The URL can be used to link to this page

PRHSPSC PKT 05-14-2013 City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee May 14, 2013 City Hall 5:30 p.m. Hylebos Conference Room *REVISED* MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT(3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Action Council Topic Title/Description Presenter Page or Info Date A. Approval of Minutes: April 9, 2013 3 Action N/A B. Authorization of an Amendment to a CDBG Emergency Housing Bennett 5 Action Consent Repair Program Contract— M.A.D. Construction 5/21 C. Authorization of an Amendment to a CDBG Emergency Housing Bennett 11 Action Consent Repair Program Contract— Northwest Roof Services, Inc. 5/21 D. Saghalie Rubber Track Replacement Ikerd 17 Action Consent 5/21 E. Third Amendment to the MacDonald Miller Energy Performance Ikerd 19 Action Consent Agreement 5/21 F. Fiscal Year 2013 BVP (Ballistic Vest Partnership) Grant Application McCall 23 Action Consent 5/21 G. Washington Traffic Safety Commission (WTSC) Grant— Radars Nelson 27 Action Consent 5/21 H. Washington Traffic Safety Commission (WTSC) Drug Recognition Wilson 29 Action Consent Expert Overtime Funding 5/21 I. School Zone Enhancements Roe 35 Action Consent 5/21 J. American Traffic Solutions (ATS) Contract Wilson 41 Action Consent 5/21 Committee Members City Staff Susan Honda,Chair Cary M.Roe,P.E,Director of Parks,Public Works and Emergency Management Jeanne Burbidge Mary Jaenicke,Administrative Assistant!! Kelly Maloney K:\PRHSPS Committee\2013\051413 prhsps ag.doc 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals • Concept of Housing in South King County • Festival Days 6. NEXT MEETING: Tuesday, June 11, 2013 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members City Staff Susan Honda, Chair Cary M.Roe,P.E.,Director of Parks,Public Works and Emergency Management Jeanne Burbidge Mary Jaenicke,Administrative Assistant II Kelly Maloney K:\PRHSPS Committee\2013\051413 prhsps ag.doc City of Federal Way City Council PARKS,RECREATION, HUMAN SERVICES& PUBLIC SAFETY COUNCIL COMMITTEE Tuesday,April 9,2013 5:30 p.m. SUMMARY Committee Members in Attendance: Chair Honda,Committee member Burbidge,Committee member Maloney Council members in Attendance: Council member Noble-Gulliford Staff Members in Attendance:Cary Roe, Director, Parks,Public Works&Emergency Management,Brian Wilson, Chief of Police,Amy Jo Pearsall,City Attorney,Steve Ikerd,Parks&Facilities Manager,Gina Shaw,Recreation Coordinator,and Mary Jaenicke,Administrative Asst. IL Guests: Cat Mason,Arts Commission Chair. _ - Chair Honda called the meeting to order at 5:30p.m. Public Comment: None Commission Comment: Cat Mason, Chair of the Arts Commission gave the committee an update on projects and events that the Arts Commission is currently working on. Among those is the Blue Poppy Day—Art in Bloom,which is scheduled for May 18, 2013. She also reported on the Arts Alive program,and revamping the Artist receptions to make them more special. APPROVAL OF SUMMARY Committee member Burbidge moved to approve the March committee minutes as written. Committee member Mahoney seconded..Motion passed. BUSINESS ITEMS DDD Interlocal Contract-Respite Ms_Shaw reported that this is an Interlocal agreement with DSHS DDD to pay for recreation programs for people with disabilities. They are able to participate in a wide variety of programs that teaches adults life skills,athletics, camping trips,dances,outings and recreation programs. DSHS has been providing this program to the city for approximately eight years. There are currently 27 people participating in this program.This program allows participants to register for eligible programs at no charge. DSHS reimburses the city for program fees.Council member Burbidge stated that she has received indirect feedback about how wonderful the program is.Council member Mahoney moved to forward the authorization for the city to enter into an Interlocal Agreement with DSHS Department of Developmental Disabilities to provide respite care opportunities through recreation services to individuals with disabilities to the full Council,April 16,2013 consent agenda for approval. Council member Burbidge seconded.Motion passed. Landscape Bid Awards Mr. Ikerd stated that this item was presented last month. It was discovered that the amount being requested was for only one year instead of two years. The correct amount of the agreement is$128,482.00 to Total Landscape Corporation and$16,000.00 to For the Love of Landscape.Committee member Burbidge moved to authorize the bid awards of 2 year Landscape Maintenance Agreements in the amount of$128,482.00 to:Total Landscape Corporation and$16,000.00 to: For the Love of Landscape and authorize the Mayor to execute said agreements to the full Council April 16,2013 consent agenda for approval.Committee member Maloney seconded.Motion passed. Amend Federal Way Revised Code(FWRC)Title 6,"Public Safety and Welfare" Ms. Pearsall said that with the passing of Initiative 502(I-502)the legal department had to rush in a Ordinance that allowed the adoption of the Federal Way Code and would allow officers to write infractions for public use of marijuana. When 1-502 was passed,the officers did not have an infraction code to reference,because the legislation was not adopted until much later. The Federal Way Code is being used to write infractions. Now that the state law is in place,it is preferred to refer to the state law so that if it is amended at any point in the future,they do not have to come back to make ours match. It was also discovered that Chapter 9A.80 and Chapter 42.20 of the RCW there were some misdemeanors that were not referenced in the FWRC.Committee member Burbidge moved to forward 3 K::PRPS Committee\2013\040913 Min.doc HS PARKS,RECREATION,HUMAN SERVICES&PUBLIC SAFETY COUNCIL COMMITTEE Tuesday,April 9,2013 Summary Page 2 the proposed ordinance to First Reading at the April 16,2013 City Council meeting.Committee member Maloney seconded.Motion passed. OTHER Chair Honda would like Patrick Doherty to attend the PRHSPS Committee meetings to provide an update on the PACC NEXT MEETING May 14,2013 at 5:30pm ADJOURNMENT Meeting adjourned at 5:52p.m. 4 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:AUTHORIZATION OF AN AMENDMENT TO A CDBG EMERGENCY HOUSING REPAIR PROGRAM CONTRACT—M.A.D.CONSTRUCTION. POLICY QUESTION: Should the City Council approve the amendment to a Housing Repair Program Contract with M.A.D.Construction.? COMMITTEE: PRHSPS _ _ MEETING DATE: May 14,2013 CATEGORY: El Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jay Bennett DEPT: CED/Community Services Attachments: Proposed Amendment to Professional Services Agreement with M.A.D.Construction,Inc. Background: The City Council authorized up to$150,000 of the City's Community Development Block Grant(CDBG)dollars to be available for an Emergency Housing Repair Program. The 2013 program increased the investment level up to$10,000 per home. At the March 5, 2013 regular meeting, City Council authorized an Agreement with M.A.D. Construction for an amount not to exceed $30,000. M.A.D Construction has recently completed several projects, thereby necessitating an increase in the Agreement amount up to$60,000. Options Considered: I. Authorize Agreement amendment with M.A.D Construction for an additional $30,000 for a total Agreement amount of$60,000. 2. Do not authorize amendment and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: DIRECTOR APPROVAL: A Committee Council itial COMMITTEE RECOMMENDATION: 1 move to forward the proposed amendment to the MA.D Construction Agreement to the May 21, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member 5 PROPOSED COUNCIL MOTION: "I move approval of an amendment to the MAD Construction Agreement, effective March 5, 2013 through December 31, 2013 in the amount of$30,000 for a total compensation of up to $60,000,and authorize the Mayor to sign said Agreement. " (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-08/l2/20I0 RESOLUTION# 6 ` CITY OF CITY HALL �... Federal Way 33325 8th Avenue South Federal Way,WA 98003-6325 (253)835-7000 omit,a[y deiahvay!com AMENDMENT NO.3 TO PROFESSIONAL SERVICES AGREEMENT FOR EMERGENCY HOUSING REPAIR PROGRAM GENERAL CONTRACTOR This Amendment ("Amendment No. 3") is made between the City of Federal Way, a Washington municipal corporation("City"),and M.A.D.Construction,LLC,a Washington limited liability corporation("Contractor").The City and Contractor(together"Parties"), for valuable consideration and by mutual consent of the parties,agree to amend the original Agreement for Emergency Housing Repair Program General Contractor Services("Agreement") dated effective July 23, 2012, as amended by Amendment No(s). 