LUTC PKT 09-10-2018 Committee Members City Staff
Mark Koppang, Chair EJ Walsh, P.E., Public Works Director
Jesse E. Johnson, Member Mercedes Tenuta, Administrative Assistant II
Hoang V. Tran, Member (253) 835-2701
City of Federal Way
City Council
Land Use & Transportation Committee
September 10, 2018 City Hall
5:00 p.m. Council Chambers
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMITTEE BUSINESS
Topic
Title/Description
Presenter
Page
Action
or Info
Council Date
Time
A. Approval of Minutes: August 6, 2018
Tenuta 3 Action N/A 5 min
B. RESOLUTION: 2019-20 Solid Waste &
Recycling Grant Approvals
Brizendine 7 Action September 18, 2018
Consent
10 min
C. Wireless Master Plan/Small Cell – City
Infrastructure Leasing Program – Request
for Proposals
Winkler 17 Action September 18, 2018
Consent
15 min
D. Performing Arts and Event Center –
Authorization to Accept Bid for Production
Lighting Fixtures Acquisition
Walsh 21 Action September 18, 2018
Consent
5 min
4. OTHER
5. FUTURE MEETINGS/AGENDA ITEMS:
The next LUTC meeting will be Monday, October 1, 2018 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURNMENT
This page left blank intentionally.
2
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P.E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835-2701
City of Federal Way
City Council
Land Use & Transportation Committee
August 6, 2018 City Hall
5:00 p.m. Council Chambers
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Mark Koppang, Committee member Jesse Johnson, and
Committee member Hoang Tran.
Councilmembers in Attendance: Councilmember Lydia Assefa-Dawson.
Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director/PAEC Project Director EJ Walsh,
Assistant City Attorney Eric Rhoades, Solid Waste & Recycling Coordinator Rob Van Orsow, City Traffic Engineer Rick Perez,
Senior Traffic Engineer Erik Preston, Street Systems Engineer Jeff Huynh, and Administrative Assistant II Mercedes Tenuta.
1.CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m.
2.PUBLIC COMMENT: There were no public comments.
3.COMMITTEE BUSINESS:
Topic Title/Description
A.Approval of Minutes: July 2, 2018
Committee approved the July 2, 2018 LUTC minutes as presented.
•Moved: Johnson
•Seconded: Koppang
•Passed: 2-0 unanimously
*Committee member Hoang Tran joined the meeting at 5:02 p.m.
B.2019 Asphalt Overlay Program – Preliminary Project List and Authorization to Bid
Street Systems Engineer, Jeff Huynh, outlined the total estimated budget and project costs for the 2019 Asphalt
Overlay Program. The street schedules consisted of:
•Schedule A: 1st Ave S (S 356th Street to S 363rd Place)
•Schedule B: S 336th Street (10th Place S to 18th Avenue S)
•Schedule C: 1st Ave S (S 312th Street to S 301st Street)
The anticipated date for advertising is January 2019 with construction beginning in April 2019.
Mr. Huynh, Committee members and Public Works Director Marwan Salloum held a brief discussion regarding
the in-house design and construction administration costs. Mr. Salloum explained that certain Public Works staff
members manage the project including design and inspection and charge their time to the project in lieu of the
general fund.
Committee forwarded Option #1 (Approve the list of streets for the 2019 Asphalt Overlay Project
as presented. Furthermore, authorize staff to bid all or part of the 2019 Asphalt Overlay Project,
returning with a request for permission to award the project within the available 2019 Asphalt
Overlay Budget to the lowest responsive, responsible bidder) to the August 14, 2018 Council
3
DRAFT
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P.E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835-2701
Consent Agenda for approval.
•Moved: Tran
•Seconded: Johnson
•Passed: 3-0 unanimously
C.Enterprise ’18 NTS – 6th Avenue SW (SW 356th Street to SW 368th Street)
Senior Traffic Engineer, Erik Preston, explained an NTS petition was submitted on April 6, 2018 with concerns of
speeding, cut-through traffic and pedestrian and school crossing safety. Data collected showed higher volume
and speeds on the north end. Mr. Preston provided the total scored based on the criteria and stated a community
meeting held on May 22, 2018 with 25 attendees. Mr. Preston provided a map provided showing where each
speed hump would be located along with the relation to school bus stops. The NTS balloting results were in favor
of the speed humps. Mr. Preston provided the budget information with the potential to phase out the work due
to budget constraints for future NTS projects coming up this year.
