FEDRAC PKT 10-28-14 City Council
FINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE
[FEDRAC]
Tuesday – October 28 Federal Way City Hall
4:30 p.m. 2014 Hylebos Room
AGENDA
1. CALL TO ORDER:
2. PUBLIC COMMENT:
3. COMMITTEE BUSINESS:
Topic Title/Description Presenter
Page Action
or Discussion
A. SEPTEMBER 2014 APPROVAL OF SUMMARY MINUTES T. CROZIER 2 ACTION
10/28 Committee
B. X-RAY EQUIPMENT FOR COURT SECURITY S. WHITE 4 ACTION
11/04 Council Consent
C. AUTHORIZATION OF AN AMENDMENT TO A CDBG HOUSING REPAIR
PROGRAM CONTRACT-NORTHWEST ROOF, INC . J. WATSON 7 ACTION
11/04 Council Consent
D. AUTHORIZATION OF AN AMENDMENT TO A CDBG HOUSING REPAIR
PROGRAM CONTRACT-M.A.D. CONSTRUCTION J. WATSON 12 ACTION
11/04 Council Consent
E. AUTHORIZATION OF AN AMENDMENT TO A CDBG HOUSING REPAIR
PROGRAM CONTRACT-ALL 4 CONSTRUCTION J. WATSON 17 ACTION
11/04 Council Consent
F. FALL 2014 TOURISM ENHANCEMENT GRANT (TEG)AWARDS AND
ALLOCATION OF RESIDUAL TEG FUNDS T. JOHNSON 22 ACTION
11/04 Council Consent
G. SYNCHRO SOFTWARE PURCHASE T. FITCHNER 152 ACTION
11/04 Council Consent
H. PUBLIC WORKS INSPECTOR VEHICLE REPLACEMENT-AUTHORIZATION TO
UTILIZE REPLACEMENT FUND J. MULKEY 154 ACTION
11/04 Council Consent
I. DUMAS BAY CENTRE & KNUTZEN FAMILY THEATRE FIRE PANEL
UPGRADE R. ETTINGER 156 ACTION
11/04 Council Consent
J. SCORE A. ARIWOOLA 160 N/A
Discussion Only
K. SEPTEMBER 2014 MONTHLY FINANCIAL REPORT A. ARIWOOLA 229 ACTION
11/04 Council Consent
L. VOUCHERS A. ARIWOOLA 245 ACTION
11/04 Council Consent
M. FUTURE AGENDA ITEM: 2015-2016 BIENNIAL BUDGET A. ARIWOOLA 310 N/A
Discussion Only
N. FUTURE AGENDA ITEM: 2015 PROPERTY TAX LEVY A. ARIWOOLA 314 N/A
Discussion Only
Note: Additional materials may also be distributed for review/action during the meeting
4. OTHER:
BUDGET QUESTIONS :
NOV/DEC FEDRAC MEETING DATES & TIMES:
5. FUTURE AGENDA ITEMS:
6. NEXT MEETING:
Committee Members: City Staff:
Dini Duclos, Chair Ade Ariwoola, Finance Director
Bob Celski Trudy Crozier, Finance Support
Martin Moore 253-835-2527
SUMMARY MINUTES
1. Call to Order: Committee Chair Dini Duclos called the meeting to order at 4:30 p.m.
Committee Members in Attendance: Chair Dini Duclos, Committee Members Bob Celski and Martin Moore
Elected Officials in Attendance: Councilmember Susan Honda
Staff Members in Attendance: Finance Director Ade Ariwoola; Assistant City Attorney Ryan Call; PACC Project Director, Ken Miller; Solid Waste & Recycling Coordinator Rob Van Orsow; Recycling
Project Manager Jeanette Brizendine; Chief of Police Andy J Hwang; Finance Support Trudy Crozier
2. Public Comment: None
3. COMMITTEE BUSINESS:
Topic Title/Description Council Placement
A. Approval of Minutes/Summary:
August 26, 2014 minutes, page 3, under Vouchers should be, Chief Hwang not Chief
Wilson.
Motion to approve the minutes as amended. Motion seconded and carried 3 – 0.
N/A Committee Action Only
B. RESOLUTION: Solid Waste and Recycling 2015-2017 Grant Approvals & Resolution
Mr. Van Orsow presented his report and outlined the Grant Funding projects in the Solid
Waste and Recycling Division. He explained the resolution process and reported there
are basically three different grants, with a total funding allotted of $344,000. He stated
the reason for bringing this item before the Council was to authorize the acceptance of
grant funds, entering into agreements with grant funding sources, and implementing
projects that support Solid Waste and Recycling Division objectives such as; recycling
events, outreach programs, composting, etc.
Motion to approve as presented and forward to the Oct 7, 2014 Council Meeting for
approval. Motion seconded and carried 3 – 0.
ACTION
10/7 Council Consent
C. Toys R Us Building Demolition Project-Final Project Acceptance
Mr. Miller presented and explained this final paperwork is how the retainage is released.
A project completion letter is required to be sent to Labor & Industries and Department
of Revenue who send us a release. He stated that the final construction contract amount
was below the approved budget.
Motion to approve as presented and forward to the Oct 7, 2014 Council Meeting for
approval. Motion seconded and carried 3 – 0.
