watkins
Committee Member: Michael Park
•
•
F J
City of Federal Way
Parks and Recreation Council Committee
Date: January 9, 1996
From: Jenny Schroder, Director
Parks, Recreation and Cultural Services
Subject: Visitation Retreat & Cultural Center Landscape Maintenance Bid Award
Background:
Park Operations recently completed an RFQ process for landscape maintenance services. Bid
packets were sent to 12 companies from the small works roster, of which five responded.
Meyers Master Lawn Care won the bid on three sites, which combined exceed $20,000,
requiring Council approval.
Bid Summary:
SITE COMPANY •
Mt. Fuji Meyers FMC Center Camber
Force Corp.
13th Ave. SW $2,700.00 $1,115.81 $1,571.04 $2,272.70 $2,142.36
Visitation Retreat Ctr. 21,420.00 19,727.07 20,715.96 no bid 26,703.76
VRC Rose Maint. (Opt.) 1,298.40 1,428.24 no bid no bid 649.20
TOTAL $25,418.40 $22,271.12 Incomplete Incomplete $29,495.32
Committee Recommendation:
To authorize the City Manager to award the bid for landscaping services to Meyers Master Lawn
Care in the amount of $22,271.12. -
APPROVAL OF COMMITTEE REPORT:
Commit Jack Dovey Committee Member: Phil Watkins
/ AR"
Committee Member: - - -
'77'7a-cAt. >44344,
•
PARKS AND RECREATION COMMISSION
1996 PRIORITIZED WORK PLAN
January 4, 1996
1, City-wide survey
2. Celebration Park
3. Develop sports fields
4. Develop neighborhood parks
5. Develop open space
6. Develop trail system
7. Define process for land banking and funds banking for purchases
8. Recreation programs
9. Operations and maintenance
10. Partnerships
11. Long -range facility planning
12. Visitation Retreat and Cultural Center
13. Public safety
14. Establish joint commission networking opportunity