Mr. Preston, Committee members and Councilmember Assefa-Dawson held a brief discussion regarding police
patrols in the area, options to space the speed humps closer together, the priority of this project compared to the
other upcoming NTS projects, and the high community involvement for this particular NTS project.
Committee forwarded Option #1 (Authorize the installation of six (6) Speed Humps on 6th
Avenue SW between SW 356th Street and SW 368th Street) to the August 14, 2018 Council
Consent Agenda for approval.
•Moved: Johnson
•Seconded: Tran
•Passed: 3-0 unanimously
D.RESOLUTION: Solid Waste & Recycling Collection Services Procurement Process
Solid Waste & Recycling Coordinator, Rob Van Orsow, explained a typical Solid Waste & Recycling Collection
contract which includes hauling, requirements for processing and marketing, requirements for hauls to be
delivered to King County disposal system, employee conduct equipment, rates, and customer service.
Mr. Van Orsow outlined the history with the current vendor and their current contract, which expires in August
2020. With a Request for Proposal (“RFP”) process, it allows the City to establish the service levels and allows
proposers to compete on price and service options. There will be a scoring matrix to rank all elements. The City
will be able to seek potential service enhancements and proposers will be able to provide information about new
services available.
Mr. Van Orsow outlined process steps including community input, policy input from the Council via a Study
Session, and input from the garbage companies.
The resolution, if approved, sets the ground work for conducting a competitive procurement process, allows
time for haulers to implement services, and transition to new contract parameters and any new services.
Mr. Van Orsow and Committee members held a brief discussion regarding the difference between a bid process
and proposal process, the evaluation weighting options, and the importance of the proposal process with regard
to the type of contract being obtained.
Committee forwarded the proposed Resolution to the August 14, 2018 Council Consent Agenda
for approval.
•Moved: Tran
•Seconded: Johnson
•Passed: 3-0 unanimously
4
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P.E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835-2701
E.Adaptive Traffic Signal Control System Phases I & II – Authorization for Bids & Proposals
City Traffic Engineer, Rick Perez, presented the financial impacts and explained that the project is fully funded
in the Capital Improvement Project budget including funds from federal grants and utility tax. Mr. Perez outlined
the project schedule, tasks underway, upcoming tasks, and future decision points.
In order to move further into design, the system software is to be selected and authorization is needed to
proceed with a request for bids for construction of the Traffic Management Center in City Hall, request for
proposals for the system software, and request for bids for construction of the field equipment to support the
system software and Traffic Management Center operations.
Mr. Perez and Chair Koppang held a brief discussion regarding the improvement to traffic flow and the
coordination and control of certain WSDOT signals and signal timing.
Committee forwarded Option #1 (Authorize staff to request Bids and Proposals for the following
components of the Adaptive Traffic Signal Control System: Request for Bids for construction of
the Traffic Management Center in City Hall, Request for Proposals for the system software, and
Request for Bids for construction of the field equipment to support the system software and
Traffic Management Center operations) to the August 14, 2018 Council Consent Agenda for
approval.
•Moved: Johnson
•Seconded: Tran
•Passed: 3-0 unanimously
F.Performing Arts and Event Center – Project Acceptance
Deputy Public Works Director/PAEC Project Director, EJ Walsh, provided a background of the project
constructed by Garco Construction, Inc. for the Performing Arts & Event Center and associated frontage
improvements. Prior to releasing retainage on a Public Works construction project the Council must accept the
work as complete to meet state requirements. Mr. Walsh explained the project funding and project costs as well
as showed pictures of the completed project, both inside and outside.
Mr. Walsh and Committee member Tran held a brief discussion regarding warranties.
Committee forwarded Option #1 (Authorize final acceptance of the Performing Arts and Event
Center constructed by Garco Construction, Inc., in the amount of $25,161,252.52, as complete)
to the August 14, 2018 Council Consent Agenda for approval.
•Moved: Tran
•Seconded: Johnson
•Passed: 3-0 unanimously
G.Performing Arts and Event Center – Authorization to Bid Production Lighting Fixtures Acquisition
Deputy Public Works Director/PAEC Project Director, EJ Walsh, presented a background regarding the
production lighting which is specialized equipment used within the theater that is readily movable and
customizable for different show needs. The City previously purchased only half of what was deemed needed and
authorization is needed for acquisition of the remaining fixtures which will replace the on-going equipment rental
that occurs with each show. Mr. Walsh presented pictures of the various lighting fixtures to be purchased and
outlined the project budget.
