PRHSPSC PKT 02-09-2016City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
February 9, 2016 City Hall
5:00 p.m. H lebos Conference Room
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMISSION COMMENTS
4. COMMITTEE BUSINESS
Topic Title/ Description
A. Approval of Minutes: January 12, 2016
Action
Presenter Page or Info
3 Action
B. FARO (Total Station) and Automatic License Plate Reader Hwang 7 Action
(ALPR) Maintenance Agreement.
C. Regency Cleaners Amendment #1 for Police Uniform and
Dry Cleaning Hwang 9 Action
D. 2nd Amendment for Parking Lot Vacuuming Services Gerwen 13 Action
E. Use of Excess Replacement Reserves
Gerwen 17 Action
F. 2016 Parks & Recreation Commission Work Plan Ikerd 21 Action
G. PSE Electric al Extension Agreement and New Service for
Town Square Park Ikerd 23 Action
H. FielclTurf USA Retainage Release Ikerd 25 Action
5. PENDING ITEMS
• Veterans Memorial
• Banners
• Festivals
6. NEXT MEETING: March 8, 2016
7. ADJOURNMENT
Committee Members
Mark Koppang, Chair
Lydia Assefa- Dawson
Martin Moore
K: \PRHSPS Committee \2016 \02092016 prhsps agenda.doc
1
City staff
John Hutton, Parks Director
Mary Jaenicke, Administrative Assistant II
Council
Date
N/A
Consent
2/16/16
Consent
2/16/16
Consent
2/16/16
Consent
2/16/16
Consent
2/16/16
Consent
2/16/16
Consent
2/16/16
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City of Federal Way
City Council
PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMUTEE
Tuesday January 12, 2016
5:00 p.m.
SUMMARY
Committee Members in Attendance: Chair Honda, Committee member Duclos, Committee member
Moore
Council Members in Attendance: Deputy Mayor Burbidge, Council member Mark Koppang
Staff Members in Attendance: John Hutton, Parks Director, Steve Ikerd, Parks Deputy Director, Andy
Hwang, Chief of Police, Steve Neal, Deputy Chief, Cathy Schrock, Civilian Operations Manager, Cody
Geddes, Recreation Supervisor, Ryan Call, Assistant City Attorney, and Mary Jaenicke, Administrative
Asst. U.
Guests: None
Chair Honda called the meeting to order at 5:00p.m.
Public Comment: None
Commission Comment: None
Approval of Minutes
Committee member Duclos moved to approve the November minutes as written. Chair Honda
seconded. Motion passed.
BUSINESS ITEMS
Arts Commission 2016 Work Plan
Mr. Geddes highlighted the special project section; the Arts Commission would like to review other
cities arts programming, Arts Commission activities and Cultural Plan. Another special project is to
focus.on the mini -mural utility box art project. Chair Honda inquired about the grates that were in the
City Hall Lobby. Mr. Geddes answered that the city will continue the contract with the Historical
Society, and the historical pictures will be on the walls in the City Hall lobby. Chair Honda asked if the
newsletter was only going to be available online. Mr. Geddes stated that the Arts Commission is still
discussing this, and they are talking about posting it online and doing a one page advertisement in the
Recreation catalogue. Public Art Maintenance is in the work plan again, and Mr. Geddes stated that there
are a few commissioners that are very excited about this project. Chair Honda asked if there was any
money in the budget for this. Mr. Geddes answered that there was not money set aside but there is room
in the budget for some money to be allocated. Committee member Duclos moved to forward the Arts
Commission 2016 Work Plan to the January 19, 2016 consent agenda for approval. Chair Honda
seconded. Motion passed.
Arts Commission 2016 Contract for Services
Mr. Geddes reviewed the contract for services. The total amount allocated is $42,000 and the total
amount requested was $67,000. Committee member Duclos moved to forward the 2016 Arts
Commission Contract for Services funding recommendations to the January 19, 2016 consent
agenda for approval. Chair Honda seconded. Motion passed.