ACTION
10/7 Council
Consent
D. Town Square Park Construction Project-Final Project Acceptance
Mr. Miller presented his report. He stated that the final construction contract amount was
below the approved budget.
Councilmembers inquired about the completion, cost, and bidding process, to which Mr.
Miller responded.
Motion to approve as presented and forward to the Oct 7, 2014 Council Meeting for
approval. Motion seconded and carried 3 – 0.
ACTION
10/7 Council
Consent
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, September 23, 2014
4:30 p.m.
Federal Way City Hall
Hylebos Conference Room
2
E. Police Radio Reception 957
Chief Hwang presented his report. He displayed a 7 watt portable radio and identified
that vehicle radios are 40 watts. The issues have been with the portable radio. He
explained possible reasons why radio reception isn’t always optimal. He stated the police
department has proactively and aggressively tried to resolve the reception issues short of
replacing the whole system. Short-term plan, officers receive additional training on what
to do when the radio fails. Long-term solution would be a new system. There is no quick
fix to boost the signal.
Councilmembers asked several questions to which Chief Hwang and Mr. Call responded.
N/A
Discussion Only
F. Federal Way Police Staffing/Overtime
Chief Hwang explained the Police Department’s staffing procedures and possible
reasons for overtime. He mentioned the number of officers in training and how long it
takes to get out on the street.
Councilmembers asked several questions to which, Chief Hwang responded.
N/A Discussion Only
G. Score Report
Mr. Ariwoola reviewed the report and found SCORE to be doing really well.
Councilmembers inquired to the increasing Average Daily Population (ADP ), to which Mr.
Ariwoola and Mr. Call responded. Committee Chair Duclos asserted the whole purpose
of SCORE was to reduce jail costs. Councilmembers expressed concern about the rising
ADP and to identify possible solutions to this issue.
After a brief discussion, Councilmembers requested more information regarding types of
crimes people are being booked for; to which Mr. Ariwoola indicated statistical
information is available.
N/A Discussion Only
H. Monthly Financial Report: August 2014
Mr. Ariwoola reviewed highlights from the financial report.
Councilmembers identified and inquired about several items, to which Mr. Ariwoola
responded.
Councilmember Celski asked if it was possible to identify separately the amount
contributed by the employee and the amount contributed by the City in the Health
Insurance Premium revenue line item. Mr. Ariwoola agreed to look into it.
Motion to approve as presented and forward to the Oct 7, 2014 Council Meeting for
approval. Motion seconded and carried 3 – 0.
ACTION
10/7 Council
Consent
I. Vouchers
Mr. Ariwoola presented the vouchers for the review of the Committee.
Motion to approve as presented and forward to the Oct 7, 2014 Council Meeting for
approval. Motion seconded and carried 3 – 0.
ACTION
10/7 Council
Consent
4. Other: Committee members thanked Mr. Ariwoola for the addition of the Required Fund Balance column,
located on page 95.
5. Future Agenda Items:
6. Next Meeting: Tuesday, October 28, 2014 @ 4:30 pm.
Chair Duclos adjourned the meeting at 6:00 p.m.
Attest:
Trudy Crozier
Finance Support COMMITTEE APPROVAL:
Councilmember Dini Duclos Committee Chair Councilmember Bob Celski Committee Member Councilmember Martin Moore Committee Member
3
COUNCIL MEETING DATE: NOV. '-{ ~IY ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: X-RAY EQUIPMENT FOR COURT SECURITY
POLICY QUESTION: Should Council approve awarding the contract for purchasing X-ray equipment for the
Court Security Project to Astrophysics the lowest responsive responsible bidder in the amount of $22,000 and
approve an additional $3,000 per year of the 2015-16 budget for the cost of maintenance contracts, and
authorize the Mayor to sign the contract?
COMMITTEE: FEDRAC
CATEGORY:
Im Consent
City Council Business
D Ordinance
D Resolution
STAFF REPORT BY: SUE WHITE, COURT ADMINISTRATOR
MEETING DATE: ~;l~ JtW{
D
D
Public Hearing
Other
DEPT: COURT
Attachments: Bids were received in September, 2014 for x-ray equipment for security screening for the court
and the results are attached. Astrophysics was the lowest responsive responsible bidder in the amount of
$22,000.00 and staff will present the bid results to Council. This contractor provides X-ray equipment to all of
the California Superior Courts.
Options Considered:
1. Award the X-ray equipment contract to Astrophysics the lowest responsive responsible bidder in the amount
of $22,000.00, plus an additional $3,000 per year of the 2015-16 budget for the cost of maintenance contracts,
and authorize the Mayor to sign the contract.
2. Do not approve'the purchase of X-Ray equipment for security screening for the court.
MAYOR'S RECOMMENDATL N: Option 1
CHIEF OF STAFF:
COMMITTEE RECOMMENDATION: NIA.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move the approval to award the purchase of X-Ray equipment for court
security screening to; Astrophysics the lowest responsive responsible bidder in the amount of $22,000.00,
approve an additional $6,000 for the 2015-16 budget and authorize the Mayor to sign the contract".
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
0 APPROVED
0 DENIED
0 TABLED/DEFERRED/NO ACTION
0 MOVED TO SECOND READING (ordinances only)
REVIS ED -08/12/20 I 0
COUNCIL BILL#
15T reading
Enactment reading
ORDINANCE#
RESOLUTION#
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