Mr. Walsh, Chair Koppang, and Councilmember Assefa-Dawson held a brief discussion regarding a realistic
return on investment in comparison to the current rental costs and liability for any damages.
Committee forwarded Option #1 (Authorize staff to bid the Production Lighting Fixtures
Acquisition for the Performing Arts and Event Center and return to LUTC and Council for bid
award and further authorizations) to the August 14, 2018 Council Consent Agenda for approval.
•Moved: Johnson
5
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P.E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835-2701
•Seconded: Tran
•Passed: 3-0 unanimously
4.OTHER
5.FUTURE MEETINGS/AGENDA ITEMS:
The next LUTC meeting will be held on September 10, 2018 at 5:00 p.m. in City Hall Council Chambers.
6.ADJOURNMENT: The meeting was adjourned at 6:00 p.m.
Attest: Approved by Committee:
Mercedes Tenuta, Administrative Assistant II
6
COUNCIL MEETING DATE: September 18, 2018 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: RESOLUTION: 2019-20 SOLID WASTE AND RECYCLING GRANT APPROVALS
POLIC,Y QUESTION: Should the City apply for grants, enter into related interlocal agreements, and allocate the
funding for implementation of related solid waste and recycling projects?
COMMITTEE: Land Use & Transportation MEETING DATE: Sept. 10, 2018
CATEGORY:
D Consent D Ordinance D Public Hearing
D City Council Business 1:8] Resolution D Other
Attachments:
1. Staff Report
2. Resolution
Options Considered:
1. Approve the Resolution as presented.
2. Do not approve the Resolution and provide direction to staff.
MAYOR'S RECOMMENDATfON: Option 1
Initial/Date Initial/Date
COMMITTEE RECOMMENDATION: I move to forward the proposed Resolution to the September 18, 2018 consent
agenda for approval.
Mark Koppang , Committee Chair Jesse Johnson, Committee Member Hoang Tran Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the proposed Resolution."
(BELOW TO BE COMPLETED BY CITY CLERK'S OFFlCE)
COUNCIL ACTION:
D APPROVED
0 DENIED
0 TABLED/DEFERRED/NO ACTION
0 MOVED TO SECOND RF.AOING {ordinances only)
REVISED -12/2017
7
COUNCIL BILL #
First reading
Enactment reading
ORDINANCE#
RESOLUTION#
DATE:
TO:
VIA:
FROM:
CITY OF FEDERAL WAY
MEMORANDUM
September 10, 2018
Land Use & Transportation Committee
Jim Ferrell, Mayor /
EJ Walsh, P.E., Public Works Director 'ft~ "11--' AR)
Jeanette Brizendine, Recycling Project Manager'i)-
SUBJECT: Resolution: 2019-2020 Solid Waste and Recycling Grant Approvals
FINANCIAL IMPACTS:
Revenues from the grants described in this memorandum would be encumbered into the 2019-20
biennium budget via the following revenue accounts:
106-0000-000-334-03-010 STATE GRANTS -DEPT OF ECOLOGY
106-0000-000-337-00-001 KC -HAZARDOUS WASTE MGMT.
106-0000-000-337-00-003 KC -WASTE REDUCTION GRANT
$ 34,756 (estimate)
$ 79,662 (estimate)
$117 ,110 (estimate)
Grant revenues will be distributed within the 106 Solid Waste Special Revenue Fund to offset the costs of
eligible projects and services. This is considered one-time funding and has no appreciable impact to
General Fund administration.
BACKGROUND:
The Solid Waste and Recycling Division (SWR) requests City Council approval of three upcoming grants
that support SWR projects. Combined, these three grants will provide an estimated $231,528 in revenue
over the coming biennium. For over two decades, these non-competitive allocation grants have funded an
array of SWR projects. The attached City Council Resolution would approve grant applications and
encumbrance of grant funds.
DISCUSSION:
Projected Grant Amounts and Required Match: The WA-DOE's Solid Waste Financial Assistance Grant
(SWFA) (formerly "Coordinated Prevention Grant") is projected at current funding levels: $34,756 with a
25% match requirement of $11,585. King County Solid Waste Division's Waste Reduction/Recycling
(WRR) grant allocates $117,110, while the Local Hazardous Waste Management Program (LHWMP)
allocates $79,662. The WRR and LHWMP grants have no match requirements, easily meeting SWFA's
25% match. The estimated funding from all three grants totals $231,528. This amount is lower than was
projected for the current biennium due to the reduction of SWF A funding ( described below).