1 and 2,as follows: 1. AMENDED COMPENSATION. The amount of compensation, as referenced by Section 4 of the Agreement, shall be amended to change the total compensation the City shall pay the Contractor and the rate or method of payment, as delineated in Exhibit "B-2", attached hereto and incorporated by this reference. The Contractor agrees that any hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s). Except as otherwise provided in an attached Exhibit, the Contractor shall be solely responsible for the payment of any taxes imposed by any lawful jurisdiction as a result of the performance and payment of this Agreement. 2. GENERAL PROVISIONS. All other terms and provisions of the Agreement, together with any prior amendments thereto,not modified by this Amendment,shall remain in full force and effect.Any and all acts done by either Party consistent with the authority of the Agreement,together with any prior amendments thereto,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 modified by any prior amendments,as it existed prior to this Amendment.The provisions of Section 13 of the Agreement shall apply to and govern this Amendment. The parties whose names appear below swear under penalty of perjury that they are authorized to enter into this Amendment,which is binding on the parties of this contract [Signature page follows] 7 AMENDMENT - 1 - 1/2010 ` CITY OF CITY HALL Federal Way Feder l Avenue South Federal Way,Avenue South 25 (253)835-7000 Vriinvatyoffederalwaycom IN WITNESS, the Parties execute this Agreement below, effective the last date written below. CITY OF FEDERAL WAY ATTEST: By: Skip Priest, Mayor City Clerk,Carol McNeilly,CMC DATE: _ _ APPROVED AS TO FORM: City Attorney, Patricia A Richardson M.A.D. Construction, LLC By: Printed Name: Title: DATE: STATE OF WASHINGTON ) ss. COUNTY OF ) On this day personally appeared before me , to me known to be the of that executed the foregoing instrument,and acknowledged the said instrument to be the free and voluntary act and deed of said corporation,for the uses and purposes therein mentioned,and on oath stated that he/she was authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said corporation. GIVEN my hand and official seal this day of ,20 . Notary's signature Notary's printed name Notary Public in and for the State of Washington. My commission expires 8 AMENDMENT -2- 1/2010 ` CITY OF CITY HALL Federal Way 33325 8th Avenue South Federal Way,WA 98003-6325 (253) 835-7000 www.dtynllederalway wm EXHIBIT B-2 ADDITIONAL COMPENSATION 1. Total Compensation: In return for the ongoing Services, the City shall pay the Contractor an additional amount not to exceed thirty thousand and 00/100 Dollars($30,000.00). The total amount payable to Contractor pursuant to the original Agreement, all previous Amendments, and this Amendment shall be an amount not to exceed sixty thousand and 00/100 Dollars($60,000.00). 9 AMENDMENT - 3 - 1/2010 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:AUTHORIZATION OF AN AMENDMENT TO A CDBG EMERGENCY HOUSING REPAIR PROGRAM CONTRACT— NORTHWEST ROOF SERVICES,INC. POLICY QUESTION: Should the City Council approve the amendment to a Housing Repair Program Contract with Northwest Roof Services, Inc COMMITTEE: PRHSPS MEETING DATE: May 14,2013 CATEGORY: ® Consent Q Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jay Bennett DEPT:CED/Community Services Attachments: Proposed Amendment to contract with Northwest Roof Services,Inc. Background: The City Council authorized up to$150,000 of the City's Community Development Block Grant(CDBG)dollars to be available for an Emergency Housing Repair Program. The 2013 program increased the investment level up to$10,000 per-home_ At the March 5, 2013 regular meeting,City Council authorized a contract with Northwest Roof Services fora not to exceed amount of$30,000. Over the past two months,the Emergency Housing Repair Program has completed three roof replacement projects and thus has rapidly depleted the previous City Council authorization, thereby necessitating an increase in the contract amount. Options Considered: I. Authorize contract amendment with Northwest Roof Services, Inc. for an additional $30,000 for a total contact amount of$60,000. 2. Do not authorize contract and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: DIRECTOR APPROVAL: 'I Comma Council niaal COMMITTEE RECOMMENDATION: I move to forward the proposed amendment to the Northwest Roof Services, Inc. Agreement to the May 21, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member 11 PROPOSED COUNCIL MOTION: "I move approval of an amendment to the Northwest Roof Services, Inc. Agreement, effective March 5, 2013 through December 31, 2013 in the amount of$30,000 for a total compensation of up to$60,000,and authorize the Mayor to sign said agreement. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL ii ❑ DENIED 1ST reading ❑ TABLEDJDEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED-08112/2010 RESOLUTION# 12 CITY OF CITY HALL 33325 8th Avenue South Fed a ra i Wa Federal Way,WA 98003-6325 �� Y (253)835-7000 wwwalyoffederalwaycom AMENDMENT NO.3 TO PROFESSIONAL SERVICES AGREEMENT FOR EMERGENCY HOUSING REPAIR PROGRAM ROOFING CONTRACTOR This Amendment ("Amendment No. 3") is made between the City of Federal Way, a Washington municipal corporation("City"), and Northwest Roof Services, Inc., a Washington corporation("Contractor").The City and Contractor(together"Parties"),for valuable consideration and by mutual consent of the parties,agree to amend the original Agreement for Emergency Housing Repair Program General Contractor Services ("Agreement")dated effective July 23,2012, as amended by Amendment No(s). 1 and 2, as follows: 1. AMENDED COMPENSATION. The amount of compensation, as referenced by Section 4 of the Agreement, shall be amended to change the total compensation the City shall pay the Contractor and the rate or method of payment, as delineated in Exhibit "B-2", attached hereto and incorporated by this reference. The Contractor agrees that any hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s). Except as otherwise provided in an attached Exhibit, the Contractor shall be solely responsible for the payment of any taxes imposed by any lawful jurisdiction as a result of the performance and payment of this Agreement. 2. GENERAL PROVISIONS. All other terms and provisions of the Agreement, together with any prior amendments thereto,not modified by this Amendment,shall remain in full force and effect.Any and all acts done by either Party consistent with the authority of the Agreement,together with any prior amendments thereto,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 modified by any prior amendments,as it existed prior to this Amendment.The provisions of Section 13 of the Agreement shall apply to and govern this Amendment. The parties whose names appear below swear under penalty of perjury that they are authorized to enter into this Amendment,which is binding on the parties of this contract. [Signature page follows] 13 AMENDMENT - 1 - 1/2010 alL CITY OF CITY HALL 33325 8th Avenue South ^..,,� Federal y Federal Way,WA 98003-6325 (253)835-7000 wwwoiyoffederaiwaycom IN WITNESS,the Parties execute this Agreement below, effective the last date written below. CITY OF FEDERAL WAY ATTEST: By: Skip Priest, Mayor City Clerk, Carol McNeilly, CMC DATE: - - APPROVED AS TO FORM: City Attorney, Patricia A Richardson NORTHWEST ROOF SERVICES, INC. By: Printed Name: Title: DATE: STATE OF WASHINGTON ) )ss. COUNTY OF ) On this day personally appeared before me , to me known to be the of that executed the foregoing instrument,and acknowledged the said instrument to be the free and voluntary act and deed of said corporation,for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said corporation. GIVEN my hand and