Deputy Chief Neal
Deputy Neal stated that this is a new youth based program. The purpose of the program is to replace
existing paradigms between the youth and the police, and to build trust and a positive relationship
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PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, January 12, 2016 Summary
Page 2
between the youth and the police. When a police officer sees a youth that is doing something positive,
they will reward the good behavior by giving him/her a ticket. There will be space on the ticket for the
officer to write a positive note. The tickets will also include a variety of items such as food, movies or
entrances to fun activities. Deputy Neal stated that there has been a lot of interest from local businesses.
Some of the businesses that have agreed to participate in the program are: Wild Waves, The Commons
Mall, Century Theaters, Pattison's West and the Federal Way Community Center. There is no budgetary
impact for the program. Nobody else in the state is offering this program. There will be a presentation at
the January 19, 2016 City Council meeting, and after that Ms. Schrock will release her media plan.
Committee member Duclos moved to forward the Positive Ticket Program recommendation to the
January 19, 2016 Council agenda for approval. Chair Honda seconded. Motion passed.
Sale of Two Retired fWPD 2009 Honda ST1300P Police Motorcycles
Chief Hwang stated that the patrol vehicles purchased by the city are on a five -year replacement plan.
There are two motorcycles that have reached their five years. The Port Orchard and Poulsbo Police
Departments would like to purchase these motorcycles. The purchase price is $7,000 per motorcycle. If
sold at an auction they would get between $3,500 and $4,500 per motorcycle. Committee member
Duclos moved to forward the sale of two retired FWPD 2009 STI300P police motorcycles to the
January 19, 2016 City Council consent agenda. Chair Honda seconded. Motion passed.
The Humane Society for Tacoma and Pierce County Agreement for Shelter and Related Services
Ms. Schrock stated that the city is entering their sixth year with the Humane Society for Tacoma and
Pierce County. She reported that they are the best option that the city has; she has never had any issues
with them, and they provide excellent services. The increase for services is right around I% every year.
The Humane Society works with the police officers when the animal services officers are not available,
and they handle everything. Committee member Duclos moved to forward the Humane Society for
Tacoma and Pierce County Agreement for Shelter and Related Services to the January 19, 2016
Council consent agenda for approval. Chair Honda seconded. Motion passed.
Washington Traffic Safety Commission (WTSC) Target Zero Team (TZT) Law Enforcement
Liaison (LEL) Memorandum of Understanding
Chief Hwang reported that this is a South King County effort for Target Zero, distracted driving, and
Click it or Ticket enforcement. Lt. Schwan is the coordinator for the South King County agencies. This
is a $1200 grant. The Nick and Derek Project did very well last year; Council authorized $25,000 a year
for 2015/2016, and this program focuses on DUI and distracted driving enforcement. The department
continues to receive grant funding from the WTSC. Committee member Duclos moved to forward the
WTSC Target Zero Team (TZT) Law Enforcement Liaison (LEL) MOU to the January 19, 2016
Council consent agenda for approval. Chair Honda seconded. Motion passed.
First Amendment to the Synergy Buildine Services, Inc. Agreement
Mr. Ikerd reported that this is a janitorial contract for City Hall, Evidence Building and the Steel Lake
Maintenance shop. This will amend the contract for two more years and increase the compensation an
additional $99,200.00 for a contract total of $198,400.00. There is no rate increase. Committee Chair
Duclos moved to forward the proposed Amendment to the January 19, 2016 consent agenda for
approval. Chair Honda seconded.