Together, these grants fund waste reduction and recycling programs that benefit Federal Way residents
and businesses. SWR prepares applications and detailed project scopes and then coordinates grant
contracts and ongoing reporting with grant agencies.
These grant amounts are estimates, with award contingent on adoption of respective budgets by the three
administrative agencies: the State Legislature for the SWF A program, King County Council for the WRR
grant, and the King County Board of Health for the LHWMP funding. Projects will only be implemented
once these agencies have adopted their respective budgets, thereby allowing grant agreements to be issued
8
September 10, 2018
Land Use and Transportation Committee
Resolution: Solid Waste and Recycling 2019-2020 Grant Approvals
Page2
by agencies. These grant revenues are programmed into the SWR budget. Administratively, these grants
offset direct staff costs and overhead for related project implementation and reporting.
SWFA Funding May Vary: Over the prior two ~ding cycles, SWFA funding was reduced as a result of
re-allocation in the State legislature's budget process. There is some anticipation that "historical" SWFA
funding will be restored this upcoming biennium, but the opposite is also possible. For planning purposes,
current SWFA funding levels were projected both in the SWR 2019-20 budget and this grant approval
process. If SWF A funding varies from this projection, a budget adjustment will be considered in mid-
2019. The draft Resolution anticipates this potential funding variability.
SWF A funding is routinely allocated in two distinct cycles, namely Regular and Offset. This has allowed
flexibility for unspent grant funds from one jurisdiction to be re-allocated to successful projects in other
jurisdictions. As such, Federal Way has sought and received Offset-cycle funding in the past. Should
SWF A funding return to "historical" levels, Offset-cycle funding may also become available, so the draft
Resolution anticipates procuring Offset-cycle funding as well.
Funding City Staff Support for LHWMP Administration: The LHWMP's administrative staff allocates
$16,000 in additional funding to Federal Way to offset SWR support of this County-wide program.
Starting in 2019, LHWMP administration intends to use an alternative funding distribution (rather than
the traditional grant funding mechanism). Details have not been provided, so the draft Resolution
anticipates this funding will still be available to the City. The SWR budget anticipates receipt of this
funding via the same grant revenue account, independent of LHWMP' s distribution mechanism.
City Council Approval Process: The attached draft Resolution serves several functions: it approves
applying for and receiving grant funds, establishes budget accounts, and outlines grant-specific projects.
The draft Resolution includes a summary table that shows anticipated grant funds, match, and related
2019-20 projects.
SWR GRANT PROJECTS:
To date, during the current 2017-18 grant cycle, these projects have resulted in approximately $160,000 in
reimbursable expenditures, through seven grant report/reimbursement requests. Four additional requests
will be prepared to close out this cycle. Highlights of current waste reduction, recycling, and moderate
risk waste projects follow. These projects will continue to be supported by grant funding in the upcoming
cycle.
• Recycling CoUection Events: Promoting, orgaruzmg and managing spring and fall Recycling
Collection Events, which average nearly 1,000 participants bringing over 70 tons of materials for
recycling and reuse (ranging from Styrofoam to refrigerators). Even with reduced grant funding,
SWR continues to structure these events so grants cover all recycling costs, without requiring "co-
pays" from participants. Savings were realized by eliminating some higher-cost or lower-volume
materials, and through lower cost equipment and staffmg options.
• Residential and Community Outreach: Production and distribution of educational materials to
residents, providing an array of waste reduction, recycling and composting information, plus
household hazardous waste disposal options. Annual service calendars are also distributed to remind
single-family residents of recycling service schedules and schedule changes due to holidays, as well
as current rates for collection services. Grant funds support community workshops on recycling-
related topics, as well as waste prevention initiatives such as the South King Tool Library and Repair
Cafes focusing on repair of mendable items. Grants also support promotion of "product stewardship"
9
September 10, 2018
Land Use and Transportation Committee
Resolution: Solid Waste and Recycling 2019-2020 Grant Approvals
Page 3
1mtlatives ( disposal options for various items ranging from unwanted medicines to mercury-
containing lighting), as well as battery recycling drop-offs at City facilities.