official seal this day of , 20_. Notary's signature Notary's printed name Notary Public in and for the State of Washington. My commission expires 14 AMENDMENT -2 - 1/2010 ` CITY OF CITY HALL Federal Way 33325 8th WA South Federal Way,WA 98003-6325 (253)835-7000 uinv crtyrifJede ralway com EXHIBIT B-2 ADDITIONAL COMPENSATION 1. Total Compensation: In return for the ongoing Services, the City shall pay the Contractor an additional amount not to exceed thirty thousand and 00/100 Dollars ($30,000.00). The total amount payable to Contractor pursuant to the original Agreement, all previous Amendments, and this Amendment shall be an amount not to exceed sixty thousand and 00/100 Dollars($60,000.00). • • 15 AMENDMENT - 3 - 1/2010 COUNCIL MEETING DATE: May 21, 2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:SAGHALIE RUBBER TRACK REPLACEMENT POLICY QUESTION: Should a Purchase Order(PO) be approved with KCDA and authorization given to enter into a contract with the FieldTurf/Beynon®Corporation, to replace rubber track surfacing at Saghalie Park? COMMITTEE:Parks, Recreation, Human Services&Public Safety MEETING DATE: May 14,2013 CATEGORY: N Consent ❑- -Ordinance ❑ Public Hearing Q City Council Business ❑ Resolution ❑ Other STAFF REPORT BY:Stephen llcerd, Parks&Facilities Manager DEPT: PRCS Attachments:Saghalie Track Memo. Options: 1-Authorize the Mayor to approve a PO with KCDA and a contract with FieldTurfBeynon®to replace rubber track surfacing at Saghalie Park, for a total not to exceed$143,449.00(Total includes;project cost, KCDA fee, 10%contingency and tax) 2-Do not approve a PO with KCDA and a contract with the FieldTurflBeynon®to replace rubber track surfacing at Saghalie Park and give staff direction. MAYOR'S RECOMMENDATION:Option 1; Authorize the Mayor to approve a PO with KCDA and a contract with FieldTurfBeynon®to replace rubber track surfacing at Saghalie Park, for a total not to exceed $143,449.00 and forward to full Council consent agenda on May 21, 2013 for approval. MAYOR APPROVAL: DIRECTOR APPROVAL: to co to Council to Committee To Council COMMITTEE RECOMMENDATION: "I move to authorize the Mayor to approve a PO with KCDA and a contract with Field Turf/Beynon®to replace rubber track surfacing at Saghalie Park,for a total not to exceed$143,449.00, to full Council consent agenda on May 21, 2013 for approval". Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "1 move to authorize the Mayor to approve a PO with KCDA and a contract with FieldTurf/Beynon® to replace rubber track surfacing at Saghalie Park, for a total not to exceed $143,449.00" (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# 17 CITY OF '�.... Federal Way Parks and Facilities Division Date: April 29, 2013 To: PRHSPS Council Committee From: Stephen Ikerd, Parks &Facilities Manager Via: Mayor Skip Priest Cary M. Roe, P.E., Director of Parks, Public Works&Emergency Mgmt. Subject: Saghalie Track Rubber Replacement The original rubber surfacing installed in 1994 on the Saghalie running track has reached its useful life and is in need of replacement. The rubber is worn from heavy use and now grooved and coming loose in areas. The Parks Department and School District recommend replacing the rubber with a new generation L-2000 rubber product. The Parks Department has been working with Federal Way Public School staff on running track improvements at both Saghalie and Sacajawea Parks. From these meetings it was agreed that since the Parks Department had taken the lead and provided funding for the recent Sacajawea soccer field improvements, that they would take the lead and fund most of a track improvement project at Sacajawea and we would take the lead and fund the Saghalie rubber replacement project. Staff contacted FieldTurf/Beynon ® Corporation, who is registered with the King County Directors Association (KCDA) purchasing program. The City has a current Council approved agreement for procurement authority with KCDA. This agreement allows the City to work with a pre-approved company to customize a variety of projects at discount rates that KCDA secured through a competitive bidding process. This vendor selection method works best for us at this time, because a lot of administrative time is saved and the City can simply issue a PO to KCDA, who then contracts with the vendor for the replacement project. The City will also sign a contract directly with FieldTurf/Beynon®for added protection and City staff will oversee the field work, to ensure the scope of work is met. The KCDA bid price from FieldTurf/Beynon ® for all associated rubber surface replacement work at Saghalie is as follows: FieldTurf/Beynon®: Saghalie Park rubber track replacement. $130,408.18--Remove old, dispose and install new rubber surface, KCDA fee,and sales tax. 13,040.82-10%contingency $143,449.00-Total encumbrance not to exceed. Funding Source: $117,393.00-Fee in Lieu mitigation funds assigned to Saghalie planning area for improvements. 26,056.00-Parks Major Maintenance account. $143,449.00-Total project cost not to exceed. 18 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:THIRD AMENDMENT TO THE MACDONALD MILLER ENERGY PERFORMANCE AGREEMENT POLICY QUESTION: Should the Mayor and Council authorize a third amendment to the MacDonald-Miller Energy Performance Agreement for additional repairs, maintenance and monitoring of the HVAC distribution system at City Hall? COMMITTEE: PRHSPS IT MEETING DATE: May 14,2013 CATEGORY: g Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd—Parks&Facilities Manager DEPT: PRCS Attachments: Third Amendment Memo to the MacDonald—Miller Energy Performance Agreement. Options Considered: 1) Approve a third amendment to the MacDonald-Miller Energy Performance Agreement for additional repairs,maintenance and monitoring of the HVAC distribution system at City Hall in the amount of$22,962.15 over a 3 year term,and authorize the Mayor to execute said agreement and forward to the full Council May 21,2013 consent agenda for approval. 2) Do not authorize a third amendment and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1: Authorize a third amendment to the MacDonald-Miller Energy Performance Agreement for additional repairs, maintenance and monitoring of the HVAC distribution system at City Hall in the amount of;$22,962.15 over a 3 year term and authorize the Mayor to execute said agreement and forward to the full Council May 21, 2013 consent agenda approval. �,� MAYOR APPROVAL: DIRECTOR APPROVAL: 8 /�L o Council Initial COMMITTEE RECOMMENDATION:I move to forward the authorization of a third amendment to the MacDonald- Miller Energy Performance Agreement for additional repairs, maintenance and monitoring of the HVAC distribution system at City Hall in the amount of $22,962.15 over a 3 year term, and authorize the Mayor to execute said agreement and forward to the full Council May 21, 2013 consent agenda approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: ``I move approval of authorizing a third amendment to the MacDonald-Miller Energy Performance Agreement for additional repairs, maintenance and monitoring of the HVAC distribution system at City Hall in the amount of $22,962.15 over a 3 year term, and authorize the Mayor to sign said agreement" (BELOW TO BE COMPLETED BYCITYCLERKS OFFICE) 19 COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ff reading ❑ TABLED/DEFERRED/NO ACTION Enactment raring ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED-08/12/2010 RESOLUTION# • 20 CITY OF 01 .