Bid for the Buildings at Town Square Park
The buildings included in this bid are the restroom facility and the picnic shelter. 11 bids were received
and the lowest bid was received from American Roofing in the amount of $339,997.72 with a 10%
contingency for a total of $373,997.49. Mr. Call stated that there was a contest on this bid, extra vetting
was done and everything came back positive. The second lowest bidder contested the bid, because the
winning bidder didn't submit one of the forms, which was the subcontractors list. Several of the bidders
turned in the form, but they turned them in blank. Mr. Call stated a blank form or not submitting a form
functionally is the same. Committee member Duclos moved to forward the authorization of a bid
award for the buildings at Town Square Park inihe amount of $373,997.49 to American
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, January 12, 2016 Summary
Page 3
Guaranteed Roofing & Construction and authorize the Mayor to execute said agreement and
forward to the January 19, 2016 Full Council consent agenda for approval. Chair Honda seconded.
Spray Park Installation Bid for Town Square Park
Three company's submitted bids, and the lowest bid was received from Henderson Partners, LLC in the
amount of $219,817.97 with a 10% contingency for a total of $241,799.77. Henderson Partners are the
contractors for the initial groundwork. They have experience in spray park installations. Committee
member Duclos moved to forward the authorization of a bid award for the Spray Park Installation
at Town Square Park in the amount of $242,799.77 to Henderson Partners, LLC and authorize the
Mayor to execute said agreement and forward to the January 19, 2016 Full Council consent agenda
for approval. Chair Honda seconded.
Pervious Concrete Bid for Town Square Park
This portion of the project is a part of the LID improvements. Pervious concrete will be installed around
the main area. It will also be installed around the main plaza to absorb the water from the spray park.
Three bids were received, and the lowest bid was received from Global Contractors in the amount of
$76,650.00 with a 10% contingency for a total of $84,315.00. Committee member Duclos moved to
forward the authorization of a bid award for the pervious concrete at Town Square Park in the
amount of $84,315.00 to Global Contractors, LLC and authorize the Mayor to execute said
agreement and forward to the January 19, 2016 Full Council consent agenda for approval. Chair
Honda seconded.
Site LiEhtine Bid for Town Square Park
This bid is for the perimeter and parking lot lighting, this is a code requirement. Eight bids were
received. Metro Group, LLC DBA Conserve Energy submitted the lowest bid in the amount of
$87,340.50 with a 10% contingency for a total of $96,074.55. The light fixtures will be LED.
Committee member Duclos moved to forward the authorization of a bid award for the site lighting
at Town Square Park in the amount of $96,074.55 to Metro Group LLC, DBA Conserve Energy
and authorize the and authorize the Mayor to execute said agreement and forward to the January
19, 2016 Full Council consent agenda for approval. Chair Honda seconded.
Committee member Moore arrived at 5:50.
NEXT MEETING:
February 9, 2016
ADJOURNMENT
Meeting adjourned at 5:51p.m.
5
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COUNCIL MEETING DATE: February 16, 2016 . _ ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: FARO (TOTAL STATION) AND AUTOMATIC LICENSE PLATE READER (ALPR) MAINTENANCE
AGREEMENTS.
POLICY QUESTION: Should the Federal Way Police Department be approved to purchase new hardware and
software maintenance agreements for the FARO (Total Station) Mapping System and the Automatic License
Plate Reader (ALPR) systems. The cost of both software and hardware agreements is $19,268. The proposed
funding source for this purchase is the Traffic Safety Fund.
COMMITTEE: MEETING DATE: Feb. 9, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Deputy Chief Steve Neal DEPT: Police Department
Attachments:
1. PRHS &PS Memo
Options Considered:
1. Authorize the Federal Way Police Department to purchase maintenance agreements for the software and
hardware associated with the FARO Total Station and Automatic License Plate Reader (ALPR) systems.