• Multi-Family Recycling Promotion: Supporting recycling services at multi-family residences
(including recycling signage and container labels, recycling tote bags for resident use, promotional
newsletters distributed directly to residents, and translations). Door-to-door education efforts will
continue being supported as well as improving recycling services at complexes serviced via "valet"
( front door-step) garbage/recycling collection.
• Business Recycling Outreach : Assisting area businesses to implement or expand commercial
recycling efforts , including provision of interior recycling containers, signage and staff training to suit
each business. SWR staff provides this outreach in conjunction with hauler outreach staff. Reduced
grant funding meant no business recycling newsletter was produced during the current grant cycle,
but instead a guide was created and distributed to describe disposal options for difficult to manage
wastes. This was mailed in tandem with the annual rates and services flyer. During 2018, outreach
focusing on food waste prevention and edible food recovery is being supported via a separate King
County grant.
• Public Area Services : Maintain litter/recycling containers located m right-of-way, parks , and
facilities, as well as supplies for volunteer litter collection groups.
In addition to the ongoing efforts highlighted above, regional outreach initiatives may be developed to
help counter issues with markets for processed recyclables and compostable materials, including:
• Regional media campaign to maximize recycling of basic/core recyclables (and to minimize
contaminants or difficult-to-process or off-spec materials from entering the recycling system)
• Regional waste reduction focus on food service providers
• Regional campaign to reduce contaminants entering the yard waste/compostables processing system
The draft Resolution outlines projects funded by the combined grants. Pending City Council approval of
the draft Resolution, scopes of work and applications will be submitted to meet grant agency timelines.
cc : Project File
Day File
K :\LUTC\20 18 \9-Septernber 2018 \Resolution -SWR 20 l 9-2020 Grant.docx
10
RESOLUTION NO. __
A RESOLUTION of the City of Federal Way, Washington, authorizing
grant applications, acceptance of monies, and directing execution of
agreements to accept funds from various state and county sources for
establishing projects within the solid waste and recycling fund.
WHEREAS, cities are charged with providing and maintaining public projects necessary to
maintain and improve the public health, safety, and welfare; and
WHEREAS, the financial resources of cities to provide these necessary services and
improvements are limited; and
WHEREAS, various state and county sources have dedicated grant funds available to
supplement city projects, which are awarded based on population allocation and project eligibility;
and
WHEREAS, City staff pursues these funds in order to maximize the local public benefits of
these funds; and
WHEREAS, the grants identified herein will potentially net the City of Federal Way an
estimated Two Hundred Thirty-One Thousand Five Hundred Twenty-Eight and No/100 Dollars
($231,528.00) during the 2019-20 biennium; and
WHEREAS, the City commits to accountability by measuring and quantifying the results of
the funded programs.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
RESOLVES AS FOLLOWS:
Resolution No. 18-__
11
Page I o/5
Rev 6/17
Section 1. Grant Applications and Agreements Authorized. For all projects identified in
Column 1 of Exhibit A, attached hereto and incorporated herein by this reference, the Mayor or his
or her designated representative is authorized and directed to submit grant applications, develop
scopes of work, and execute related agreements with the agencies identified in Column 2 of Exhibit
A as are necessary to accept the grant monies identified in Column 3 of Exhibit A. The grant
amounts shown in Column 3 are estimated and subject to change, and agency-specific funding
variations are anticipated per this resolution. In particular, two funding agencies may also change
either basic funding levels and/or how funds are disbursed, as follows: Solid Waste Financial
Assistance Grant funding plus related Offset-cycle funding are subject to change per State
Legislature action, and the Local Hazardous Waste Management Program's instrument for
distributing funding to compensation for City support of this county-wide program is also subject to
change, although this compensation will continue to be considered as grant revenue.
Section 2. Receipts of Funds Authorized. The Mayor or his or her designee is hereby
authorized to accept the grant monies estimated in Column 3 of Exhibit A attached hereto.
Section 3. Creation of Solid Waste Project Grant Fund Accounts Authorized. At the time of
execution of each agreement and acceptance of the grant funds specific to that agreement, separate
projects shall be established within the Solid Waste and Recycling Fund, into which monies specific
to that grant project shall be deposited.
Section 4. Mayor Shall Administer Funds. The Mayor or his or her designated representative
shall have responsibility for the administration of the grant monies received, and for the awarding of
eligible grant-funded projects to qualified vendors and contractors.