„.. Federal Way Parks and Facilities Division Date: May 14, 2013 To: PRHSPS Council Committee From: Stephen Ikerd, Parks & Facilities Manager Via: Mayor Skip Priest ,,, j Cary M. Roe, P.E., Director of Parks, Public Works& Emergency Mgmt. (J�" Subject: Third Amendment to the MacDonald-Miller Energy Efficiency Project Background: - - The City entered into an Energy Efficiency Agreement with MacDonald-Miller Facilities Solutions July, 2011 to repair and upgrade portions of the HVAC system in City Hall. This project improved control and repaired malfunctioning equipment which lead to more energy savings. Additional unused ARRA Grant funds became available the end of 2011 from the Residential Energy Improvement program, so approval was given for a second amendment to improve the Data Air system in our central computer room on Feb 1, 2012. This upgrade successfully improved energy efficiency and extend the life of this specific equipment. There is still a large portion of the City,Hall HVAC distribution system that has repair needs and was not covered in the ARRA Grant program. Repairs, routine monitoring and adjusting of this distribution system effects the overall energy efficiency program for this facility. We are requesting approval to enter into a 3`d amendment which includes a comprehensive coverage agreement that covers all parts and repairs of the remaining distribution system not covered in the original energy improvement project. The original agreement has 3 years left on the term. Recommendation: Amend the MacDonald-Miller Energy Efficiency Agreement to include repairs, routine monitoring and adjusting of this distribution system in the amount of $7,654.05 annually, with a 3 year contract total of $22,962.15 for this amendment. Funding for this project would come from the Facilities Operations account. Financial Summary: Amendment 1 amount $35,932.00—completed and paid from replacement reserves. Amendment 2 amount $18,153.00-completed and paid from ARRA Grant funds. Amendment 3 request $22,962.15—(3 year total) paid out at$7654.05 annually. $77,047.15—total for all 3 amendments The 3rd amendment funding source will come from the Facilities Operation budget line item for HVAC repairs. $11,000 annually is currently approved in this line item, which equals $33,000 available over the 3 year term. $33,000.00-available $22,962.15—needed for the 3rd amendment $10,037.85—balance of available funds. 21 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FISCAL YEAR 2013 BVP(BALLISTIC VEST PARTNERSHIP)GRANT APPLICATION POLICY QUESTION: Should the City Of Federal Way accept the FY 2013 BVP(Ballistic Vest Partnership) grant monies, if awarded, to fund the purchase of 30 replacement ballistic vests? COMMITTEE: PARKS,RECREATION,HUMAN SERVICES&PUBLIC MEETING DATE: May 14,2013 SAFETY COUNCIL COMMITTEE(PRHS&PS) - - CATEGORY: El Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business n Resolution ❑ Other STAFF REPORT BY: Stan McCall, Administrative Commander DEPT: Police Department Attachments: 1. PRHS&PS Committee Staff Report Memo 2. BJA(Bureau of Justice Assistance)Grant/Partnership E-mail Announcement Options Considered: 1. Pre-approve the Acceptance of this Grant Award,Along with the Required City Matching Funds 2. Reject This Grant,if Awarded. MAYOR'S RECOMMENDATION: MAYOR APPROVAL: ��a DIRECTOR APPROVAL: .g 4 l r 4, Comp ee Council Co./Y'.' Coun COMMITTEE RECOMMENDATION: 1 move to forward this BVP grant acceptance request to the May 21, 2013 Council agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to accept the FY 2013 BVP grant funds, if awarded, and authorize the requisite City "matching funds" and authorize the Police Department to purchase replacement ballistic vests"with these funds". (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-08/12/2010 RESOLUTION# 23 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 14, 2013 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Skip Priest, Mayor FROM: Brian J. Wilson, Police Chief SUBJECT: 2013 Ballistic Vest Partnership(BVP)Grant. The Federal Way Police Department anticipates having to replace thirty(30)expired ballistic vests in the next 24 months. The Bureau of Justice Assistance(BJA)just announced that the fiscal year 2013 BVP(Ballistic Vest Partnership)application funding period is now open for agencies to apply. The FY 2013 BVP application window is-April 8 through May 20,2013 and all applications must be submitted online at, http://www.oip.usdoj.gov/bvpbasi/. We have historically obtained the Council's approval to apply for and receive this grant award and have utilized these federal funds to help off-set the purchase costs for new ballistic vests. Anticipating Council approval,and in order to meet the required BJA time-line,we have submitted our grant application for these funds. If we are selected to receive the BVP grant, the award amount will be$13,577. The required City"matching funds" will also be$1 3,577. "Matching" funds from previous BVP grants have been taken from the Police Department fuel saving, salary savings, or uniform budget. We are proposing that the matching funds for the 2013 BVP grant be taken from the Police Department's Uniform& Equipment budget. We are seeking Council approval to: - Accept the FY 2013 BVP grant funds, if awarded; - Set aside the required matching funds as needed for this grant; - Purchase thirty(30) replacement ballistic vests with these funds. The results of the grant award will not be available until the 3rd quarter of 2013. 1 24 From: owner-bvp-listOoip.usdoj.gov.jmailto:owner-bvn-Iist(a)ojo.usdoj.gov] On Behalf Of BVP Sent:Wednesday, April 10, 2013 9:21 AM Subject: Bulletproof Vest Partnership(BVP)FY 2013 Application Announcement Dear BVP Participant: The Bureau of Justice Assistance(BJA)is pleased to announce the Fiscal Year 2013 BVP application funding period. Applications for FY 2013 BVP funds will be accepted beginning Monday,April 8,2013. All applications must be submitted online at http://www.oip.usdoLgovibvpbasi/by 6:00 pm(e.d.t.),Monday,May 20, 2013. -- Important Information Regarding FY 2013 BVP Funds: 1. The mandatory wear requirement implemented in FY 2011 is still in place for FY 2013. Jurisdictions receiving funding for reimbursement of body armor purchases must have a written mandatory wear policy for uniformed patrol officers, in place when the FY 2013 BVP applications are submitted.Please see the BVP mandatory FAQs for further guidance on this new requirement: http://www.oip•usdoi.g_ov/bvpbasi/docs/FAQsBVPMandatoryWearPolicy.Pdf 2. FY 2013 BVP funds may only be used toward the purchase of vests ordered on or after April 1,2013. 3. Each vest purchased with FY 2013 funds must meet.National Institute of Justice(NU)standards on the date it was ordered and must be American-made.Please see this website for the latest NU compliant vests: https://www.iustnet.org/other/ballistic cpl.html and https://www.iustnet.orgfotherlstab cpl.html 4. To draw down FY 2013 BVP funds,vests must be received and the request for payment submitted to the BVP system by August 31,2015. 5. The BVP user login process was updated on 11/22/2011.This update requires all existing users to visit the BVP site to register for a new BVP account and associate it with an existing agency before agency details can be viewed. If you have already completed these steps, please proceed with the application. To register,please create a new user login and associate it with your current agency by providing your current account login and password.See the BVP Account Creation Checklist for an overview of the steps required,and the BVP User and Agency Registration Guide for more details on this process. 6. Jurisdictions with more than one law enforcement agency(LEA)associated with the jurisdiction account may not submit a separate application. Instead,the LEAs associated with jurisdictions with more than one LEA must submit their own application information and vest needs to the jurisdiction. The jurisdiction will then submit the LEA applications in one submission to BJA. 7.To ensure that program participants are submitting applications that accurately reflect their vest needs for the next two years,please review the program guidance below.Prior to submitting an application for FY 2013 BVP funds: a. Verify that the number of vests indicated on the application does not exceed actual agency needs. Review all currently deployed vests for those that will need to be replaced during the next two years, • 25 according to the replacement cycle indicated on your BVP system profile.Applications for funds should reflect the number of vests your agency needs to replace within the next two years,and vests for officers your agency anticipates hiring in the next two years.