2. Den �the purchase of maintenance agreements_
MAYOR'S RECOMMENDATION: 1
MAYOR APPROVAL: DIRECTOR APPROVAL:
Comnlidee Co c' (� Imhal
CHIEF OF STAFF:
Com ' ee Council
COMMITTEE RECOMMENDATION: "I move to forward the request for Traffic Safety Funds to be used for
maintenance agreements for FARO Total Station and The Automatic License Plate Reader Systems, to the
February 16, 2016 Council consent agenda for approval. "
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to approve the use of Traffic Safety Funds for maintenance
agreements for FARO Total Station and The Automatic License Plate Reader Systems, and authorize the Chief
of Police to sign said agreements. "
(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 #
CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT
DATE: February 9, 2016
TO: Parks, Recreation, Human Services and Public Safety Council Committee
VIA: Jim Ferrell, Mayor
FROM: Andy J. Hwang, Chief of Police
SUBJECT: Maintenance Agreements for Software/Hardware of the FARO (Total Station) and
Automatic License Plate Reader (ALPR).
The Police Department purchased the FARO Mapping System in 2013 to replace outdated Total
Station equipment. We also have three marked patrol cars equipped with the Automatic License
Plate Reader (ALPR) technology.
The FARO system is a crucial component of our ability to process critical incident scenes to include
but not limited to:
• Homicides
• Shooting scenes
• Major injury accidents
Our ALPR technology has proven to be a highly effective tool in our efforts to:
• Reduce auto theft
• Enhance our ability to recover and return stolen vehicles for our citizens.
These maintenance agreements need to be purchased in order to protect our investment and are
critical to supplement costs in case of damage, yearly recalibration and maintenance.
FARO (three year) agreement cost: $14,012.
ALPR (annual) agreement cost: $5,256.
The total cost for both agreements would is: $19,268.
Both of these systems are directly related to traffic safety. The recommended funding source for this
purchase is the Traffic Safety Fund.
1
8
COUNCIL MEETING DATE: February 16, 2016 .ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: REGENCY CLEANERS AMENDMENT # 1 GOODS AND SERVICES FOR POLICE UNIFORM AND DRY
CLEANING
POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department extend the original 2014
Regency Cleaners Agreement to December 31, 2016 with Amendment #1?
COMMITTEE: Parks, Recreations, Human Services and Public Safety MEETING DATE: Feb. 9, 2016
Council Committee — (PRHS &PSC)
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Diane C. Shines Records Administrator DEPT: Police
Attachments:
1. PRHS &PSC Staff Memo
2. Amendment # 1 Goods and Services for Police Uniform and Dry Cleaning
Options Considered:
1. Approve Amendment #1
2. Do not approve.
MAYOR'S RECOMMENDATION: 1
MAYOR APPROVAL:' DIRECTOR APPROVAL:
Co ittee Counc' InitiaUDdTe
Initi aUDate Initial/Date
CHIEF OF STAFF: 11 &W, f
Co Coup
ate InitiB ate
COMMITTEE RECOMMENDATION: I move to forward Amendment #1 to Regency Cleaners Good and Services
Agreement for Police Uniform and Dry Cleaning to the January 16, 2016 Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval ofAmendment #1 to extend the Regency Cleaners Good and
Services Agreement for Police Uniform and Dry Cleaning to December 31, 2016, 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— 1/2015 RESOLUTION #
9
CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT
DATE: February 9, 2016
TO: Parks, Recreation, Human Services and Public Safety Council Committee
VIA: Jim Ferrell, Mayor
FROM: Andy J. Hwang, Chief of Police
SUBJECT: Regency Cleaners Amendment #1 to the Goods and Services Agreement for Police
Uniform and Dry Cleaning.
The Federal Way Police Department (FWPD) entered into a Goods and Services Agreement with
Regency Cleaners Enterprises for Police Uniform and Dry Cleaning on February 6, 2014. We are
requesting an extension to that agreement. We are changing the term of the agreement only.
Amendment #1 extends the term of the agreement through December 31, 2016.