Resolution No. 18-__
12
Page2 o/5
Rev 6/17
Section 5. Identification of Source Funds. The approximate amounts and anticipated sources
of revenue for the grant funded projects are identified in Exhibit A attached hereto.
Section 6. Severability. If any section, sentence, clause or phrase of this resolution should be
held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this resolution.
Section 7. Corrections. The City Clerk and the codifiers of this resolution are authorized to
make necessary corrections to this resolution including, but not limited to, the correction of
scrivener/clerical errors, references, resolution numbering, section/subsection numbers and any
references thereto.
Section 8. Ratification. Any act consistent with the authority and prior to the effective date
of this resolution is hereby ratified and affirmed.
Section 9. Effective Date. This resolution shall be effective i~mediately upon passage by
the Federal Way City Council.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON this ___ day of ______ ~ 20_
[ signature page follows]
Resolution No. 18-.
13
Page 3 o/5
Rev 6/17
CITY OF FEDERAL WAY:
JIM FERRELL, MAYOR
ATTEST:
STEPHANIE COURTNEY, CMC, CITY CLERK
APPROVED AS TO FORM:
J. RYAN CALL, CITY ATTORNEY
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO.:
Resolution No. 18-
14
Page4 of5
Rev 6/17
Exhibit A
CITY OF FEDERAL WAY-SOLID WASTE & RECYCLING DIVISION
2019-20 GRANT PROJECTS AND ANTICIPATED GRANT AMOUNTS
GRANT
GRANT/PROJECTS SOURCE AMOUNT
Column 1 Column 2 Column 3
Solid Waste Financial Assistance (SWF A) Funding-Regular and Offset-cycle
Four Recycling Collection Events
Waste Reduction & Recycling Outreach (Single-Family, Multi-Family and Washington Department $34,756 Businesses) of Ecology (DOE) Funding for Solid Waste Division staff and overhead
Waste Reduction and Recycling Program Grant (WRR)
Four Recycling Collection Events
Waste Reduction & Recycling Outreach (Single-Family, Multi-Family and King County Solid Businesses) Waste Division $117,110* Litter and Recycling Collection in Public Places
Funding for Solid Waste Division staff and overhead (KCSWD)
Local Hazardous Waste Management Program Funding (LHWMP)
Four Recycling Collection Events
Moderate Risk Waste Outreach Local Hazardous Waste Staff Participation as a Sound Cities Association appointed representative to Management Program in $79,662* the LHWMP in support of program administration. King County Funding for Solid Waste Division staff and overhead
TOTAL $231,528
*The WRR and LHWMP grants will provide all necessary matching funds for the Solid Waste Financial Assistance Grant.
Resolution No. 18-Page5 of5
Rev 6/17
MATCH GRANT
REQUIRED TERMS
Column4 Column 5
$11,585* 07/01/19 to
6/30/21
$0 01/01/19 to
12/31/20
01/01/19 to $0 12/31/20
15
This page left blank intentionally.
16
COUNCIL MEETING DATE: September 18, 2018 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: WIRELESS MASTER PLAN/ SMALL CELL -CITY INFRASTRUCTURE LEASING PROGRAM -
REQUEST FOR PROPOSALS
POLICY QUESTION: Should staff be directed to issue a request for proposals (RFP) for the purpose of
developing a Wireless Master Plan and Small Cell City Infrastructure Leasing Program and return to City
Council for recommendations and award?
COMMITTEE: Land Use and Transportation
C,'\.TEGORY:
[Z1 Consent
D City Council Business
D Ordinance
D Resolution
STAFF REPORT BY: Desiree Winkler, P.E., Deputy Director
MEETING DATE: September 10,
2018
D
D
Public Hearing
Other
DEPT: Public Works
Attachments: Staff Report (LUTC Memo dated September 10, 2018)
Options Considered:
1) Direct staff to issue a RFP for the purpose of developing a Wireless Master Plan and Small Cell City
Infrastructure Leasing Program and return to City Council for recommendations and award.
2) Do not direct staff to issue a RFP for the purpose of developing a Wireless Master Plan and Small Cell
City Infrastructure Leasing Program and provide direction to staff.
MAYOR'S RECOMMENDATION: Option 1
P~un:V<fk DlRECTOR APPROVAL: ~~~Date 8()\ \ ,g
Initial/Dale
COMMITTEE RECOMMENDATION: I move to forward Option 1 to the September 18 , 2018 consent agenda for
approval.