(New hires can be anticipated based on the average number of officers hired over the most recent three years.) b. Ensure that the application accurately reflects the current market cost for the vests identified on the application. c. Review previous year(s)BVP funding to identify any unspent funds that might currently be available • for BVP needs. Your careful attention to actual vest needs will help ensure that all eligible jurisdictions submitting requests will receive the maximum allowable based on the appropriation and distribution guidelines. For questions regarding this email or for assistance with the online application process,please do not hesitate to call the BVP Help Desk at 1-877-758-3787,or email vests @usdoi.Rov. Sincerely, The BVP Program Team Bureau of Justice Assistance http://www.oiv.usdoj.gov/bvpbasi/ The user or Contact Name is:Joseph Husted is located at 810 in Room#4333(NOTE: OJP Only)and can be reached on If you plan on working on this ticket,please go into HEAT and acknowledge it as soon as possible, otherwise an e-mail will be sent to your lead for possible reassignment. if you do not have an HEAT account,please reply to the OJP Help Desk when you plan to work on it and they will acknowledge the ticket for you. Also,please ensure that the OJP Help Desk is notified when the resolution has been that the ticket may reached so y be closed. NOTE: Please do not reply back to this e-mail. Mail is not monitored at this address.Contact your HEAT Administrator with any questions. 26 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:WASHINGTON TRAFFIC SAFETY COMMISSION(WTSC)GRANT -RADARS POLICY QUESTION: Should the City Of Federal Way/Police Department accept grant funds in the amount of $8,500.71 to.purchase two(2)traffic Lidar units. These Lidars would be used to enhance school zone speed enforcement. COMMITTEE: PARKS,RECREATION,HUMAN SERVICES&PUBLIC MEETING DATE: May 14,2013 SAFETY COUNCIL COMMITTEE(PRHS&PS) CATEGORY: ►t Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lt.Jim Nelson DEPT: Police Attachments: 1. PRHS&PS Memo 2. Kustom Lidar Quote Options Considered: 1. Accept Grant 2. Reject Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: DIRECTOR APPROVAL: .( W, '4.,4. Coin ittee Council Committ. Counc' COMMITTEE RECOMMENDATION: I move to forward the proposed Agreement to the May ►1, 2013 Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval and acceptance of the WTSC Grant for two (2) Traffic "ProLaser"Lidar Systems with a total compensation of stow. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 15T reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED-08/I2/2010 RESOLUTION# 27 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 14, 2013 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Skip Priest, Mayor FROM: Brian J. Wilson, Chief of Police SUBJECT: Acceptance of WTSC Grant Money for two(2)Traffic"ProLaser" Lidar systems Proposal The Federal Way Police Department is a full service law enforcement agency. A core piece of this agency is the FWPD traffic unit, specifically geared towards traffic education and enforcement_ Our aim is to provide the safest possible roadways for all of our motorists and pedestrians. Most importantly, we are committed to providing safe school zones through strict school zone speed enforcement. The traffic officers use speed measuring devices(Radars and Lidars) to conduct speed enforcement. Over the years, usage and weather has taken a toll on our current Radars and Lidars. Further,not every traffic officer is equipped with a Lidar system. This proposal requests the acceptance of grant funds to purchase two new Lidar systems. These new Lidars will enable our traffic officers to be more effective in our school zone speed enforcement efforts. Funding Source The Washington Traffic Safety Commission provides grant funding for school zone speed enforcement. These Lidar systems will be funded entirely from a WTSC grant. Kustom Signals Quotation: Otv Product Description Unit Price SubTotal Pro-laser 1111 $3,616.00 2 $7232.00 Pro-laser Motorcycle Holster $265.60 2 $531.20 Tax 9.50% $737.5 1 Total $8500.71 1 28 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:WASHINGTON TRAFFIC SAFETY COMMISSION(WTSC)DRUG RECOGNITION EXPERT(DRE) OVERTIME FUNDING POLICY QUESTION: Should the City Of Federal Way/Police Department enter into a Memorandum of Understanding(MOU)with the WTSC to receive overtime funding for DRE certified officers when working on drug evaluations? COMMITTEE: PARKS,RECREATION,HUMAN SERVICES&PUBLIC MEETING DATE: May 14,2013 SAFETY COUNCIL COMMITTEE(PRHS&PS) CATEGORY: El Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY Lynette Allen DEPT: Police Attachments: 1. PRHS&PS Memo 2. MOU Options Considered: 1. Accept Grant 2. Reject Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: DIRECTOR APPROVAL:Bjr✓� 3 ,4A. Committee Council ee Council COMMITTEE RECOMMENDATION: I move to forward the proposed MOU to the May 21, 2013 Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval and acceptance of the MOU with WTSC to reimburse FWPD for overtime worked by DRE Officers on Drug Cases, and authorize the Chief of Police, Brian Wilson to sign such Agreement. (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-08/12/2010 RESOLUTION# 29 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 14,2013 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Skip Priest, Mayor FROM: Brian J. Wilson,Chief of Police SUBJECT: MOU for Drug Recognition Expert(DRE)Overtime Proposal The Federal Way Police Department has had Memorandum of Understanding's(MOU's)with the Washington Traffic Safety Commission for Drug Recognition Expert(DRE)overtime funding since 2004. We currently have three(3)certified DRE's Reimbursement is provided for certified DRE's when they do an overtime callout for drug evaluation, for shift extensions when a drug evaluation was begun on regular duty time and when the DRE is subpoenaed to testify in court as a result of any of the above. We are requesting that the MOU be accepted for July 1, 2013 through June 30, 2015. 1 30 MEMORANDUM OF UNDERSTANDING WASHINGTON TRAFFIC SAFETY COMMISSION 621 86 Ave SE,Suite 409,PO Box 40944,Olympia WA 98504-0944 THIS AGREEMENT is made and entered into by and between: r S i L LDS1 y l�"0 3 a. .mot R,i (Agency Name) Hereinafter referred to as"CONTRACTOR"and the WASHINGTON TRAFFIC SAFETY COMMISSION,hereinafter referred to as"WTSC." IT IS THE PURPOSE OF THIS AGREEMENT to provide overtime funding to law enforcement agencies who have certified Drug Recognition Experts(DRE)to conduct the following activities: • Respond to radio calls when no other DRE is available on duty and requiring a response in `overtime status' from list of registered DREs. • Cover shift extension 'overtime' when completing a drug evaluation or covering a request fora DRE • Testifying in court as a result of performing drug evaluations due to these call outs and shift extensions when overtime is required to testify.(Not responsible for overtime generated from cases/arrests during normal employment or assignment) • On an overtime basis, participate in DRE sponsored emphasis patrols and allied agency specific DRE-related requests pre-approved by the DRE Program Coordinator between July 1,2013 through June 30,2015. IT IS,THEREFORE,MUTUALLY AGREED THAT: I. All contractor DREs will be maintained and available for callout by Washington State Patrol communications in their individual regions. WSP Communications has assigned a special roster of DREs that assists in finding those that are available under these MOUs. 2. Contractor will provide a certified DRE on an"overtime"basis(not to exceed 1.5 times normal salary and benefits)to perform drug evaluation activities as specified. No other commissioned personnel will be funded. 3. The period of activity will begin on July 1,2013 and extend through June 30, 2015. 4. Drug evaluation performance standards for certified and funded DREs must meet the standards of the International Association of Chiefs of Police. 5. DREs will maintain good standing with Drug Evaluation Classification Program; i.e. paperwork,rolling logs, and resumes. (Contractor and DRE will be notified if DRE is not eligible for availability and removed from WSP roster-30 day notice given.) 