10
CITY OF CITY HALL
Federal 33325 8th Avenue South
Way Fecferat Way, WA 98 003 -6325
(253) 835-71300
vavrw cttyaifQderaAvay com
AMENDMENT NO.1
TO
GOODS AND SERVICES AGREEMENT
FOR
POLICE UNIFORM AND DRY CLEANING
This Amendment ( "Amendment No. 1 ") is made between the City of Federal Way, a Washington municipal
corporation ( "City "), and Regency Cleaners Enterprises, a Washington Company ( "Contractor "). The City and
Contractor (together "Parties "), for valuable consideration.and by mutual consent of the Parties, agree to amend the
original Agreement for Dry Cleaning Services ( "Agreement") dated February 6, 2014, as follows:
1. AMENDED TERM. The term of the Agreement, as referenced by Section 1 of the Agreement and any prior
amendments thereto, shall be amended and shall continue until the completion of the Services, but in any event no
later than December 31, 2016 ( "Amended Term ").
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, are 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]
11
AMENDMENT - 1 - 1/2015
CITY of CITY HALL
Federal 33325 8th Avenue South
Way Federal Way, WA 98003 -6328
(253) 835- 7t3CIQ
cv�v�v crfyoirecierahvy com
IN WITNESS, the Parties execute this Agreement below, effective the last date written below.
CITY OF FEDERAL WAY
In
Jim Ferrell, Mayor
DATE:
REGENCY CLEANERS ENTERPRISES
By:
Printed Name:
Title:
DATE:
STATE OF WASHINGTON )
ss.
COUNTY OF
ATTEST:
City Clerk, Stephanie Courtney, CMC
APPROVED AS TO FORM:
City Attorney, Amy Jo Pearsall
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
AMENDMENT
20
Notary's signature
Notary's printed name
Notary Public in and for the State of Washington.
My commission expires
12
-2-
1/2015
COUNCIL MEETING DATE: February 16, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: SECOND AMENDMENT FOR PARKING LOT VACUUMING SERVICES
POLICY QUESTION: Should the Council authorize a Second amendment to a maintenance agreement with
McDonough & Sons, Inc.?
COMMITTEE: PRHSPS MEETING DATE: Feb 9, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jason Gerwen, Parks & Facilities Manager DEPT: Parks
History: This service provides cleaning, sweeping and striping of various surface parking lots, entrances and
plaza areas of the City's Public Parking Facilities. By mutual agreement we seek authorization to extend their
term for an additional year through December 31, 2017, and increase their compensation by $20,956.28, for a
grand total contract value of $61,870.92.
Attachments: Maintenance Agreement Amendment No. 2
Options Considered:
1. Authorize a second amendment to the McDonough & Sons, Inc. Agreement by extending their term
through December 31, 2017 and increase their compensation by $20,956.28 for a grand total contract
value of $61,870.92.
2. Do not authorize a second amendment and
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: } ,Z
C e
CHIEF OF STAFF:
direction to staff.
DIRECTOR APPROVAL:
COMMITTEE RECOMMENDAION: I move to forward the proposed Agreement to the February, 16, 2016 consent
agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of authorizing a Second Amendment to the McDonough &
Sons Inc. Agreement by extending their term through December 31, 2017, with an increase of $20,956.28 for a
total compensation of $61,870.92, 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 #
13
CITY OF CITY HALL
, Fe d e ra I Way Federal 8th Avenue South
! F
Federal Way, WA 98403 -6325
(253) 835 -7000
w ww- cityolfedera" -com
AMENDMENT NO.2
TO
MAINTENANCE AGREEMENT
FOR
PARKING LOT CLEANING
This Amendment ( "Amendment No. 2 ") is made between the City of Federal Way, a Washington municipal
corporation ( "City "), and McDonough & Sons, 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 Parking Lot Cleaning ( "Agreement ") dated effective February 14, 2013, as amended by
Amendment No. 1 as follows:
1. AMENDED TERM. The term of the Agreement, as referenced by Section 1 of the Agreement and any prior
amendments thereto, shall be amended and shall continue until the completion of the Services, but in any event no
later than December 31, 2017 ( "Amended Term ").
2. 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) for the Amended Term. 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.
3. 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]
14
AMENDMENT - 1 - 1/2010
CITY OF
.., Federal Way
CITY HALL
33325 8th Avenue South
Federal Way, WA 98003 -6325
(253) 835 -7000
www_crtyoffederahamy corn
IN WITNESS, the Parties execute this Agreement below, effective the last date written below.