Mark Koppang, Committee Chair Jesse Johnson, Committee Member Hoang Tran Committee Member
PROPOSED COUNCIL MOTION: "J move approval of Option 1. "
(BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE)
COUNCIL ACTION:
0 APPROVED
0 DENIED
0 TABLED/DEFERRED/NO ACTION
0 MOVED TO SECOND READING (ordinances only)
REVISED -12/20 I 7
17
COUNCIL BILL#
First reading
Enactment reading
ORDINANCE#
RESOLUTION#
CITY OF FEDERAL WAY
MEMORANDUM
DATE: September 10, 2018
TO: Land Use & Transportation Committee
VIA: Jim Ferrell, Mayor
FROM· EJ Walsh, P.E., Director of Public Works ~/}"I.,/
· ~esiree Winkler, P.E., Deputy Public Works Director
SUBJECT: Wireless Master Plan/ Small Cell -City Infrastructure Leasing Program -Request for Proposals
FINANCIAL IMPACTS:
This project is included within the proposed 2019/2020 budget. As proposed, it will potentially net
approximately $50,000 in revenue in 2019 and $100,000 in revenue in 2020.
BACKGROUND:
Wireless Demand -Advent of 5G
Demand for wireless services has seen exponential growth over the past few years and that growth is
expected to continue in the future. Having high speed reliable broadband services will attract and keep
businesses, residents, and customers in the City. This demand will be met through the advent of 5G
technology which greatly improve speed, reliability, and greatly reduces latency. The coverage gaps will
be filled with small cell technology which consists of operator-controlled radio access points with low
radio frequency (RF) power output that densify the network without having to build additional macrocell
towers.
Small Cell and City Infrastructure
Small cells are installed approximately 35 feet high are anticipated to be installed every 300 to 500 feet by
each carrier. Depending on the carrier, data is then transmitted from the small cells via radio to a macro
cell or via fiber optic cable.
Federal Law requires that public agencies open up use of the right-of-way to accommodate wireless
technologies including small cells. The City owns a wide array of assets including, but not limited to
street lights, signal lights, pedestrian poles, and conduit networks which could be used for the purposes of
promoting, transmitting, or facilitating wireless communications. Staff recommends the City develop a
comprehensive plan to better manage these resources and leverage such assets through third--party
property agreements. The benefits include better control over the timing and placement of the small cell
deployments and a revenue source from leasing City assets.
18
September 10, 2018
Land Use and Transportation Committee
Wireless Master Plan/ Small Cell -City Infrastructure Leasing Program -Request for Proposals
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Franchises, Permitting, and Design Standards
The City has been approached by several third-party telecommunication providers to acquire property
rights to certain City assets for use in the expansion of wireless coverage and capacity. Federal Way has
completed some background work to accommodate small cells through the support of a multi-
jurisdictional consortium to update franchise application and agreement boilerplates, as well as update
City code related to licensing and design standards.
From working through this consortium, other agencies have shared the overwhelming demand on
resources that is required to work through small cell deployments. Several California jurisdictions, and
recently the City of Portland, have hired a third-party agent to manage small cell deployments. Many of
these agreements have no upfront out of pocket costs to the City. The Contractor earns revenue through
the successful "reserving" and "leasing" of City assets typically a 65/35 (City/Contractor) share in lease
revenue.
The city would still retain franchise rights and ultimate say on design standards and permitting.
Request for Proposals -Scope of Services
Staff recommends the City invite interested parties to demonstrate knowledge and expertise
(qualifications) in the development of a Wireless Master Plan (WMP). The Contractor will execute a
Professional, Technical and Expert Contract with the City which will incorporate a Master License
Agreement with the City to represent the City with third-parties interested in sublicensing City Assets.
The Contractor will further be expected to utilize the WMP and work on the City's behalf to develop,
execute, and administer such sublicensing agreements.
As an agent for the City, the Contractor shall work closely with the City to ensure that all proposed
sublicensing agreements are permitted only after each applicant has complied with existing review and
approval processes within the City and the State, especially as they pertain to the following: franchise
approvals, licensing, applications, permits, conditional language, and other requirements for installing
facilities in the right of way by attaching to City facilities.