6. Contractor must submit the billings and supporting documents to the Drug Evaluation Classification Program (DECP)at 811 E. Roanoke St., Seattle WA 98102-3915 for approval and reimbursement not more than 30 days after the last day of the month in which the overtime is worked. Contractor must ensure that reimbursement being requested is not for on-duty time, but for call out and shift extension overtime only. Billings will include: • Completed and signed invoice Voucher, A19-IA Form(attached). Please note that a fax or electronic copy cannot be accepted. Your agency must be identified as the r :' 31 "Claimant"and Federal Tax ID#and an original signature of the agency head, command officer or contracting officer must be provided on the A19-1A form. • Payment documentation(overtime slips,payroll documents,etc.) • DRE Request Form showing all pertinent information.If for court case,evidence it came from a prior MOU overtime situation. 7. Disputes arising under this agreement shall be resolved by a panel consisting of one representative of the WTSC,one representative from your agency and one representative from the DECP. The dispute panel shall thereafter decide the dispute with the majority prevailing. 8. Either party may terminate this agreement upon(30 days)written notice to the other party. In the event of termination of this agreement,the terminating party shall be liable for the performance rendered prior to the effective date of termination. 9. WTSC Termination—This project agreement may be terminated or fund payments discontinued or reduced by WTSC at any time upon written notice to the Contractor due to non-availability of funds, failure of the Contractor to accomplish any of the terms herein,or from any change in the scope or timing of the project. 10. The Drug Evaluation Classification Program(DECP)will assist by monitoring and tracking the available funds to ensure the availability of funds and report to WTSC as funding begins to be depleted. IN WITNESS WHEREOF,PARTIES HAVE EXECUTED THIS AGREEMENT. APPROVED/DISAPPROVED (Agency) (Date) Washington Traffic Safety Commission (Date) Contracting Agent Title&NAME(print/type name) (Signature) Please return this signed form to: Attention: Drug Evaluation Classification Program Washington State Patrol 811 E Roanoke ST Seattle WA 98102-3915 NiOU ORE Program 2013-2015 (R 04/13) 32 page 2 of 2 FORM AGENCY USE ONLY A19-1 A °^ STATE OF WASHINGTON (Rev.3/95) INVOICE VOUCHER AGENCY NO LOCATION CODE RR OR AUTH.NO. AGENCY NAME As. Shelly Baldwin INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim Vashington Traffic Safety Commission payment for materials,merchandise or services. Show complete detail for 'O Box 49044 each item. )lympia WA 98504-9044 Vendor's Certificate. I hearby certify under penalty of perjury that the VENDOR OR CLAIMANT(Warrant is to be payable to) items and totals listed herein are proper charges for material,merchandise or services furnished to the State of Washington,and that all goods furnished and/or services rendered have been provided without discrimination because of age,sex,marital status,race,creed,color. national origin,handicap,religion,or Vietnam era or disabled veterans status. • BY (SIGN IN INK) (TITLE) (DATE) • DERAL 1.0.NO.OR SOCIAL SECURITY NO.(For Reporting Personal Services Contract Payments to IRS.) RECEIVED BY DATE GOODS/SERVICES RECEIVED DATE DESCRIPTION QUANTITY UNIT UNIT PRICE UNT FOR AGENCY USE ONLY • • This form must be sent FIRST to the DRE Program,811 E Roanoke ST.Seattle WA 98102,for approval before submission to the Traffic Safety Commission. This form must be accompanied by a complete DRE Request Form and a copy of the overtime/shift extension payroll document. EPARED BY TTELEPHONE NUMBER DATE AGENCY APPROVAL DATE ) C.DATE PMT DUE DATE CURRENT DOC.NO. REF.DOC.NO. VENDOR NUMBER VENDOR MESSAGE USE U81 NUMBER TAX F N MASTER INDEX C P I NORKCLAS COUNTY CITY?OWN TRAN AppN UB u ORG SUB PROD cool FUND GAM OJECT INDEX ALLOC MOS PROJECT PHAS AMOUNT INVOICE NUMBER INDEX OAT • :PUNTING APPROVAL FOR PAYMENT DATE WARRANT TOTAL WARRANT NUMBER 33 COUNCIL MEETING DATE: May 21, 2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: School Zone Enhancements POLICY QUESTION: Should City Council adopt a plan to enhance the visibility of school zones using Transportation Safety funds? COMMITTEE: Parks,Recreation, Human Services,and Public Safety MEETING DATE: May 14,2013 Committee CATEGORY: Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Rick Perez, P.E.,Traffic Engineer DEPT: Public Works Attachments: Parks, Recreation, Human Services, and Public Safety Committee memorandum dated May 14, 2013. Options Considered: 1. Authorize staff to implement the first year of the proposed plan using Transportation Safety funds. 2. Do not authorize the proposed plan and provide direction to staff. MAYOR RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 21, 2013 City Council Consent Agenda for approval. MAYOR APPROVAL: Co_ DIRECTOR APPROVAL: Ark Council Committee Council COMMITTEE RECOMMENDATION: Forward Option 1 to the May 21, 2013 City Council Consent Agenda for approval. Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: -1 move approval of the first year of the proposal to enhance school zone visibility using Transportation Safety funds." (BELOW TO BE COMPLETED BYCITYCLERKS 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# IC:\COUNCIL\AGDBILLS\2013\05-21-13 School Zone Enhancements.docx 35 CITY OF FEDERAL WAY MEMORANDUM DATE: January 11,2011 TO: Parks, Recreation,Human Services&Public Safety Committee VIA: Skip Priest,Mayor FROM Rick Perez,P.E.,City Traffic Engineer Cary M. Roe,P.E.,Director of Parks,Public Works and Emergency Management SUBJECT: School Zone Enhancements BACKGROUND: Based on a meeting with the Mayor, Police, and Public Works to address concerns about school zone safety, this proposal is a prioritized plan for implementing on a school-by-school basis the following elements at a rough cost of$200,000 per year 1. Option 1 to increase sign sizes 2. Option 4 to provide advance school speed limit signs 3. Option 5 to provide variable speed limit signs between the school zone flasher and the speed li detection zone. The costs associated with each option have been refined based on site visits and confirmation of assumed costs with King County staff. Options All costs provided are planning level estimates, not site-specific design estimates. Construction costs assume County staff procurement and installation, and if contracted separately, may be higher, and construction management costs would definitely be higher. Option 1: The federal Manual on Uniform Traffic Control Devices (MUTCD) allows the use of larger signs to enhance visibility. Current practice is to use the smallest sign allowed in order to minimize visual blight. Note that the 2009 MUTCD increased the minimum sign size for multi-lane roadways. Cost is estimated at about $100 per sign. However, in the case of school zone flashers, the associated signs would require relocation of the upper flasher unit or complete replacement of the post, and this is estimated at$3000 each.The size of the largest signs may trigger complaints about being out of scale on local residential streets. For example, the "SCHOOL SPEED LIMIT 20 WHEN FLASHING" signs would increase from 24 x 48 inches to 36 x 72 inches(8 to 18 square feet in size). 