CITY OF FEDERAL WAY
Jim Ferrell, Mayor
DATE:
MCDONOUGH & SONS, INC.
By:
Printed Name:
Title:
DATE:
STATE OF WASHINGTON )
) ss.
COUNTY OF )
ATTEST:
City Clerk, Stephanie Courtney, CMC
APPROVED AS TO FORM:
City Attorney, Amy Jo Pearsall
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
►M
Notary's signature
Notary's printed name
Notary Public in and for the State of Washington.
My commission expires
15
AMENDMENT - 2 - 1/2010
CITY OF CITY HALL
,., federal Way 33325 8th Avenue South
.::kt, Federal Way, WA 8$003 -6325
(253) 835 -7000
www.cooffederaAmy.com
EXHIBIT B -2
ADDITIONAL COMPENSATION
1. Total Compensation: In return for the Services during the amended term, the City shall pay the
Contractor an additional amount not to exceed Nineteen Thousand One Hundred Thirty-Eight and 15 /100
Dollars ($19,138.15), and Washington State sales tax equal to One Thousand Eight Hundred Eighteen and
13/100 Dollars ($1,818.13) for a total of Twenty Thousand Nine Hundred Fifty -Six and 28/100 Dollars
($20,956.28). 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 -One Thousand Eight Hundred
Seventy and 92/100 Dollars ($61,870.92).
16
AMENDMENT -3 - 1/2010
COUNCIL MEETING DATE: February 16, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: Use of Excess Replacement Reserve Money To Address Equipment Issues, Resovlve Shortages And
Allow Purchase And Repair Of Equipment
POLICY QUESTION: Should Council approve staff to use excess replacement reserve money to resolve
shortages and allow for the purchase and repair of equipment?
COMMITTEE: PRHSPSC MEETING DATE: Feb 9, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jason Gerwen, Parks & Facilities Manager DEPT: Parks
ATTACHMENT: Replacement Reserve Memo
OPTIONS:
1. Allow the use of excess reserves to address equipment issues, resolve shortages and allow for the purchase and
repair of equipment.
2. Do not allow the use of excess reserves to address equipment issues, resolve shortages and allow for the
purchase and repair of equipment and provide staff direction.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL:
C e
CHIEF OF STAFF:
DIRECTOR APPROVAL:
inidaliDate
COMMITTEE RECOMMENDATION: I move to forward allowing the use of excess reserves to address equipment
issues, resolve shortages and allow for the purchase and repair of equipment to the February 16, 2016 consent
agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the use of excess reserves to address equipment issues,
resolve shortages and allow for the purchase and repair of equipment. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BELL #
❑ DENIED 1sT reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED 1/2015 RESOLUTION #
17
CITY OF
Federal Way
Parks Department
Date:
February 9, 2016
To:
PRHSPS Council Committee
Via:
Mayor Jim Ferrell
John Hutton, Parks Director
From:
Jason Gerwen, Parks & Facilities Manager
Subject:
Use of Excess Replacement Reserve Money
Background:
The Parks Department has a funding shortfall to replace some of the approved equipment this
year. This was caused when replacement reserves stopped being collected as a part of the
2009 -10 budget cuts. Some other specifics need to be resolved to provide the appropriate
equipment for staff. Specifics are below.
Truck 8118 -1
Replacement reserves stopped being collected on truck 8118 -1 during the budget cuts in 2009-
10. Truck 8118 -1 is approved for replacement this year but there is a shortage of reserve
money to replace it. In order to replace it we need $2,500.00 added to the reserves (Tommy lift
and work boxes were never included and rolled into replacement costs), which is funded by
excess replacement reserves.