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COUNCIL MEETING DATE: September 18, 2018 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: PERFORMING ARTS AND EVENT CENTER-AUTHORIZATION TO A WARD PRODUCTION LIGHTING
FIXTURES
POLICY QUESTION: Should the City Council award the Production Lighting Fixtures Acquisition for the
Performing Arts and Event Center to the lowest responsive, responsible RFQ respondent?
COMMITTEE: Land Use and Transportation Committee MEETING DATE: September 10, 2018
CATEGORY:
~ Consent D Ordinance D Public Hearing
D City Council Business D Resolution D Other
STAFF REPORT BY: EJ Walsh, PE, Public Works Director ~ DEPT: Public Works
Attachments: Land Use and Transportation Committee memorandum dated September 10, 2018.
Options Considered:
1. Award the Production Lighting Fixtures Acquisition for the Performing Arts and Event Center base
quote and optional equipment to PNTA, the lowest responsive, responsible submitted quote in the
amount of $89,050.70 and authorize the Mayor to execute the contract.
2. Reject all quotes for the Production Lighting Fixtures Acquisition for the Performing Arts and Event
Center and rovide direction to staff.
---··"··························--·················--········ -------------------------
MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the September 18, 2018 City
Council Consent Agenda fi r approval.
COMMITTEE RECOMMENDATION: The Committee recommends forwarding Option 1 to the August 14, 2018 City
Council consent agenda for approval.
Mark Koppang, Committee Chair Jesse Johnson, Committee
Member
Hoang Tran, Committee
member
1. PROPOSED COUNCIL MOTION: "I move to authorize staff to award the Production Lighting Fixtures
Acquisition for the Performing Arts and Event Center base quote and optional equipment to PNTA, the
lowest responsive, responsible submitted quote in the amount of $89,050.70 and authorize the Mayor to
execute 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)
REVISED~ 12/2017
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COUNCIL BILL#
18T reading
Enactment reading
ORDINANCE#
RESOLUTION#
DATE: September 10, 2018
CITY OF FEDERAL WAY
MEMORANDUM
TO: Land Use and Transportation Committee
VIA:
FROM:
Jim Ferrell, Mayor /
EJ Walsh, P.E., Public Works Director .:-z..1 ·
SUBJECT: Performing Arts and Event Center -Authorization to Award Production Lighting Fixtures
FINANCIAL IMPACTS:
This project is the purchase of the remainder of the required lighting inventory under the previously approved and
budgeted capital construction account (308-5800-110-594-58-). The Council approved budget was $32,750,000 and the
total spent/budgeted to date per the most recent FEDRAC report is $32,477,948.The spare parts inventory has already
been established; therefore this is a one-time expenditure. No additional ongoing expenses for operations and
maintenance are anticipated.
BACKGROUND:
Four quotes were received and opened on August 31, 2018 for the Production Lighting Fixtures Acquisition for the
Performing Arts and Event Center; please see attached Bid Tabulation Summary. The lowest responsive, responsible
quote is PNTA in the amount of $89,050.70 for the combined base quote and optional equipment.
AVAILABLE FUNDING:
The Council approved budget for the Production Lighting Fixtures Acquisition for the Performing Arts and Event
Center is $105,000. This is funded from the overall construction FF&E budget.
RECOMMENDATION:
Staff recommends awarding the Production Lighting Fixtures Acquisition for the Performing Arts and Event Center
base quote and optional equipment to PNTA, the lowest responsive, responsible submitted quote in the amount of
$89,050.70 and authorize the Mayor to execute the contract.
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"' w
Performing Arts and Event Center
Production Lighting Fixture Acquisition
Bid Opening: August 31, 2018
Item Quote 1
Company Name PNTA
Bid Form Completed Yes
Bid Form Signed Yes
Addendum 1 Signed Yes
Addendum 2 Signed Yes
Date of Install 2 weeks after
contract
Responsiveness (1-10) 10
Base Price $85,472.17
Ability/ history (1-10) 10
Alt. 1 $3,578.53
Total Base+ Alt 1 $89,050.70
Quote 2
Hollywood Lights
Yes
Yes
Yes
No
5-0ct-18
10
$103,889.79
10
No price
N/A
* They used their own quotation form, not the RFQ form
Quote 3 Quote 4
LVH Entertainment Barbizon Lighting *
Yes No
Yes Yes
Yes No
Yes No
30 days after 2-4 weeks after
Contract contract
10 5
$97,383.78 $95,049.00
10 10
$4,256.34 $4,467.32
$101,640.12 $99,516.32