36 July 18,2005 Land Use and Transportation Committee South 320th Street at 1st Avenue South Intersection Improvements Project-30%Design Status Report Page 2 Option 4: Provide advance school speed limit signing. This option would install a SCHOOL SPEED LIMIT 20 AHEAD sign. The MUTCD already recommends this for school zones where the speed limit is 35 mph or greater. SPEED LIMIT 20, Option 5: Provide variable speed limit signing. This option would install an additional speed limit sign downstream from the school speed limit sign and have digital readouts displaying the current speed limit: 20 when the school zone is in effect or the default speed of the roadway. These units may be solar- powered, but communications need to be provided between the flasher's clock and the units. The units themselves are about $15,000 each, plus $3,000 if communications or power needs to be provided. Annual maintenance cost is currently about$500 each. Assumed life of the units would be 10 years. Retrofits In addition to the upgrades,the costs proposed include improvements that would bring all school zones to a common standard and address known problems. These include: • Upgrading pedestrian crossings equipped with pedestrian-actuated flashing beacons to Rectangular Rapid Flashing Beacons, which studies have shown would more than double driver yielding. These would be installed on multi-lane crossings serving Saghalie Middle School on 21st Avenue SW and on SW Campus Drive. • Removing redundant school zone flashers on Hoyt Road SW between SW 326th Street and SW 329th Way. July 18,2005 Land Use and Transportation Committee South 320th Street at 1st Avenue South Intersection Improvements Project-30%Design Status Report Page 3 • Installing school zone flashers at schools that do not currently have them: Adelaide Elementary School,Wildwood Elementary School,and Sacajawea Middle School. • Installing an additional school zone flasher on 13th Avenue SW approaching Lakota Middle School. • Relocation of an existing school zone flasher currently installed in a location not conforming to state law with respect to spacing from the school crosswalk, on S Star Lake Road eastbound approaching Mark Twain Elementary School. Prioritization The schools were prioritized for improvements based on the following: • 85th percentile speed in the highest speed school zone for a given school. Where speed data isn't available, 3 mph over the posted speed limit was assumed, given that this was the average difference between 85th percentile speed and posted speed for the known school zone speeds. • 2010 Average Daily Traffic in the highest volume school zone for a given school. • Number of reported collisions in the last three years(2009-11)within the school zone. • The number of traffic lanes crossed in the widest school crosswalk within the school zone. • The level of protection already at each school zone: o Traffic Signal: 2 points o Rectangular Rapid Flashing Beacon: 3 points o School zone flasher: 4 points o Signage only: 5 points o Crossing guards provided: -1 point Each of these criteria was scored on a 0-5 sliding scale and no weighting was applied to any criteria. Costs Attached is a spreadsheet that outlines the construction costs for each school to implement the proposed options. The total estimated cost is$1,071,000. Based on the prioritization, a 5-year implementation plan is outlined with annual construction costs ranging from $152,000 to $224,000. The additional equipment would increase annualized operating and maintenance expenses by $34 800 and replacement reserves of $84,000 annually. Funding The proposed funding source for these improvements would be the Transportation Safety Fund containing revenues from photo enforcement. Staff proposes to implement only the first year of the plan and evaluate the remainder of the plan as part of the budget process. Attachment: Prioritization and Cost Spreadsheet cc: Project File Day File • S a<, s W v . O > 3 on T N to N o - -, ' oQ°j CD a 3 fD 0 0 m (2- 0 j.o Q G) * -o_ 01 o a v m n, o '7 O o O O f1 o r. — rZ �.• Q 7 < . 0 • v fD CD C ' 3a 3 f1 , - • rD m ` y 7a aIy ' W z> N p Cp 3 *-.' O c to 7 '+ C3 - fD 3 S m- 1 +�"'.# off° %d r O N N $. C •-,---1.Oi. ONO ll00 ONO O ONO 00 O F- W pD S N 1 N F+ F-+ W N F-+ F-+ F-+ F+ W 1-+ N V 01 . V Ol -I fp %(D N W 00 N to 01 A 0 0 A A N V 0 0 CD . = 0+ 13 I 0 0 0 0 0 0 0 0 0 0 0 O 0 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 O O o 0 o O v to N :4,4: . N 10D III a..yr O 0 o' 3ia oo0000 0 0 o f 03 CU 7 I I -< Q "1- 7p -G SW I T v o d W fD H ' iiiiiiiii W 074 z D JIlIlIIIlIl1 0 0., 1c . "3 OM a4 4 ill f' fD D U A Jf lissi N W A (n al O p 0J;;-.;7C1 y ? N y t 0-D!( D '� ,-1. O ort) Q I Q 3 1-C !-C -s 0 O — E.i N I— ` O rt DJ . •N -+i IS; (D r, 110) 0 ,m Im ' CD �" a) I fD Ifp I=..h 0 0 - '0 ' u, 0 IH IO. 5 X N 3" 0. in- '11 ,rt 0 00 ifD I ;� 0 ' �7 i 31 I ,H :CO ou C 7 (D ' 7 'fD Ol Z 113 to 0) 0) Q to Q. 41 to r N , O 11, (D - 7 S 7-,S Q y H �� I rt CD I i fD 1 I , O 0 ! LL , I--+ to ' ,' 1 al !N �,� O 7 Ir. i S I I -n1 In WI (7D 'p N Q 1--+I N 0 0 I 4) 0; , IN, 0- -0 (D su j� S 0 ILL CD O; IN N• 0 , PIS in. 3 j0.I Q I=1 17 o w o 10 -n '7 S 7 x W l' 7o in. 0 1..+ I In >o Cu CU W rt 4J ' -n o0i * <1 of ' 0I Io I� ��1 101 1 ~ ! 1- 4.0 o in. i/f'iA. VI V> V1 Vi 1/) i" in., Vi. VAIV1Vi1V►I Vi.V► inn V►:V►'Vi. Vi. to •y w In In to to M In In 01 w ;--. In N to I A to 1`1--+ In I O1 I In■I A V N in 0 0 0 010 0 010; O 01 O O 010 O O O 01010,0 oI ,0io g O O �0 0 0 010 0 0 01 0 0' 0�0 010 0:! 0'0 �j N r N < 14./1. I i I 1 1 (gyp V?t i . V to V1 1 to V)" Vi in. i . 1/i.1, Ui 4 1.1"' I U 1 :tn. in'1 tn.I V► to j1 to rt 0 • 0OIN F+ W W wiW W WIW WIto In V IWlI IWI W W (U Iw W. W w D' I--+ l 01 IIalIP 01 01.01 Oi4" .>1 Cl I O 'O Oil _N n _6 0I0 O O 01010 O 0!0 0I0 010 '0 10'I 0 0'', 0,10 o O b4 tD 0%00000 '000'001000 10 I0! 0I01 0:0 0• i0 - 0 0 0 0 0'0 0 0 0 0 010 010 0 '01 0'0 0 0 0 tn V1 � - N I-. IVi in. V1 O in. in. in. VI. to V)• V► V1,V► V►I I-+ V.I VI. VT VI. V►I VI. Vf' I V. n O� CO N V A A A A A A A 01 01 V I A V1 -R. V► to V► to In'iA w W V I in V 0) A V 1--+ F-+ F+ F-+ F-+ F-+ N `--+ 01 O V V F■ F-+11-•+ I-- A V `--` F+ Vi 01 Cn A 1 V rt M 0 00 0 0 0 0 0 0 0 0 00 0 0 oi0;0 0 0,0 0 +0010 0 to 00!0 0 0 0 0 0 0100 0 0 10 0101010 0 0 0'000'00' 7 1 -< CDD N i-< ({D -< 0) 0) 10) I ; y I 1 0) (y VI . W 'N F+ .< fl j I i 1 O INJi 1 1 j X11 H N N ' ;N 0 I0 N 1 1 0 VI ,031 A' 1 ; o, I III 101 'OI 0! 0 O O 0 O 0 I 1 IO o 0 I 0 pI' 0 COUNCIL MEETING DATE: May 21,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:AMERICAN TRAFFIC SOLUTIONS(ATS)CONTRACT POLICY QUESTION: Should the City of Federal Way/Federal Way Police Department approve the Fourth Change Order to Professional Services Agreement for Traffic Safety Camera System(ATS Contract),renewing this agreement for a term effective June 17, 2013 through December 31,2014? COMMITTEE: PRHSPS MEETING DATE: May 14, 2013 CATEGORY: ■ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lt.Jim Nelson DEPT: Police Attachments: 1. PRHSPS Committee Memo 2. ATS Contract—(Fourth Change Order) 3. Collision/Violation Data Options Considered: 1. Approve Contract 2. Reject Contract MAYOR'S RECOMMENDATION: MAYOR APPROVAL: DIRECTOR APPROVAL: J.ivM- M J�( 40`11)j y �m' Council Committee Council COMMITTEE RECOMMENDATION: I move to forward the proposed change order to the ATS Agreement to the May 21, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the proposed amendment to the ATS Agreement, effective June 17, 2013 through December 31, 2014 and authorize the Mayor to sign said agreement. " (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—08/12/2010 RESOLUTION# 41 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 14, 2013 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Skip Priest, Mayor FROM: Brian J. Wilson, Chief of Police SUBJECT: American Traffic Solutions(ATS)Contract Renewal - Fourth Change Order Background The City of Federal Way has maintained a Traffic Safety Camera System Agreement with American Traffic Solutions (ATS) since March 28, 2008. There have been three Change Orders to this Agreement since its inception,with the current agreement(Third Change Order)to expire June 17, 2013. There are currently 14 traffic safety cameras in use throughout the City of Federal Way.. Eight cameras are dedicated to Red Light Photo Enforcement (RLPE) at three of our city's key intersections: • S. 312 ST. / Pacific HY. S. • S. 320 ST. / Pacific HY. S. • S. 348 ST. /Enchanted PKWY. S. The remaining six cameras are dedicated to school zone speed enforcement at three of our public schools: • Panther Lake Elementary (34424 1st AV. S.) • Twin Lakes Elementary (4400 SW 320 ST.) • Saghalie Middle School(33914 19 AV. SW) The goal of this Traffic Safety Camera System is to promote traffic safety throughout the city. Specifically, our aim for RLPE was to reduce collisions at these heavy volume intersections. Further,some of these same intersections were plagued by blocking vehicles(motorists entering the intersection late, stopping in the middle of the intersection due to traffic and obstructing cross- traffic). The RLPE program has provided significant benefit because collisions at these intersections have been reduced. Beyond this, the previous problem with vehicles blocking cross-traffic is now non- existent. 