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PRHSPSC MINS 04-18-2010City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 13, 2010 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge and Committee member Michael Park Committee Members Excused: Council member Freeman Staff Members in Attendance: Brian Wilson, City Manager/Police Chief, Amy Jo Pearsall, City Attorney, Director of Parks, Public Works & Emergency Management Cary Roe, Parks & Facilities Manager Steve Ikerd, Dumas Bay Coordinator Rob Ettinger, Commander Christ Norman, Commander Stan McCall, and Mary Jaenicke, Administrative Assistant II. Guests: Fred Konkell, Chair of the Parks & Recreation Commission Chair Burbidge called the meeting to order at 5:33p.m. Public Comment: None Commission Comments: None APPROVAL OF SUMMARY Council member Park moved to approve the March meeting summary. Council member Burbidge seconded. Motion passed. BUSINESS ITEMS Purchase a Ford F250 Super Cab Pickup Truck using Replacement Reserve money currently allocated for vehicle replacement Commander Norman presented the background information. The Traffic Section was scheduled to receive a Chevrolet Tahoe. Officers attended training for commercial vehicle enforcement through the Washington State Patrol, and they did not feel that the Tahoe would be a suitable vehicle. The F250 Super Cab pickup would be more versatile and enhance the capability of the Traffic Section. This truck is slightly more expensive; approximately $1500 more. If needed, the additional funding would come out existing traffic school funds. Council member Park moved to approve the purchase of one new Ford F250 Super Cab Pickup Truck with Replacement Reserve Monies. Council member Burbidge seconded. Motion passed. Mr. Wilson stated that the Commercial Vehicle enforcement is something that has been in their focus since their inception. It is something that is dependent upon training and equipment. There are many vehicles that come into the City to use Pacific Highway South to bypass the truck scales. Landscape Bid Award Parks & Facilities Manager Ikerd presented the background information. The Department had a $40,000 decrease in the contract budget. Staff decided to cut down landscape services to six months. Bids were sent to six companies; five of them submitted bids. During the pre-meeting the companies were alerted that they may not receive the contract award for all of the sites. Three companies were awarded the bid – they are Osaka Garden Services, Omni Landscape Services and C&C Industries. By taking the low bid from these three companies there will be an annual savings of $2,889.58 per year. The companies are aware of this recommendation, and are okay with it. Council member Park moved to 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. Council member Burbidge seconded. Motion passed. Proposed Resolution to Authorize the use of the Performance-Based Contract process for Energy Services Pursuant to Chapter 39.35A RCW City Attorney Pearsall presented the background information. The typical process would be to obtain an engineering firm to do the design for the HVAC system and then a public works contractor to build and install the system as designed by the A&E firm. But with the energy savings element, it is more difficult to mesh it all together. The Legislature is aware of this and has created a process specifically for performance-based contracts. It requires us to PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday April 13, 2010 Summary Page 2 announce our intention to use this process and to advertise it. This Resolution fulfills half of the requirement and directs staff fulfill the other half, which is to publicize that we will be using this process. Mr. Roe stated that staff was concerned that we would hire a firm to do the design work, and target the savings, and then hire a second firm to realize the savings. The savings need to be obtained in order to pay the debt service on the state grant. If we did it the traditional way, we could end up with two different contractors and one contractor not wanting to honor the other contractors estimate. With the performance-based contract we can package it into one contractor to do the design work and the same contractor to implement. That company will be held accountable to the savings. Council member Park discovered this grant was available after he attended a meeting with Mt. Lake Terrace city staff. Using this process will save time and money. Council member Park moved to approve the proposed resolution to authorize the use of the performance-based contract process for energy services pursuant to Chapter 39.35 A RCW. Chair Burbidge seconded. Motion passed. Other Items Mayor Kochmar discussed the Local Jobs for Americans Act, which is in Congress right now. It is based on CDBG program; every city with a population over 60,000 receives direct funding. Council member Park stated that after Congress approves it, there will be a funding mechanism, and we can get more information. Committee Chair Burbidge stated that at a future PRHSPS Committee meeting she would like an update on two projects that the Parks & Recreation Commission is working on: (1) trails project and (2) disc golf. Fred Konkell, Chair of the Parks & Recreation Commission stated that some terms are expiring, and we also have vacancies on the Commission. Mr. Roe stated that those positions have been advertised, and we also have some commissioners whose terms are expiring that would like to reapply, and there are also alternates that are interested in serving as a voting commissioner. Council member Park stated for the record that the City Council received information that the Diversity Commission is developing a Senior Forum, and he thinks that this is a very good idea. City Manager/Police Chief Wilson stated that they are still pursuing combining Human Services and a Senior Commission. Mayor Kochmar would like to have recognition for the J.R. Celski family at a Council meeting. Committee Burbidge stated that at the Council meetings, they have been recognizing sports groups. She would also like to have other groups recognized, and make sure that they are covering all of the High Schools as equally as possible. NEXT MEETING May 3, 2010 6:15 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 5:54 p.m.