Truck 8103
Replacement reserves stopped being collected on truck 8103 during the budget cuts in 2009-
10. Truck 8103 is approved for replacement this year but there is a shortage of reserve money
to replace it. In order to replace it we need $2,500.00 added to the reserves (Tommy lift and
work boxes were never included and rolled into replacement costs), which is funded by excess
replacement reserves.
When truck 8103 is replaced we would like keep it in the fleet, and surplus truck 8117 (currently
an approved surplus vehicle not collecting reserves). The rational is that 8103 is a little newer,
in better condition and has not had as many repairs as 8117, and 8117 is starting to cost more
than it is worth.
Truck 8121 -1
This truck is not due for replacement in 2016, but has been in a few accidents this past year;
there are several dents in the bed /rear quarter panel. The cost to repair this is $4,000. It is so
close to replacement we feel it would be better to replace it now rather than spend the $4000 on
repairs. Replacement reserves stopped being collected on truck 8121 -1 during the budget cuts
in 2009 -10. If approved Truck 8121 -1 would also have a shortage of reserve money to replace
it. In order to replace it we need $2,500.00 added to the reserves (Tommy lift and work boxes
were never included and rolled into replacement costs), which is funded by excess replacement
reserves.
W
When truck 8121 -1 is replaced we would like keep it as a surplus truck to accommodate a
shortage of vehicles we have for seasonal staff.
Truck 8101
Currently, an approved surplus vehicle not collecting reserves has a pressure washer on
it. Staff would like to request to surplus truck 8101 and keep truck 8124. Truck 8124 was
replaced in 2015, but it is in better condition than truck 8101. Truck 8124 had a new
transmission a year or two ago. We would be able to transfer a mounted pressure washer in-
house.
Do -Ease Slope Mower
The SWM Department is purchasing /replacing a new slope mower and the Parks Department
would like to keep this mower as a surplus piece of equipment. Currently, we borrow the Do-
ease mower from the SWM Department several times per year to mow the BPA and West
Campus trails. Frequently, we are not able to keep the service level as there are a limited
number of days we can borrow it from them because of their needs. By keeping this piece of
equipment it will give the Parks Department better capabilities to keep the trails mowed and
provide a higher service level. We would like to request $1,000.00 /year added to the
maintenance account to pay for parts (i.e. belts, blades, oil and grease).
Portable Stage
The stage is not a piece of equipment that has ever been on the replacement reserve
account. Currently, the stage is between 15 -20 years old. Upon inspection we have some
rusted out support members and others close to rusting through, which are structural. The
oxidation /rust is at a point that if we do not do something in the next year or two it will be too late
to repair. The estimated cost to fabricate a new stage is $55,000.00. We have quotes for
removing all of the decking, sand blasting the entire stage frame, re- welding in new support
members, spraying with a rust neutralizer, repainting and re- decking for $20,000.00. By doing
this work we could expect to get 10+ years out of the stage, which is the best use of city
resources.
Financial Summary:
Excess replacement reserves available:
8118 -1
8103
8121 -1
8101
Stage
Total
Remaining excess reserve balance after replacements and repairs
On -going financial implications
Do -Ease Mower:
19
$37,121.00
$ 2,500.00
$ 2,500.00
$ 2,500.00
$0
$20,000.00
$27,500.00
$ 9,621.00
$1,000.00 /year
This Page Left Blank Intentionally
20
COUNCIL MEETING DATE: February 16, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2016 PARKS & RECREATION COMMISSION WORK PLAN
POLICY QUESTION: Should the Council approve the 2016 Parks and Recreation Commission Work Plan?
COMMITTEE: PRHSPS MEETING DATE: Feb 9, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Steve Ikerd, Parks Deputy Director DEPT: PRCS
History: The Parks and Recreation Commission discussed their 2016 Work Plan during their December 3 and
January 7 Commission meetings and voted to forward to Mayor Ferrell and the Council their proposed work plan
for approval.
Attachments: 2016 Parks and Recreation Commission Work Plan.