1 43 The School Zone Speed Location cameras are in place to ensure the safety of our school children, providing a constant deterrent to speeding motorists during active school zone hours. Proposal That the City Of Federal Way renew the Professional Services Agreement(Fourth Change Order): • The Fourth Change Order will be effective June 17,2013 through December 31, 2014. • in place at the same(above mentioned) locations. 14 Cameras will remain p ( ) • The monthly service fees from Federal Way paid to ATS will not increase. • Includes a public awareness safety campaign at no additional cost to the City. • Refer to attached proposed agreement for specifics. 2 44 CITY O F CITY HALL Federal Way Federal 8th Avenue 8003 � � Federal Vi/ay,WA 98003-6325 (253)835-7000 svasw_atyoffederaiwaymm FOURTH CHANGE ORDER TO PROFESSIONAL SERVICES AGREEMENT FOR TRAFFIC SAFETY This Fourth Change Order("Change Order") is made between the City of Federal Way,a Washington municipal corporation ("City"),and American Traffic Solutions, Inc., an Arizona corporation("Consultant"). The City and Consultant(together"Parties"),for valuable consideration and by mutual consent of the parties,agree to amend the original Professional Services Agreement("Agreement")dated effective August 15,2008,as amended by the first, second and third change orders, as follows: 1. AMENDED TERM. The term of the Agreement,as referenced by Section 3 of the Agreement and any prior change orders thereto,shall be amended and shall continue until the completion of the Services,but in any event no later than December 31, 2014 ("Amended Term"). 2. AMENDED SERVICES. The Services or Work,as described in Exhibit A and as referenced by Section 1 of the Agreement,shall be amended to include,in addition to work and terms required under the original Agreement and any prior change orders thereto, those additional services described in Exhibit A-1 attached hereto and incorporated by this reference("Additional Services"). 3. AMENDED FEE SCHEDULE. The Service Fee Schedule as described in Schedule 1 and as referenced by Exhibit A of the Agreement,shall be amended to incorporate the fee schedule as outlined in Schedule 1-1 attached hereto and incorporated by this reference("Amended Fee Schedule"). 4. AMENDED NOTICE PROVISIONS. The City's Authorized City Representative as referenced on page 1 of the Agreement shall be amended to"Mayor Skip Priest or Designee." The City's project manager as referenced in Section 1.3 of the Agreement shall be amended to"Traffic Lieutenant."The City's contact person for requests for payment as referenced in Section 4.2 of the Agreement shall be amended to "Traffic Lieutenant." Section 26.1 regarding notices to Federal Way shall be amended as follows: • Notices to the City of Federal Way shall be sent to the following address: Mayor's Office City of Federal Way 33325 8h Ave S Federal Way, WA 98003 5. GENERAL PROVISIONS. All other terms and provisions of the Agreement, together with any prior amendments thereto,not modified by this Change Order,shall remain in full force and effect.Any and all acts done by either Party consistent with the authority of the Agreement,together with any prior change orders thereto,after the previous expiration date and prior to the effective date of this Change Order, is hereby ratified as having been performed under the Agreement, as modified by any prior change orders, as it existed prior to this Change Order. The parties whose names appear below swear under penalty of perjury that they are authorized to enter into this Change Order, which is binding on the parties of this contract. 45 FOURTH CHANGE ORDER - 1 - 1/2010 CITY Or CITY HALL Federal Way 33325 8th Avenue South Federal Way,WA 98003-6325 (253)835-7000 movutyof ederaiwayccom IN WITNESS,the Parties execute this Agreement below,effective the last date written below. CITY OF FEDERAL WAY ATTEST: By: Skip Priest,Mayor City Clerk,Carol McNeilly,CMC DATE: _ - APPROVED AS TO FORM: • City Attorney,Patricia A Richardson AMERICAN TRAFFIC SOLUTIONS, INC By: Printed Name: Title: DATE: • STATE OF ) )ss. COUNTY OF ) On this day personally appeared before me , to me known to be the of American Traffic Solutions, Inc. that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned,and on oath stated that he/she was authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said corporation. GIVEN my hand and official seal this day of , 2013. Notary's signature Notary's printed name Notary Public in and for the State of Washington. My commission expires 46 FOURTH CHANGE ORDER - 2 - 1/2010 CITY OF CITY HALL ' ••• Federal Way Fed 3eee5 8#h y WA South Way,WA 98UO3-6325 (253)835-7000 wvvwcstyotfederaiway_cor EXHIBIT A-1 ADDITIONAL SERVICES The Consultant shall do or provide the following in addition to services as outlined in the Agreement and in any previous Change Orders: PUBLIC AWARENESS SAFETY PROGRAM In an effort to further improve traffic and school zone safety through driver education and awareness,the Consultant agrees to work with the City to produce a public awareness campaign that will emphasize and enhance safety awareness issues,emphasize traffic laws at critical safety locations, increase awareness of locations utilizing red light photo cameras and school zone cameras,highlight the safety improvements and changes in driver behavior that have occurred to date with the Traffic Safety Photo Enforcement program,and increase awareness of work being done to further reduce violations, including the new school zone program enhancements. The public awareness safety campaign will contain the following elements: 1. Enhanced Web presence on city website with specific branded URL and logo to be approved by the City. Possible pages include the following: a. About Traffic safety camera program b. FAQ c. Location of cameras and school zone cameras d. Safety results e. Video (10-20 close calls examples from non-Washington jurisdictions only unless state law is changed, How the system works, PSA videos on traffic safety and school zones) f. Links to payment/violation page 2. Design and content for a school zone safety flyer to be mailed,or otherwise made available,by the City in the fall and posted to website 3. Email/Social media outreach for fall back-to-school message and spring traffic safety message 4. PSA Video(focused on school zone safety) a. Filmed&produced by professional b. Distribute as PSA c. Post to FWTV, YouTube, Social media 5. PSA Video(focused on intersection safety) a. Filmed& produced by professional b. Distribute as PSA c. Post to FWTV, YouTube, Social media 6. Design and content for Spring flyer to be mailed,or otherwise made available, by the City with detailed results of program(reduced crashes, violation trends,etc, upgrades made to system) 47 FOURTH CHANGE ORDER - 3 - 1/2010 AIL. CITY OF CITY HALL Federal Way 33325 8th Avenue South Federal Way,WA 98003-6325 (253)835-7000 ivy»v atyotfederatwaycoin SCHEDULE 1-1 AMENDED SERVICE FEE SCHEDULE Monthly Service Fee per Intersection Approach Red Light Camera(RLC)Cost Element Monthly fee Red Light Camera Enforcement Solution $4,750 Axsis RLC-300Red Light Camera System, Axsis LIVE digital video system for monitoring 1 direction of travel, monitoring rear images up to 4 lanes, image processing,data entry, in and out of state registered owner acquisition, final quality control review,access to web- based Axsis VPS for Police Review, 1g notice printing in color,postage and mailing, lockbox and E-payment payment processing services,electronic notice file transmission to court system or use of ATS court system module, evidence packages for scheduled hearings. Speed Programs Fixed Site Speed Camera for School Zone Enforcement $4,750 Fee includes a 4-lane site and up to 1,200 issued citations per month per camera $5.00 per citation over 1,200 per month per camera to cover overage service & mailing Optional Services Mobile Speed Camera for School Zone Enforcement(city staffed) $7,500 Fee includes up to 800 issued citations per month per camera Handling court payment,processing and accounting through lock box service with US Bank $1.50 per paid violation Axsis E-payment Portal for Web-based payments—online access convenience fee charged to Charged to User user. SecurlD Two-Factor Security Option Implementation Fee $2,000 User fee per user per month includes software licensing, support and SecurlD $20 Replacement SecurID Fob $200 48 FOURTH CHANGE ORDER -4 - 1/2010