Options Considered:
1. Approved the proposed Parks and Recreation Commission 2016 Work Plan.
2. Do not authorize the 2016 Work Plan and provide direction to staff.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: 5 JG�IRECTOR APPROVAL: 11AIII
I L
C un
tte Coyi /
lnitiayc Initial/Date
CHIEF OF STAFF: 13 Lf, Gam•, / �;.i�l b ,O, w . h 1 iG
Come e` Coun it
Initia ate` Initia e
COMMITTEE RECOMMENDATION: I move to forwar the 2016 Parks and Recreation Commission Work Plan to
the February 16, 2016 consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2016 Parks and Recreation Commission Work Plan"
(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 #
21
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20
COUNCIL MEETING DATE: February 16, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: PSE ELECTRICAL EXTENSION AGREEMENT AND NEW SERVICE FOR TOWN SQUARE PARK
POLICY QUESTION: Should the City authorize the Mayor to enter into a Commercial Line Extension
Agreement with PSE for Town Square Park and authorize $30,800 for installation, including contingency?
COMMITTEE: PRHSPS MEETING DATE: 2/9/16
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Stephen Ikerd — Deputy Parks Director DEPT: Parks
Background: This agreement is to supply electrical service, materials and equipment to the Park site including a
new transformer for an installation cost of $30,800, including contingency.
Options Considered:
1. Authorize the Mayor to enter into a Commercial Line Extension Agreement with PSE for Town Square
Park and authorize $30,800 for installation, including contingency.
2. Do not authorize a Commercial Line Extension Agreement with PSE for Town Square Park and provide
direction to staff.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL:
CHIEF OF STAFF:
DIRECTOR APPROVAL: p2 /
InitiaMate
COMMITTEE RECOMMENDATION: I move to forward the authorization for the Mayor to enter into a Commercial
Line Extension Agreement with PSE for Town Square Park and $30,800 installation and forward to the February
16, 2016 Full Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the authorization for the Mayor to enter into a
Commercial Line Extension Agreement with PSE for Town Square Park and $30,800 installation ".
(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 - 1/2015 RESOLUTION #
23
This Page Left Blank Intentionally
24
COUNCIL MEETING DATE: Feb 16, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: FIELDTURF USA RETAINAGE RELEASE
POLICY QUESTION: Should the City accept the Karl Grosch field replacement work with FieldTurf USA as
complete and authorize staff to release their Retainage?
COMMITTEE: PRHSPS Committee MEETING DATE: Feb 9, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Stephen Ikerd, Deputy Director DEPT: Parks
History: The City worked with FieldTurf USA through KCDA to replace the artificial turf at Karl Grosch field in
the amount of $531,506.85 + tax. Prior to the release of Retainage on Public Works projects, the City Council must
accept the work as complete to meet State Department of Revenue and Department of Labor and Industries
requirements.
Expenditure Summary:
$531,506.85 — replaced Karl Grosch field artificial turf; 5% Retainage held from this project amount. = $26,575.33
Options Considered:
1. Accept the Karl Grosch field work as complete and release $26,575.33 Retainage to FieldTurf USA.
2. Do not accept the work as complete, and provide direction to staff.
MAYOR'S RECOMMENDATION: The Mayor recommends Council accepts work as complete and authorize staff to
release Retainage in the amount of $26,575.33 to FieldTurf USA.
MAYOR APPROVAL: DIRECTOR APPROVAL: 01
/j Co tt Co cil L Co ittee
CHIEF OF STAFF:
mmittee C ci
COMMITTEE RECOMMENDATION: I move to forward the acceptance of the FieldTurf USA work at Karl Grosch field
as complete and forward the authorization of staff to release their $26,575.33 Retainage to the Feb 16, 2016 City
Council consent agenda for approval.
Susan Honda, Chair Dini Duclos, Member Martin Moore, Member
PROPOSED COUNCIL MOTION: "I move to accept work at Karl Grosch field as complete and authorize staff to
release Retainage in the amount of $26,575.33 to FieldTurf USA"
(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 #
25